Research Administration Update March 2021

Office of Research Administration March 2021 Update

Agenda Letter of intent for subrecipients Banner roles for Research Administrators ORAIntra - Process and Policy Website Document Depot Update on training being developed Research Administration Information Network (RAIN)

Subrecipient Letter of Intent Proposals involving subrecipients generally require additional documentation to ensure that the proposed collaborators support the proposal and are eligible to receive funding from ECU. This process, with which experienced proposal writers are already familiar, has been updated and streamlined based on feedback and changes to federal guidelines.

Subrecipient Letter of Intent The revised Subrecipient Letter of Intent is located exactly where the prior form was located most people get it from eTRACS when they are preparing their proposals. It is also available at: https://rede.ecu.edu/ora/ecu-subrecipient-letter-of-intent/

Subrecipient Letter of Intent Additional guidance related to the proposals involving subawards is available at: rede.ecu.edu/oraintra 341 Proposals Involving Subawards 341.01 Subrecipient Letter of Intent

Banner Research Administration Roles New Banner Fields Three new fields each naming personnel associated with sponsored project funds. RAH Research Hub Manager DAF Departmental Administrator Finance DAE Departmental Administrator Effort These fields are still being populated Access to management reports will be governed by these listings Personnel are welcome to provide lists of their projects

Banner Research Administration Roles RA Hub Manager (RAH) Research Administration Hubs (HUB) serve as liaison between Principal Investigators, unit personnel, and institutional level research support offices in support of various research administration processes. These include proposal development and submission, financial and project management, and closeout and reporting. Hubs may manage finances, reconcile individual expenses to the award amount, prepare/review financial reports and perform other administrative functions related to the grant.

Banner Research Administration Roles DRA - Finance (DAF) The Departmental Research Administrator (Financial) is designated by the Department Chair, in consultation with the Principal Investigator, to assist in managing the financial and administrative aspects of the sponsored project. Supports the PI in purchasing appropriate supplies and other necessary project expenditures, such as travel, equipment, and other similar non- salary items and services. Supports the PI in managing the project budget, reconciling individual expenses to the award amount, preparing/reviewing financial reports, advising the Principal Investigator on project budget status, and performing other administrative functions related to the grant.

Banner Research Administration Roles DRA - Effort (DAE) The Departmental Research Administrator (Effort Manager) is designated by the Department Chair, in consultation with the Principal Investigator, to assist in managing the personnel aspects of the sponsored project. Supports the PI in ensuring that the personnel named in the proposal are assigned to the project using the ePAF. Reviews the committed effort of each named individual and ensuring that these levels can be met. Works with the PI to communicate appropriate levels of effort per project to all individuals assigned to the project, including responsibilities of effort reporting and certification.

ORA Intranet The General Administrative Principles are intended to document the rules, guidelines, and requirements of the University regarding research administration and compliance. rede.ecu.edu/oraintra General Administrative Principles (GAP) Standards of Practice (SOP) Resources Guidance

ORA Intranet General Administrative Principles (GAP) GAPs are top-level (relative to Research Administration) documentation of broad core principles of specific research administration and compliance issues. Examples: Allowable Costs, Cost Transfers GAPs generally make reference to laws, regulation, and requirements external to REDE and represent REDE s understanding of and intent to comply with those laws, regulations, and requirements GAPs generally do NOT document specific processes, practices, or procedures, although high level general procedures will be incorporated as much as possible there will be additional clarification provided in subordinate documents (Resources, Guidance, or Standards of Practice) Reviewed annually: but with very limited expectation of revision

ORA Intranet Standards of Practice (SOP) Standards of Practice outline processes or procedures by which the General Administrative Principles are made operational. Example: Processing Cost Transfers, Review Process for Identifying/Correcting Unallowable Costs SOP s are specific to a particular GAP, reference that GAP, and may be referenced by that GAP SOPs are specific, functional, and instructive useable for orientation, training, and quality assurance purposes Reviewed annually: informed by CMSI Monitoring Reports to identify issues to be addressed with updated guidance

ORA Intranet Resources Resources are checklists, spreadsheets, web pages, forms, or similar tools which are either necessary or helpful to the implementation of a GAP or SOP. Resources are highly specific and functional intended for real-time operational use Reviewed annually: updated frequently as new technology solutions, system changes, etc. are implemented

ORA Intranet Guidance Guidance is additional discussion of issues implicit within a GAP but perhaps not readily inferred. Example: Clarification of allowability of charging clerical and administrative staff on sponsored programs Guidance is highly specific providing additional information, interpretation, or clarification which improves understanding of the GAP. Guidance is NOT a revision to the GAP or the introduction of a new variance or waiver scenario (such a change should be accomplished via a revision to the GAP). Guidance documents are linked to respective GAPs for further clarification. Reviewed annually: the need for new guidance documents is informed by Monitoring and Management report data, training feedback, and/or questions from ASDRs/Hubs and Faculty for clarification of certain issues. Example: Charging tuition for Master level students to sponsored programs

Research Administration Training https://rede.ecu.edu/cmsi/index/coreareas/training/ Professional Development Opportunities Useful for Continuing Education Credits Self-Guided Training Series Basics for Departmental Research Administrators (BDRA) Management Practice Reviews (MPR) Pathway to Research Administration (PRA)

Research Administration Training Basics for Departmental Research Administrators (BDRA) This series focuses on skills needed by staff at the elbow of faculty investigators. These personnel generally have multiple operational responsibilities many of them not specific to sponsored projects. Emphasis is placed on immediate functional impact instead of upon broad theoretical premises.

Research Administration Training Management Practice Reviews (MPR) This series focuses on full-time research administrators who need orientation or review of specific issues critical to research administration management or compliance. Examples of these processes may include changes in award setup and subsequent modifications to Banner or new requirements for preparing and reviewing Current and Pending Support documentation.

Research Administration Training Pathway to Research Administration (PRA) This series focuses on in-depth training for full-time research administrators. These personnel have responsibilities specific to sponsored project submission and management and should be subject matter experts on a broad array of sponsored project issues. The PRA is designed to deliver training on the core principles of research administration beyond (but including) hands on training in common grant management tasks.

Research Administration Information Network It s called R.A.I.N. Insert corny joke here Monthly Meeting in MS Teams for personnel touching research across campus RAIN Teams Channel contains files, agendas, links, etc E-mail Updates on Significant Operational Changes Opportunity for networking with colleagues across campus

Office of Research Administration rede.ecu.edu/ora