Creating and managing your accounts
Your department administration and the Dean’s Office will create a preliminary project account and collaborate on post-award accounting. Best practice: initiate this process when it is likely that your proposal will be funded, to avoid subsequent delays. Your administrator will work with UVA Procurement and Supplier Diversity Services to order supplies, services, and equipment. Your staff may be trained and given access to the UVA Marketplace, an electronic procurement site. You are required to reconcile each of your state accounts on a monthly basis, using the recon@UVA system.
Hiring and managing research staff
Your administrator will work with the Dean’s Office HR staff and UVA Human Resources to hire project personnel, with your input on job requirements. UVA Human Resources or the International Students and Scholars Program can help obtain and maintain visas for foreign staff and trainees, respectively. The office of the Vice President for Research provides resources for postdoctoral fellows.
Annual reports and renewals
Multi-year grants generally require the submission of annual reports before the subsequent year is funded. For NIH grants, annual technical reports generally are due two months prior to the start of the next award period. Contracts, including clinical trials agreements, have specific reporting, invoicing, and reimbursement schedules. Annual reports are required of animal and human use protocols.
Be aware of deadlines for competitive renewals and prepare accordingly (NIH deadlines). Note: the final version of your proposal must be sent to the Office of Grants & Contracts at least five working days prior to the deadline for electronically-submitted proposals (e.g., via grants.gov).
Make sure that all required final reports (technical, financial, equipment, inventions, etc.) have been filed with the agency. For NIH, these reports must be filed within 90 days of the end date of the award. (See NIH closeout document from the Office of Grants and Contracts.)
Help with post-award project administration
Contact the Office of Grants and Contracts for assistance (list of staff assigned to SOM departments).
Faculty research roles and responsibilities
The Principal Investigator has the freedom to choose the nature and direction of their research program and to disseminate the results of that research to the public, within any constraints imposed by the funding agency. S/he also is responsible for financial oversight of the project and filing required reports, per its terms and conditions. Non-PI faculty have similar responsibilities to the PI, with the exception of overall responsibility for project direction and reporting. Collaborating investigators must:
- Ensure that their expenditures are in accordance with sponsor and university regulations, policies, and procedures
- Coordinate with the PI any approvals for restricted expenditures (e.g., equipment)
- Maintain knowledge of and compliance with University procedures related to sponsored research
- Disclose financial conflicts of interest to the PI
- Obtain and maintain applicable IACUC, IRB, IBC, and EHS training and approvals before initiating a research project
- Disclose prior disbarment/suspension or proposed disbarment
- Verify that their project staff have signed University Patent Agreements
Faculty conducting human subjects research should also refer to the section below on the roles/responsibilities of clinical research coordinators.
Trainee research roles and responsibilities
Postdocs and graduate students must:
- Seek and follow faculty guidance on scientific and other procedures (e.g., allowable uses of grant funds)
- Maintain knowledge of and compliance with University procedures and policies related to sponsored research
- Disclose financial conflicts of interest to the PI
- Obtain applicable training in and practice
- Obtain applicable IACUC, IRB, IBC, and EHS approvals/training
Research coordinator research roles and responsibilities
- Manage all aspects of conducting clinical trials under the direction of the PI
- Maintain in-depth knowledge of protocol requirements and Good Clinical Practice (GCP) per FDA regulations
- Provide sound conduct of the clinical trial (including recruitment, screening, enrollment, and follow-up of eligible subjects per protocol)
- Maintain accurate and complete documentation (e.g., regulatory documents, signed consent forms, IRB approvals, source documents, drug dispensing and subject logs, and study-related communication)
- Provide timely management of all aspects of the trial (e.g., completing case report forms, data entry, reporting adverse drug experiences [ADEs], and managing caseload and study files)
- Communicate protocol-related problems to the management staff (e.g., questions regarding the conduct of the clinical trial, possible ADEs, or subject compliance)
- Maintain professional conduct in the presence of subjects, research staff, sponsors, monitors, auditors, etc.
Department research administrator research roles and responsibilities
- Support project investigators in the development of proposals
- Thoroughly understand unallowable, direct, and facilities and administrative (F&A) costs
- Thoroughly understand and properly follow Cost Accounting Standards
- Show consistency in charging sponsored award costs
- Ensure monthly review of project costs and obtain PI approval of same in a timely manner