Onboarding
Welcome
Welcome to Research Administration at the University of Virginia! The resources below will help you get acclimated to your new role and the Research Administration landscape at UVA.
Contact us at RAPTR@virginia.edu if you have any questions!
Systems Access
Common UVA systems login links can be found here [bookmark for future use!]
Workday Finance is UVA’s financial enterprise system. Please review possible Workday roles needed to manage a grant portfolio. Check with your supervisor to determine the appropriate roles for your position.
Review the Index of Workday Finance Security Roles and Required Trainings for links to related training courses.
| Role | Description |
|---|---|
| Accountant | Run all financial reports; perform journal entries, accounting adjustments [cost transfers] |
| Award Analyst | Run grant account reports |
| Cost Center Fiscal Specialist | Prepare account certifications [reconciliations] |
| Finance Reporting Viewer | View and run reports [central office positions only] |
| Grant Account Certifier | Review and approve account certifications [reconciliations] |
| Grant Financial Analyst | Prepare account certifications [reconciliations] |
| Grant Manager | Approve financial transactions |
| P2P $10k Requisitioner | Create and approve purchase requisitions up to $10k |
| P2P $5k Requisitioner | Create and approve purchase requisitions up to $5k |
| P2P Approver | Approve spend transactions |
| Payroll Accounting Adjustment Specialist | Perform payroll accounting adjustments [labor adjustments] |
| Payroll Costing Specialist | Perform payroll costing allocations [labor distributions] |
| Procurement Shopper | Submit requisitions; approve supplier invoices; change supplier invoices requests; and view various procurement reports |
| Project Budget Specialist | Manage non-grant accounts [start-ups, internally funded projects, departmental accounts] |
Additional Workday courses that may be relevant for position-specific responsibilities. Register via Workday’s “Learning” module.
| Account Certification |
| Accounting Journals and Accounting Adjustments |
| Grants Management |
| Intro to Qlik Sense |
| Introduction to Workday Financials |
| Intro to UBI – Finance |
| PaymentWorks Initiator Training |
| Payroll Accounting HCM Subtasks |
| Payroll Accounting Costing Allocations |
| Payroll Accounting - Accounting Adjustments |
| Purchase Requisitions, Purchase Orders, & Supplier Invoice Requests |
| Travel and Expense New Cardholder Training |
| Travel and Expense – General Reimbursement |
ResearchUVA Huron
ResearchUVA Huron is UVA’s electronic research administration platform. All UVA employees can access the Huron Electronic Research Administration system to submit transaction requests.
To gain access to a department-based portfolio, a request should be submitted to the Office of Sponsored Programs’ “Info Team”. Contact your school’s Grants and Contracts office or the Office of Sponsored Programs for the appropriate submission process. See “Contacts” section below.
Legacy ResearchUVA
The “Legacy” ResearchUVA system is the pre-cursor to the ResearchUVA Huron system and contains data regarding research administration transactions prior to April 2022. To gain read-only access to a department-based portfolio in the legacy ResearchUVA system, submit a “System Access Request” via Workday:
System Access Requests > Create New > Add > then complete the form with:
- Specific Subject Area [Research]
- Role [Compliance Viewer-Org]
- Explanation [List the requested Orgs/Cost Centers in the Explanation text box]
University Business Intelligence (UBI) platforms provide analytics and reporting functionality for UVA’s financial system. Review the Request UBI Access webpage for instructions to request access and information about required trainings. Most Research Administrators will require only the “Finance EDW_P_Finance” role.
Legacy data (pre-July 2022) is available on the UBI Qlikview platform.
Current data (July 2022-present) is available on the UBI Qliksense platform.
The Payroll Allocation Confirmation System requires faculty to confirm payroll applied to their financial accounts twice per year. For access to the system, please contact the Office of Sponsored Programs’ Post Award team at OSPPAC@virginia.edu.
IRB Online and IRB Pro provide access to documents related to Human Subjects research as reviewed by the Institutional Review Board (IRB). Please contact the IRB office at IRBHSR@virginia.edu for access to these platforms.
Please review possible external sponsor platform accounts needed to manage a grant portfolio. Check with your supervisor to determine the appropriate systems for your position.
| Platform/Site | Sponsor(s) | Account Instructions |
|---|---|---|
| grants.gov | Submission platform for multiple Federal sponsors (e.g. DOD, DARPA, NIJ) | Self-create account & request affiliation with the institution using the UEI |
| research.gov | Submission and award management platform for NSF | Self-create account |
| eRA Commons | Award management platform for NIH, AHRQ, CDC | Request an account from your school/unit Authorized Organizational Representative (AOR) |
| login.gov | Two-Factor Authentication (2FA) module for multiple Federal grant platforms (e.g grants.gov, eRA Commons) | Self-create account |
| ProposalCentral | Submission and award management platform for multiple foundation sponsors (e.g. AHA, ACS) | Self-create account |
| eBRAP | Pre-Application submission portal & award management platform for DOD | Self-create account with role "Study Personnel" & request affiliation with the institution as "Virginia, University of" |
| G6 | Award management platform for DOEd | Self-create account |
| NSPIRES | Submission and award management platform for NASA | Self-create account & request affiliation with the institution |
| electronic HandBook (eHB) | Award management platform for HRSA | Self-create account & request affiliation with the institution |
SRAI (Society of Researcher Administrators International) LevelUP is a comprehensive training program covering essential principles of research administration. The available courses can be completed individually to earn digital badges and micro-credentials. The courses can also be utilized for CEUs or contact hours for professional certifications. Please contact your school’s Grants and Contracts office to inquire about access to the learning platform.
Training Modules:
- Principles of Award Negotiation and Set-up
- Principles in Pre-Award Research Administration
- Principles in Research Development
- Relationships, Roles, and Responsibilities in Research Administration
- Principles in Proposal Development
- Research Compliance Frameworks
- Principles of Post-Award Financial Research Administration
- Principles of Post-Award Non-Financial Research Administration
- Introduction to Clinical Research Management: Clinical Studies and Trials
mGuides:
- NIH R Series mGuide
- NIH RPPR mGuide
- NSF CAREER Proposal mGuide
- NSF Research Proposal mGuide
Contacts (submitting schools/units)
| General OSP Questions | osp-help@virginia.edu |
| Pre-Award (proposal preparation, account setup, outgoing subawards) | ospnoa@virginia.edu |
| Post-Award (award invoicing, financial reporting, subaward invoicing, cost transfers, allowability) | osp-postaward@virginia.edu |
| Website | https://research.virginia.edu/compliance/office-sponsored-programs |
| General EHD research adminstration questions | Contact the appropriate pre- or post-award administrator |
| Website | https://education.virginia.edu/offices-departments/administrative-offices/office-research-administration |
| General SOM research administration questions | somogc@uvahealth.org |
| School and Departmental Portfolio contacts | https://med.virginia.edu/grants-and-contracts/site-menu/contact/som-ogc-department-assignments/ |
| Website | https://med.virginia.edu/grants-and-contracts/ |
Research Administration Workflow
Submission Authority at UVA is delegated to three responsible schools by the Office of Sponsored Programs – the Schools of Engineering, Education, and Medicine.
The UVA Roles and Responsibilities Matrix defines the person, unit, or office responsible for each step of basic Research Administration transactions.
The charts below provide an overview of the process responsibility for basic Research Administration transactions.
Transactions in the ResearchUVA Huron system may have components that “live” in the Grants module and/or the Agreements module. The following flow chart explains how these transaction records work together over the life cycle of an award.
Internal Networking / Meetings / Listservs
Browse all UVA listservs and add/remove subscriptions here.
| Meeting | Purpose | Participation | Cadence/Format | Contact/Further Information |
|---|---|---|---|---|
| CoRA / RAPTR Office Hours CoRA - Community of Research Administrators RAPTR - Research Administration Program for Training and Resources | CoRA is a presentation-style meeting format and the RAPTR Office Hours is an open-forum discussion and Q&A session. CoRA is scheduled monthly on the second Wednesday and RAPTR is scheduled bi-weekly on the first and third Wednesdays. The RAPTR Office Hours following a CoRA meeting will focus on the CoRA topic and the other RAPTR Office Hours will be open-forum or independent topics. | All university research administrators and research administration-adjacent community members. | CoRA’s presentation focused format and RAPTR’s Q&A format have combined to offer a broad and inclusive community for RA to learn and discuss research administration current topics and updates, processes, systems, tips & tricks, and best practices specific to UVA. These meeting offers a mix of learning opportunities and news updates from OSP and related offices. | Subscribe to the CoRA listserv here. Contact the RAPTR team at RAPTR@virginia.edu |
| OSP Research Administrators Forum | OSP's RAF meeting is the primary forum for the VPR and OSP to update the RA community on current institutional initiatives, significant regulatory updates, and research administration news in a presentation style meeting. | All university research administrators, fiscal personnel, OSP, Research Deans, VPR, Faculty | RAF is held quarterly as a half-day hybrid meeting hosted and planned by OSP. | Announced by OSP via the "Spotlight" emails. Subscribe to OSP's listserv here. |
| SOM RAM and other school/unit meetings | School of Medicine's Research Administrators Meeting (SOM RAM) and similar meetings at other units cover school-focused issues like 1) implementing new processes, 2) updates from the Dean's office or OSP, and 3) transactional level updates or process improvement. | Varies by school/unit | Varies by school/unit. SOM RAM is held monthly on the third Thursday. | Contact leadership from your school/unit. Subscribe to the SOM RAM listserv here. Contact SOMOGC for the SOM RAM meeting invitation at SOMOGC@uvahealth.org |
| Core Team | The Core Team focuses on process improvement discussion and implementation for Research UVA Powered by Huron and related research administration processes across OSP and schools/units. | University-wide research administration representation from the end-user and leadership level. | Bi-weekly meetings scheduled by Core Team leadership. | Participation by invitation. Contact leadership from your school/unit. |
| RAIT | A structured forum for RA leaders representing all major research units to discover, explore, and address opportunities for improvement in a collaborative and open-minded setting. | School/unit and OSP research administration representation at leadership levels. | Monthly in-person meetings with a communication plan for reporting ongoing projects and initiatives. | Participation by invitation. Contact leadership from your school/unit. |
Professional Development
| Organization | Website |
|---|---|
| NCURA (National Council of University Research Administrators) | https://www.ncura.edu/ |
| SRAI (Society of Research Administrators International) | https://www.srainternational.org/ |
| SRAI Virginia Special Interest Group | https://www.srainternational.org/about/chapters/virginia |
| NORDP (National Organization of Research Development Professionals) | https://www.nordp.org/ |
| NTGCoP (National Training Grant Community of Practice) | https://www.ntgcop.org/home |
| Meeting | Website |
|---|---|
| UVA Certified Research Administrator (CRA) Study Course | Contact UVA OSP at osp-help@virginia.edu |
| Virginia Tech Certified Research Administrator (CRA) Study Course | https://www.research.vt.edu/research-development/professional-development/cra-study-team.html |
| NACCA (NAtional Conference on College Cost Accounting) | https://www.ncura.edu/nacca/AboutNACCA.aspx |
| NYU Research Administration Demonstration (RAD) Series | https://www.researchnewschool.com/rad-series |
| UVA RAMP UP (Research Administration Mentoring Program and University Partnership) | https://www.ithriv.org/ramp-up |
| UVA Research Administration eCourse (available on UVACollab) | https://collab.its.virginia.edu/portal/site/14955823-346a-46be-b948-fda15f7f1a07 |
Glossary of Research Administration Standard AcronymS (GRASS)
Use the Search box in the table below to find a specific acronym. If there’s an acronym that you would like added to the list, please email us at RAPTR@virginia.edu.
| ACRONYM | Name/Title |
|---|---|
| UVA Research-Related Entities | |
| CCM | Center for Comparative Medicine |
| CTU | School of Medicine Clinical Trials Unit |
| IACUC | Institutional Animal Care and Use Committee |
| IRB | Institutional Review Board |
| iTHRIV | integrated Translational Health Research Institute |
| OSP | Office of Sponsored Programs |
| SEAS OPRA | SEAS Office of Pre-Award Research Administration |
| SOMOGC | School of Medicine Office of Grants and Contracts |
| VPR | Vice President for Research |
| UVA Schools | |
| A&S/CAS | College of Arts and Sciences |
| EHD | School of Education and Human Development |
| SEAS | School of Engineering and Applied Sciences |
| SOM | School of Medicine |
| External Sponsors | |
| AHA | American Heart Association |
| AHRQ | Agency for Heathcare Research and Quality |
| CHRB | Commonwealth Health Research Board |
| DARPA | Defense Advanced Research Projects Agency |
| DOD | Department of Defense |
| DOE | Department of Energy |
| DOEd | Department of Education |
| DOJ | Department of Justice |
| HRSA | Health Resources and Services Administration |
| NASA | National Aeronautics and Space Administration |
| NIH | National Institutes of Health |
| NSF | National Science Foundation |
| VBHRC | Virginia Biosciences Health Research Corporation |
| VIPC | Virginia Innovation Parternship Corporation |
| UVA Meetings | |
| CORD | Community of Research Development |
| CORA | Community of Research Administrators |
| RAF | OSP Research Adminstrators Forum |
| RAPTR | Research Administration Portal for Training and Resources |
| SOM RAM | School of Medicine Research Administrstors Meeting |
| Application Terminology | |
| OS / CPS / CPCS | Other Support / Current and Pending Support / Current, Pending, and Completed Support |
| FOA | Funding Opportunity Announcement |
| HSCT | Human Subjects and Clinical Trials |
| NOFO | Notice of Funding Opportunity |
| NOSI | Notice of Special Interest |
| PA | Parent Announcement |
| PAR | Program Announcement |
| RFA | Request for Application |
| RFP | Request for Proposal |
| LOI | Letter of Intent |
| LOS | Letter of Support |
| UVA Systems | |
| General Systems | |
| PACS | Payroll Allocation Confirmation System |
| RAD | Research Administration Dashboard |
| RUVAPBH | ResearchUVA Powered By Huron |
| SAFM | Student Aid Funding Module |
| SIS | Student Information System |
| UBI | University Business Intelligence |
| WD | Workday |
| Huron | |
| AMR | Award Modification Request |
| CDA | Confidentiality Agreement |
| COI | Conflict of Interest |
| CSA | Clinical Study/Trial Agreement |
| DUA | Data Use Agreement |
| NFA | Non-funded Agreement |
| FE | Fully-executed |
| FP | Funding Proposal |
| HRS | Huron Research System |
| MPA | Multi-Purpose Agreement |
| MTA | Material Transfer Agreement |
| OTH | Other Agreement |
| PBH | Powered By Huron |
| PE | Partially-executed |
| SRA | Sponsored Research Agreement |
| SUB | Subaward |
| General | |
| COGR | Council on Government Relations |
| Co-I | Co-Investigator |
| eRA | electronic Research Administration |
| FDP | Federal Demonstration Partnership |
| FFR | Final Financial Report |
| FRPPR | Final Research Performance Progress Report |
| FIS | Final Invention Statement |
| HSR | Human Subjects Research |
| IBC | Institutional Biosafety Committee |
| IBS | Institutional Base Salary |
| IRPPR | Interim Research Performance Progress Report |
| JIT | Just in Time |
| MPI | Multiple PI |
| NACCA | National Conference on College Cost Accounting |
| NTGCoP | National Training Grant Community of Practice |
| OSC | Other Significant Contributor |
| PI/PD | Principal Investigator/Program Director |
| PRAM | Progress Report Additional Materials |
| PTE | Pass Through Entity |
| RA | Research Administrator/Administration |
| RPPR | Research Performance Progress Report |
| sIRB | Single IRB for multi site studies |
| SFI | Significant Financial Interest |
| SOC | Salary Over the Cap |
| SOP | Standard Operating Procedure |
| SOW | Statement of Work or Scope of Work |