Training for Excellence in Research Administration

Training for Excellence in Research Administration
WELCOME to the University of Chicago Training for Excellence in Research Administration Program. This
program has been developed in collaboration with central and departmental staff across the university
campus that are dedicated to supporting the faculty, researchers, and mission of the University of
Chicago through efficient and consistent application of rules, regulation policies, procedures and best
practices related to research administration. TERA 2.0 aims to:
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Increase competency and knowledge
Support faculty and research administrators
Streamline processes and reduce administrative burden
Ensure research administration compliance
Create a repository of research administration resources
The program includes eleven 2-3 hour interactive sessions that cover the full life cycle of sponsored
research and all major topics a fully-informed research administrator should know. Topics include an
overall introduction to research administration, compliance, proposal and budget development, award
acceptance, post-award management, and audit. Albeit some staff perform functions that limit their
exposure to a specific task, we firmly support the idea that knowledge of the full spectrum of research
administration functions will improve communication and overall effectiveness in administrative
support to our faculty and researchers.
All employees are welcome to apply through a simple registration form that includes approval by his/her
direct supervisor. As participation requires a significant time commitment, a supervisors’ approval is
requested as not to leave a department/unit without sufficient staff to manage workload. Participants
are expected to attend ALL required sessions to receive a Certification of Completion. In the event a
session is missed, there will be make-up requirements for those seeking a certificate of TERA 2.0
completion. Registration forms must be submitted no later than Friday, March 13th, 2015 to [email protected].
Optional special topic courses will be developed as the need arises and offered outside of this structured
program. If you have a specific need for training that is not met within this program, please contact [email protected].
Thank you for your interest and enthusiasm! We hope you will find this training opportunity worthwhile
to your personal and professional growth as it supports a major function of the University of Chicago!
Sincerely,
The Training Advisory Committee *
University Research Administration 2015
TERA 2.0 Curriculum
Course
Time
(hrs)
Schedule
Day of
Week
Intro: Overview of Research Administration & Sponsored
projects
Identify roles, responsibilities, compliance of research
administration. Review project lifecycle, UC Culture, university
contacts, and learn basics for effective project management at
the University of Chicago in compliance with the new uniform
guidance.
3
Week 1
4/1/2015
WEDS
Core 1: Project Basics
Communicate the big picture (the “what and why”) of research
project management at UC, new Uniform Guidance, concepts
applied in Pre-award, and their impact on Post-award.
3
Week 2
4/8/2015
WEDS
3
Week 3
4/15/2015
WEDS
3
Week 4
4/22/2015
WEDS
3
Week 5
5/6/2015
WEDS
3
Week 6
5/13/2015
WEDS
Core 2: Proposal & Budget Development (Part I)
Outline requirements, process, and application of concepts to
proposal development and budget management.
Core 2: Proposal & Budget Development (Part II)
Practice session - Case Study 1
Application of knowledge/ information in Core 1& 2
Core 3: Compliance (Part I)
Recognize compliance operations and processes at UC and how
they affect the research administration process and projects.
Core 3: Compliance (Part II)
2
Practice session - Case Study 2
Application of knowledge/ information in Core 3- Part I/II
Core 4: Project Management (Part I)
Describe the post award management process from acceptance
to audit.
Total hrs
Total classes (in curriculum) - 11
Certification Ceremony/ Reception – TBD
WEDS
2
Week 8
5/27/2015
WEDS
3
Week 9
6/3/2015
WEDS
3
Week 10
6/11/2015
TH
3
Week 11
6/17/2015
WEDS
Core 4: Project Management (Part II)
Practice session - Case Study 3
Application of knowledge/ information in Core 4- Part I/II
Week 7
5/20/2015
31
University Research Administration 2015
Course Descriptions
Intro: Overview of Research Administration & Sponsored projects
Whether you are new, novice or an expert in research administration, this course
ensures a standard level of expertise in research administration at the University of
Chicago. You will learn concepts and skills that foster efficient, effective management of
sponsor projects increasing your knowledge, saving you time, and reducing error! This is
the first required course of the program. All program participants/ research
administrators must attend this class.
Topics include:
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Overview of Research at The University of Chicago
Structure of the University
Sponsored Projects vs. Gifts
Sponsored projects lifecycle
Sponsored Agencies Structure
Central and Departmental Key Players
Key acronyms
And more…
Core 1: Project Basics
Project Basics equips you with the big picture (the “what and why”) of research project
management at UC, concepts applied in Pre-award, and their impact on Post-award. You
will learn how to distinguish between funding types, requirements, and apply federal
regulation (Uniform Guidance) concepts as you manage projects daily.
By the end of this class, you will be able to:
 Describe the type of announcement opportunities
 Distinguish between the Federal guidelines (Purpose of each, relationships, how/
when are they applied)
 Locate UC Policies and recognize Fringe & HR policies
 Classify allowable and unallowable costs related to research projects
 Explain direct and indirect/ F&A cost (what, how to classify/ calculate on projects)
 Identify PI eligibility & effort (what it is, who is required to show effort, how to
calculate)
Prerequisite: Intro: Overview of Research Administration & Sponsored projects
Core 2: Proposal & Budget Development (Part I)
This class will prepare you for efficient, effective development of your next proposal and
proposal budget. You will learn the requirements, process, policies and application of
University Research Administration 2015
concepts to proposal and budget development. The class is divided into two modules
(Part I/ Part II).
By the end of this class, you will be able to:
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Summarize the high level UC proposal process
Recognize components of a proposal
Locate URA proposal requirements
Reference guidelines and requirements
Prerequisite: Intro, Core 1
Core 2: Proposal & Budget Development (Part II)
This class will prepare you for efficient, effective development of your next proposal and
proposal budget. You will learn the requirements, process, policies and application of
concepts to proposal and budget development. The class is divided into two modules
(Part I/ Part II).
By the end of this class, you will be able to:
 Identify and apply cost principles
 Distinguish difference in application of concepts to types of students/
tuition/ remission
 List type of budgets
 Review composition/ construction of a basic budget
 Build a basic budget applying concepts learned
Prerequisite: Intro, Core 1, Core 2 (Pt. I)
Practice Session - Case Study 1 (Core 1 & 2)
This hands-on practice session that will allow you to apply the knowledge and skills you
gained in Core 1 & 2 to everyday projects/situations. Learn with peers while analyzing
real world case studies in groups and sharing with class participants. You will create a
mock proposal and build a budget. This session will reinforce knowledge and prepare you
for the daily responsibilities of your role.
Core 3: Compliance (Part I & II)
In this course you will learn how to recognize the various areas related to research
compliance that are required under federal and university regulations at The University
of Chicago and how they affect the research administration process and projects.
By the end of this class, you will be able to:
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Locate and effectively use the compliance matrix
Identify systems for various compliance regulations, processes, and appropriate
contacts for compliance issues (Misconduct or Research/Scientific Integrity;
IACUC, IRB, CITI and FCOI, IBC, EHS, Export Control) Note: Financial Compliance
will be covered in Core 4.
University Research Administration 2015
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Analyze when IACUC, IRB, or IBC approval is required
Identify who must comply with the federal and university policies related to
financial conflicts of interest
Define an export
Recognize “misconduct in science”
Locate placement of the Whistle Blower policy
Prerequisite: Core 1 & 2
Practice Session - Case Study 2 (Core 3)
This hands-on practice session will allow you to apply the knowledge and skills you
gained in Core 3 to everyday projects/situations. Learn with peers while analyzing real
world case studies in groups and sharing with class participants. This session will
reinforce knowledge and prepare you for the daily responsibilities of your role.
Core 4: Project Management (Part I)
This class will provide knowledge and skills necessary to understand post award
management. Even if your role is only focused on pre-award aspects, this class is
essential to understanding the entire process and how it all relates. You will describe the
post award management process from acceptance to audit. Class is divided into two
modules (Part I/ Part II).
By the end of this class, you will be able to:
 Define Negotiation Process
 Identify major problem areas in accepting awards
 Describe best practices for award language/ terms
Prerequisite: Intro, Core 1, Core 2, Core 3
Core 4: Project Management (Part II)
This class will provide knowledge and skills necessary to understand post award
management. Even if you only manage pre-award, this class is essential to understanding
the entire process and how it all relates. You will describe the post award management
process from acceptance to audit and learn the basics of the Uniform Guidance Cost
Principles.
By the end of this class, you will be able to:
 Describe high level administration processes/ requirements of Post Award
(standards for financial management)
 Examine concepts/ components - cost sharing, project changes, cost transfers,
Award monitoring,
 Re-budgeting, No cost extension (definitions and "how to")
University Research Administration 2015
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Identify Post-award management systems (FAS, Business Objects, etc.)
Illustrate cost sharing as it relates to post-award management
Discuss the close-out process and components
Identify components of an audit
List major steps/ management of the audit process and contacts involved
Prerequisite: Intro, Core 1, Core 2, Core 3 (Pt. I)
Practice Session - Case Study 3 (Core 4 & Tech Transfer)
This hands-on practice session that will allow you to apply the knowledge and skills you
gained in Core 4 to everyday projects/situations. Learn with peers while analyzing real
world case studies in groups and sharing with class participants. This session will
reinforce knowledge and prepare you for the daily responsibilities of grants
management.
*Training Advisory Committee
URA - Steve Aldape, Joanne Altieri, Michael Ludwig, Candace Washington, Lynda Wolter
SAA - Mary Beth Rudofski
SSD - Shikha Evans, Adrienne Thomas
SSA - Suzanne Fournier
BSD - Katie Pizer
PSD - Hank Way
University Research Administration 2015