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Departmental Pre-Award Research Administrator |
Principal Investigator |
Unit Approver and/or Dept/Dean Delegate |
URA Pre-Award Research Administrator |
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Communication |
As needed, notify relevant unit staff of upcoming submissions Respond to PI requests in a timely manner, prioritizing based on urgency Communicate regularly with the PI throughout the proposal submission process Work directly with PI to respond to URA proposal review comments, and work directly with URA if there are questions |
Notify departmental pre-award research administrator of intent to submit proposal as soon as a decision has been made to pursue the opportunity, and if available, provide Funding Opportunity Announcement |
Notify departmental pre-award research administrator of any incoming faculty who may need proposal development support Provide updated salary information for faculty on an annual basis or as needed |
Communicate with departmental grants administrator during proposal review process with review comments in AURA Grants FP Address departmental grants administrator’s questions regarding pre-award or proposals |
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Funding Opportunity Review (FOA) |
Determine PI eligibility and assist PI in completing PI Status Request Form, if necessary Provide proposal checklist and proposal development timeline to PI based on FOA Contact Research Development Support, if needed Identify restrictions, such as limited opportunity submission and assist PI in obtaining required approvals |
Complete PI Status Request Form as required, if necessary |
Review PI Status Request Form and provide Dept. Head approval |
For full proposal review, review proposal and AURA Grants FP against sponsor’s FOA and guidelines |
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Prepare/edit proposal budgets and budget narratives with PI Provide guidelines to subcontractors and collect appropriate documentation for submission Send out any cost share requests to the unit for approval Discuss any indirect cost concerns with the PI and the unit and process IDC Waiver/Variance Request, if necessary |
Prepare/edit proposal budgets and budget narratives with departmental pre-award research administrator Provides subcontractor contact information Discusses any cost share requests and/or IDC waivers with unit staff and/or the departmental pre-award research administrator |
Review any cost share requests and/or IDC waivers and provide approval Provide salary information to the departmental pre-award research administrator Notify the departmental pre-award research administrator of any special unit requirements regarding the budget |
Review AURA Budget Grid and proposal budget to be submitted to the sponsor identifying any items that require revision (i.e. IDC rate, fringe benefit rate, appropriate exclusions, budget categorization, direct costs, indirect costs, etc.). Note that the level of review will depend on when the proposal is received by the URA Pre-Award Research Administrator for review. |
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Application Preparation |
Ensure all institutional compliance requirements are met Assist PI with budget and budget justification creation Complete non-technical proposal components, including any institutional forms and application forms Compile technical proposal components Update Pending section of Current and Pending Support and verify Current section with PI and unit staff Coordinate Biosketches/CV verification with PI |
Prepare technical proposal components Verify Current and Pending Support with pre-award manager and unit staff Update Biosketches/CVs with departmental pre-award research administrator |
Review proposal per Unit Reviewer/Approver Checklist to ensure that all requirements are met in order to approve |
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Approvals |
Create and complete AURA Funding Proposal Upload all close-to-final or final draft proposal documents if it’s a unit submission or grant sponsor portal access to application if URA submission and route to assigned Unit Reviewer/Approver Grant URA Pre-Award view access to proposal in sponsor portal, if it’s a URA S2S or URA Non-S2S Submission. Determine PI eligibility and assist PI in completing PI Status Request Form, if necessary (and secure departmental/divisional and URA approval per instructions) Obtain appropriate departmental/divisional approvals for limited submissions and/or address any issues regarding limited submissions Seek approval from unit for any cost share requests Discuss any indirect cost concerns with the PI and the unit and process IDC Waiver/Variance Request, if necessary |
Complete Assurances in AURA |
Provide Unit Review and Approval |
Provide Institutional Review, Approval, and Endorsement |
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Submission |
Send PDF of final application to PI for review Submit application to sponsor if unit submission or confirm “ready to submit” if URA submission. |
Provide concurrence to submit proposal |
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If Unit submission, initiate “Other” Ancillary Review to prompt unit to upload submitted proposal to FP once submitted If URA Submission, initiate “Ready to Submit” Ancillary Review, sending to departmental grants administrator, and once ready, submit proposal |
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Post-Submission |
Work with PI to Prepare and Route any Just-In-Time (JIT) or post-submission materials requests through AURA as “JIT” activity to URA Pre-Award Follow up with PI regarding any compliance activities prior to award Ensure any IACUC and IRB protocols are approved for appropriate FPs, if applicable |
Notify departmental pre-award research administrator of any post-submission materials to be submitted Provide any IACUC, IRB, or IBC protocol information to pre-award manager as needed |
Provide Unit Review and Approval, as needed |
Conduct JIT review and provide departmental grants administrator with any review comments that may need to be addressed Once reviewed and approved with no outstanding items, submit JIT response to sponsor or provide Departmental Pre-Award Research Administrator with confirmation to proceed with submission if unit submission |
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Compliance |
Ensure any IACUC and IRB protocols are approved at JIT/award stage and linked to appropriate FPs for award distribution (protocols are pending at proposal stage) Confirm that PI and any relevant key personnel have filed the Annual FCOI Disclosure/COI Annual Assurance for the current Fiscal Year, and the COI CITI Training as applicable Ensure that PI and any Co-PIs or Multi-PIs, or fellows/primary mentors have submitted FP-specific assurances |
Complete Annual FCOI Disclosure/ COI Annual Assurance Complete COI CITI training every 4 years, if applicable Complete CITI Human Subjects Training every 3 years, if applicable Provide any IACUC, IRB, or IBC protocol information to the departmental pre-award research administrator as needed for proposals |
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Confirm that applicable senior/key personnel have COI Annual Assurance and/or COI CITI Training on file at proposal or JIT stage as necessary |