Roles and Responsibilities Matrix*
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Departmental Pre-Award Research Administrator |
Principal Investigator |
Unit Approver and/or Dept/Dean Delegate |
Communication |
As needed, notify 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 |
Notify pre-award manager of intent to administrator proposal as soon as a decision has been made to pursue the opportunity, and if available, provide funding opportunity announcement |
Notify pre-award administrator of any incoming faculty who may need proposal development support Provide updated salary information for faculty on an annual basis or as needed |
Funding Opportunity Review |
Determine PI eligibility and complete PI Status Request form, if necessary Provide checklist and timeline to PI Contact Research Development Support, if necessary. Address any issues regarding limited submissions |
Complete PI Status Request form as required, if necessary |
Review PI Status Request form and provide Dept. Head approval |
Budget Preparation |
Prepare/edit proposal budgets and budget narratives with PI Provide guidelines to subcontractors and collect appropriate documentation for submission 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 |
Prepare/edit proposal budgets and budget narratives with pre-award administrator Provides subcontractor contact information Discusses any cost share requests and/or IDC waivers with unit staff and/or the pre-award administrator |
Review any cost share requests and/or IDC waivers and provide approval Provide salary information to pre-award administrator Notify the pre-award administrator of any special unit requirements regarding the budget |
Application Preparation
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Ensure all institutional compliance requirements are met 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 pre-award administrator |
Provide Current Support in Current & Pending document as required |
University Approvals
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Create and complete AURA Funding Proposal Upload all draft proposal documents and route to assigned Unit Approver |
Complete Assurances in AURA |
Provide Unit approval |
Submission
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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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Post-Submission
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Route any post-submission requests through AURA as “JIT” request Review and route to URA for submission to sponsor Follow up with unit and PI regarding any compliance activities prior to award Ensure any IACUC and IRB protocols are approved for appropriate FPs |
Notify pre-award administrator of any post-submission materials to be submitted Provide any IACUC, IRB, or IBC protocol information to pre-award manager as needed |
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Progress Reports- if assistance is requested
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Provide checklist and timeline to PI, if necessary Assist PI in creating and uploading documents Route through AURA for review and submission, if necessary |
Complete required progress report documentation Route progress report to post-award administrator Provide concurrence for submission |
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Compliance |
Ensure any IACUC and IRB protocols are linked to appropriate FPs for award distribution |
Complete annual FCOI Disclosure/Annual COI Assurance Complete COI CITI training every 4 years Complete CITI Human Subjects Training every 3 years Provide any IACUC, IRB, or IBC protocol information to pre-award administrator as needed for proposals |
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*Roles/responsibilities can vary across the differing units/divisions