Contents

2. Contents 1. Learning Objectives 2. Office of Research and Sponsored Programs 3. Role of Research Administrators 4. Building a Supportive Environment 5. Professional Development for Research Administrators 6. Challenges for Research Administrators 7. Resources

3. Learning Objectives Individuals completing this tutorial will be able to: • List the functions of Office of Research and Sponsored Programs • Describe the major roles and responsibilities of research administrators • Name three qualities/skills needed for success as a research administrator • Describe how research administrators foster supportive research environments • Name three ways to prepare for the research administration certification exam • List three work-related challenges faced by research administrators

4. Office of Research and Sponsored Programs What is an Office of Research and Sponsored Programs? An Office of Research and Sponsored Programs, also called an Office of Sponsored Programs or Grants Office internationally, provides service to faculty in their pursuit and management of sponsored activities. In this role, the office: • Is responsible for all pre-award functions, including: • Identification of research funding opportunities and partnerships • Interpretation of sponsor policies/guidelines • Assisting with proposal preparation • Proposal submissions • Is responsible for non-financial post-award functions, including: • Negotiation and acceptance of all sponsored awards and agreements • Managing all externally funded sponsored awards • Is staffed by research administrators, and possibly other staff with related skills.

5. Office of Research and Sponsored Programs Recruiting staff for the Office of Research and Sponsored Programs • Fill entry-level jobs from the local applicant pool. • Find people who are self-starters and are willing to undertake training/projects on their own initiative • Keep in mind that currently there are: • No pre-professional training programs • No career ladders • Strong computer skills are desirable

6. Office of Research and Sponsored Programs Hire somebody who can: • Learn the skills. • Do the required training. • Perform the duties of the job. • Stay current on funders, regulations, technology, legislation, and other influences on the research agenda. Recruit staff with a research administrator in mind

7. Office of Research and Sponsored Programs Self-assessment question Which of the following are key functions of an Office of Research and Sponsored Programs? (You can select more than one option.) • _____ Oversees all aspects of the grant management cycle • _____ Reviews and approves research use of human subjects • _____ Centralizes oversight of all grant writing, grant submission, and award management • _____ Ensures that award requirements are met • _____ Authors all research publications

8. Office of Research and Sponsored Programs Self-assessment answer A, C, and D. The following items are key functions of an Office of Research and Sponsored Programs. • Oversees all aspects of the grant management cycle • Centralizes oversight of all grant writing, grant submission, and award management • Ensures that award requirements are met

9. Role of Research Administrators • Provides services to enhance researchers’ success • Provides management support for the institution’s research mission • Helps sponsors (funders) to achieve their goals and ensures their regulations are enforced Basic functions of a research administrator

10. Role of Research Administrators • The researcher and institution • The researcher and sponsor(s) (funders) • The institution and sponsors (funders) A research administrator is the bridge between:

11. Role of Research Administrators • Promote research and sponsored programs • Promote best practices in grant administration • Identify funding sources • Complete required grant registrations to facilitate electronic submissions • Facilitate research sustainability through the support and/or coordination of faculty development initiatives • Orients principal investigators and staff upon receipt of grants • Oversee compliance with funding agency regulations and standards • Ensure the timely submission of progress reports and closeout reports What are the responsibilities of research administrators?

12. Role of Research Administrators Examples of grant registrations Register at the following sites at least 4 to 6 weeks in advance of first application deadline • Grants.gov, the portal to submit all federal grant applications. The research administrator should register authorized representatives of the organization. • Data Universal Numbering System (DUNS), which identifies the institution • System for Award Management, which must be renewed annually • NATO Commercial and Government Entity code, which identifies the institution’s location • eRA (Electronic Research Administration) Commons, where the research administrator should create an account through which NIH grants can be processed

13. Role of Research Administrators Self-assessment question Which of the following is not one of the roles or responsibilities of a research administrator? A. _____ Helps sponsors (funders) to achieve their goals and ensures their regulations are enforced B. _____ Provides services to enhance researchers’ success C. _____ Provides ethical review and approval of research D. _____ Provides management support for the institution’s research mission

14. Role of Research Administrators Self-assessment answer C. Provides ethical review and approval of research is not one of the basic functions of a research administrator.

15. Building a Supportive Environment Facilitates the creation of a supportive institutional environment • Develops relationships with funding sources • Prepares and maintains profiles of faculty research interests • Prepares descriptions of labs and core research facilities • Works with institution leadership to develop seed funding programs to support pilot projects • Supports institutional grant programs, including: • Travel grants • Equipment grants • Matching grants • Publicizes faculty members’ research accomplishments

16. Building a Supportive Environment • Writing for publication • Sabbatical planning • Time management • Conference presentations • Supporting a mentor network Conducts professional-development training activities

17. Building a Supportive Environment • Human subjects research • Research planning • Grant writing • Familiarize faculty with the guidelines and requirements of grant applications • Familiarize investigators and staff with the scientific and financial responsibilities of the grant Supports research-related training activities

18. Building a Supportive Environment • Understands the nature of the principal investigator’s research • Matches grant opportunities appropriate to the institution with the appropriate investigators • Works with institution leadership to develop seed funding programs to support pilot projects • Supports institutional grant programs, including: • Senior faculty members training junior faculty • Train-the-trainer initiatives Facilitates the development of sustainable research programs

19. Building a Supportive Environment • Helps the PI collect information about pending funding opportunities • Promotes positive relationships between the PI and research sponsors • Provides proposal and budget templates • Helps the PI apply for grants or contracts, especially through assistance with budgets, forms, deadlines, approvals, and signatures • Takes part in reviewing applications, including the budgets, before they are submitted • Packages and submits final applications Assists with proposal development

20. Professional Development for Research Administrators Commonality with other professions Professional development issues Development and institutionalization of professional standards and required competencies for research administrators Development of generally acceptable education and certification programs Development of recognized and accredited advanced degree programs • Disciplined group of individuals possessing specialized knowledge • Education and training at a high level • Prepared to exercise knowledge and skills in the interest of others

21. Professional Development for Research Administrators • Develop individualized training plan for new hires • Perform a job analysis or do a needs assessment • Attend trainings at conferences • Use professional organizations to help identify areas of further training Professional development options: On-the-job training

22. Professional Development for Research Administrators Professional development options: Obtain a certificate • Review eligibility on the Research Administrators Certification Council (RACC) website • Attend Society of Research Administrators (SRA) and National Council of University Research Administrators (NCURA) meetings

23. Professional Development for Research Administrators How to obtain certification • Ensure that you meet the eligibility requirements of the Research Administrators Certification Council (RACC). See CRA Qualifications/Credentials for more information. • Study the Certification in Research Administration (CRA) body of knowledge available on the RACC website • Pass an exam in one of two available tracks: • Certification in Research Administration (CRA) • Certification in Pre-Award Research Administration (CPRA) • Apply for re-certification every five years

24. Professional Development for Research Administrators Why obtain certification? • Indicates you have met the requirements of the Research Administrators Certification Council • Demonstrates a level of knowledge necessary for a person to be a professional research or sponsored programs administrator and offers more: • Professional recognition • Indication of expertise • Advancement opportunities • Credibility with clients

25. Professional Development for Research Administrators • Better-known programs include: • University of Central Florida (Orlando, FL) • Emmanuel College (Boston, MA) • Management Concepts, Inc. • There are online Master of Science degrees in research administration. • Apply for recertification every 5 years. Professional development options: Online certificate programs

26. Professional Development for Research Administrators How to prepare for the certification exam • Review the information on the RACC site. • Attend professional meetings. • Join the RESADM-L mailing listserv. • Network with other research administrators. • Practice the profession.

27. Challenges for Research Administrators • Needs to develop broad knowledge and skills • Needs communication skills in the following: • Writing • Training • Business • Must maintain expertise in all aspects of funding • Must take the initiative to stay current with frequently changing regulations • Multiple funders means multiple rules, standards, and deadlines Work challenges

28. Challenges for Research Administrators • Absence of career ladder • Need for varied experiences to promote career growth • Lack of institutionalized professional development in research administration Career challenges

29. Resources Helpful websites • NIH Grants Policy Statement • Grants.gov Customer Support • eRA Commons Help Desk • Research Administrators Certification Council • RESADM-L Mailing Listserv • Society of Research Administrators • National Council of University Research Administrators