new project lifecycle

Roles and Responsibilities

Research Services

Expand the items below for more details on each segment of the project, or click here to see all of the Research Services responsibilities in one list.

Roles and Responsibilities Research Services

Research is one of the eight pillars essential to the success of UTMB's mission, to improve health for the people of Texas and around the world. Research Services is a value-added partner in the UTMB research enterprise.Research Services facilitates the UTMB research mission, from funding identification through project completion by providing research-specific resources and education; promoting the responsible conduct of research; and advising and assisting with administrative policies and regulations.

The specific area(s) of Research Services responsible for the task is noted in parentheses.

RegulatoryOversight

  • Monitor and strengthen policies and procedures on an ongoing basis. (PreAward, Project Setup, Administration, Effort Reporting)
  • Develop new policies and procedures where needed. (PreAward, Project Setup, Administration, Effort Reporting)
  • Implement revised and newly created policies (PreAward, Project Setup, Administration, Effort Reporting)
  • Interpret and implement University policies & federal and other sponsor regulations related to research. (PreAward, Project Setup, Administration, Effort Reporting)
  • Provide training in order to maximize implementation of research compliance. (Research Education)
  • If instances of non-compliance and fraudulent activities exist they will be reported to the appropriate office or hotline number. (PreAward, Project Setup, Administration, Effort Reporting, Research Education)
  • Provide training sessions to improve knowledge of major sponsor regulations, including Uniform Guidance. (Research Education)
  • Develop mandatory high quality training programs for administrators and researchers, and ensure availability to everyone. (PreAward, Project Setup, Administration, Effort Reporting, Research Education)
  • Develop an evaluation form for each training program. (Research Education)
  • Modify the training sessions as needed based on feedback from the evaluation forms. (Project Setup, Administration, Effort Reporting, Research Education)
  • Help identify vulnerabilities in research compliance. (PreAward, Project Setup, Administration, Effort Reporting, Research Education)
FindFunding_H


  • Assist PI the identification of potential federal, state, local and voluntary health funding sources (PreAward)
  • Review federal, state, local and voluntary health sponsor funding announcements through the Research Services Research Funding Library, the Internet and other means in order to match investigators with potential sources of support if requested. (PreAward)
  • Disseminate information on federal, state, local and voluntary health funding opportunities, including application guidelines and forms. (PreAward)
  • Identify agency contacts at specific federal, state, local and voluntary health funding sponsors. (PreAward)
  • Act as liaison with federal, state, local and voluntary health granting agencies, facilitating proposal development and promoting interaction with interested faculty. (PreAward)
  • Provide expert guidance on federal, state, local and voluntary health funding opportunities. (PreAward)
  • Conduct educational offerings on finding funding, preparing budgets, utilizing eRA systems, and effectively acquiring research dollars from federal, state, local and voluntary health organizations. (PreAward)
DevelopProposal_H



  • Store federal, state, local and voluntary health organization funding application templates and retrieve as necessary. (PreAward)
  • Review federal, state, local and voluntary health sponsor requirements. (PreAward)
  • Assist in federal, state, local and voluntary health sponsor guideline interpretation and compliance – advise PI. (PreAward)
  • Provide guidance to departments on proposal preparation for federal, state, local and voluntary health organizations. (PreAward)
  • Determine appropriateness of grantee/PI. (Chief Research Officer)
  • Apply industry standard F&A rates to clinical trial agreements. These will be reviewed on a case by case basis. (PreAward)
  • Coordinate gift vs. grant account setup with Grants and Contracts Accounting, General Accounting, and Development office. (PreAward, Project Setup)
  • Gather all prior approval requests from sponsors in order to ensure PI eligibility to apply. (PreAward)
  • Identify partnership opportunities (PreAward, Chief Research Officer and Research Education)
  • Provide description of institutional resources for proposal narrative tailored to specific agency and proposed project. (Research Education)
  • Provide support to Principal Investigator in resolution of issues related to proposal development.  This task includes, but is not limited to, serving as a resource to the Principal Investigator, providing expertise, and offering the benefit of professional development training/education in research administration (PreAward, Research Education)
  • Identify potential program income (PreAward)
  • If needed, prepare Past Performance information, Small Business sub-contract plan, Representations and Certifications (PreAward)
  • Assist PI in developing budget (PreAward)
  • Perform secondary review on Budget Justification based on funding source (PreAward)
  • Confirm all fringe benefits are included at the appropriate rate for the duration of the project. (PreAward)
  • Provide revised budgets updated on the support information etc., to federal, state, local and voluntary health organization sponsors as needed. (PreAward)
  • Ensure adherence to the UTMB cost sharing policy, cost sharing should not be submitted with a grant proposal unless it is required by the federal, state, local and voluntary health organization sponsoring agency. (PreAward)
  • Ensures initial documentation of cost sharing is completed (as provided in the proposals and  required by sponsors and institutional policy) and designates an account on the Proposal Routing Form. (Chief Research Officer)

SubmitProposal_H


  • Process in InfoEd to develop contract number and project number. (PreAward)
  • Review cost sharing support fund in order to ensure verification of funds is available. (PreAward)
  • Review proposal submissions, including budget, budget justification and document formatting according to federal, state, local and voluntary health organization sponsor requirements. (PreAward)
  • Review and provide guidance for submissions to a federal sponsor, such as sub recipient letter of commitment, budget and statement of work, Reps and Certs, and completion of agency cover page. (PreAward)
  • Review required signatures for all proposals, e.g. Principal Investigator, Department Chair(s) and UTMB. (PreAward)
  • Confirm/assure that Principal Investigator and department/grant administrator follow sponsor and UTMB policy and guidelines for proposal preparation, review, approval, and submission. (PreAward)
  • Contact investigator and department regarding missing internal paperwork, if appropriate. (PreAward)
  • Ensure grant, contract and clinical trial agreement applications carry the correct F&A rate.  Reductions or waivers must be supported by a sponsor’s policy/statement or approval by the Chief Research Officer for Research Administration. (PreAward)
  • Ensure application has salary requests reflecting current institutional base salaries, as well as any projected increments or raises. (PreAward)
  • Provide institutional approval of proposal components for to federal, state, local and voluntary health organization sponsors. (PreAward)
  • Work with the PIs for those proposals that are mailed to federal, state, local and voluntary health organization sponsor, and also work with PIs to process electronic proposal submissions. (PreAward)
  • Assist with implementation of sponsor electronic grant processing systems. (PreAward)
  • Maintain a copy of the final proposal for the grant file. (PreAward)
  • Maintain database of proposal submissions and awards and provide information to schools. (PreAward)
  • Generate and negotiate contracts with to federal, state, local and voluntary health organization sponsors, in accordance with UTMB and University of Texas System policies and procedures. (PreAward)
  • All correspondence to federal, state, local and voluntary health organization sponsors must go through the appropriate office with a letter of approval. (PreAward)

ProjectAward_H


  • Perform pre-award spending account inactivation follow up. (PA)
  • Ensure an appropriate indirect cost rate is charged to each program. (PSU)
  • Submit Just in Time information to sponsor. (PreAward)
  • Approve request for pre-award spending. (PreAward)
  • Follow-up on pre-award spending open accounts. (PreAward)
  • Submit documentation to PSU for project request. (PreAward)
  • Push project number from InfoEd to PeopleSoft. (PreAward)
  • Create restricted gift account for PI. (Project Setup)
  • Receive Notice of Grant Award (NOA). (PreAward)
  • If terms and conditions are identified on the notice of grant award, the PI and ASG must be notified using the notes section of PeopleSoft, along with the notification of the grant ledger system. (PreAward, Project Setup)
  • Notify the Principal Investigator and Dept. Staff of all awards, and ask for budget review. (PreAward, Project Setup)
  • Generate award and load budget in PeopleSoft. (Project Setup)
  • PreAward accumulates all documents needed and passes documents off to Project Setup. (PreAward)
  • Outgoing Subcontract Agreement: confirm entity information, scope, and a final budget match notice of award (NOA) (Contracts)
  • Draft and submit outgoing subcontract agreement to collaborating institutions for review and execution. (Contracts)

ManageProject_H


  • Ensure an appropriate F&A rate is charged to each program. (PreAward, Project Setup)
  • If subaward was not previously authorized by sponsor and prior approval is required, negotiate and obtain sponsor approval. (PreAward)
  • Establish CFS and budget per the PreAward Service Level Agreement. (Project Setup)
  • Ensure for NIH or other applicable awards that the salary cap is not exceeded. (PreAward, Effort Reporting)
  • Initiate purchase requisition for the sub agreement in system with the proper amount and recipient. (Administration)
  • Purchase order and subagreement sent to vendor. (Administration)
  • Train staff on Federal Costing Regulations in order to help identify appropriate direct cost and indirect costs. (Research Education)
  • Ensure proper completion of effort reports and appropriate charges in the Human Capital Management (HCM) PeopleSoft. (Effort Reporting)
  • Review effort certification forms and manage collection process. (Effort Reporting)
  • Resolve rejected outgoing subcontract purchase requisitions. (Administration)
  • If program income exists, flag in PeopleSoft. (Project Setup)
  • Will work with researchers to help ensure completion of the effort reports. (Effort Reporting)
  • Communicate and coordinate with PIs on deliverables submitted. (PeAward)
  • Approve and process RSTs and DBRs. (Effort Reporting)
  • Adjustments are processed. (Effort Reporting)
  • Maintain all documents related to sponsored project activity based on UTMB or Sponsor retention policy. (PreAward, Project Setup, Administration, Effort Reporting)
  • PreAward submits (NCE)  to sponsor on behalf of Grants and Contracts Accounting and the PI. (PeAward)
  • Communicate changes in the indirect cost rate with Research Services and the research community. (Research Education)

ProjectCloseout_H


  • Retain grant and contract financial records for nine years after the last activity on the award as per UTMB Policy on records retention. (PreAward, Project Setup, Administration)