2015 Course Catalogue
excellence The mission of THE RESEARCH ADMINISTRATION IMPROVEMENT NETWORK (TRAIN速) is to build the research support infrastructure by enhancing the professional competencies of those who contribute to the research enterprise, implementing training and education, improving business processes and reporting, and enhancing communication within the research community.
in research
administration
at USF
A MESSAGE FROM THE SENIOR VICE PRESIDENT “Learning is not attained by chance, it must be sought for with ardor and diligence.” - Abigail Adams One of the things that contributed to fiscal year 2014 being a record breaking year, with over $428 million in new research contracts and grants was having highly trained, qualified, professional research administrators contributing to USF’s research enterprise. You have helped USF become one of the top 50 research universities in the nation, ranked by the NSF as 43rd in total research expenditures, among all U.S. universities, public or private. We rely on your talents, dedication and commitment to excellence as we continue to move forward as a high-impact, global research university.
We need all of our research administrators – each and every one of you as we continue to strive for excellence in research administration at USF. When you become a Certified Research Administrator at USF (CRA-USF), you demonstrate a level of commitment to your profession and the University that sets you apart as a leader in your field. Photo by Aimee Blodgett
Make this your year to elevate your professional credentials by becoming a CRA-USF!
Paul R. Sanberg, Ph.D., D.Sc. Senior Vice President for Research, Innovation & Economic Development President, USF Research Foundation Distinguished University Professor University of South Florida
How to Enroll
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Contact Elizabeth Foster, Program Manager train@usf.edu 813.974.3571
THE MISSION OF THE ACADEMY OF CERTIFIED RESEARCH ADMINISTRATORS AT USF To recognize research administration as a respected profession; enhance the visibly of the pivotal role that research administrators have in USF’s success as a high impact, global research university; and to encourage a passion for the pursuit of excellence in research administration.
FOUNDED 2015
“The establishment of this Academy reflects the tremendous growth in the number of USF research administrators earning the CRA-USF credential. And when we invest in the professional development and recognition of our research administrators, the benefits are broad reaching.”
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Elizabeth Foster, Program Manager THE RESEARCH ADMINISTRATION IMPROVEMENT NETWORK
Become a Member of the Academy! Members of the Academy of Certified Research Administrators at USF include employees who have earned the Certified Research Administrator at USF (CRA-USF) credential, the Graduate Certificate in Research Administration (GCRA), or a certificate from the Research Administrator’s Advisory Council (RACC). USF’s GRCA provides working adults with a fundamental knowledge and skills necessary to successfully manage research in both centralized and decentralized environments within non-profit research organizations, corporate research and development facilities, and academic institutions. In addition, the program prepares the student to manage funding from a variety of sources, including federal, state, local and other private sponsors. The Research Administrators Certification Council (RACC) issues certificates through an examination process (& fee): Certified Research Administrator (CRA), Certified Pre-award Research Administrator (CPRA) and Certified Financial Research Administrator (CFRA).
Inaugural inductions took place at the TRAIN Award Luncheon on April 2, 2015
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The University of South Florida offers a certification program for employees who serve as research administrators. The designation, Certified Research Administrator-USF (CRA-USF) identifies the certification with USF and is in line with recognized academic and professional credentialing. The CRA-USF stands apart from other research administration certifications in that the curriculum is USF-centric, focusing on the business systems, processes, best practices, tools, resources, and forms endorsed and used by the University of South Florida.
“I’ve been a research administrator at USF for years. Becoming a CRA-USF helped me to contribute to today’s best practices.” 6
Elida Porro, CRA-USF/Advanced Assistant Director Mental Health Law & Policy College of Behavioral & Community Sciences
Certified Research Administrator at USF (CRA-USF)
CRA-USF/Basic Demonstrates successful acquisition of the body of knowledge in pre-and post-award. Attainment of this credential requires successful completion of an online course with a score of 100%. CRA-USF/Advanced Demonstrates successful acquisition in the body of knowledge and competencies in pre-and post-award USF business systems, processes, tools and forms. Attainment of this credential requires successful completion of the eCRA-USF/Basic course (pre-requisite) and attendance at a full-day classroom lab session for hands-on skill practice.
How to Enroll
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Contact Elizabeth Foster, Program Manager train@usf.edu 813.974.3571
Who is eligible and is there a fee? The Certified Research Administrator-USF (CRA-USF) is a credential given to USF employees by THE RESEARCH ADMINISTRATION IMPROVEMENT NETWORK who successfully complete the curriculum. The online curriculum is available through the University’s e-Learning system, Canvas and requires a USF Net ID. The CRA-USF/Advanced is earned by attending an instructor-led course. There is no charge for USF employees.
What are the benefits of having this credential? The CRA-USF demonstrates an exceptional level of commitment to excellence in research administration at USF. Employees responsible for any aspect of research administration (unit, department, central) will benefit from attaining this designation, including professional recognition, strengthened credentials in the field of research administration, increased credibility, and personal satisfaction. Some colleges, departments, and supervisors may require the certification for their research administrators. Obtaining the certification is sometimes included in performance evaluations as part of employee goals and training. Please consult with your supervisor or Department for specific guidance.
Earn your credential and receive:
a congratulatory letter, copied to your Dean, Associate Dean for Research, or Vice President the authorized designation of CRA-USF and use of CRA-USF in your signature block acknowledgement of your CRA-USF in various USF communications, news and websites ceremonial recognition at the annual TRAIN Award Luncheon and a personalized certificate
How to Enroll
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Contact Elizabeth Foster, Program Manager train@usf.edu 813.974.3571
CRA-USF/Basic Modules Module 1: Introduction to Research Administration at USF Module 2: Finding Funding Module 3: Facilities and Administrative (F&A) Costs Module 4: Preparing Project Budgets Module 5: Reports and Queries Module 6: Internal Form Module 7: Award Setup Module 8: Award Reconciliation Module 9: Effort Reporting Compliance Module 10: Pay Distribution for Research Administration Module 11: Uniform Guidance
Module 12: Cost Sharing Module 13: Human Study Subject Payments Module 14: Subrecipient Monitoring Module 15: Underwrites Module 16: Cost Transfers Module 17: Financial Monitoring and Reporting Module 18: Managing Fixed Assets Module 19: Internal Controls and Audits Module 20: Award Closeout and Record Retention Module 21: Export Controls Module 22: Conflict of Interest in Research
“The CRA-USF provides those of us in research administration with additional knowledge and skills, supporting our pursuit of career advancement and growth.� 9
- Sarah Martin, CRA-USF/Advanced Unit Research Administrator College of Arts & Sciences
Module 1: Introduction to Research Administration at USF
Upon completion of this module, participants will be able to:
• • • • • • • • • • •
Define research administration. Have familiarity with the USF System research enterprise. Explain USF’s research administration organizational structure. Identify services provided by USF central administrative areas. Demonstrate familiarity with USF research glossary of terms. Identify the research administration life cycle. Demonstrate familiarity with USF research roles and responsibilities. Understand research administration as a profession including professional organizations. Describe resources for continuing education and career advancement. Use the TRAIN website and services. Explain USF’s network of support for research administrators.
Module DESCRIPTIONS
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Module 2: Finding Funding
Upon completion of this module, participants will be able to: • • • • •
Know where to access the link to Pivot on the TRAIN website. Set up an account in Pivot. Understand what Pivot is used for. Have familiarity with Pivot’s funding search and profile functionalities. Understand the role of the Research Administrator.
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Module 3: Facilities and Administration (F&A)
Upon completion of this module, participants will be able to: • • • • • • • • • •
Define F&A. Understand the cost of research and what F&A pays for. Explain how USF F&A rates are calculated. Know USF’s current F&A rates. Know how USF compares to other similar research institutions. Identify budget categories that bear F&A. Determine the appropriate F&A rate. Explain how cost share impacts USF’s F&A rate. Understand F&A recovery; factors that impact the recovery rate, actual costs, actual recovery. Demonstrate familiarity with USF’s Research Initiative Accounts (RIA) and Policy on allowable spending.
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Module 4: Preparing Project Budgets
Upon completion of this module, participants will be able to: • • • • • • • • •
Understand the importance of knowing sponsor and University guidelines related to budgets. Demonstrate familiarity with modular, fixed price, and detailed/categorical budgets. Identify most commonly used budget categories. Identify stipends vs. salary; subcontracts vs. consultants; human subject costs vs. participant costs; and patient care costs. Demonstrate familiarity with program generated income. Explain considerations for including subcontracts in a budget. Know how to calculate indirect cost base and apply indirect cost rate. Understand cost sharing in relation to budget preparation. Define what a sound budget justification is and best practices.
Module DESCRIPTIONS
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Module 5: Reports and Queries
Upon completion of this module, participants will be able to:
• • • •
Access a list of recommended public queries and reports in GEMS and FAST. Know which queries and reports are useful at different stages of the award life cycle. Know what kind of information is produced from queries and reports. Identify differences between running reports and queries in GEMS vs FAST.
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Module 6: Internal Form
Upon completion of this module, participants will be able to:
• • • • • • •
Explain the purpose of the Internal Form. Describe the type of information collected. Know how to gain access to the form. Understand the various roles and how to register. Understand the workflow. Know how to confirm when signatures have been obtained. Understand submission requirements.
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Module 7: Award Setup
Upon completion of this module, participants will be able to: • • • •
Describe the award setup process. Explain the steps involved with award setup. Understand USF research roles and responsibilities. Describe the forms associated with the award setup process.
Module DESCRIPTIONS
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Module 8: Award Reconciliation
Upon completion of this module, participants will be able to: • • • • • • •
Define reconciliation. Understand the purpose and reasons for award reconciliation. Understand USF Research Roles and Responsibilities. Demonstrate familiarity with the steps involved in award reconciliation. Understand what is being reconciled and how. Identify resources for resolving discrepancies and who to contact. Access online resources, tools and forms associated with award reconciliation.
Module DESCRIPTIONS
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Module 9: Effort Reporting Compliance
Upon completion of this module, participants will be able to: • • • • •
• • • •
Define key terms associated with effort reporting. Describe the institutional activities that are included in effort reporting. Explain the different types of effort. Understand effort reporting as a Federal Regulation. Understand common Federal sponsor requirements for changes in key personnel status and level of effort. Understand DHHS salary caps. Explain roles and responsibilities for Principal Investigators/Department Research Administrators (PI/DRAs) and Central Administration. Identify effort reporting red flags. Describe examples of audit findings and settlements.
Module DESCRIPTIONS
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Module 10: Pay Distribution for Research Administration
Upon the completion of this module, participants will be able to: • • • •
Explain why pay distribution accuracy and timeliness is important. Understand what happens when pay distribution is not done accurately and timely. Know that there are unique combo codes for every payroll chartfield string. Understand that some FAST GL account numbers differ from GEMS Combo code GL account numbers.
Module DESCRIPTIONS
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Module 11: OMB Circulars
Upon completion of this module, participants will be able to: • • • • •
Know the regulatory framework that results in promulgation of grant rules and regulations. Demonstrate an understanding of key terms common to the regulatory agencies that guide day to day administration. Identify and apply the principles for determining costs applicable to grants, contracts, and other agreements with educational institutions. Understand the applicability of standards used to ensure consistency and uniformity among Federal agencies to USF. Grasp the significance of audit requirements and federal responsibilities for implementation and monitoring.
Module DESCRIPTIONS
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Module 12: Cost Sharing
Upon completion of this module, participants will be able to:
• • • • • • • • • •
Define cost sharing. Explain the types of cost sharing. Describe sources of cost share. Understand salary cost share commitments. Understand non-salary cost share commitments. Understand the importance of sponsor guidelines and USF policy. Review a proposal and identify cost share. List USF forms where cost share is to be identified. Understand cost share reporting requirements. Know how to compare committed cost share with actual cost share.
Module DESCRIPTIONS
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Module 13: Human Study Subject Payments
Upon completion of this module, participants will be able to: • • • • • • • • • • • •
Define human study subjects vs participants/trainees. Understand approved methods of compensation for human study subject payments. Understand variables to consider at the proposal development stage. Explain the check request submission process. Describe the check request processing and HIPAA and confidentiality. Understand Research Advance Request Submission process. Know the procedures for requests and processing of gift cards through RAR and PCards. Know the procedures for handling unused gift cards. Understand cash requests. Understand tax reporting. Explain the use of unique anonymous identifiers. Understand deviations and exceptions.
Module DESCRIPTIONS
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Module 14: Subrecipient Monitoring
Upon completion of this module, participants will be able to: • • • • • • • • •
Define subrecipient, subagreement, and subrecipient monitoring. Demonstrate familiarity with Federal regulations pertaining to subrecipient monitoring. Understand core elements of the regulations and USF’s responsibilities. Identify risk assessment factors. Describe forms of monitoring activity. Demonstrate familiarity with USF research roles and responsibilities. Understand the USF accounting system used for subagreements. Describe best practices for subrecipient monitoring. Identify considerations for cost sharing and final invoices.
Module DESCRIPTIONS
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Module 15: Underwrites
Upon completion of this module, participants will be able to: • • • • • • •
• •
Define underwrites. Describe the types of underwrites. Understand the risks and benefits of underwrites. Understand what is needed to establish an underwrite. Understand how underwrites are accounted for at USF. How to request an underwrite. Understand Principal Investigator (PI) and Department Research Administrators (DRA) responsibilities. Understand central administration responsibilities. Understand sponsor requirements including pre-award expense authorization; contracts and grants.
Module DESCRIPTIONS
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Module 16: Cost Transfers
Upon completion of this module, participants will be able to: • • • • • • • •
Define cost transfers. Describe the types of cost transfers. Know how to avoid cost transfers. Know when a cost transfer is necessary. Describe tips for successful submission. Know what to do if a cost transfer is not approved. Describe red flags indicating audit risks. Explain unacceptable practices.
Module DESCRIPTIONS
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Module 17: Financial Monitoring and Reporting
Upon completion of this module, participants will be able to: • • •
Understand what is involved with financial monitoring. Identify best practices for financial reconciling and reporting. Identify USF Research Roles and Responsibilities.
Module DESCRIPTIONS
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Module 18: Managing Fixed Assets
Upon completion of this module, participants will be able to:
• • • • • • • • •
Define what constitutes a fixed asset. Define government owned and government funded equipment. Understand Federal Regulations pertaining to fixed assets. Describe roles and responsibilities. Understand the use of Budget and GL Asset Account Codes. Understand how to handle fabricated equipment. Safeguarding and maintenance of fixed assets. Access the forms associated with managing fixed assets. Understand considerations for special circumstances.
Module DESCRIPTIONS
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Module 19: Internal Controls and Audits
Upon completion of this module, participants will be able to: •
• • • • •
Gain an awareness of what types of audits may be performed and who performs them. Understand expectations regarding controls. Drive best practices to ensure positive results. Know when to self-report problems. Identify actions you can take during an audit to ensure a positive outcome. Know what actions to take after an audit ends.
Module DESCRIPTIONS
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Module 20: Award Closeout and Record Retention
Upon completion of this module, participants will be able to: • • • • •
Understand the essential elements to ensure a successful closeout. Describe tasks when approaching project end date. USF research roles and responsibilities. Understand closeout considerations for fixed price awards, program generated income, and cost sharing. Explain procedures and responsibilities for financial record retention.
Module DESCRIPTIONS
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Module 21: Export Controls
Upon completion of this module, participants will be able to: • • • • • • • • •
Identify the primary agencies and laws governing export controls. Define export controls. Define fundamental research and explain its limitations. Know the difference between a U.S. Citizen, a U.S. person or a foreign national. Identify proposals that contain export control red flags. Identify contract language that indicates export controls. Understand the purpose of a Technology Control Plan and how to adhere to its restrictions. Be aware of potential sanctions for violating export laws. Understand the export control role and responsibility of a research administrator at USF.
Module DESCRIPTIONS
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Module 22: Conflict of Interest in Research
Upon completion of this module, participants will be able to: • • • • • • •
Understand how to ensure compliance with USF COI Policy 0-309 and the U.S. Public Health Service (PHS) regulation. Describe employment of related persons and guidelines for Small Business Innovation Research/Small Business Technology Transfer (SBBIR/STTR) proposals. Be knowledgeable of project-specific COI disclosures for financial COIs and relationships in research. Identify Pre-Award issues related to PHS-funded research and who qualifies as an Investigator. Recognize special exceptions regarding affiliate subrecipients and potential issues regarding subrecipients. Explain how to know whether subrecipients have completed the required form(s). Gain an understanding of Post-Award: PHS-funded research.
Module DESCRIPTIONS
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CRA-USF/Advanced The CRA-USF/Advanced credential is earned by attending a full-day, instructor-led course that provides participants with guided practice using USF business systems, forms and tools, with a mock research project. The interactive course gives participants a supportive learning environment to enhance their existing skill-set as USF research administrators. The pre-requisite for attending the Advanced course is successful completion of the eCRA-USF/Basic.
Pivot Budget Preparation Tool Subrecipient Information and Compliance Form
Internal Form Underwrites FAST Workflow Form Grant Budget Release Form CAS Exception Request Form Subaccount Establishment/Project Transfer Form
Reconciliation Tool Cost Transfer forms Budget Transfer Form Reports & Queries
2015 Schedule for Advanced Course visit http://www.research.usf.edu/train/cra-usf.asp
“The CRA-USF/Advanced is an important credential to have. It has elevated my qualifications and enriched my abilities.�
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Laura Pape, CRA-USF/Advanced Fiscal & Business Analyst Morsani College of Medicine
Photo by Aimee Blodgett
Rocky the Bull wants to earn his CRA-USF credential too! 2013 TRAIN Award Luncheon
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USF Research Administrators convene to discuss training needs and best practices.
“Research administrators throughout the USF System are our stakeholders, investing their time and expertise. TRAIN member participation is the program’s driving force and the cornerstone of the CRA-USF program.” 34
Elizabeth Foster, Program Manager THE RESEARCH ADMINISTRATION IMPROVEMENT NETWORK
TRAIN Associates are subject matter experts who participate on project teams and serve as instructors for the Advanced courses. 35
VISIT University of South Florida Research & Innovation 3702 Spectrum Boulevard, Suite 165 Tampa Florida 33612 EMAIL TRAIN@usf.edu WEB http://www.research.usf.edu/train/ PHONE 813.974.3571
Elizabeth Foster Program Manager THE RESEARCH ADMINISTRATION IMPROVEMENT NETWORK
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