Sponsored Projects Research Administrator Training

The OSP research administration training is designed for those working in department business offices who are responsible for, or involved with, the administration of sponsored awards.  A number of course offerings addressing sponsored projects related issues are available to both faculty and business office research administrators.

OSP Research Administrator Training

This module provides individuals with an understanding of Yale’s policies and procedures concerning the allowability and allocation of costs associated with sponsored awards.

To successfully complete this course, you’ll need to pass the Allocating Allowable Costs online quiz, which is linked at the end of the training.

Access the Allocating Allowable Costs training (VPN required)

Prerequisite: Introduction to Sponsored Projects Administration
AudienceThose involved in the administration of sponsored projects

Instructor-led and online training modules cover the same information.  Instructor-led sessions are designed for those who prefer an interactive learning environment and are interested in participating in class discussions. Feel free to ask questions and share relevant experiences in class.

This module provides resources supporting effective clinical trial budgeting, describes associated costs, demonstrates how to prepare an internal budget, identifies hidden costs, describes elements of a sponsor’s budget, and describes post award activities related to payment and budget changes. 

Access the Clinical Trial Budgeting training (VPN required)

Prerequisite: None
AudienceThose involved in the administration of sponsored projects

This short video reviews the rules regarding mandatory cost-sharing, voluntary cost sharing, voluntary uncommitted cost sharing, in-kind/matching and charging effort commitments to an award. Note: This module must be launched in either Chrome or Firefox. Video does not display properly in the Internet Explorer browser.

View the video (Self-paced video, approx 5 minutes.)

Prerequisite: None
Audience: Those involved in the administration of sponsored projects

This module provides training for the processing of both labor and non-labor cost transfers. Course objectives are to increase awareness and understanding of Federal regulations related to cost transfers, to provide a thorough understanding of Yale’s policies and procedures, and the process to properly and efficiently prepare, document, approve, and submit a cost transfer. 

To successfully complete this course, you’ll need to pass the Cost Transfer Principles online quiz, which is linked at the end of the training.

Access the Cost Transfer Principles training (VPN required)

Prerequisite: Introduction to Sponsored Projects Administration
AudienceThose involved in the administration of sponsored projects

Instructor-led and online training modules cover the same information. Instructor-led sessions are designed for those who prefer an interactive learning environment and are interested in participating in class discussions. Feel free to ask questions and share relevant experiences in class.

This module is available to participants who are interested in learning more about the direct charging of administrative type costs to sponsored awards.  The learning objectives for this course are to increase awareness of Yale’s research policies and procedures, provide an understanding of when acceptable exceptions may exist, and provide information on how to appropriately document exceptions.

To successfully complete this course, you’ll need to pass the Direct Charging of F&A Costs online quiz, which is linked at the end of the training.

Access the Direct Charging of F&A Costs on Sponsored Awards training (VPN required)

Prerequisite: Introduction to Sponsored Projects Administration
Audience: Those involved in the administration of sponsored projects

Instructor-led and online training modules cover the same information.  Instructor-led sessions are designed for those who prefer an interactive learning environment and are interested in participating in class discussions. Feel free to ask questions and share relevant experiences in class.

This online module explores export compliance laws, the laws and regulations which prohibit the unlicensed “export” of certain technologies (information, software, materials and other items) to foreign entities.

To successfully complete this course you’ll need to pass the Export Compliance quiz, a link to the quiz can be found at the end of the online training course.

Access the Export Compliance training (VPN required)

Prerequisite: None
Audience: Those involved in the administration or research of sponsored projects

This module provides critical information for sponsored project administrators responsible for financial reporting and the close out of sponsored awards, including sponsor requirements and University processes supporting these functions.

To successfully complete this course, you’ll need to attend class and pass the Financial Reporting and Closeout quiz administered at the end of the class.

Access the Financial Reporting and Closeout training (VPN required)

Prerequisite: Introduction to Sponsored Projects Administration
AudienceThose involved in the administration of sponsored projects

This module explains the restrictions involved when making foreign flight reservations that will be charged to federal awards, reviews how to avoid booking inappropriate flights, and provides tools and resources to help PIs and business offices remain compliant with the Fly America Act and Open Skies Agreements.

Access the Fly America and Open Skies Agreement training (VPN required)

Prerequisite: None
Audience: Those involved in the administration of sponsored projects

This one-day class provides a fundamental overview sponsored projects from proposal submission through award close and includes basic terminology, regulatory compliance, award negotiation, setup, reporting obligations, audits and overall aware management.

This class provides an excellent introduction for those new to the profession, and serves as an excellent review for those administering awards for years.

To successfully complete this course, you’ll need to attend class and pass the Introduction to Sponsored Project Administration quiz administered at the end of the training.

Access the Introduction to Sponsored Projects Administration training (VPN required)

Prerequisite: none
AudienceThose involved in the administration of sponsored projects

This 2-session course is designed to introduce attendees to the IRES* PD module and is a combination of lecture and hands-on exercises. Topics covered include and overview of the IRES environment, and introduction to PD, proposal initiation & creation (system to system and non-system to system), basic and advanced budgeting, and overview of the certification and approval process, and proposal creation. Participants will perform hands-on exercises and practice common PD tasks.

Prior to registering, check with your department’s Operation Manager and obtain permission to attend this course. Access to IRES is granted upon the completion of PD training which consists of 2 half-day sessions.

* IRES: Integrated Research Enterprise Solution

Access the IRES Proposal Development training (VPN required)

Prerequisite: Introduction to Sponsored Projects Administration
AudienceThose involved in the administration of sponsored projects and need access to the IRES system

This short video reviews how to enter budget costs in the IRES PD system. (4.5 minute video)

View the video

Prerequisite: None
Audience: Those involved in the administration of sponsored projects

This online course provides an overview of the IRES* Proposal Tracking (PT) environment including navigation, search functionality, and field definitions. Users are encouraged to open IRES PT and click along with the course to become familiar with navigating in the PT environment. This presentation will still be useful if you do not yet have PT access.  

* IRES: Integrated Research Enterprise Solution

Access the IRES Proposal Tracking training (VPN required)

Prerequisite: None
Audience: Those involved in the administration of sponsored projects

This course is designed to provide DBOs (department business offices) with the information and tools needed to better understand the unique requirements of NIH Career Development Awards (CDAs), commonly referred to as “K” Awards. This course will cover the lifecycle of the proposal and K Award process, types of K Awards, effort requirements, RPPRs and more.

Access the NIH K Award Fundamentals training (VPN required)

Prerequisite: Introduction to Sponsored Projects Administration
Audience: Those involved in the administration of K Awards

This self-paced online training provides the steps necessary to create the NIH Other Support JIT and RPPR submissions, including use of the Third-Party Agreements Library and creating the Other Support Page.

Access the Other Support Page and Third-Party Agreements Library training

Audience: Those involved in the administration of sponsored projects.

This short video reviews the eligibility requirements for becoming a Principal Investigator (PI), including employee status, eligible ranks, required training, Patent Policy Acknowledgement Agreement (PPAA) certification, and required documents. Note: This module must be launched in either Chrome or Firefox. Video does not display properly in the Internet Explorer browser.

View the video (self-paced, approx 5-10 minutes)

Audience: Those involved in the administration of sponsored projects and interested in becoming a PI

(Previously titled “Effort Reporting Principles”) This module provides administrators with a thorough understanding of the principles of effort reporting including the life-cycle of effort reporting, policies, regulations, key terms and concepts.

To successfully complete this course, you’ll need to attend class and pass the Principles of Effort Reporting quiz administered at the end of the training.

Access the Principles of Effort training (VPN required)

Prerequisite: Introduction to Sponsored Projects Administration
AudienceThose involved in the administration of sponsored projects

This half-day session is designed to walk attendees through the principles of research compliance concentrating on what business administrators need to know about research involving animals, human research studies, conflict of interest, environmental health and safety, and export controls.

To successfully complete this course, you’ll need to attend class and pass the Research Compliance Principles for Administrators quiz administered at the end of the training.

Access the Research Compliance Principles for Administrators training (VPN required)

Prerequisite: Introduction to Sponsored Projects Administration
Audience: Those involved in the administration of sponsored projects

This module provides a comprehensive understanding of Yales policies and procedures related to subrecipients and includes topics such as the roles and responsibilities of the PI and administrators throughout the subaward process, the difference between a subrecipient and a vendor relationship, the requirements for subrecipient monitoring, the processing of subrecipient invoices and where to locate resources to assist in the subaward process.

To successfully complete this course, you’ll need to pass the Subrecipient Basics and Monitoring online quiz administered at the end of the training.

Training materials are currently being updated to reflect Workday business processes and will be online again soon. If you have any questions contact: osp.trainings@yale.edu.

Access the Subrecipient Basics and Monitoring training (VPN required)

Prerequisite: Introduction to Sponsored Projects Administration
Audience: Those involved in the administration of sponsored projects

Instructor-led and online training modules cover the same information. Instructor-led sessions are designed for those who prefer an interactive learning environment and are interested in participating in class discussions. Feel free to ask questions and share relevant experiences in class.

This online module is designated for lab staff and lab staff managers identified by business offices as having a responsibility for purchasing goods and services for a sponsored award. It is designed to raise awareness of University and sponsor policies and regulations and introduce the attendee to tools that support the management of sponsored projects. Topics covered include roles and responsibilities, allowability of costs, allocating allowable costs, purchasing strategies, travel charges, and record retention.

To successfully complete this course, you’ll need to take the online training and pass the online quiz administered at the end of the training.

Access the What Research Staff Need to Know About Spending Sponsored Projects Funds training (VPN required)

Prerequisite: None
Audience: Lab staff responsible for purchasing

Visit the Workday@Yale Sponsored Awards training website to view training materials related to sponsored award business processes performed in Workday.

YSM Financial Operations – BOOST eLearning

An in-depth overview of the Account Holder Report (AHR), providing users with instructions on running and reviewing a package of reports with detailed and summarized financial transaction activity.

Access the Account Holder Report Overview training (VPN required)

Prerequisite: None
Audience: This presentation is designed for advanced users, who are familiar with running the Account Holder Reports, in order to gain a deeper understanding of the content and application of the Account Holder Report.

An in-depth review of cost allocation methodologies for the support of purchases on sponsored awards. Learners are highly encouraged to have taken Intro to Sponsored Projects Administration (SPA) AND Allocating Allowable Costs – Online before completing this module.

Access the Cost Allocation Methodology training (VPN required)

Recommended Prerequisite: Intro to Sponsored Projects Administration (SPA) AND Allocating Allowable Costs – Online
Audience: Those involved in the administration of sponsored projects.

This course is designed for finance staff who review or approve subaward invoices on both Federal and non-Federal grant funding. It provides end-users with an in-depth overview of policy and procedures around the approval of subaward invoices.

Upon completion participants will know how to:

  • Identify the steps required to process a subaward invoice
  • Classify the roles within invoice processing and define their duties and responsibilities
  • Resolve invoice content issues
  • Explain the difference between a subrecipient relationship and a vendor relationship
  • Review and approve subrecipient invoices on time and accurately
  • Generate Workday reports to review subaward invoices
  • Distribute prepayments to a subrecipient

Access the Subaward Management Overview training (VPN required)

Prerequisite: None
Audience: Finance staff who review or approve subaward invoices on both Federal and non-Federal grant funding.

NCURA Webinars

This session is comprised of three sections: 1) OMB Update, 2) NSF Update, 3) NIH Update. Discussions will include new developments related to proposal and award policy; a comprehensive review of recent policy changes; a review of major updates to NSR’s proposal system modernization efforts; NIH’s budget priorities; compliance requirements and more!

Speakers

Gilbert Tran, OMB
Senior Policy Analyst
Executive Office of the President
Office of Management and Budget

Jean Feldman
Head, Policy Office, Division of Institution and Award Support, Office of Budget, Finance & Award Management
National Science Foundation

Michelle Bulls
Director, Office of Policy for Extramural Research Administration (OPERA)
National Institutes of Health

NIH Updates

NSF Updates

OMB Updates

This webinar is a professional development opportunity that focuses on a recap of the NSF, NIH, NSF Covid audit initiative and other OIG Audit work plans and recent audit results and settlements. This webinar provides an in-depth look at audit issues through a combination of audit trends, review of Federal audit reports, and a discussion of day-to-day best practices. 

Topics Covered

  • A recap of the NSF, NIH, NSF COVID audit initiative
  • Other OIG Audit work plans
  • Recent audit results and settlements
  • An in-depth look at audit issues through a combination of audit trends, review of Federal audit reports, and a discussion of day-to-day best practices

Presenters

Jeff Seo
Assistant Vice Provost for Research Compliance
Northeastern University

Jeffrey Silber
Senior Director, Sponsored Financial Services
Cornell University

Roseann Luongo
Higher Ed Consulting Manager
Huron Consulting Group

View the webinar (4/29/21) (90 minutes)
View the presentation

In Research Administration, we talk about cost sharing as a real cost to our institutions and we recognize what is at stake if we don’t meet a cost share commitment. We often wish we could redefine commitments that were made in the proposal because they are difficult to track, and we find ourselves scrambling to resolve shortages or recovery from internal sources at the very end.

Join us as we go beyond the basic definition of cost share. Webinar hosts will discuss their experiences and share how they tackled cost share challenges throughout the life of the project. Case studies will be used, and best practices shared as you consider how to alleviate some of the administrative burden.

Topics covered

  • Alternative ways to promote resources to agencies, without committing to tracked cost share.
  • The importance of communication and shared tracking responsibilities.
  • How to proactively manage cost share to avoid close out issues, rework, and loss of time and money.

Prerequisites

  • Working knowledge of Uniform Guidance 2 CFR 200.306.
  • Definition understanding of three types of cost share: mandatory, voluntary committed, and voluntary uncommitted.
  • Knowledge of local institutional policies and expectations related to cost share.

Speakers

Andres Chan, Director, Office of Financial Analysis
University of Southern California

Sandy Fowler, Assistant Dean
College of Agricultural & Life Sciences
Business Services – Administration
University of Wisconsin-Madison

Heather Offhaus, Director, Medical School Grant Services & Analysis
Office of Research
University of Michigan-Ann Arbor

View the video (10/25/2021) (90 minutes)
View the presentation handouts

The NIH has issued guidance regarding the preparation of Research Performance Progress Reports (RPPRs) and the reporting of effects of the COVID-19 pandemic on research projects.

With the release of the revised Grant Policy Statement in October 2019, NIH revised their definition of Other Support. The revised definition “…includes all resources made available to a researcher in support of and/or related to all of their research endeavors, regardless of whether or not they have monetary value and regardless of whether they are based at the institution the researcher identifies for the current grant.

This session consists of a 30-minute overview of who must report, when to report, what to report and how to report, followed by 60 minutes of Q and A.

Speakers

Michelle Bulls
Director, Office of Policy for Extramural Research Administration (OPERA)
National Institutes of Health

Kristin Ta
Senior Advisor, Office of Policy for Extramural Research Administration (OPERA)
National Institutes of Health

Kassima Garst
Systems Policy Analyst, Office of Policy for Extramural Research Administration (OPERA)
National Institutes of Health

Robyn B. Remotigue
Executive Director, Office of Research Service, School of Public Health
The University of North Texas Health Science Center at Fort Worth

View the video (1/27/22) (90 minutes-includes 40 minutes of Q&A after the presentation)
View the presentation handout

Whenever PIs transfer from one institution to another, research administrators at both institutions have work to do!  There are many considerations that must be made to allow for a smooth transition.  

This session, geared towards the departmental research administrator, takes an in-depth look at the PI transfer process.  This session will provide you with the questions you need to ask and the things to look out for in order to be prepared to handle a PI that is either coming in or leaving from their institution.  

While PI transfers can be a daunting task amidst the everyday work we do, with a detailed plan in place, this process can go smoothly for all stakeholders.  In this session you’ll learn how to create that detailed plan.

Topics Covered

  • Transfers IN:  what to do to prepare for new, incoming faculty
  • Transfers OUT: what to do to support the PI that is leaving your institution
  • Communication with all stakeholders
  • Special Considerations:  MTAs and NDAs
  • Tips, trick, and tools for smooth and efficient transitions

Presenters

Tanya Blackwell
Grants and Contracts Manager, Department of Medicine
Duke University

Robyn Remotigue
Director, Office of Research Services
School of Public Health University of North Texas Health Science Center at Fort Worth

Kay Gilstrap
Assistant Director of Business Operations
Center for Molecular and Translational Medicine, Georgia State University

View the video (9/20/2021) (90 minutes)
View the presentation handouts:

In January of 2022, OSTP issued NSPM-33 implementation guidance for federal agencies. The guidance refers to the use of DPIs, or Digital Persistent Identifiers. This session is an educational session on DPIs – what they are, how they work, and how they can be an important part of a researcher’s workflow. This session covers information about ORCID as currently the only DPI that meets the requirements listed in the OSTP guidance.

Speakers

Lori Ann Schultz
Assistant Vice President, Research Intelligence
University of Arizona

Sheila Rabun
Program Leader for Persistent Identifier Communities
LYRASIS

Shawna Sadler
Engagement Manager
ORCID

View the webinar (5/26/22) (1 hour 26 minutes)
Veiw the presentation

Participant support costs require special treatment and clear communication throughout the award life cycle. This webinar will help you understand what participant support costs are and why they are special. Discussions include: the rules and regulations governing participant support costs; how to budget, set up, and manage participant support costs; and audit considerations.

If there have been instances where you’ve struggled to confidently validate the allowability of participant support cost or if you could simply use a refresher on the fundamentals, then this Participant Support Costs webinar is for you and will provide you with the knowledge and fundamental framework needed to manage participant support costs going forward.

Topics Covered

  • Provide participants with an overview of what participant support costs are and why they are special
  • Learn about regulations governing participant support costs
  • Learn how to budget, set up, and manage participant support costs
  • Learn how to prepare for an audit of sponsored projects with participant support costs

Presenters

Jaquion Gholston
Associate Director of the Sponsored Accounting Office
Stevens Institute of Technology

Jennifer Rodis
Policy & Planning Analyst
University of Wisconsin-Madison

Sonya Stern, MBA, CFRA
Director of Sponsored Project Administration
University of Vermont

View the webinar (8/2/2021) (90 minutes)
View the presentation

Have you ever been working on a project or process and known there must be a better way? Are you tired of spending hours brute forcing a solution to a problem? Is your office full of administrative fires that keep cropping up at 4PM for a 5PM deadline? This webinar will address the history and theory of working smarter using tools and processes available to anyone at any level. You have the power to implement these types of changes, even if you don’t have backing from your department.

Topics Covered

  • Learn the history and theory of “Work Smarter Not Harder” through examination of related research administration case studies
  • Learn methods of organizing work to be more effective, efficient, and productive
  • Learn tools and tricks that increase productivity and save time, including software and technology

Prerequisites

  • Participants should have an introductory knowledge of administrative functions and principles and a basic knowledge of current common computer software.

Speakers

Hollie Schrieber
Director of Sponsored Programs
University of Tennessee

Abby Guillory
Assistant Director for Education and Training, Research Operations and Communications
North Carolina State University

Thomas Spencer
Associate Vice President of Research Operations / Assistant Professor, Office Of Academic Information Services
University of Texas Rio Grande Valley

View the video (1/11/22) (90 minutes)
View the presentation