Procedure Library

New Department Administrator Checklist

Purpose

This checklist supports department administrators with pre- and post-award duties related to sponsored projects.

Applicability

This guidance applies to department administrators who are new to the University, new to a department, and/or new to managing sponsored projects (fellowships, grants, or contracts).

For additional details, review the relevant procedures or contact OSP.

Instructions

eProposal

• eProposal is the University's system for preparing, routing, reviewing, and approving Document Summary Sheets (DSS). The terms "eProposal" and "DSS" refer to the same record.
• New administrators with a uNID will have access to eProposal and may initiate/create a DSS.
•  The DSS preparer/creator retains full editing rights until the DSS is submitted for approval routing.
• Pre-award and post-award contacts, along with the PI, receive automated PeopleSoft notifications about OSP actions and DSS status.
• If you are not the preparer, the PI may designate you as a Proxy, granting you delegated access.
• If your department requires you to approve DSS records (e.g., for budget or administrative review), the Approval Administrator within your department must assign you the appropriate approval role. See the Reporting Roles procedure.
• New administrators should review the eProposal Administrator's Guide for a complete overview of functions and responsibilities.

Research Portal

• Research Portal provides access to proposal and award activity pulled from PeopleSoft.
  Administrators may query PI, department, sponsor, or date range to view departmental research activity.
• Access is dependent on assigned Management Reports security roles.
  See the Reporting Roles procedure for instructions on setting up a department liaison or post-award contact.

Cayuse 424

• The University uses Cayuse to submit proposals to Grants.gov (not for NSF proposals).
• New employees must register with OSP.
  • Review the information on Cayuse.

NIH eRA Commons

• eRA Commons is the NIH system for managing research administration activities.
• Administrators must have a registered and University-affiliated eRA Commons ID.
• Department administrators should request the Assistant (ASST) role, which allows:
  • Entry and review of PI information (as delegated)
  • Assistance with reporting and administrative supplements
  • xTrain functionality
  • Viewing grant status when delegated
  • Review the eRA Commons User Guide (pdf) and eRA Commons FAQsto understand system capabilities.

NSF Research.gov

• Research.gov is used for NSF accounts, proposal submissions, and post-award actions.
• Faculty submitting to NSF must create a Research.gov account
• Department administrators should register and request the Other Authorized User (OAU) role.

Resources:

• Subscribe to @theU and review the Research Resources.
• Sign up for VPR updates from the Vice President for Research Office.
• Join the Research Administrators' Network (RAN), a forum for colleagues to share ideas and offer general peer support and guidance.
• Consider participating in national professional organizations such as:
  • National Council of University Research Administrators (NCURA)
  • The Society of Research Administrators International (SRA)
  • The National Organization of Research Development Professionals (NORDP).

Related Policies and Procedures

• Procedure Library > eRA commons Registration
• Procedure Library > NSF Research.gov Registration
• Training > Research Administration Training