3 rd Annual Symposium for Research Administrators Critical Thinking through the Life Cycle of a Sponsored Project Kati Chipps, Office of Sponsored Research kati_chipps@unc.edu Lori Slack, Department of Pediatrics lori_slack@med.unc.edu July 29, 2016
Critical Thinking… Much of our thinking, if left to itself, will be biased, distorted, partial and prejudiced. Because in reality we are emotional beings who think...
AHHHHHH!!!!! …when we receive a proposal from a PI and it’s due in two days…or we receive an email from OSR asking for clarification for some piece of information.
Perhaps it is anxiety that two days isn’t enough time or anger that we are being questioned on whether or not information is correct. BUT…a Critical Thinker will intentionally set aside their emotional response, start gathering and assessing information, be open-minded and communicate with purpose to achieve the goal.
Definition of Critical Thinking The National Council for Excellence in Critical Thinking defines critical thinking: “…as the intellectually disciplined process of actively and skillfully conceptualizing, applying, analyzing, synthesizing, and/or evaluating information gathered from, or generated by, observation, experience, reflection, reasoning, or communication, as a guide to belief and action.” https://www.criticalthinking.org/pages/defining-critical-thinking/766
Critical Thinking in Simpler Terms Think of the research process not as one giant, impossibly complicated task, but a series of smaller, interconnected steps. Develop Goal Achieve Conceptualize Create Process Complete Define Tasks
PRE-AWARD
Step 1: Conceptualize the Process Assemble Proposal Documents Build Read Budget RFA/Funding Notice Proposal Submission Contact Sub sites Ramses/Cayuse/Proposal Central/eRA Commons/FastLane, etc.
Step 2: Define what Information is Needed What is Will external What’s What are the the institutions be PI’s budget the title? Sponsor’s involved? requirements? due date? What What are How will the What are the documents proposal be the Sponsor’s will the PI project submitted? budget provide? dates? requirements? What What kind of Will research Intellectual When do I documents proposal is subjects be property? need to do I need this: new, involved? submit the to create? competing, IRB/IACUC eIPF? etc.? approvals? Will other Etc.… Will departments Export hazardous be Controls? materials involved? be needed?
Step 3: Gather Information, Analyze & Synthesize Read RFA/Sponsor Guidelines Sponsor’s Documentation Sponsor’s Budget Due Date Requirements Requirements Communicate with the PI PI Provided vs. RA Project Budget eIPF Routing Date Provided Documents Requirements Proposal Submission Meet Institutional & Assemble Required Meet PI’s & Sponsor’s Sponsor Deadlines Documents Budget Requirements
BETWEEN PRE- & POST-AWARD
Although tempting, the period between proposal submission and award receipt is not for catching up on lost sleep. Take this opportunity to think ahead and plan!
Think Ahead and Plan…Some Examples This is a NIH • Update Other Support submission and JIT is likely… The PI has received other sources of • Strategize how to manage effort funding and may be over funded… The project will be awarded, but the • Submit a Letter of Guarantee award document is delayed… The project will be awarded, but there is a • Determine if Pre-Award spending is gap between budget allowable; submit an IPAS form periods…
POST-AWARD
Step 1: Conceptualize the Process Reporting: Invoicing, Progress Expenses: Reports, Close- Reasonable, Out Allocable, Personnel: Allowable Award Effort Reporting Management Sub-Awards: Compliance: Monitoring Uniform Guidance/Sponsor Policy, Institutional Policy
Step 2: Define what Information is Needed What are Will purchase Is carry- Who is the orders be over working on Project needed? allowed? the project? Dates? Will a budget Are there any Does the PI revision be special terms have needed? and conditions? IRB/IACUC What approval? Will When are expenses independent progress should be contractors Will a reports due? charged to the work on the NCE be project? project? Does the needed? Has there Sponsor Have there been been a require cost- changes to reduction in sharing? proposed the budget? Etc.… personnel?
Step 3: Gather Information, Analyze & Synthesize Award Receipt Review Review Awarded Discuss Confirm Award Budget vs. Proposed Changes Compliance: Document Budget with PI COI/IRB/IACUC Award Set-Up Submit Create Confirm Revise Add IDC Purchase Sub- Budget Personnel Approvals, Orders Awards etc.
Step 3 continued… Award Management Budget Progress Reconcile Review Revisions, Communicate Reports, Expenses Effort Prior- with the PI! Project Regularly Regularly Approval Extension Requests Award Close-Out Remove Finalize Verify the Balance Personnel Submit NOTR Expenses is Zero Promptly
In Closing… Critical Thinking is crucial in grants management. No two grants will be alike. Each proposal and award will require an assessment of how to meet the Sponsor’s needs and the Institution’s needs while helping the PI accomplish the aims of their research.
Thank you! We hope you enjoy the rest of the Symposium.
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