The University of Iowa

Pre-Award Research Administrator Institutional Role

The Division of Sponsored Programs (DSP) has created a new institutional role, the Pre-Award Research Administrator, that will assist campus in managing access to pre-award data and systems. The role is managed using the University’s Institutional Roles Application (https://hris.uiowa.edu/security/imfosec).  

DSP has assigned Org level Pre-Award Research Administrators for each Org. 

For Org Level Pre-Award Research Administrators:  Action item and July 31, 2022, deadline:

  •  You will need to assign Departmental Pre-Award Research Administrators and you, or they, will need to assign sub-department Pre-Award Research Administrators, if desired. This should be completed by July 31, 2022.
  • You can either assign individuals to the sub-department Pre-Award Research Administrator role or you can delegate this to the department level administrators.

Why is DSP using a new institutional role?

  • The new institutional role of Pre-Award Research Administrator allows collegiate and departmental administrators to have direct control over who has access to their collegiate or departmental records on Tracker and who receives Award Activation Authorization Notice (AAAN) emails, along with other access described below. 
  • The Institutional Roles Application will automatically remove access for individuals when they change departments or when they leave or retire from the UI.
  • Concurrent with the deadline for provisioning collegiate and departmental Pre-Award Research Administrator institutional roles, DSP will decommission an older system for research administrator contacts that required ad hoc manual maintenance and updates based on departmental or collegiate requests.

What the new Pre-Award Research Administrator role’s authorizations enhance:

  • Providing access to records on the DSP Research Tracker

You will no longer need to contact DSP to update Tracker permissions for research staff.  Rather,a  research administrator can be added as a Pre-Award Research Administrator at the org/department/sub-department level to gain access to those records on Tracker.  Access can be granted and removed on an ad hoc basis; for example, as access is required for large collaborative projects or training grant proposals.

  • Award Activation Authorization Notice (AAAN) email distribution

AAAN emails will go to individuals listed as org, department, and sub-department Pre-Award Research Administrators. This means that administrators in colleges and departments have direct management of individuals who will receive AAANs rather than having to contact DSP every time there is a change of personnel in those roles.

  • Provide Automatic Access to the DSP Data Analytics and Insights (DAI) Reporting

The new role’s authorizations include access to the DSP DAI Reporting on UI Campus Data. Anyone in the role of Pre-Award Research Administrator (regardless of org/department/sub-department) will get automatic access to the reports on the DSP portal without having to request access. If you are a UI Healthcare user, see this support article for help and instructions. Access to the DSP Tabular Solution will still require a specific request access via a workflow form in UI Campus Data.

  • Approval for Workflow Forms

Some DSP workflow forms will use the Pre-Award Research Administrator role as a required approver. The approvals will be updated to include the Pre-Award Research Administrator on August 1, 2022. Currently, these forms are the following:

    • PI Departure, Request for Grant Transfer, or Request for Approval of Adjunct, Visiting, Emeritus or Retired Faculty as PI
    • Request for an Unrestricted Fund Account
  • What the new role will be used for in the longer term
    • When the revised proposal routing form and non-monetary routing form are deployed, orgs and departments will have the option to add the new institutional role to the forms’ workflow paths.
    • DSP will share pertinent compliance-related emails with the Pre-Award Research Administrators.

DSP will host two question-and-answer sessions via Zoom:

Tuesday, July 12 from 2:00 – 3:00 p.m. 

Join Zoom Meeting   https://uiowa.zoom.us/j/91269215431?from=addon

Wednesday, July 13 from 1:00 – 2:00 p.m.

Join Zoom Meeting    https://uiowa.zoom.us/j/91922759426?from=addon

For questions, contact Nate Cook, nathan-cook@uiowa.edu, or Wendy Beaver, wendy-beaver@uiowa.edu.

 

FAQs for Pre-Award Research Administrator Roles