Welcome to CALS Research Administration Services, a partner unit of SPA, created under the SPA 2.0 initiative, generating a consistent and coordinated approach to sponsored project administration at the University of Vermont.

Pre-Award Services

Find Funding/Grant Writing

In support of faculty efforts to obtain extramural funding for research, scholarship, and creative arts, please connect with the OVPR Research Development Office.

Services offered include; Find Funding, Proposal Writing Assistance, Proposal Editing Services, Proposal Critiques, and Proposal Workshops. 

If you have questions, please reach out to ResDev's Jeralyn Haraldsen.

Find your Pre-Award Administrator

Although not part of SPA 2.0, the CALS Pre-Award Team will assist with all aspects of proposal preparation, submission, revised budgets, award acceptance and administration.

For pre-award assistance, please email Elisa Ziglar or Jenny Brown, based on the assignments noted in the below table.

DepartmentPre-Award Administrator
ASCIJenny Brown
PBIOElisa Ziglar
PSSElisa Ziglar
CDAEElisa Ziglar
NFSElisa Ziglar
ExtensionJenny Brown*
Dean's OfficeElisa Ziglar

*Pre-Award Jenny Brown handles Extension except Heather Darby (Rhonda True) and Lisa Chase (Elisa Ziglar).

Proposal Preparation and Submission

For reference, please see the SPA Proposal Preparation, Review, and Submission Procedures.

For all new proposals, our Pre-Award Administrators, would greatly appreciate 4-weeks advance notice.

SPA's Internal Deadline: 

  • A submission-ready proposal should be received in SPA, using UVMClick, no later than two (2) business days before the sponsor published deadline. This gives the department, college and SPA time to provide a review, have the issue fixed and ensure a successful submission.

All UVMClick - Funding Proposals are electronically routed for approval. See the UVMClick - FP Flowchart (PDF). 

What our Pre-Award Team will assist with:

Prepare UVMClick - Funding Proposals, including SF424 system-to-system Grants.gov submissions
Prepare UVMClick - Funding Proposals for Gifts in Support of Research
Prepare UVMClick - Advance Account requests, when needed
Prepare proposals in sponsor electronic proposal submission systems, such as Research.gov, FASTLANE, and Proposal Central
Complete UVM and Sponsor proposal forms
Collect UVM Authorized Signatures on Proposal Documents
Develop Budgets & Revised Budgets
Obtain Cost Sharing approvals
Request and collect Subaward documents
Respond to Sponsor Requests for Additional information (Post Submission Updates, JIT)
Research questions and find answers
Draft and maintain standard documents for PIs, for example other support pages, facilities and resources
Assistance with post-proposal information requests, such as just-in-time (JIT) submissions, revised budgets and any other sponsor driven requirement
Prepare UVMClick - Non-Financial Agreements (Teaming Agreements, Data Use Agreements,  Non-Disclosure Agreements, No Money Collaboration Agreements)

Advance Accounts

You know your award is forthcoming, the sponsor has indicated approval but is delayed. You need to start work or you will fall behind. What to do?

Advance Account has numerous benefits, such as:

  • Begin work on time.
  • Project chartstrings remain the same after the award arrives.
  • Expenses are charged to the appropriate chartstring initially, resulting in fewer cost transfers and less use of department funds.
  • Facilities timely fiscal oversight by the PI and Unit Administrator.
  • SPA can invoice immediately once the fully-executed award arrives.
Next Steps:
1. Most often the PI will send an email to their assigned Pre-Award Administrator requesting an Advance Account. The email will include confirmation from the sponsor that an award is in process and include the effective dates and total amount of the award.  
2. The Pre-Award Administrator will complete the Advance Account Request Form and submit to SPA using UVMClick - Funding Proposal - Request Advance Account activity.
4. The Pre-Award Administrator coordinates within SPA and keep investigators informed through completion.

No Cost Extensions, Non-Financial Prior Approvals

The Pre-Award Team will assist with all non-financial sponsored project prior approvals. For a matrix of prior approvals see: UVMClick - Award Modification Request Guide.  

The most popular request that requires a prior approval is a no cost extension.

No Cost Extension requests should be submitted to your assigned Pre-Award Administrator no later than 30 days prior to the award’s current expiration date. For more details, see SPA's No Cost Extension Procedures (PDF).

Next Steps:
1. Most often the PI will send an email to their assigned Pre-Award Administrator requesting a NCE or other Non-Financial award adjustment.
2. The Pre-Award Administrator reviews the request and where required complete forms and collect the information needed to ensure a complete request is submitted into UVMClick.
3. The Pre-Award Administrator logins into UVMClick, finds the UVMClick - AWD and Request an Award Modification, where they will describe the request and attach all required documents.
4. UVMClick delivers the request to the assigned SPA Research Administrator for review and further processing.
5. The Pre-Award Administrator coordinates within SPA and keep investigators informed through the completion.

Financial Prior Approvals

  • Requests for financial prior approvals and award adjustments, for example, rebudgeting, carryovers, or establishing a new project under an existing award are sent to your assigned Post-Award Research Administrator.

Award Acceptance and Set-up

The Pre-Award Team will assist PIs with the SPA Award Acceptance and Set-up Process, as follows;

Assist SPA’s Award Acceptance Officer with negotiation of award terms, as needed.
Assist with resolving any outstanding issues in collaboration with the PI.
Assist with completing any outstanding compliance items and make sure IRB and IACUC are linked to the UVMClick - Funding Proposal.
Complete the UVMClick “Award Data Collection” activity.
Complete the UVMClick “Final Dept Review” activity, the last step prior to release of budget to PeopleSoft
Review sponsor regulations as outlined in award documents and coordinate with the PI to ensure compliance with sponsor specific terms and conditions.
Request an Award Kick-off meeting, where SPA staff, Unit staff and, whenever possible, the PI, get together and discuss the award's terms and conditions reporting requirements, and roles.
Assist PIs with assembling Required Reports, as needed.

Outgoing Subawards

The Pre-Award Team will assist PIs with the outgoing Subaward process.

Next Steps with New outgoing Subawards:
Where a grant or contract includes an outgoing subaward, SPA’s outgoing Subaward Specialist is notified by the SPA Award Acceptance Team.
The outgoing Subaward Specialist coordinates next steps with both the PI and CALS Pre-Award Administrator.
To generate the subaward the following documents are needed; (Subrecipient Commitment Form, Scope of Work, Budget, Budget Narrative).These documents are normally collected and attached to the UVMClick - Funding Proposal.
Where documents are missing the outgoing Subaward Specialist will request the CALS Pre-Award Administrator collect the documents in coordination with the PI.
Once the subaward is generated, both the PI and the CALS Pre-Award Administrator will review for accuracy.
Upon approval, the subaward is delivered to the subrecipient’s Sponsored Programs Office (or equivalent) for review and signature.
The Final subaward document is attached to the UVMClick - AWD for future reference.

 

Next Steps with outgoing Subaward Amendments:
Where a grant or contract amendment is received that includes a subaward, SPA's outgoing Subaward Specialist is notified by the SPA Award Acceptance Team.
The outgoing Subaward Specialist coordinates next steps with both the PI and CALS Pre-Award Administrator.
To generate a subaward amendment the outgoing Subaward Specialist will collect the needed documents with assistance from the CALS Pre-Award Administrator.
Once the subaward amendment is generated, both the PI and the CALS Pre-Award Administrator will review for accuracy.
Upon approval, the subaward amendment is delivered to the subrecipient’s Sponsored Programs Office (or equivalent) for review and signature.
The Final subaward amendment is attached to the UVMClick - AWD for future reference.

 

Post-Award Services

Find your Post Award Administrator

To coordinate a post award activity, please email Donna Brown, Elisa Zigler, or Pat Englert, based on assignments posted below.

Please understand, these are interim assignments for post award assistance as we actively recruiting for 2 of the 3 post award positions.

For any urgent matters, please contact SPA's post award manager, Linda Serrantonio

DepartmentPrimary Post-Award Administrator

Back-up Post-Award Administrator

Ext - State OfficeDonna BrownTBA
Ext - Center for Sustainable AgricultureDonna BrownTBA
Ext - Programming & Faculty SupportDonna Brown, except for PI Lisa Chase, who is assigned to Elisa ZiglerTBA
Ext - Migrant EducationDonna BrownTBA
Ext - Operations & Staff SupportDonna BrownTBA
Ext - 4H and YouthDonna BrownTBA
Ext - Expanded Food & Nutrition Education Program (EFNEP)Donna BrownTBA
CALS - Dean's OfficeDonna Brown (Interim)Donna Brown
CALS - Regulatory LabDonna Brown (Interim)Donna Brown
CALS - Animal and Veterinary SciencesDonna Brown (Interim)Donna Brown
CALS - Plant BiologyDonna BrownTBA
CALS - Community Development and Applied EconomicsElisa Zigler (Interim)Donna Brown
CALS - Center for Rural StudiesElisa Zigler (Interim)Donna Brown
CALS - Plant & Animal Biology FacultyPat Englert (Interim)Donna Brown
CALS - Plant & Soil SciencePat Englert (Interim)Donna Brown
CALS - Nutrition & Food SciencesPat Englert (Interim)Donna Brown
CALS - Microbiology and Molecular GeneticsDonna Brown (Interim)Donna Brown

Post-Award Activities

Serve as a resource to Principal Investigator for all post award questions.
Arrange Award Kickoff meetings with SPA.
Meet with the PI to review grant expenditures and spending plans.
Manage sponsored project budgets and cost share budgets.
Monitor project expenditures to ensure allowability and are following sponsor terms.
Enter requisitions for grant related purchases into PeopleSoft Financials.
Prepare and process grant related salary distributions based on PI’s requests and effort management reviews.
Review faculty effort plans and verify they match actual payroll charges on a quarterly basis.
Assist faculty with summer salary requests.
Seek approval for use of suspense accounts when awards are not set-up.
Review suspense accounts to ensure timely cost transfers.
Respond to questions from CALS related to purcard expenditures and other financial transaction allocations.
Request financial adjustments to awards (re-budgeting, carryovers, new projects) using UVMClick - Award Mod Request activity.
Request No Cost Extensions using UVMClick - Award Mod Request activity.
Perform necessary and timely cost transfers, avoiding later cost transfers.
Resolve budget checking errors
Assist with subrecipient monitoring and collect approvals to pay subaward invoices
Assist with pulling together billing back up, where needed
Manage the grant closeout process, assist in resolving issues
Assist with audits, as needed

Rebudgeting, Carryovers, Financial Prior Approvals

Our Post Award Team will assist with all financial sponsored project prior approvals. For a matrix of prior approvals see: UVMClick - Award Modification Request Guide (PDF).

Next Steps:
1. The Post-Award Administrator receives a request to make a financial adjustment to an award.
2. The Post-Award Administrator reviews the request and where required completes any additional forms and collects the information needed to ensure a complete request is submitted into UVMClick.
3. The Post-Award Administrator logs into UVMClick; finds the UVMClick - AWD and Requests an Award Modification, attaching all required information.
4. UVMClick delivers the request to the assigned SPA Research Administrator for review and further processing.
5. The Post-Award Administrator coordinates with SPA and keep investigators informed thru completion.

Outgoing Subaward Monitoring / Payments

Our Post-Award Team will assist the PIs with the business aspects of subrecipient monitoring, as noted below.

Assist with collecting and reviewing subrecipient performance reports
Assist with reviewing and approving subrecipient invoices
Ensure problems with performance are escalated to SPA in a timely manner
For more details see: PI - Subrecipient Monitoring Responsibilities (PDF)
Subaward Payment Process:
1. Subrecipient invoices are received and logged with SPA.
2. SPA provides the PI and Post-Award Unit Administrator the subaward invoice with the Subaward Invoice Payment Certification Form (PDF).
3. The Subaward Invoice Payment Certification Form (PDF), is completed and returned to SPA.
4. SPA requests Disbursements to make payment.
For details see: Outgoing Subaward Invoicing and Payment Procedures (PDF)

PI Portal

For immediate access to PI friendly, web based, sponsored project expenditure reports, login to the PI Portal.

The PI Portal provides immediate access to chartstrings, the awarded budget, expenditures to date, payroll by name, and non-payroll expenditure details.

 

Research Data Management Plans

Many grant applications now require research data management plans be included.

If you need assistance with developing a Research Data Management Plan, please contact the UVM Library Research Guide for Data Management.

UVM Research Impacts (Broader Impacts)

Many  grant applications now require broader impact statements be included.

If you need assistance, UVM Research Impacts is a collaborative effort of Research Development, the Office of Engagement, and Professional and Continuing Education.

Research Impacts services include:

• Assistance with Broader Impact Statements
• Consultations with research impacts professionals representing each office
• Seminars and workshops

Please contact UVM Research Impacts to take advantage of this fantastic new resource.

Roles and Responsibilities

Everyone engaged in sponsored projects should uphold the highest standards of ethical and professional conduct in accordance with UVM, sponsor, state, and federal policies and regulations.

  • Principal Investigator
  • Academic Unit Administration
  • Department Chair
  • College Dean
  • Sponsored Project Administration

For an overview of what your role is see Sponsored Projects Roles and Responsibilities.

 

Updated 1/21/22