For 9 and 10 Month Faculty

Training sessions were offered in July 2016 with instructions for charging salaries to sponsored program accounts specifically related to 9 and 10 month faculty whose salary will be automatically accrued beginning in Academic Year 2016-17 (effective 8/23/2016).  Please contact Jen Lamontagne with questions.

• UConn Salary Calculator (available here)

For salary expenses in Academic Year 2014-15 and Academic Year 2015-16, the following instructions apply.

Training sessions were offered throughout February 2015 with instructions for charging salaries to sponsored program accounts specifically related to 9 and 10 month faculty who are direct charged to a grant, contract or designated match account during the academic year.  Training materials from those sessions are provided below.

• Salary Calculator and Payroll Authorization Examples (available upon request)
• Additional Guidance: Flowchart 9 & 10 Month Employees Under 75% Grant Funded
• Additional Guidance: Example for 9 & 10 Month Employees Under 75% Grant Funded (available upon request)
• OVPR SPS Salary Calculator for payroll BEFORE 8/22/2016 (available upon request)

 Fall Semester

Spring Semester

Summer Semester

Commitments of effort that are promised to a sponsor (as part of the proposal) for principal investigators, co-principal investigators and key personnel are entered, tracked and available for review by faculty and departmental staff via the Effort Reporting & Commitments (ERC) application.

This application allows for:

• Changes to commitments to be submitted within the ERC application by using the Commitment Change Form.
• Commitments entered for cost share to be included as part of the calculated effort amount in the new system generated effort reports.
• Effort commitments that were originally proposed as being paid by a sponsored award, but was not, to continue to be listed on the effort report with a calculated effort of zero (0) as reminder of the commitment to the project.
• All paid and cost shared commitments to be used for post-certification validation of individual effort reports.

What is Effort Reporting?

Effort reporting is the University’s method of verifying that the salaries (and corresponding fringe benefits) charged to, or cost shared for, a sponsored award reasonably reflects the activity for which the employee is compensated. It also serves as a method to certify that the level of effort promised, or committed, to the sponsor was met.

Effort is defined as the portion of time spent on a particular activity, expressed as a percentage of the individual’s total activity for the university. University effort includes all activities for which an employee is compensated and includes research, instruction, other sponsored activities, administration, non-sponsored/departmental research, university service, proposal preparation and clinical activities. For the purpose of effort reporting and certification, ‘university effort’ totals 100%, regardless of the number of hours worked or the individual’s appointment percentage.

The University’s Effort reporting process satisfies the federal government’s requirement under 2 CFR Part 200 (Uniform Administrative Requirements, Cost Principles and Audit Requirements for Federal Awards) section 430 – Standards for Documentation of Personal expenses that charges to Federal awards for salaries and wages must be based on records that accurately reflect the work performed.

Quick link to: Effort Reporting & Commitments (ERC) System

The Office of the Vice President for Research at the University of Connecticut is seeking an experienced and energetic administrative professional to provide committee support and coordination, to ensure that all animal care and use activities related to research and/or teaching conform to University and regulatory requirements and guidelines.

Characteristic duties and responsibilities include: Managing all administrative functions of the Institutional Animal Care and Use Committee (IACUC); provides administrative support to the IACUC Program Manager, Chair, and members of the IACUC; scheduling and coordinating logistics for meetings, inspections and training; timely preparation and distribution of agendas, minutes, decisions and related materials; conducts intake review of protocol submissions and follows up to ensure completeness; serves as liaison and represents the IACUC in responding to inquiries and providing information, guidance, interpretation or clarification within scope of authority; manages and maintains official and electronic records and files; coordinates workflow and processes administrative paperwork; may perform other administrative functions and related duties as required.

Minimum Acceptable Qualifications: Associates degree or equivalent combination of education and experience; three to five years of related experience; demonstrated knowledge of organizational/institutional administrative support processes, including scheduling and logistics; sound judgment, discretion, and demonstrated ability to interpret policies and guidelines, and to independently resolve problems of ordinary difficulty; excellent proactivity, planning, follow-through and organizational skills; excellent verbal and written communication and interpersonal skills; excellent timeliness, accuracy and attention to detail; demonstrated proficiency taking and transcribing notes and minutes and/or formal proceedings; demonstrated experience developing and maintaining computerized databases and tracking systems; proficient to advanced computer skills.

Preferred qualifications: Bachelors degree; experience working in a higher education setting; experience in the area of animal care and use, institutional review, research administration, audit, or other area of research, compliance or oversight.

The University of Connecticut offers a comprehensive package of salary and benefits. For a full list of duties and responsibilities please refer to the position description located at ovpr.uconn.edu/about/careers.

Screening of applicants will begin immediately. Employment of the successful candidate will be contingent upon the successful completion of a pre-employment criminal background check.

To apply, please submit a letter of interest, resume and a list of at least three professional references via Husky Hire (http://jobs.uconn.edu/).

For confidential inquiries or additional information please contact:

Laurie Pudlo, Administrative Manager

Office of the Vice President for Research

University of Connecticut

laurie.pudlo@uconn.edu

860.486.4247

The University of Connecticut is an EEO/AA employer.

The University of Connecticut (UConn) is a Land Grant and Sea Grant college and member of the Space Grant Consortium, and is ranked among the top 19 public universities in the nation according to the 2015 U.S. News and World Report.   In support of an ambitious state investment in economic development, higher education, and research, the Office of the Vice President for Research seeks highly motivated, skilled, and engaged individuals to work within an increasingly diverse and complex research environment.  

ovpr.uconn.edu

JOB SUMMARY

Under the general supervision of the Institutional Animal Care and Use Committee (IACUC) Program Manager, Research Compliance Services in the Office of the Vice President for Research (OVPR), the IACUC Coordinator coordinates and provides assistance to ensure that all animal care and use activities related to research and/or teaching conform to all applicable University, State, Federal and other external regulatory requirements and guidelines.

CHARACTERISTIC DUTIES AND RESPONSIBILITIES

1. Manages all administrative functions of the Institutional Animal Care and Use Committee (IACUC) and provides support to the IACUC Program Manager, Committee members and Chair.

2. Responsible for coordinating all aspects of the Committee’s functions and activities, including scheduling and logistics for meetings, inspections, and training sessions.

3. Independently coordinates, prepares and distributes the agenda and meeting materials to the IACUC members for the bi-monthly meetings.

4. Attends IACUC meetings with specific responsibility for: (a) taking detailed notes of the IACUC discussions and decisions in order to timely prepare minutes of bi-monthly meetings, (b) assists in the preparation of decision letters to investigators (on behalf of the IACUC Chair) after IACUC meetings on the outcome of their animal research protocol request, (c) independent follow-up on action items from IACUC meetings.

5. Reviews protocol submissions to ensure compliance with administrative requirements in advance of the IACUC meeting, including: (a) completeness of the protocol, (b) investigator training requirements, (c) occupational health and safety requirements which involves interaction with the Environmental Health and Safety Office. Interacts directly with the PI to resolve these issues before the IACUC meeting. Reports at the IACUC meetings on these issues.

6. Devises, modifies and maintains, or supervises the maintenance and coordination of complex filing systems, records and/or data systems.

7. Devises, modifies and maintains electronic or computerized databases and tracking systems.

8. Prepares narrative and informational reports, as needed or requested; compiles and organizes information requiring the understanding and evaluation of data sources.

9. Responds to requests for information and provides assistance in solving a variety of problems.

10. May train, supervise and establish work schedules for clerical or student staff.

11. Transmits authoritative information and serves as a resource regarding policies and procedures relating to institutional animal care and use or related research compliance functions, with responsibility to occasionally interpret such policies and procedures.

12. Regularly communicates with other University offices and/or outside agencies to request or provide information or to clarify procedures.

13. In assigned area of responsibility, reviews operating procedures for efficiency and effectiveness; makes minor changes or recommends major changes or improvements; may participate in planning and decisions regarding new or changed procedures.

14. Coordinates work flow and processes administrative paperwork.

15. May assist in the logistical planning and execution of related support activities, such as arrangements for travel and lodging; preparation and distribution of information, literature and materials.

16. Performs related duties as required.

MINIMUM ACCEPTABLE QUALIFICATIONS

1. Associates degree or equivalent combination of education and experience.

2. Three to five years of related experience.

3. Demonstrated knowledge of organizational/institutional administrative support processes, including scheduling and logistics.

4. Sound judgment, discretion, and demonstrated ability to interpret policies and guidelines, and to independently resolve problems of ordinary difficulty.

5. Excellent proactivity, planning, follow-through and organizational skills.

6. Excellent verbal and written communication and interpersonal skills.

7. Excellent timeliness, accuracy and attention to detail.

8. Demonstrated proficiency taking and transcribing notes and minutes and/or formal proceedings.

9. Demonstrated experience developing and maintaining computerized databases and tracking systems.

10. Proficient to advanced computer skills.

PREFERRED QUALIFICATIONS

1. Bachelor’s degree.

2. Experience working in a higher education setting.

3. Experience in the area of animal care and use, institutional review, research administration, audit, or other area of research, compliance or oversight.

• UConn Fly America Travel Presentation
• Federal Sponsored Travel Frequently Asked Questions
• Guidance on Fly America and Open Skies Regulations
• Fly America Exception/Waiver Checklist
• Travel Services Website

This module provides researchers with the ability to complete and submit researcher and staff financial interest disclosures electronically. It allows Research Compliance Services staff to track and manage conflicts of interest, establish management plans, and fulfill our policy requirements. The module interfaces with proposals and human subjects.

How To Materials

Listed below are various self-service handouts and instructional sheets with simple instructions on how to perform various functions within the UConn Storrs/Regional Campus InfoEd External Interests module which covers Financial Interest Disclosures. PLEASE DO NOT USE THESE MATERIALS FOR UConn Health, but instead refer to the financial interests [FCOI] system page on the UConn Health OVPR website.

• Quick Reference Guide New – for UConn Storrs and Regional Campuses only
• Create an Initial Financial Interest Disclosure New for UConn Storrs and Regional Campuses only
• Edit or Resubmit a Financial Interest Disclosure New for UConn Storrs and Regional Campuses only
• View, Print, Download or Save a Financial Interest Disclosure New for UConn Storrs and Regional Campuses only
• Turning Off Pop-up Blocking on Various Web Browsers Updated

For technical issues with InfoEd, please email eRA-support@uconn.edu or call 860.486.7944.

Reasons for Procedures

To communicate the purpose of Indirect Cost Recoveries (IDCs) generated from sponsored activities that are distributed to Principal Investigators.

What Are IDCs?

Indirect Costs (IDCs), also known as Facilities and Administrative (F&A) costs, are costs associated with sponsored projects that are incurred by the University and that cannot be readily identified nor specifically attributed to a particular project, but which support University sponsored activities. The University distributes 5% of the indirect cost recoveries to Principal Investigators (PIs) to support laboratory costs not otherwise allowable or allocable to grants and/or other costs to support the PI’s research and other scholarly activities.

How Are IDCs Distributed?

At the time of sponsored activity proposal submission, the Principal Investigator determines the distribution of the 5% PI IDC allocation among project collaborators, which may include co-investigators and/or other key personnel.  This is referred to as the Distribution of Credit (DOC).

The distribution of IDCs occurs automatically by the University’s accounting system, KFS, on a real-time basis.  As costs are charged to sponsored accounts, the system automatically charges the sponsored account for the appropriate indirect costs and revenue is credited to PI Indirect Cost accounts based on the DOC on record. The reverse happens in the case of costs transferred off a sponsored account.

The Principal Investigator or their administrator are responsible for informing the Office of the Vice President for Research of are any administrative changes in the grant that affect the individual(s) to whom the PI IDC distribution is made, such as a change in the DOC.

PI IDC accounts are unrestricted research accounts (Ledger 4) in KFS and do not currently expire:

• Once the IDC account is created, it is up to the FO / School to manage the owners, balances, activity and status.
• PI over-expenditures are the responsibility of their managing department.

How Can IDCs be Used?

In order for UConn to maximize its success in meeting its research goals, IDCs should be used to support UConn’s research mission in accordance with existing University policies and procedures. Common uses of these funds include:

• Funding for graduate student stipends, travel and other expenses incurred by graduate students while performing research
• Funding for postdoctoral researchers
• Research supply/equipment purchases
• Bridge funding
• Cost-share, required or voluntary
• Travel to meet with program directors, present papers, give invited talks, etc.
• Books, journals, papers and other similar expenses related to scholarship and research
• Project development costs such as proposal writing, proposal workshops, etc.
• General administrative and clerical costs (including office supplies) in support of research
• Research related recruitment costs
• Laboratory enhancements for research purposes

Contact

For additional information on this procedure, please email researchfinance@uconn.edu.

Revised 10/15/2025

This document is intended to provide principal investigators (PIs) with the IRB’s expectations about their role in mentoring student researchers who conduct research with human participants. This document is meant to compliment the “Responsibilities of Research Investigators” document given to researchers with every IRB approval and re-approval letter.

The Importance of Mentorship

• Helps students work within an often unfamiliar federal regulatory environment
• Contributes to the success of a student’s research experience
• Prepares students for future research endeavors
• Fosters professional development

PI Mentorship Responsibilities

• • Consider whether you have the time to mentor the student and oversee the research study.
    • Meet with the student prior to the development of a research project to discuss basic principles of ethical research design. Develop appropriate strategies for:
      • Recruitment/retention
      • Consent process
      • Data and safety monitoring plan
      • Writing scholarly papers and reports
    • Complete/renew required CITI human subjects training.
    • Ensure that the student researcher understands and abides by the ethical principles, professional standards and codes of conduct within the research discipline.
    • Assist the student in determining whether IRB review/approval is required. Contact IRB if unsure.
    • Assist the student in preparing the protocol application, consent document, recruitment material, etc. Student researchers should not complete the entire protocol submission solely on their own. The mentor is ultimately responsible for the integrity of the research.
    • Review and proofread the completed protocol application prior to IRB submission.
    • Guide students in the work habits necessary for success (planning, record keeping, disciplined work habits, procedures to protect participants’ privacy and confidentiality, etc.).
    • Be available. Provide supervision, guidance, and oversight for entire duration of study and at intervals described in the data safety monitoring section of the IRB-1. Hold regular meetings, if possible.
    • Ensure that the student researcher obtains proper approvals from all required organizations including those that are off-site.
    • Ensure that protocol deviations and adverse events are reported to the IRB as soon as possible.
    • Ensure that the protocol is re-approved according to the time-frame set forth in the approval letter.
    • Ensure that amendments are submitted before changes are made and that changes are not implemented before the changes are approved.
    • Ensure risks are minimized for research participants AND for the student researcher
      • Based upon the PI’s experience, is the research environment safe?
      • Has the student researcher been trained in how to address problems that may arise?
      • For field settings, particularly international research, are there travel advisories that may affect safety? PI and student researchers must be aware of university polices for foreign travel/research activities. PI must be sure that students are aware of local customs and regulations. Establish a communication plan with students. Develop effective plans for data security.
    • Ensure that the student researcher abides by the ethical principles of respect for persons, beneficence and justice, as outlined in the Belmont Report.
    • Ensure that the student researcher conducts the study in accordance with the approved protocol (including approved amendments).
    • Share responsibility with the student researcher for the conduct of the research.

As PI and as a mentor you MUST…

• Be available for the student
• Be involved in the research
• Be supportive
• Be knowledgeable about research rules, regulations, and policies
• Be aware of who to contact should an issue arise

Finally, the mentor is ultimately responsible for ensuring protection of human participants.

Back to Researcher’s Guide

On December 26, 2013, the Office of Management and Budget (OMB) issued the Uniform Administrative Requirements, Cost Principles and Audit Requirements for Federal Awards (also known as the “Uniform Guidance” or 2 CFR 200). The Uniform Guidance consolidates, streamlines and supersedes the eight existing OMB Circulars including Circular A-21, A-110, and A-133. Included in this new guidance are definitions, uniform administrative requirements (preaward & postaward), cost principles and audit requirements. The new guidance, which will affect all federally funded grants and contracts, will take effect on December 26, 2014.

In response to this release the University of Connecticut has set up a University-wide Uniform Guidance Task Force spanning both the Storrs and Farmington campuses. The Task Force includes representatives from central administration and various UConn departments active in research to coordinate the implementation of the Uniform Guidance. Among the Task Force’s goals is to keep the UConn community informed about the changes that will affect PIs, researchers, department administrators and others involved with sponsored projects. This webpage will provide updated information specific to Uniform Guidance implementation and will post new material once it becomes available.

Navigating the Uniform Guidance

The Uniform Guidance is broken down into the following subparts:

Part I – Objectives
Part II – Major Policy Reforms
Subpart A (200.0 – 200.99) – Acronyms and Definitions
Subpart B (100.200 – 200.113) – General Provisions
Subpart C (200.200 – 200.211) – Preaward Requirements
Subpart D (200.300 – 200.345) – Postaward Requirements
Subpart E (200.400 – 200.475) – Cost Principles
Subpart F* (200.500 – 200.521) – Audit Requirements

*Subpart F will apply to university audits beginning the fiscal year starting after the Uniform Guidance takes effect on December 26, 2014 (July 1, 2015).

Revisions to the Uniform Guidance can be found at the Federal Register Guidance for Grants and Agreements-February 22, 2021

What is UConn Doing to Implement the Uniform Guidance?

In preparation for the December 26, 2014 implementation date, UConn (all campuses) have created a subcommittee to review and catalog changes that may be required due to the new Uniform Guidance.

The group is responsible for determining the impact of the new regulations to existing policy and process, creating new training materials and revising policies where needed, and ensuring broad and effective communication strategies.

Training Materials

• PowerPoint Slides
• Implementation Guide for Principal Investigators and Department Administrators and Coverletter
• Subaward Determination Guidance
• Federal Cost Principles Training

Uniform Guidance Timeline

Resources

• Council on Financial Assistance Reform (COFAR)
  • COFAR FAQS (July 2017)
• Federal Demonstration Partnership (FDP)
  • Meeting Presentations from May 2014
  • Meeting Presentations from September 2014
• Council on Governmental Relations (COGR)
  • COGR Version 1 response to Uniform Guidance (April 24, 2014)
  • COGR Version 2 Guide to OMB Uniform Guidance (September 17, 2014)
  • COGR Implementation and Readiness Guide for the OMB Uniform Guidance (December 12, 2014)
  • COGR Implementation and Readiness Guide for the OMB Uniform Guidance (November 17, 2020)
• Federal Register
  • Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards
• National Science Foundation (NSF)
  • NSF Grant General Conditions (GC-1)
  • Financial & Administrative Terms and Conditions (CA-FATC)
• National Institute of Health (NIH)
  • NIH FAQs on the Uniform Guidance and NIH Interim Grant Conditions
  • NIH Interim Grant General Conditions
• Department of Education
  • Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards
  • Dept of Ed Webcast PowerPoint
• NCURA
  • NCURA Webcast – Uniform Guidance: The Challenges of Implementation – PowerPoint