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ORA-Change in Notification of New Awards Procedure

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To:          CPH Faculty, Department Chairs, and Office of Research Administration Team

From:    David B. Sarwer, Ph.D., Senior Associate Dean for Research and Strategic Partnerships

Date:     January 22, 2025

Re:         Modification to Grant Notification Procedure/Changes in Research Effort

The recent changes in the workload policy have raised some questions about how Department Chairs and Office of Research Administration staff are informed of the arrival of new extramural funding. Clear communication among those involved will facilitate any necessary changes to workload assignments during the period of the award.

To enhance proactive and purposeful discussions among those involved, this will be the revised procedure starting immediately.

  • When the Senior Associate Dean receives official notification from the university that new extramural funding has arrived at the university, he will e-mail the Principal Investigator, Department Chair, and ORA Team.
  • The Principal Investigator should then communicate with the Department Chair in a timely fashion to discuss whether changes in future workload are warranted. (The Principal Investigator also has the responsibility to inform other faculty members and staff on the award so they can have similar conversations with their respective Chairs.)
  • The Principal Investigator then will meet with their post-award team member in the Office of Research Administration to review the budget of the new project, finalize a funding plan for the award (including effort for key personnel), and make any necessary changes to their effort on other projects.
  • After those plans are finalized, the revised effort allocations/projections for the Principal Investigator will be emailed to the faculty member’s Chair and the Senior Associate Dean for Research. (Other CPH faculty on new awards also need to follow this procedure in parallel.)
  • Department Chairs will continue to receive effort projections for all faculty members with effort on extramural projects twice annually.

Again, the goal of this change is to facilitate contemporaneous conversations between relevant stakeholders such that the most reliable data can be used to inform discussions around future workload planning.

The Office of Research Administration team is looking forward to working with you to facilitate a smooth transition to this procedure.