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Office of Sponsored Programs (OSP)

Learning

Research Administration Learning Program

The University of Washington Research Administration Learning Program supports faculty and administrators to expand their skill sets and build research programs. Courses are free of charge and new courses are added frequently. The program is developed collaboratively with central offices and campus volunteers, and taught by subject matter experts.

Core Curriculum for Research Administration

Core Curriculum provides basic competencies for working in research administration. Staff are encouraged to take all classes.

Introduction to Research Administration

Offered by the Research Administration Learning Program

Audience: All

Prerequisites: None

Ideal for someone new to the profession or as a refresher for someone who has limited experience, the Introduction to Research Administration class is a short survey course designed to help individuals build a foundational body of knowledge within research administration. Course work focuses on familiarity with the terms, basic concepts, policies and practices within the field of research with a view towards how they are applied from a University of Washington perspective.

Instructors:

  • Gretchen Davis Richey, Trainer, Office of Sponsored Programs
  • Al Marks, Trainer, Office of Sponsored Programs
  • Ted Mordhorst, Asst Director for Post Award Compliance, Research Accounting and Analysis

For questions about this course contact osptrain@uw.edu.

Upcoming Sessions

WhenWhereInstructorStatusEnrollment
April 22, 2014 @ 8:00am - 12:00pm Foege (Bioengineering) Building, N130 [google map | campus map] Gretchen Davis, TED MORDHORST Space Available Manage Registration

How to Prepare a Basic Budget

Offered by the Research Administration Learning Program

Audience: All

Prerequisites: None

This is an introductory course on the budget preparation process for sponsored project applications. It will cover UW and sponsor budgeting terminology; how to find and use the accurate rates to calculate benefits, inflation factors, facilities and administration fees; special considerations for subcontracts; and the principles behind UW budget guidelines and federal regulations. We will learn the concepts and prepare a number of example budgets.

Instructor: Gretchen Davis Richey, Trainer, Office of Sponsored Programs

For questions about this course contact osptrain@uw.edu.

Upcoming Sessions

WhenWhereInstructorStatusEnrollment
April 25, 2014 @ 8:00am - 12:00pm Foege (Bioengineering) Building, N130 [google map | campus map] Gretchen Davis Space Available Manage Registration

SAGE 101: Creating and Submitting eGC1s

Offered by the Office of Research Information Services (ORIS)

Audience: All

Prerequisites: All participants must have a UW NetID.

This course provides an introduction to the grants process at the UW, and a safe environment for participants to create their first eGC1 in SAGE. Participants will have an opportunity to create an eGC1, attach documents to an eGC1, and submit an eGC1 for internal UW review and approval.

For questions about this course contact ORIS Learning.

Upcoming Sessions

WhenWhereInstructorStatusEnrollment
May 6, 2014 @ 1:00pm - 4:00pm Health Sciences Library, Classroom B [google map | campus map] Jon Anscher Space Available View Offsite

Post-Award Financial Administration: Processes, Offices and Best Practices

Offered by the Research Administration Learning Program

Audience: Staff with less than 1 year experience using or administering grant and contract budgets

Prerequisites: Introduction to Research Administration

This course is designed for individuals new to using or administering grant and contract budgets. Participants gain increased knowledge in working with the Grant and Contract Accounting office, including who to contact, the necessary forms, and how and when to complete said forms. The course includes case studies and practice sessions.

Instructors:

    Collaboratively taught by a departmental representative and two representatives from Grant and Contract Accounting

For questions about this course contact gcahelp@uw.edu.

Upcoming Sessions

WhenWhereInstructorStatusEnrollment
June 18, 2014 @ 9:00am - 12:30pm Foege (Bioengineering) Building, N130 [google map | campus map] Tamara Rivet, SUSAN STONE WILBANKS, Randi Wasik Space Available Manage Registration

Grant and Contract Fiscal Administration: Compliance

The course is intended to provide a basic understanding of the principals of financial compliance based on Federal Regulation.

Upcoming Sessions

WhenWhereInstructorStatusEnrollment
June 24, 2014 @ 9:00am - 12:00pm Foege (Bioengineering) Building, N130 [google map | campus map] TED MORDHORST Space Available Manage Registration

Managing Research Administration Files

Offered by the Research Administration Learning Program

Audience: All

Prerequisites: None

This class is ideal for departmental research staff tasked with designing, maintaining or improving systems for research administration record keeping. It will investigate strategies and best practices that you may choose to adopt in your unit. The class employs group discussion and a practical, hands-on approach to keeping adequate records, identifying departmental obligations and summarizing basic documentation processes and structures. While records retention policy is referenced, this is not a class focused records retention issues; rather, it is intended to give insight and peer guidance into the various records keeping methods employed at the University of Washington.

Instructors:

  • Monica Fawthrop, Administrator, Division of Pulmonary & Critical Care Medicine

For questions about this course contact osptrain@uw.edu.

No sessions are currently scheduled - request an email alert for when this class is next scheduled.

Advanced Curriculum for Research Administration

Advanced Curriculum builds on the Core Curriculum and provides specialized topics and information.

Budget Busters: Identifying the Hidden Costs in International Budgets

Offered by: Research Administration Learning Program

Audience: Anyone supporting global research

Prerequisites: How to Prepare a Basic Budget

This course is intended for staff who are responsible for preparing international budgets or departmental/college administrators who want to better understand how international budgets are created. Class objectives include increasing participants' ability to create realistic budgets for international activities in resource-constrained countries, understanding how to incorporate foreign currency in the budgeting process, and becoming familiar with resources to assist in developing budgets for international projects. Staff who are new to international budgeting or those who don't have extensive experience will find the class of most interest.

Prerequisites: All participants must either have experience preparing basic budgets for research projects or have taken the How to Prepare a Basic Budget course.

Instructors:

  • Kate Riley, Project Manager, Global Support Project, Financial Management
  • Shelly Tonge-Seymour, Associate Division Director, Global Services, Global Health/I-TECH

For questions about this course, contact Kate Riley.

No sessions are currently scheduled - request an email alert for when this class is next scheduled.

Contracts Gone Wild

Offered by: Research Administration Learning Program

Audience: Anyone working with contracts

Prerequisites: Introduction to Research Administration course, or 1 year experience

This course is critical for anyone who assists in the development or management of contracts sponsored by federal or state agencies, industry or foundations. Course content covers terminology, the contract review process, roles & responsibilities and uses case studies to highlight "train wrecks" that have occurred when contracts go "off track". The course will explore best practices, to discuss the pitfalls to the contracts process, and the talk about the possible outcomes when contracts are not handled appropriately. It is a ferocious topic!

Instructors:

  • Rick Glover, Assistant Director, Office of Sponsored Programs

For questions about this course, contact osptrain@uw.edu.

Upcoming Sessions

WhenWhereInstructorStatusEnrollment
April 21, 2014 @ 1:00pm - 3:00pm UW Tower, 22nd Floor - Ravenna Training Room [google map | campus map] Richard Glover Space Available Manage Registration

Cost Sharing Essentials

Offered by:Research Administration Learning Program

Audience: Staff who are currently or in the future expect to manage cost sharing commitments

Prerequisites: Introduction to Research Administration

This course is ideal for anyone who works with cost sharing during the pre or post-award phases. This 2 session course will provide an overview on the types and sources of cost share, describe the regulatory environment, and identify who is involved and what are their responsibilities. It will review the documentation and tracking processes. We will complete the new cost share addendum form, non-FEC cost share report and FEC cost share. A short overview of the Cost Share Module will be provided. The first session is 2 hours and is held in a classroom; the second session is 3 hours and it is held in a computer lab so participants can have hands-on experience with the tools.

Possible Instructors

  • Carol Rhodes, Associate Director, OSP
  • Kathryn Hovick, Grant and Contract Administrator, OSP
  • Mike Anthony, Executive Director, MAA
  • Ted Mordhorst, Asst Director for Post Award Compliance, RAA
  • Tamara Rivet, Grant Analyst, eFECS, GCA

For questions about this course, contact ralp@uw.edu

No sessions are currently scheduled - request an email alert for when this class is next scheduled.

eFECS for FEC Coordinators

Offered by Management Accounting and Analysis

Audience: FEC Coordinators/Administrators

Prerequisites: Introduction to Faculty Effort

This class is designed to provide FEC Coordinators and/or Administrators with a comprehensive demonstration of the eFECS application and how it is used in the certification process. It will take the participant through the various screens available in the eFECS Effort Reporting system and describe the features available. Completion of the course will also prepare FEC Coordinators to provide guidance to faculty for doing online certification.

Instructors:
Michael Anthony, Management Accounting and Analysis
Suzette Ashby, Management Accounting and Analysis

For questions about this course contact efecs@uw.edu.

Upcoming Sessions

WhenWhereInstructorStatusEnrollment
April 22, 2014 @ 1:30pm - 3:00pm Roosevelt Commons, Room 110 [google map | campus map] Michael Anthony, Suzette Ashby-Larrabee Space Available Manage Registration

FEC Beyond the Basics - Modifying an FEC Using Comments and Adjusting Cost Sharing

Offered by Management Accounting and Analysis

Audience: Experienced FEC Coordinators/Administrators

Prerequisites: "Introduction to Faculty Effort Certification" and "eFECS for FEC Coordinators" are prerequisites for this class.

This course is designed for FEC coordinators who have a basic knowledge of eFECS. The course addresses how to make changes on the FEC using tools available in the eFECS system. The class will focus on how to use the predefined comments and what type of clarifying information should be added in the free form comment section including documentation of special circumstance. In addition, we will review how to make adjustments to cost sharing using the Adjust/View Cost Share screen.

Instructors:

  • Suzette Ashby, Management Accounting and Analysis
  • Michael Anthony, Management Accounting and Analysis

For questions about this course contact efecs@uw.edu.

No sessions are currently scheduled - request an email alert for when this class is next scheduled.

FEC Beyond the Basics - Modifying an FEC, Change Outside eFECS and Recertifications

Offered by Management Accounting and Analysis

Audience: Experienced FEC Coordinators/Administrators

Prerequisites: "Introduction to Faculty Effort Certification" and "eFECS for FEC Coordinators" are prerequisites for this class.

This course is designed for FEC coordinators who have a basic knowledge of eFECS. The course addresses how to modify an FEC through changing data in other UW systems such as OPUS, My Financial Desktop, FIN and the Cost Share Module, which flow into eFECS. We will review the types of modifications that might be required to adjust an FEC and where and how to make these changes. The class will also review how to recertify an FEC.

Instructors:

  • Suzette Ashby, Management Accounting and Analysis
  • Michael Anthony, Management Accounting and Analysis

For questions about this course contact efecs@uw.edu.

No sessions are currently scheduled - request an email alert for when this class is next scheduled.

FEC Beyond the Basics - Faculty Effort and Cost Share – Calculate it Right!

Offered by Management Accounting and Analysis

Audience: Experienced FEC Coordinators/Administrators

Prerequisites: "Introduction to Faculty Effort Certification" and "eFECS for FEC Coordinators"

This course is designed for administrative staff who work with faculty effort and cost sharing. The class will focus how to calculate effort and cost share using a series of case studies including faculty with salary cap, K Awards, clinical salary, faculty with ADS/ENS, part time faculty with cost sharing and VA faculty with salary cap. Participants should bring scratch paper and a hand held calculator to class.

Instructors:

  • Suzette Ashby, Management Accounting and Analysis
  • Michael Anthony, Management Accounting and Analysis

For questions about this course contact efecs@uw.edu.

Upcoming Sessions

WhenWhereInstructorStatusEnrollment
May 22, 2014 @ 1:30pm - 3:30pm Purchasing and Accounting Building, Room 118 [google map | campus map] Suzette Ashby-Larrabee, Michael Anthony Space Available Manage Registration

FEC Beyond the Basics - Using the Tools – Calculators, Worksheets and Reports

Offered by Management Accounting and Analysis

Audience: Experienced FEC Coordinators/Administrators

Prerequisites: Introduction to Faculty Effort Certification and eFECS for FEC Coordinators

This class will take staff engaged in monitoring effort and adjusting FECs on a tour of available tools. Descriptions of when and how to use calculators, worksheets and reports used in the Faculty Effort Certification process will be followed by demonstrations of each of the following tools: ADS/ENS Calculator, Salary Cap Calculator for Determining Salary Distribution and Salary Cap Calculator for Adjusting FECs, Cost Share Calculator, Interim Cost Share Report, Retroactive Salary Adjustment Report, 100% Research Funded Faculty Report and the eFECS Dashboard Report.

Instructors:

  • Michael Anthony, Management Accounting and Analysis
  • Suzette Ashby, Management Accounting and Analysis
  • For questions about this course contact efecs@uw.edu.

No sessions are currently scheduled - request an email alert for when this class is next scheduled.

FEC Beyond the Basics - Salary Cap

Offered by Management Accounting and Analysis

Audience: Experienced FEC Coordinators/Administrators

Prerequisites: Introduction to Faculty Effort Certification and eFECS for FEC Coordinators

This class will review general compliance requirements of the DHHS salary cap, normally referred to as the NIH salary cap. We will review how the salary cap is calculated and how the eFECS system determines which cap amount to apply. The class will include how to manage budgets with two salary caps applicable in the same FEC cycle, when to set up a sub-budget and what to do if no sub-budget has been set up. Participants will have the opportunity to explore the tools used to plan for and adjust salary cap cost sharing - the Salary Cap Calculator for Determining Salary Distribution and the Salary Cap Calculator for Adjusting an FEC.

Instructors:

  • Michael Anthony, Management Accounting and Analysis
  • Suzette Ashby, Management Accounting and Analysis
  • For questions about this course contact efecs@uw.edu.

No sessions are currently scheduled - request an email alert for when this class is next scheduled.

FEC Beyond the Basics - Managing Faculty Effort

Offered by Management Accounting and Analysis

Audience: Experienced FEC Coordinators/Administrators

Prerequisites: Introduction to Faculty Effort Certification and eFECS for FEC Coordinators

This class provides the more advanced FEC Coordinator with a general introduction to compliance requirements and Federal, sponsor and University rules and regulations. Specific attention will be given to changes or reductions in the distribution of effort, shifts in funding sources, no cost extensions and 100% research funded Faculty.

Instructors:

  • Michael Anthony, Management Accounting and Analysis
  • Suzette Ashby, Management Accounting and Analysis
  • For questions about this course contact efecs@uw.edu.

Upcoming Sessions

WhenWhereInstructorStatusEnrollment
May 7, 2014 @ 10:00am - 12:00pm Purchasing and Accounting Building, Room 118 [google map | campus map] Michael Anthony, Suzette Ashby-Larrabee Space Available Manage Registration
May 7, 2014 @ 10:00am - 12:00pm Purchasing and Accounting Building, Room 118 [google map | campus map] Michael Anthony, Suzette Ashby-Larrabee Space Available Manage Registration
May 7, 2014 @ 10:00am - 12:00pm Purchasing and Accounting Building, Room 118 [google map | campus map] Suzette Ashby-Larrabee, Michael Anthony Space Available Manage Registration

FIDS 101: Disclosing Financial Interests

Offered by the Office of Research Information Services (ORIS)

Audience: All

Prerequisites: All participants must have a UW NetID

This course provides investigators and administrators with a basic overview of the UW's Financial Conflict of Interest Policy (GIM 10) and hands-on experience disclosing significant financial interests (SFI) in the Financial Interest Disclosure System (FIDS). A combination of lecture, guided practice, and open workshop time are used to provide participants with a safe environment to learn how to track investigator compliance in SAGE and submit disclosures in FIDS.

For questions about this course contact ORIS Learning.

Upcoming Sessions

WhenWhereInstructorStatusEnrollment
April 28, 2014 @ 1:00pm - 3:00pm Health Sciences Library, Classroom B [google map | campus map] Jon Anscher Space Available Manage Registration

Grants.gov: The Basics

Offered by the Research Administration Learning Program

Audience: Anyone preparing federal proposals which require the use of this system

Prerequisites: None

This course is an introduction to and a foundation for understanding the electronic submission process for proposals requesting federal funding. The course is intended for members of the UW research community who may be new to the process of grants administration at the UW or who may need a refresher course. Course content covers the UW approval process, an overview of the Grants.gov submission process and "hands on" practice completing sponsor required forms using a basic NIH proposal model. SAGE 101 is recommended as a prerequisite for this course.

Instructor: Craig Johnson, Grant & Contract Administrator, Department of Medicine

For questions about this course contact osptrain@uw.edu.

No sessions are currently scheduled - request an email alert for when this class is next scheduled.

Introduction to Export Compliance at the UW

Offered by the Research Administration Learning Program

Audience: Anyone involved with export compliance

Prerequisites: None

This introductory course will cover when an export occurs and how the UW adheres to federal export regulations while undertaking an activity or project. The course is targeted for the UW research administration community who are involved with facilitating international research, training, or services, collaborations with foreign persons, or have a high volume of shipments from the University to international locations. In addition to discussing the types of exports and associated regulations this training will also review the supporting functions OSP provides throughout an "export-controlled" project lifecycle. If you have heard or seen information regarding "export controlled" items, software or technology and want to learn more about how it might apply to the activities undertaken in your unit, we welcome you to attend the next training session.

Instructors:

  • Garrett Steele, Research Security Specialist
  • Carol Rhodes, Interim Director, Office of Sponsored Programs

    No sessions are currently scheduled - request an email alert for when this class is next scheduled.

    Introduction to Faculty Effort Certification

    Offered by Management Accounting and Analysis

    Audience: FEC Coordinators and others involved in effort reporting

    Prerequisites: None

    This class is designed to provide FEC Coordinators and others involved in effort reporting with a general overview of the federal compliance requirements for faculty salary distribution, tracking and effort reporting as well as an understanding the University guidelines applied for meeting these requirements through the FEC process. This is the foundation course for any effort reporting and eFECS system courses.

    Instructors:
    Michael Anthony, Management Accounting and Analysis
    Suzette Ashby, Management Accounting and Analysis

    For questions about this course contact efecs@uw.edu.

    No sessions are currently scheduled - request an email alert for when this class is next scheduled.

    Introduction to Grant and Contract Certification (GCCR)

    Offered by Management Accounting and Analysis

    Audience: Individuals new to GCCR reporting

    Prerequisites: None

    This class provides participants new to GCCR reporting with the basic tools necessary to understand and monitor the Grant and Contract Certification process which is used for tracking and certifying non faculty salaries and effort. We will cover some basic compliance requirements and discuss how to review and make changes to the GCCR.

    Instructors:

    • Michael Anthony, Management Accounting and Analysis
    • Suzette Ashby, Management Accounting and Analysis

    For questions about this course contact efecs@uw.edu.

    Upcoming Sessions

    WhenWhereInstructorStatusEnrollment
    April 18, 2014 @ 1:30pm - 3:00pm Purchasing and Accounting Building, Room 118 [google map | campus map] Michael Anthony, Suzette Ashby-Larrabee Space Available Manage Registration

    SAGE 102: Grant Runner

    Offered by the Office of Research Information Services (ORIS)

    Audience: Experienced SAGE users who submit NIH R01, R03, and R21 grant applications

    Prerequisites: SAGE 101 or equivalent experience

    Grant Runner streamlines the Grants.gov application process by combining the SF424 (R&R) form package with the eGC1 in SAGE. Grant Runner currently supports NIH R01, R03, and R21 applications with modular budgets. This course introduces experienced SAGE users to Grant Runner and the business processes around it.

    For questions about this course contact ORIS Learning.

    Upcoming Sessions

    WhenWhereInstructorStatusEnrollment
    April 22, 2014 @ 1:00pm - 3:00pm Health Sciences Library, Classroom B [google map | campus map] Jon Anscher Space Available Manage Registration

    SAGE Budget

    Offered by the Office of Research Information Services (ORIS)

    Audience: Experienced SAGE users

    Prerequisites: SAGE 101 or equivalent experience. "How to Prepare a Basic Budget" offered by the Office of Sponsored Programs (OSP) is also highly recommended.

    This course provides an overview of how to use SAGE Budget to create grant and contract proposal budgets. A combination of lecture, guided practice, and open workshop time are used to provide participants with experience establishing budget properties, adding object code line item entries, creating sub budgets, and linking the budget to an eGC1. Participants are encouraged to bring current and past examples of budgets for use during open workshop time.

    For questions about this course contact ORIS Learning.

    Upcoming Sessions

    WhenWhereInstructorStatusEnrollment
    May 6, 2014 @ 1:00pm - 4:00pm Health Sciences Library, Classroom B [google map | campus map] Jon Anscher Space Available Manage Registration

    Streamline your Proposal Submission - Update on GIM 19 & What is "Ready to Submit"?

    This session will review the policy on UW internal deadlines for proposals to outside agencies (GIM 19). We will examine what "Ready to Submit" actually means for proposals and dispel some lingering campus myths which continue to cause confusion. OSP business process will be disclosed, case studies will be considered, and there will be plenty of time for discussion.

    No sessions are currently scheduled - request an email alert for when this class is next scheduled.

    Subcontract Monitoring Guidelines for PIs and Departments

    Offered by: Research Administration Learning Program

    Audience: Anyone working with subcontracts

    Prerequisites: Recommend taking The Nuts and Bolts of Administering Outgoing Subcontracts

    This training will discuss roles, responsibilities, and best practices for monitoring financial and research performance of subcontracts. Using case studies to explore the possible challenges which may occur during subcontract monitoring, we will discuss ways to troubleshoot performance problems. You will receive a copy of the new subcontract monitoring guidelines, helpful checklists and a sample monitoring form.

    Instructors:

    • Wendy Star, Administrator, Department of Sociology
    • Bethany Mason, Subcontract Administrator, Office of Sponsored Programs

    For questions about this course, contact osptrain@uw.edu.

    No sessions are currently scheduled - request an email alert for when this class is next scheduled.

    The Nuts & Bolts of Administering Outgoing Subcontracts

    Offered by: Research Administration Learning Program

    Audience: Anyone working with subcontracts

    Prerequisites: All

    This training will review the outgoing subcontracts process from initiation to close out involving the UW PI's department, OSP and Payables. Staff from the central offices will discuss the triggers that move your subcontracts through the process and answer any questions. Anyone working with outgoing subcontracts from the novice to the expert level should attend. There will be helpful information for everyone.

    Instructors:

    • Debbie Emerson-Carter, Subcontract Specialist, Office of Sponsored Programs
    • Julie Condit, Accounts Payable Manager, Procurement Services

    For questions about this course, contact osptrain@uw.edu.

    No sessions are currently scheduled - request an email alert for when this class is next scheduled.

    What's Audit Got to Do With It?

    Offered by the Research Administration Learning Program

    Audience: All

    Prerequisites: None

    This class is designed for division and department administrators and other individuals who are responsible for record keeping, internal controls and audits. Participants gain knowledge of the types of audits, processes, roles and responsibilities, including record keeping, internal controls and fraud prevention. The course covers hot topics and planned audits for this year, as well as penalties for non-compliance. We will discuss several recent case studies.

    Instructors: UW Auditors, Internal Audit Department

    For questions about this course contact osptrain@uw.edu.

    No sessions are currently scheduled - request an email alert for when this class is next scheduled.

    Onsite Training

    Onsite training is available, by request, for groups of 10+ people. To facilitate this "hands on" class experience, a conference room large enough for the class, computers with Internet access for each student and a projector are required. Request Onsite Training via email or contact Al Marks at (206) 685-8601.

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