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School of Medicine

Guide for New Research Administrators

Welcome to research administration in the VCU School of Medicine!  Whether you are new to VCU or just new to research administration, the following information is provided as an onboarding checklist to ensure you have the information you need to do your job.  If you have any questions about the content on this page please write to SOMRESADMIN@vcuhealth.org.

In addition to this list, the Office of Sponsored Research and Grants & Contracts Accounting have put together a comprehensive "Getting Started in Research Administration" document.

In the first week...

Sign up for any necessary trainings, both in-person and online via Blackboard:

  • Banner Finance Research Accounting
  • Fiscal Training: Banner FOAPAL - Forms - Transactions
  • Medicine Required Training for Investigators and Administrators (Blackboard, online)
  • PAA001: Banner Basic Navigation & System/Data Security (required for Banner access)
  • PAA003: Labor Distribution Training - depends on role, check with supervisor
  • eVA Purchasing Course - depends on role, check with supervisor
  • Grants & Contracts Accounting Training

Join research administration related listservs:

Browse the SOM Research Administration website, the OSP website, and the Grants & Contracts Accounting (G&C) website to familiarize yourself with various procedures and policies at VCU.

Meet with someone in your department to go over all active, closing, or pending awards in your department/center.

Verify you have received relevant system access:

And most of all - ASK QUESTIONS!  Writing to SOMRESADMIN@vcuhealth.org or SOMPROPOSALS@vcuhealth.org is a great place to start if you don't know who to ask.



In the first month...

Schedule a meeting with the SOM Office of Research Administration team for general School of Medicine process overview and to go over the PI Dashboard - contact SOMRESADMIN@vcuhealth.org.

Meet with or write to your department's OSP Team and G&C Accountants to introduce yourself!

PRE-AWARD: If you will be working with investigators to submit proposals, familiarize yourself with the pre-award process:

POST-AWARD: Familiarize yourself with the post-award processes and best practice guides:

Identify contacts in key areas (i.e. SOM Research Administration, your department's business office, OSP, G&C Accounting, Institutional Review Board (IRB), Institutional Animal Care and Use Committee (IACUC), etc).

Set up a filing system for your department's sponsored research files (or become familiar with the current system).

Establish a process for monthly reconciliation of awards in your department using the PI Dashboard (i.e. prepare reports, check rate of spending, monitor deficits, meet with PI and discuss expenses and labor charges for that month, etc).

Read, bookmark, and know the following...

If working with research that involves human subjects (clinical research)...