Training Modules

Office of Research Administration Training Modules

The exact dates and times of the training modules will be forthcoming. We will actively engage the services of Contracts and Grants and SPARCS during this process. We plan for the training modules below to rotate between Main Campus and Centennial Campus.

Laurinda and Pat will be glad to come to your area or arrange the meeting in 109 Page Hall.

By going forward in this manner, we feel we are better serving our "customers" while providing the training that is needed. We, of course, continue to promote the idea of everyone taking the University training while engaging COE-ORA for the inner workings of Engineering.

Pat Hayes, Director
Laurinda Perez, Assistant Director

Training Module

Training Modules

  • COI: Federal regulations and Board of Governors’ policy require the disclosure of circumstances that have the potential to cause impaired objectivity by employees of NC State University. Filing a conflict of interest disclosure transfers to the University some of the burdens of ensuring your objectivity is not impaired.
  • NOI: Engaging in external professional activities for pay is a privilege of serving in an EPA professional or faculty position. Board of Governor’s policy and NC State University regulation requires the prior notification and approval by your supervisor (department head, dean, etc.).

A Service Center, which includes recharge centers and specialized service facilities, is a University unit/facility organized specifically to provide goods and services primarily to other University departments/units. The costs of these goods and services are charged directly to internal and external users based on established billing rates and actual usage of the services. The schedule of rates charged for a good or service should be based on actual costs, and these rates cannot discriminate to the detriment of sponsored activities (ledger five projects). All users must be charged for the use of the services provided. Rates charged to contract and grant projects cannot be higher than rates charged to any other users.

Cost sharing is the portion of total project costs not borne by the sponsoring agency. It is the realization that all of the project costs may not be absorbed by a single funding source.

Federal OMB Circular A-21 (Cost Principles for Educational Institutions), Section J(10), states that we must have a method to document all effort, whether treated as direct or F&A, for sponsored agreements. It also states that we must certify this effort after the fact. At NC State, we use the “Plan-Confirmation” method. This means that:

  • Personnel assignments should reflect anticipated work distribution.
  • Assignments (and reallocation of funds) should be updated timely to reflect changes.
  • Cost sharing should be entered at the beginning of an award and updated as needed.
  • Effort report will be certified at the end of the fiscal year.

Federal regulations require that employees engaged in sponsored activities periodically review and certify their effort if they have the following:

  • Direct labor charges to sponsored projects: Employees who work on sponsored projects and whose salary is funded by the sponsor.
  • Cost sharing on sponsored projects: Employees who work on sponsored projects but whose salary is funded by an entity other than the sponsor (maybe another sponsor, the University, or a gift or foundation account).
  • Federal Appropriations

The Office of Contracts and Grants (C&G) MUST comply with sponsor deadlines. If the colleges do not provide all required documentation and deliverables to C&G by the deadline, the colleges must absorb costs that the sponsors deemed unallowable as a result of not adhering to the reporting requirements or other terms and conditions of the award.

NC State’s Centers and Institutes reflect the university’s commitment to interdisciplinary scholarly pursuit, including research, instruction and public service. These cutting-edge organizations are frontrunners in their field, blazing the trails for other researchers to follow. Research and innovation on topics ranging from climate change to textiles add value to the everyday lives of our state’s citizens, maintaining public trust and admiration and standing at the forefront of global excellence for research and discovery. Here, the leadership of these organizations can access the materials, procedures, and policies necessary to manage their efforts responsibly, equitably and with the highest integrity.

Research Administration Data And Reporting system is a database for monitoring and recording all submitted proposals and award actions, plus, Pre-Award Request and Internal Distributions. Also, this system provides standardized reports, and users can run queries on sponsored activity.

PINS is an electronic system used to track proposal data and to verify approvals from all faculty and administrators involved in submitting a particular proposal. The use of the PINS system is a required part of the submission process for all proposals submitted by all university faculty.

The PMR Module has been created within the Financial System to help streamline the Project Modification process. This new module will provide a more efficient and relatively easy method for campus users to submit and track Project Modifications. The PMR module will provide multiple college approval functionalities, along with enhanced transparency, during the life of a request.

Setting up a new award and following it to duration is a vital part of a Contract Managers responsibility.

Apply for grants by creating a workspace. This feature enables you and your colleagues to work on the grant application online together.

The National Science Foundation’s FastLane is a web-based computer system used for information exchange and business transactions between NSF and its client community.

Carefully follow the procedures required by the funding agency and allow adequate time for college and university review. The College Research Office (CRO) requires four (4) business days to process proposals and highly recommends seven (7) business days for proposals being submitted through

Request for Proposal (RFP): Terms and Conditions, and Negotiations

Uniform Guidance: In an effort to streamline the administrative requirements, cost principles, and audit requirements of Federal Awards, the Office of Management and Budget undertook a significant revision to regulations that govern Federal grant activities. Specifically, OMB Circulars A-21, A-87, A-110, A-122, A-89, A-102, A-133, and A-50 were revised and combined under one “Uniform Guidance” for the management of Federal Grant Awards.

  • Salary Distribution Change (SDC)
  • Retro 90 Day
  • Summer Salary
  • Release Time
  • NIH Salary Cap
  • NSF Salary Cap

  • College of Engineering
  • American Society for Engineering Education (ASEE)
  • US News
  • National Science Foundation

The Mission of the Institutional Review Board (IRB) for the Protection of Human Subjects in Research (IRB) is to facilitate compliant research with human subjects. This is accomplished through three primary goals:

  • First, to protect the rights and welfare of human research subjects through project review.
  • Second, to foster compliance with institutional policy and federal regulations by facilitating institutional personnel’s efforts in utilizing living human subjects for research and other scholarly pursuits that are systematic and designed to contribute to generalizable knowledge.
  • Third, to provide education to institutional personnel on the ethical use of human subjects. Helping scientists and instructors to be stellar stewards of the trust of our human subjects is of paramount concern.

Any research with human subjects at NC State must go through the NC State IRB. Unauthorized use of external IRBs is not permitted

Export Controls:  Federal export control laws restrict for reasons of national security and foreign policy the shipment, transmission or transfer of certain items, software, technology and services from the U.S. to foreign countries, as well as “deemed exports,” which are releases of controlled technology and software source code to foreign nationals located in the U.S.


Foreign Travel on Federal Awards: Federal regulations govern the use of federal funds (grants, contracts, cooperative agreements) and the selection of air carriers for foreign travel. Foreign flag air carriers may not be used solely on the basis of costs.

Fly America Act: The Act applies to federal awards and with a few exceptions requires the use of U.S. flag air carriers, i.e., an air carrier that is certified under 49 U.S.C. 41102, or service under a code share agreement with a foreign air carrier when the ticket or e-ticket identifies the U.S. flag air carrier’s designator code and flight number.

NC State Guidance

Previous attendee comments on Contract Manager Workshops

Thanks for the workshop!

It is a wonderful resource to have this guidance and direction in helping us to successfully accomplish those tasks assigned to us.

I think the workshops are "great" and

even if I have done the topics in the past I ALWAYS learn new things and refresh my knowledge on anything that I may not use on a daily basis. Thank you for providing these workshops for us!! We really appreciate all your time and energy you put into these.

I value the workshops you offer and

have learned a great deal about my job by attending them. Thank you for the hard work put into them!

Pat and Laurinda did an excellent job in sharing their expertise and job knowledge.

Handouts are helpful and easy to follow along.