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General
Certificate in Contract and Grant Administration
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Five
core courses
Two electives |
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Advanced
Certificate in Contract and Grant Administration
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General
certificate
Four additional electives |
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- Course
1
- Introduction to Contract and Grant Administration
(Web-based Instruction)
- Course
2 - Proposal Preparation and Submission (REVISED – SEE BELOW)
- Course
3 - Award Set-Up and Incurring Expenses
- Course
4 - Post-Award Administration
- Course
5 - Accountability in the Management of
Extramural Funds
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The
Electives Are
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- Elective
A: Clinical Trial Budget Preparation
- Elective
B: Industry Contracting
- Elective
C: Applying to Use Animal Subjects in Research
- Elective
D: Applying for Human Subject Participation in Research
- Elective
E: Conflict of Interest
- Elective
F: Proposal Budget Spreadsheet Preparation and
Computer Lab
- Elective
G:
Initiation
and Management of Subawards Issued by UCLA under
Extramurally Funded Projects
- Elective
H: UCLA Accounting
- Elective
I: Equipment Management Course
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Course
Descriptions:
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Course
1 -
Introduction to Contract and Grant Administration -
Web-based Instruction - CHR Course #200
Course
1 is available on-line to complete at the students
convenience. (Course 1 is no longer offered as classroom
instruction) The five
modules in the course provide an overview of the contract and
grant administration process at UCLA:
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Sources
of Research Support, Proposal types and Funding Mechanisms
- Proposal Preparation
- The Goldenrod and Proposal Submission Process
- The Lifecycle of an Award, and Roles &
Responsibilities
- Important Policies and Regulations
Each
module will take approximately 45-60 minutes to complete,
followed by a multiple choice quiz.
The
cost of the course is $25.00 (effective July 1, 2007). You begin by registering at: http://www.training.ucla.edu/ora.
Once your registration has been submitted, you will be granted
access to Module 1 while the remainder of the approval process
takes place. Once the recharge has been processed, you will have access to
the remainder of the course.
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Course
2
- Proposal Preparation and Submission
Courses 2A and 2B have been consolidated into a single four half- day course covering all aspects of proposal preparation and submission. Students will receive two class credits toward the Certificate in Contract and Grant Administration for completion of all four half-days.
Topics to be discussed include:
Overview of the various proposal types: Federal, private foundations, and contract proposals; how to locate funding opportunities, and how to prepare and submit them
The contents of a typical proposal
Preparing proposal budgets including guidance on the more complicated aspects of budgets such as; subcontracts, F & A costs and budget justifications
How to complete the “Goldenrod” form, obtain necessary reviews and approvals, and submit the proposal packet to the Office of Contract and Grant Administration
Electronic proposal submission, highlighting Grants.gov (for Federal Government), and ProposalCentral (for many private, non-profit foundation proposals)
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Course
3
- Award Set-Up and Incurring Expenses - CHR Course #203
Course
3, Setting up the Award and Incurring Expenses, consists of
two parts. Part one is web-based instruction, part two is
classroom instruction. The web-based course is a prerequsite
for the classroom instruction. Completion of both the web
course and the classroom instruction is required to earn
credit towards the certificate in contract and grant
administration.
.You
cannot attend the classroom instruction component of Course 3
until you have completed the web-based component. You can
register for the classroom instruction via the CHR Skillnet
system. The registration fee is $30.00. You can register
for the web-based component
at: https://www.training.ucla.edu/ora/
- Functions
OCGA and EFM perform to assist the PI/Department
- Adhering
to Federal and University policies and procedures
- Negotiation
issues
- Award
review and set-up
- The
budget as a fiscal management tool
- The
Query Data Base (QDB) system ledgers and reports helpful in
monitoring funds and conducting risks assessments
- Items
requiring special monitoring (effort reporting, salary caps, cost sharing, etc.)
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Course
4 - Post Award Administration - CHR Course #269
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This
course focuses on common post-award activities. Course topics
include:
- Post-Award
actions requiring sponsor approval
-
Subaward monitoring and reporting
- Closing
out funds
- Overdrafts
and transfers
- Record
retention
- Case
Studies
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Course
5
- Accountability in the Management of
Extramural Funds - CHR Course #238
This course is designed as a
workshop that focuses of the issues and risks particular to
the administration of extramural funds. The objectives are to
develop an understanding of the roles and responsibilities of
all affected parties and to develop critical thinking skills.
Participants are expected to
interact in the analysis of case studies that are used to
illustrate and emphasize:
- Who is accountable?
- What particular policies and
regulations pertain to these fund types?
- What questions should I be
asking?
Topics include critical
considerations in the handling of:
- Budget Reductions
- Cost Transfers
- Stipend vs. Salary issues
for Gradute Student Researchers
- Subcontracts
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Elective
Descriptions
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Elective
A: Clinical Trials Budget Workshop
- CHR Course #031
This workshop will help participants learn how to develop
an accurate budget 'up-front" and avoid cost overruns at the
end. Course
topics include:
- Analyzing
the protocol to accurately project study costs
- "Hidden"
costs that are often overlooked in the budget development
process
- Identifying
and troubleshooting potential and real budget problems.
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Elective
B: Industry Contracting - CHR Course
#246
This
course provides an overview on contracting with private industry.
Students will gain an understanding of the complexity
of contracts and subcontracts from industry and receive tips
on managing them from the pre-proposal to post-award stages.
Topics to be covered include:
- What
OCGA does and how to process industry sponsored protocols/awards
through that office
- Components
of contractual agreements including negotiation issues
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Elective
C: Applying to Use Animal Subjects in Research
- CHR Course #270
This
course is designed for the research administrator involved
in the preparation and submission of applications to use animals
in research testing or teaching. Course topics include:
- Regulations
and policies governing the use of animals in research testing
or teaching
- Animal
use certification program
- ARC
review requirements
- The
ARC review process and RATS database
- Common
errors associated with completion and submission of ARC
applications and how to avoid them
- Review
of supplemental forms
- The
VSA/UCLA Memoranda of Understanding
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Elective
D: Applying for Human Subject Participation in Research - CHR Course #268
This
course is designed for the research administrator involved
in the preparation and submission of applications for the
participation of humans in research. Course
topics include:
- Overview
of laws and policy governing the participation of humans
in research
- The
IRB committees and review process
- Review
categories (exempt, expedited, full committee)
- Common
errors associated with completion and submission of IRB
applications and how to avoid them
- Common
errors/misunderstandings associated with consent forms and
how to avoid them
- Disclosure
of financial interests
- NIH
and UCLA requirements for training and certification of
key personnel in human research
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Elective
E: Conflict of Interest - CHR
Course #267
This
course provides a brief overview of University policies related
to conflict of interest with special emphasis on State of
California and Federal regulations specifically related to
sponsored projects. Course
topics include:
- Terminology,
concepts and procedures for disclosing and reviewing a financial
interest
- Key
resources for questions from researchers
- Identifying
and assessing factors that increase concerns related to
a personal financial interest
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Elective
F: Proposal Budget Spreadsheet Preparation and Computer Lab
- CHR Course #247
A budget
is the numerical translation of a project description - and
aside from the project description, commonly the most important
part of a proposal. A well-prepared budget may not only give
the proposal a competitive edge, it serves as a guide for
administration of the funds. This class is designed to give
participants an understanding of the complexities in the development
of a strong budget and practical suggestions on achieving
one.
The first
day is discussion-based, covering important elements of budgets.
On Day 2, participants translate a draft budget into Excel
budget spreadsheets for two different sponsors: National
Institutes of Health,
and a private foundation. Topics to be covered include:
- Guidance
on the more complicated aspects of budget preparation such
as subawards and various campus salary
scales
- Understanding
the relationship between payroll title and role on a project
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Elective
G: Initiation
and Management of Subawards Issued by UCLA under Extramurally
Funded Projects - CHR Course
#294
This course is designed for the
research administrator involved with proposals and/or awards
where part of the research is being performed by an outside
organization or another UC Campus.
Topics include:
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Planning for a subaward vs. a consultant vs. a vendor
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Subawards in proposals: documentation needed from
subrecipients; how to list the subaward in UCLA's budget; how
to represent F&A costs
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Issuing and
monitoring subawards-the role of OCGA, EFM, the Department/PI,
Purchasing and Accounts Payable
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How to process a PAC requisition to request issuance of
a PO and subaward, including utilization of the correct object
codes for appropriation of F&A costs
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Elective
H: UCLA
Accounting (Offered by Corporate Accounting) – CHR Course #
001
This
course is designed for new and existing employees who have
responsibility for initiating various accounting transactions
and for reviewing and reconciling financial system ledgers.
Supervisors who have recently assumed responsibilities
requiring knowledge about the University's accounting system
are encouraged to attend.
The class introduces the procedures for performing various
accounting and bookkeeping functions, such as transferring
funds, ordering and paying for goods and services, and
reviewing and reconciling ledgers. Where possible, existing
automated systems which can assist the department will be
discussed and demonstrated. In addition, staff who wish to
have a better understanding of the Full Accounting Unit will
benefit from an in-depth discussion of this topic. The course
will cover:
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Purpose and
uses of the UCLA Full Accounting Unit
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Basic
structure of the Financial System and related systems
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Overview of
on-line (mainframe computer) systems which can be used to
initiate transactions and inquire on the Financial System
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Understanding
and reconciling the general ledger
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Fiscal closing
responsibilities
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Discussion of
policies
This
course counts as an elective towards the certificate if taken
after January 1, 2005.
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Elective
I:
Equipment Management (Offered by Equipment Management) CHR
Course # 008
This
workshop is designed for new and existing employees who are
involved in the acquisition, utilization, maintenance or
disposal of University equipment. Supervisors or support staff
with property management responsibilities are encouraged to
attend.
Congressional concern has resulted in increased Federal
scrutiny related to equipment control at UCLA. The ability to
successfully implement appropriate departmental controls
reduces the risk of noncompliance with Federal guidelines that
may jeopardize UCLA's funding sources. This workshop presents
a policies and procedures overview pertaining to meeting UCLA
and Federal regulatory and audit requirements. Topics to be
discussed include:
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What
is inventorial equipment?
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Use
of sub and object codes - sub 04 and sub 03
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Requirements
for the annual physical inventory
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Policies
relating to the disposition of University and
government-owned property
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Advertising
and selling surplus property
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Overview
of UCLA Equipment Management Online
This
course counts as an elective towards the certificate if taken
after January 1, 2005.
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* When
the courses required to earn a certificate have been completed, you
should send or fax to ORA the Campus Human Resources list of the classes
taken. This list is very easy to obtain. Follow the steps below:
- 1) Go to
the Internet and enter this address: http://chrsuns01.chr.ucla.edu:8881/m1/plsql/cat.page1
- 2) Select
the first tab titled "Your Courses"
- 3) Enter
your Employee ID number
- 4) Print
the list
- 5) White
out or cross off your Employee ID number (to protect your privacy)
- 6) Mail or
fax the list to:
Linnaea Mallette, Training Coordinator
Office of Research Administration
11000 Kinross Avenue, Suite 102
Box 951406
Los Angeles, CA 90095-1406
Mail code: 140607
Phone: x42944
Fax: x40631
E-mail: lmallette@resadmin.ucla.edu
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