www.research.ucla.edu/ora/training/certification.htm  

Note: Details and registration for Certificate courses are available through Campus Human Resources.

The Certificate Program in Contract and Grant Administration is intended for employees who currently perform or anticipate assuming duties and responsibilities related to the administration of contracts and grants.

The Certificate Program includes the core courses and electives, described below. Two certificates are available through the program(*):

 
General Certificate in Contract and Grant Administration
 
Five core courses
Two electives

Advanced Certificate in Contract and Grant Administration

General certificate
Four additional electives


  • 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

The Electives Are
  • 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
Course Descriptions:

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:

  • 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

    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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    Post-Award
    Administration Handbook

    PDF Booklet
    (460KB)
    Requires Adobe Reader 8.1



    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

    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:

    • Planning for a subaward vs. a consultant vs. a vendor

    • Subawards in proposals: documentation needed from subrecipients; how to list the subaward in UCLA's budget; how to represent F&A costs

    • Issuing and monitoring subawards-the role of OCGA, EFM, the Department/PI, Purchasing and Accounts Payable

    • 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:

    • Purpose and uses of the UCLA Full Accounting Unit
    • Basic structure of the Financial System and related systems
    • Overview of on-line (mainframe computer) systems which can be used to initiate transactions and inquire on the Financial System
    • Understanding and reconciling the general ledger 
    • Fiscal closing responsibilities 
    • 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:

    • What is inventorial equipment?

    • Use of sub and object codes - sub 04 and sub 03

    • Requirements for the annual physical inventory

    • Policies relating to the disposition of University and government-owned property

    • Advertising and selling surplus property

    • 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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    Last page update on 12/07/2007