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Mainspring Competency Model

Mainspring Core Competencies Gearset

Core Competencies

Human Resources
Financials
Compliance
Professional
Grantsmanship

Our vision at UF is to develop an ever-expanding community that supports excellence in the sponsored programs that enhance the sciences, arts, outreach, and scholarship. We strive toward our vision by intentionally reducing administrative burden on faculty and by reducing risk to UF through supporting sponsored programs administration networking, education, and development of knowledge and skills.

In support of these stated goals, we have developed a competency model that will allow us to strategically target and measure the effectiveness of initiatives designed to obtain our vision.


Onboarding? Start Here

Just getting started in the research administration sphere? Click here for our comprehensive list of foundational courses to help prepare you for what’s next.


Course to Competency Matrix

Ready to learn more? Our team has gathered a variety of tools, courses and training materials essential to enhancing your proficiency in each competency. Click the links below to get started.

Human Resources Matrix Financials Matrix Compliance Matrix Professional Skills Matrix Granstmanship Skills Matrix

 

 

 

 


Human Resources Gear

Human Resources

In addition to the competencies documented in the PRO3 model HR/Payroll Management Competencies, a person considered exceptional in sponsored program administration will be competent in the following topics and display the associated behaviors:

 

Cog bulletPersonnel Categories

Screw top bulletSalary Cap and Limits

Screw tip bulletEffort Fundamentals

Effort Reporting Directives

Spring vertical bulletGraduate Student Compensation

UF HR – Requirements for an Appointment

Budgeting Graduate Student Salary and Tuition Costs

UF Principles for the Employment of Graduate Students

Graduate Assistants United Contract FAQs

  • Explain the hourly restrictions on work assignments and how that translates to appointments across the university
  • Identify the appropriate appointment type (i.e., GA, TA, Fellowship)
  • Describe how appointment type affects Human Resource (HR) status and total compensation package including tuition

Spring horizontal bulletOnboarding/Departure Process

Gearshaft bulletPersonnel Related Expenses


Financials Gear

Financials

In addition to the competencies documented in the PRO3 model Fiscal Management Certification, including all associated elective groupings, a person considered exceptional in sponsored program administration will be competent in the following topics and display the associated behaviors:


Spring vertical bulletCost Principles

Screw top bulletF&A Rate

Spring horizontal bulletBudget Projections

Gearshaft bulletReporting

Enterprise Analytics Toolkits

  • Locate and run existing reports and queries in UF platforms
  • Build custom queries and reports in UF platforms
  • Interpret the information in the reports and queries

Cog bulletCost Accounting Standards (CAS) Exemptions

Screw top bulletHuman Subjects Payments (HSP)

Cog bulletInternal Service Providers

  • Define recharge center, specialized service facility, educational business activity and auxiliary
  • Confirm that only documented and approved rates are charged to internal service providers

Gearshaft bulletExternal Collaborators and Service Providers

Screw tip bulletTravel

Updated guidance on travel

  • Ensure the business purpose provides benefit to the project
  • Ensure and document traveler is associated with the project
  • Ensure federal and sponsor regulations are followed

Spring horizontal bulletSpecial Cost Categories
(equipment, participant support, patient care costs, and meetings/conferences)

Award Fiscal Management

  • Interpret award documents to identify rules to manage special cost categories
  • Use funds appropriately to support special cost categories

Screw top bulletProgram Income

Award Program Income

  • Define program income
  • Identify program income funds
  • Manage the revenue according to sponsor terms & conditions

Gearshaft bulletSponsor Financial Reporting & Invoicing

Contracts & Grants

  • Identify the core office responsible for sponsor financial reporting & invoicing
  • Interpret and follow documentation standards
  • Identify and interpret payment terms

Spring vertical bulletMonitoring Awards

Manage Awards

  • Continually review award activities and purchases as they relate to each project’s scope of work
  • Meet regularly with Primary Investigator (PI) to discuss status of projects
  • Identify abnormal spending patterns and timing of expenses in relation to the period of performance

Compliance Gear

Compliance

A person considered exceptional in sponsored program administration will be competent in the following topics and display the associated behaviors:


Screw tip bulletHuman Subjects

Institutional Review Board (IRB)

  • Identify if a project includes human subjects research
  • Navigate the Institutional Review Board (IRB) process and ensure it is initiated timely
  • Facilitate compliance and report any potential risks to responsible offices

Screw top bulletAnimal Subjects

Institutional Animal Care & Use Committee

  • Identify if a project includes animal subjects
  • Navigate the Institutional Animal Care and Use Committee (IACUC) process and ensure it is initiated timely
  • Facilitate compliance and report any potential risks to responsible offices

Cog bulletSafety
(lab, chemical, radiation, etc.)

Lab Safety

  • Facilitate compliance with university safety requirements and report any potential risks to responsible offices

Spring horizontal bulletExport Controls

Export Controls

  • Identify if a project or activity includes Export Control elements
  • Navigate the export control vetting process and ensure it is initiated timely
  • Name the embargoed countries
  • Facilitate compliance and report any potential risks to responsible offices

Screw top bulletInternational Activities

International Activities & Relationships

  • Identify if a project or activity includes international engagement
  • Facilitate compliance and report any potential risks to responsible offices

Gearshaft bulletOutside Activities

Research Conflicts Of Interest & Outside Activities
University Conflicts of Interest Program

  • Define outside activity
  • Identify where UF guidance is located on reportable activities
  • Explain the unit’s role in the approval process
  • Facilitate compliance and report any potential risks to responsible offices

Spring vertical bulletConflicts of Interest

Research Conflicts Of Interest & Outside Activities
University Conflicts of Interest Program

  • Define the elements of a conflict of interest
  • Identify to whom and when to escalate if you have discovered a potential conflict of interest
  • Facilitate compliance and report any potential risks to responsible offices

Screw top bulletClinical Research

Office of Clinical Research (OCR)

  • Explain the federal definition(s) for health-related human subjects research
  • Identify how and when to engage the Office of Clinical Research (OCR), Division of Sponsored Programs (DSP), and IRB
  • Facilitate compliance and report any potential risks to responsible offices

Spring horizontal bulletOpen Records

Public Records

  • Explain the difference between State of Florida’s public records laws and Federal Sunshine laws
  • Identify who processes requests for and approves release of public records requests
  • Describe how sponsored programs administration and research records are treated for open records requests

Cog bulletData Management

Research Data Management

  • Define the elements of data (i.e., project activities, results, and findings)
  • Identify if a project or activity necessitates the management of data
  • Facilitate compliance and report any potential risks to responsible offices

Gearshaft bulletIT Security and Data Privacy

Information Security (IT Security)

(such as The Health Insurance Portability and Accountability Act (HIPAA), The Federal Information Security Modernization Act (FISMA), and The Family Educational Rights and Privacy Act (FERPA))

  • Identify if a Project Includes Sensitive Data
  • Navigate the risk assessment process for sensitive data
  • Facilitate compliance and report any potential risks to responsible offices

Cog bulletIntellectual Property

UF Innovate

  • Define intellectual property (IP)
  • Identify if a project or activity necessitates the management of intellectual property
  • Facilitate compliance and report any potential intellectual property risks to responsible offices

Screw tip bulletSpace Allocation

Space Allocation

  • Describe how room use allocations are reported
  • Identify the responsible reporting party for the unit and one’s role in the process
  • Explain how space allocations impact the F&A rate proposal

Gearshaft bulletAsset Management

Asset Management

  • Define capital asset and attractive property
  • Explain the processes surrounding the identification of, tagging, tracking, transferring and disposition of capital assets and attractive property
  • Explain the process and restrictions related to off-site certifications and foreign travel requests required for UF-owned capital assets and attractive property
  • Explain the processes for managing and tracking non-UF owned capital assets and attractive property

Cog bulletRecord Retention

Records Management

  • Identify retention requirements of Federal, State, University, Sponsors and Regulatory bodies
  • Define what is a source document
  • Identify who is the responsible party for retention
  • Follow appropriate record retention policies
  • Dispose of records as appropriate

Professional Skills Gear

Professional

A person considered exceptional in sponsored program administration will be competent in the following topics and display the associated behaviors:


Gearshaft bulletDiversity of Approach

Screw top bulletInquisitive

Cog bulletFundamental Skills

ResourcefulSpring horizontal bullet

Spring vertical bulletAccountable

Gearshaft bulletPositive Attitude

Screw top bulletGrowth Mindset

Spring horizontal bulletService-minded

Spring vertical bulletCommunication Skills

Cog bulletEmpathy

Screw tip bullet

Counseling skills

Screw tip bullet

Project/Time Management Skills

 


Grantsmanship Skills Gear

Grantsmanship

A person considered exceptional in sponsored program administration will be competent in the following topics and display the associated behaviors:


Cog bulletDetermine Appropriate Funding Streams and Instruments

(i.e., gifts, sponsor funding, research related agreements, educational business activities, licensing revenue, incidental revenue)

Screw tip bulletStay Up to Date on Regulations, Guidelines and Procedures

(federal regulations, sponsor guidelines and university policy and procedures)

Spring vertical bulletFind Funding Opportunities

Spring vertical bulletInterpret Solicitations

Gearshaft bulletAssist in the Proposal Process

UFIRST Create a Budget Simulation

Budgeting Overview

Screw top bulletAward Initiation

Spring horizontal bulletAward Management