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Mainspring Competency Model
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Core Competencies
Human Resources
Financials
Compliance
Professional Skills
Grantsmanship Skills
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.
For more information on the courses to for each competency, visit our Course to Competency Matrix.
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:
Personnel Categories
- Identify persons who are not UF employees and how they may be compensated or document commitments to UF sponsored projects
- Explain salary plans, full time equivalent (FTE), and appointment types
- Identify positions requiring cost accounting exemptions
- Identify the restrictions on international employees
Salary Cap and Limits
- Define the concept of salary cap
- Define the concept of salary limit
- Recognize financial implications on college, department, division, or center budget
Effort Fundamentals
- Define Institutional Base Salary
- Describe the relationship of committed effort to the faculty assignment and effort certification
- Explain the impact of committed and uncommitted cost share on the effort life cycle
- Describe when agency sponsor approvals are required for effort changes and leaves of absence (i.e., sabbatical, medical, disengagement)
- Explain how appointment types (9, 10, 12-month, courtesy, emeritus, etc.) and FTE impact effort calculations
- Validate that commitments in the UF Integrated Research Support Tool (UFIRST) match what was pledged and accepted, and follows university commitment entry guidelines
- Process modifications in UFIRST, validating that commitments match what was pledged and accepted, and follows university commitment entry guidelines
- Recognize when effort commitment is at risk of not being met and enter term commitment adjustments in myUFL or request sponsor approval
- Verify actual effort with payroll in myUFL, commitments in UFIRST and award/proposal documentation
- Describe how cost shared effort and over the cap salary are captured throughout the effort lifecycle
Graduate Student Compensation
- 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
Onboarding/Departure Process
- Describe the hiring process and any sponsor or program-specific restrictions
- Describe the impacts to sponsored programs when there is a hiring delay
- Identify the new employee training requirements of UF and sponsors
- Orient new employees to sponsored program policies
- Describe the process and timeline for personnel exiting the university and how that impacts sponsored programs
- Describe sponsored program faculty exit requirements
Personnel Related Expenses
- Look up and facilitate current and retroactive payroll distributions
- Utilize UF reporting platforms to verify appropriate posting of personnel-related expenses (i.e., earnings codes, chartfields)
- Associate correct fringe rates with salary plans
- Distinguish the correct salary base (9-month, 10-month, 12-month) for employees
- Confirm the employees under each investigator
- Identify when payroll distributions are inconsistent with commitments
- Identify the position types requiring cost accounting exemptions and request exemptions timely
- Distribute only payroll allowable under salary caps and limitations
- Monitor and forecast distributions and appointments regularly through communication with investigator
- Determine allowability and proration of graduate student tuition across funding sources
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:
Cost Principles
- Explain Direct vs. Facilities & Administrative (F&A) Costs
- Ensure that costs are necessary, reasonable, and consistently treated
- Ensure that costs are appropriately allocated
- Apply the most stringent cost policy or regulation when posting or reviewing expenses (sponsor or University)
F&A Rate
- Describe the difference between Modified Total Direct Costs (MTDC), Total Direct Costs (TDC) and Total Federal Funds Awarded (TFFA) and other sponsor-specific bases
- Describe the impact of a rebudgeting and spending across accruing and non-accruing categories
- Explain the components that are utilized for the development of the F&A Rate agreement
- Identify the impact of cost sharing on the F&A rate
Budget Projections
- Utilize tools like myinvestiGator to create payroll and operating expense projections
- Interpret projections and forecasts as they relate to personnel and purchasing decisions
Reporting
- 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
Cost Accounting Standards (CAS) Exemptions
- Identify expenses that require CAS exemptions
- Process CAS exemption requests in UFIRST
Human Subjects Payments (HSP)
- Determine the appropriate method of payment to a human subject participant
- Navigate the HSP system
- Document issuance of HSP payments
Internal 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
External Collaborators and Service Providers
- Define the difference between subaward, vendor, and consultant
- Explain and follow appropriate procedures for establishing relationships with subrecipients
- Explain and follow appropriate procedures for establishing relationships with vendors and consultants
- Describe the payment and monitoring process for subrecipients
- Describe the payment process for vendors and consultants
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
Special Cost Categories
(equipment, participant support, patient care costs, and meetings/conferences)
- Interpret award documents to identify rules to manage special cost categories
- Use funds appropriately to support special cost categories
Program Income
- Define program income
- Identify program income funds
- Manage the revenue according to sponsor terms & conditions
Sponsor Financial Reporting & Invoicing
- Identify the core office responsible for sponsor financial reporting & invoicing
- Interpret and follow documentation standards
- Identify and interpret payment terms
Monitoring 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
A person considered exceptional in sponsored program administration will be competent in the following topics and display the associated behaviors:
Human 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
Animal 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
Safety
(lab, chemical, radiation, etc.)
- Facilitate compliance with university safety requirements and report any potential risks to responsible offices
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
International Activities
International Activities & Relationships
- Identify if a project or activity includes international engagement
- Facilitate compliance and report any potential risks to responsible offices
Outside 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
Conflicts 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
Clinical 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
Open 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
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
IT 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
Intellectual Property
- 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
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
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
Record Retention
- 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
A person considered exceptional in sponsored program administration will be competent in the following topics and display the associated behaviors:
Diversity of Approach
- Appreciate and accept differences in individual communication and behavioral styles
- Display the appropriate level of emotional intelligence
- Exert appropriate diplomacy
Inquisitive
- Ask probing questionsto understand the complete picture
- Ask “Is there a better way?” to become more efficient and effective
Fundamental Skills
- Utilize basic and applied arithmetic formulas
- Fully leverage relevant computer applications
Resourceful
- Leverage UF’s resources
- Build new networks
- Think outside of the box for answers
- Navigate the organization of your department, college, unit and university
Accountable
- Pay attention to all the details
- Be responsive
- Follow through until the desired outcome is achieved.Be tenacious.
- Take ownership of your actions
Positive Attitude
- Maintain a “can do” attitude
- Motivate others
- Use a calm demeanor to diffuse tense situations
- Take pride in your work
- Be resilient
Growth Mindset
- Ask for help when you need it
- Accept that mistakes will happen and be willing to learn from them
- Listen to all criticism and feedback and learn from each scenario
- Be reflective and look for opportunities for self-improvement and professional development.
Service-minded
- Do whatever it takes for the team to obtain a positive outcome
- Identify the needs of your stakeholders, and strive to meet them
- Strive to say “yes” or find alternate solutions and know when you have to say “no”
- Be proactive, not reactive
- Advocate for UF and all its faculty, staff and students
Communication Skills
- Deploy the correct communication tool
- Tailor your message for your recipient
- Compose direct, thoughtful, and to the point communications
- Articulate complex or difficult situations clearly
- Remain professional, maintain decorum, and confidentiality
Empathy
- Evaluate a situation and recognize when additional service or assistance is needed
- Be sensitive to the demands on faculty
Counseling skills
- Assist faculty and staff in navigating UF,state, and federal regulations
- Advise with confidence and humility
Project/Time Management Skills
- Prioritize based on deadlines and importance
- Deploy planning and organizational skills
- Maintain an awareness of other competing commitments
Grantsmanship Skills
A person considered exceptional in sponsored program administration will be competent in the following topics and display the associated behaviors:
Determine Appropriate Funding Streams and Instruments
(i.e., gifts, sponsor funding, research related agreements, educational business activities, licensing revenue, incidental revenue)
- Initiate the appropriate process for the funding stream or instrument
- Secure the communications and documents that support the funding
Stay Up to Date on Regulations, Guidelines and Procedures
(federal regulations, sponsor guidelines and university policy and procedures)
- Review federal regulations, sponsor guidelines and university policy and procedures carefully.
- Review new award, solicitation, and policy guides carefully
- Communicate pertinent changes to faculty and staff
- Seek out training and networking opportunities at local and national levels
Find Funding Opportunities
- Utilize Pivot, Funding Opportunities Manager (OPPMAN), and Grants.gov
- Coordinate with Division of Research Program Development as needed and when required
Find Funding Opportunities
- Identify if your PI and if UF is eligible
- Identify, communicate, and meet due dates
- Identify all required documents and components
- Identify any special submission requirements, such as use of agency specific portals
- Identify allowable costs for the proposal and any cost limitations
- Identify any F&A cost limitations
- Identify any cost share requirements
- Identify and apply sponsor-specific formatting requirements
Assist in the Proposal Process
- Prepare UFIRST proposals by entering accurate and solicitation-compliant data into the SmartForms
- Confirm the appropriate individuals are listed as PI and/or Mentor and submit ad hoc requests for PI eligibility as needed
- Identify proposals where the Sponsor requires Significant Financial Interest (SFI) disclosure at time of proposal and facilitate key personnel compliance with the responsibility
- Confirm personnel are appropriately categorized as key or non-key
- Select and utilize appropriate F&A cost type, rate, and base
- Assist in building a budget that meets all UF and sponsor requirements
- Ensure the budget justification is detailed when appropriate
- Describe how commitments entered during the proposal effect post award activities
- Ensure budget justification articulates any known Cost Accounting Standards (CAS) exemptions
- Ensure that any internal service providers have documented, approved rates
- Coordinate with other departments and subcontracts as necessary and review documents to ensure compliance and completeness
- Enter accurate and solicitation-compliant data into the Budget SmartForm and Grids
- Identify and enter accurate and solicitation-compliant cost-share information into the Budget SmartForm and Grids
- Verify all required proposal components are submitted with correct formatting
- At minimum, attach the UF scope of work, final budget, budget justification, sponsor required forms, Subcontractor/Subaward proposal package, and sponsor’s published indirect cost policy
- Coordinate with UF core offices as necessary to obtain additional documentation that may be required
Award Initiation
- Review award document(s)
- Enter accurate and award-compliant data into the UFIRST Award SmartForms
- Setup proper management structure in UFIRST (i.e., projects)
- Verify commitments are actionable and accurate in UFIRST Award SmartForms
- Review for the inclusion of subawards and initiate in UFIRST Subaward Module
- Identify when a “temp” is needed and acceptable under the terms of the sponsor
Award Management
- Maintain contact with faculty and report on status of projects regularly
- Facilitate the onboarding and departure of research staff
- Manage effort
- Manage subawards
- Facilitate the completion and timely submission of milestones, deliverables, and reports
- Manage communication to the sponsor through the appropriate core office
- Interpret sponsor guidelines and award terms & conditions to determine need for rebudgeting actions
- Identify award actions and changes and facilitate the associated modifications
- Confirm all appropriate expenditures have posted
- Notify core offices of all sponsor site visits and audit inquiries
- Facilitate close out
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.
