unit logo

Mainspring Competency Model

  • Financial Toolkits
  • Mainspring
  • Human Resources Toolkits
  • Enterprise Analytics
  • Enterprise Reporting Toolkits
  • Student Information Systems
  • Leadership
  • Sponsored Programs
  • General
  • Teamwork and Collaboration Toolkit
  • 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