Post-Merger FAQs

About ODU Research Foundation
Submitting Proposals Post-Merger
Award Management Post-Merger
ODU Research Portal
MTA, NDA, or other Unfunded Agreements
Compliance
Video Recordings - In-Person and Zoom Sessions

1. Where can I find more information about ODU Research Foundation, and its purpose and functions?

ODU Research Foundation has a website hosted at the link below. Here you can navigate between functional units at ODU Research Foundation and read about policies and procedures. You can find Research Foundation HR and financial forms along with required information for proposal submissions during the pre-award proposal stage, as well as policies and procedures used during the Post-Award stage for funded projects. Research Foundation website can be found at: https://researchfoundation.odu.edu/

You can find more information about the doing research with ODU and the Research Foundation’s services, including a brief video overview at: https://researchfoundation.odu.edu/sponsored-programs/

You may also find more information about the relationship between ODU and ODU Research Foundation as well as guidelines regarding ODU research policies and procedures at this link below from the ODU Faculty Handbook located at: Office of Academic Affairs at https://itsapps.odu.edu/ao/facultyhandbook/index.php?page=ch04s05.html

2. Where can I get an overview for submitting NIH proposals?

3. I am interested in submitting a proposal for external funding. If awarded, the funding is required to be managed under the direction of ODU Research Foundation. Do I qualify to act as official Principal Investigator (PI) project director for the funding?

  • Please refer to the ODU Faculty Handbook at the link below to determine PI eligibility status. Not all ODU employees or ODU Research Foundation employees qualify to serve as PI. At this link, you can also find more information about ODU Research Policies and Guidelines which govern external sponsored research funding and activities at ODU Office of Academic Affairs at https://itsapps.odu.edu/ao/facultyhandbook/index.php?page=ch04s12.html

4. I have a proposal I would like to submit for external sponsored research funding. Whom should I contact at ODU Research Foundation to assist with submitting the proposal?

    • Medical Group, School of Health Professions, School of Nursing: please contact rfhscpreaward@odu.edu
    • Joint School of Public Health, College of Health Sciences, School of Nursing, and other legacy ODU proper units: please contact preaward@odu.edu
  • Investigators should contact their Pre-Award support team as early as you are aware of a potential submission, but no later than 5 business days prior to the sponsor’s due date. Submissions including collaborators outside of ODU or cost share require additional notification time to complete. You will be assigned a Pre-Award administrator who will assist you in completing your internal budget and administrative materials. Your assigned administrator will also work with you to obtain all necessary internal ODU and ODU Research Foundation approvals to submit a proposal for external funding by creating and sending you the Proposal Transmittal Form (ePTF)
  • You can find additional information regarding proposal development, including budget development, at the ODU Research Foundation website located at https://researchfoundation.odu.edu/pre-award-services
  • You can also find a brief training video for how to develop a project budget with ODU Sponsored Programs located here at https://researchfoundation.odu.edu/wp-content/uploads/2024/05/Project Budget Development with ODU Sponsored Programs.mp4

5. What is the Proposal Submission Preparation process at ODU? (NEW 6/13/2024)

6. Post-merger, what are PI roles & responsibilities during proposal submission?

7. Can I submit a proposal externally without contacting ODU Research Foundation first?

  • Faculty and staff are not authorized to commit to any sponsored program activities through proposal submission, award acceptance, and post-award management. Failure to obtain all required University approvals prior to submission may result in the University’s inability to accept or support a proposal or award.

8. How will EVMS indirects be calculated for grants submitted before July 1st?

  • For all projects submitted to a sponsor prior to July 1, EVMS will follow EVMS’s process and use their F&A rate. Once it is awarded, it will be added to the list of awards that will be novated over ODU/ODU RF. Project submitted prior to July 1 will honor the EVMS F&A until the end of that competitive segment. Competing renewal applications after July 1 should use ODU’s appropriate F&A rate.

9. How will indirects be calculated for grants submitted after July 1st? (UPDATED 6/14/2024)

10. Post-merger, what are PI roles & responsibilities in managing awards?

11. I have a current, active project housed at ODU Research Foundation and want to hire students or temporary employees. How do I go about starting the hiring process?

  • ODU Research Foundation Human Resources unit will assist you with onboarding new students, temporary workers, and full-time permanent employees to be paid from your grant funds if applicable. Please contact rfhr@odu.edu for assistance in onboarding new employees. ODU Research Foundation Human Resources will provide you with all necessary instructions, as well as information on how to enter new ePAS payroll authorization assignments into the Research Portal for employees to be paid under your project.
  • You can find a brief video on how to create an ePAS for a student here: https://researchfoundation.odu.edu/wp-content/uploads/2024/05/Create an ePAS for a Student (Casual Employee).mp4

12. In my awarded project, I am to receive purchased course release buyout time (Faculty Release Time) from my regular academic teaching duties. How do I go about activating those buyout funds?

  • Your assigned Post-Award Grant and Contract Administrator will work with ODU Research Foundation Finance & Administration to ensure proper recording and payment of the planned Faculty Release Time recorded in the original proposal. Faculty Release Time is a percentage of your regular academic teaching salary that is paid from ODU Research Foundation project funds back to ODU departmental account in order to recoup funds during the time you are released from teaching courses to complete your research proposal. If any adjustments are required to be made to the planned Faculty Release Time recorded in the original proposal budget, it is imperative that you contact your assigned Post-Award Grant and Contract Administrator to provide any updates (along with official written Departmental Chair approval).
  • Your administrator is displayed at the top of each project budget in the Reports section within the ODU Research Portal (https://hera.odurf.odu.edu/RFPortal). You can also directly contact your support team’s shared email address to find out your Post-Award administrator at the following, for:
    • Medical Group, School of Health Professions, School of Nursing: please contact rfhscawards@odu.edu
    • Joint School of Public Health, College of Health Sciences, School of Nursing, and other ODU proper units: please contact rfawards@odu.edu

13. I have a current, active project housed at ODU Research Foundation and would like to purchase equipment, computers, and/or other items for my project. How do I go about starting the purchasing process?

14. I would like to travel using my ODU Research Foundation project funds. What is the first step to start the process of using those funds?

15. I am engaging an individual external consultant to provide services on my project at ODU Research Foundation. How do I go about starting the process of initiating consulting agreements or other administrative documents?

  • If you need to engage an external consultant, please contact your Post-Award Grant and Contract Administrator assigned to you at project activation. The representative will then inform you the required documents needed to initiate a consulting agreement for services.
  • Your administrator is displayed at the top of each project budget in the Reports section within the ODU Research Portal (https://hera.odurf.odu.edu/RFPortal). You can also directly contact your support team’s shared email address to find out your Post-Award administrator at the following, for:
    • Medical Group, School of Health Professions, School of Nursing: please contact rfhscawards@odu.edu
    • Joint School of Public Health, College of Health Sciences, School of Nursing, and other ODU proper units: please contact rfawards@odu.edu

16. I would like to submit a reimbursement request for costs I have incurred on my project at ODU Research Foundation. How do I go about submitting a request for reimbursement?

17. Who is my Post-Award Administrator?

  • Please log into the ODU Research Portal at this link ODU Research Portal – Home » ODU Research Portal located at https://hera.odurf.odu.edu/RFPortal
  • Your administrator is displayed at the top of each project budget in the Reports section within the ODU Research Portal. You can also directly contact your support team’s shared email address to find out your Post-Award administrator at the following, for:
    • Medical Group, School of Health Professions, School of Nursing: please contact rfhscawards@odu.edu
    • Joint School of Public Health, College of Health Sciences, School of Nursing, and other ODU proper units: please contact rfawards@odu.edu

18. I’m interested in viewing the budget status and basic information regarding my current portfolio of projects housed and managed at ODU Research Foundation. Where can I find this information?

  • Please log into the ODU Research Portal at this link below. Here you will be able to view your current project and project budgets in real time, as well as complete other activities such as entering new employee payroll assignments, payroll verification certifications, and key personnel conflict of interest disclosures. You can log in here ODU Research Portal – Home » ODU Research Portal located at https://hera.odurf.odu.edu/RFPortal

19. What is the ODU Research Portal and where is it located?

20. Post-merger, how do I get an MTA, NDA, or other unfunded agreements?

  • If your MTA or NDA is related to an active research project, please contact the ODU Research Foundation.
  • Your administrator is displayed at the top of each project budget in the Reports section within the ODU Research Portal (https://hera.odurf.odu.edu/RFPortal). You can also directly contact your support team’s shared email address to find out your Post-Award administrator at the following, for:
    • Medical Group, School of Health Professions, School of Nursing: please contact rfhscawards@odu.edu
    • Joint School of Public Health, College of Health Sciences, School of Nursing, and other ODU proper units: please contact rfawards@odu.edu
  • If you MTA or NDA is not related to an active research project, please contact the Office of Research Agreement Maintenance and Compliance Manager, Monti Dutta, at adutta@odu.edu

21. Post-merger, which IACUC do I use?

22. Post-merger, what is the process for submitting Institutional Biosafety Committee (IBC) protocols?

23. Post-merger, which IRB do I submit my protocol to post-merger?