Research Administration

Department Research Administrator (RA): 

Jeff A. Behrend,

  • Pre-award proposal preparation
  • Post-award finance management
  • Equipment Fabrication Link
  • Proposal Workflow:
    • Budget preparation – provide an email outline of expense types. RA will provide a working spreadsheet for your review and revision. Track each revision with V1, V2, etc. in name of spreadsheet.
    • When administrative and scientific documents are prepared, send to RA for review and comment. RA will review for formatting guidelines.
    • RA will prepare ePRF (electronic proposal routing form in Research UVA) and send to PI and chair for review/approval.
    • RA will forward ePRF to Dean’s office for review.
    • Dean’s office will submit review comments to RA. RA and PI will make necessary changes.
    • Dean’s office will refer to OSP for review. OSP will provide review comments to Dean’s Office/RA. RA and PI will make necessary changes.
    • OSP will submit
  • Workflow notes: You should allow 5 working days from Dean’s submission for comprehensive review at Dean’s and OSP level. This will facilitate the most polished and compliant proposal. Proposal review will be titrated to the amount of time allowed for review. The less time, the less comprehensive the review. Proposal submissions on deadline day will get a cursory review for blatant compliance violations. Our goal is, at a minimum, to prevent a proposal from be rejected administratively and never getting to a scientific review. We do not recommend submitting proposals on the day of the deadline. Occasionally, the sponsor submission portal will malfunction, or a document pdf will go wonky. Submitting the day before the deadline allows OSP to pull the submission back, correct the problem and resubmit.
  • Department /College Deadline Policy:
    • There is no hard deadline.
    • 5 Working days are ideal for submission to the Dean’s office.

A&S Research Administration Links

Office of Research Administration:

UVA Research Administration Links

UVA Vice President for Research -

Office of Sponsored Programs - Contacts:



UVA OSP Links:

Award Information:

Review and Acceptance:



Miscellaneous Research Administration Links:

  • Research Administrators Certification Council:
  • Society of Research Administrators International:
  • National Council of University Research Administrators:
  • Federal Demonstration Partnership:
  • NSF Outreach Activities
  • NSF Proposal Guide: PAPPG
  • Online Grants Management Portal
  • (DOE and other sponsor submission portal and opportunities):
  • Office of Export Controls (When to Contact):  Export Controls
    • The funding opportunity announcement (BAA, RFP or other solicitation) mentions citizenship/nationality based restrictions, export controls, or publication restrictions.
    • A sponsor, collaborator, or other party asks you to exclude or restrict the participation of foreign nationals controls; tells you that the information, materials, software, equipment, etc. are subject to export controls; to not publish or discuss your results without prior approval.
    • Equipment, software, samples or technical data will be temporarily or permanently exported from the US.
    • You will be paying for services in a foreign country.
    • You will be working with proprietary equipment, software, samples or technical data; particularly if supplied by the sponsor or a third party.
    • ITAR controlled equipment, software, samples or technical data will be used or generated in the conduct of the proposed activities.
    • The sponsor requests deliverables other than published articles or scientific/scholarly presentations.
    • Proposal includes collaboration with an individual located in, work being conducted in, or travel to a sanctioned country (e.g. Iran, Cuba, Syria, Sudan, and North Korea).
    • Any party (individual, company, or other organization) to the proposal, award or other agreement is a foreign military or a party acting on the behalf of a foreign military.
    • Whenever you have any export control concerns, questions or issues related to your UVA duties and responsibilities.