Research Enhancement At UTSA
Introduction
In April 2012, Dr. John H. Frederick, Provost and Interim Vice-President for Research, issued his Research Enhancement Proposal that laid out an action plan for enhancing research support infrastructure at UTSA. In the months since, the VPR division has made numerous inroads to better address the identified needs of the UTSA research community, though much work remains to be done. In the space below, we will communicate timely updates on our progress on the various action items and their corresponding timelines as delineated in the Provost’s proposal. We hope that this website will provide our UTSA constituents with a mechanism to monitor goals and performance as we build the research infrastructure to support high-caliber, Tier One research at UTSA.
The Restructuring goals include:- clarifying the proper role of research activities within the greater university mission,
- identifying the basic infrastructure needs of researchers,
- outlining the operational challenges cited most often by researchers, and
- developing an action plan for enhancing our research support infrastructure.
Action Plan Timelines For Enhancing Research At UTSA
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Structural Recommendations Reorganized into 4 major subdivisions:
The new structure has been implemented as of September 1, 2012. The direct reports to the Vice-President for Research (VPR) now include the following:
Several positions remain vacant for the present, but will be filled as resources are available in the coming months. These remaining vacant positions include:
6 - 12 Months |
Structure of Sponsored Project Administration 3 Fundamental Adjustments to current structure:
Hired all research service center directors (6); 17 of the 20 (RSC) RAAs have been hired into the RSCs. 5 of 7 Sr. Research Award Coordinators have been appointed. Administrative Associate II staff (2) have been interviewed and hired for the COLFA/COB/HC and Downtown RSCs. As of 12/18/12, the following positions need to be filled: Central OSPA Post Award RAA (1); Post Award RSC RAA (2); Senior Research Award Coordinator (2); Contract Negotiator (1). Postings are active for all these positions. Several staff have left the OSPA since 9/1/12, necessitating additional interviews. As of 12/18/12, 58 interviews have been conducted, resulting in 29 hires. 6 Months |
Structure of Research Support Subdivision New Research Support division structure:
Little progress has been made in this area as we have focused on the establishment of the Research Service Centers. Dr. Bernard Arulanandam has accepted the position of AVP for Research Support. Dr. Arulanandam will work on filling the Director of Undergraduate Research, through internal searches among our faculty to fill this position. In addition, we will be initiating a search for a graduate assistant to temporarily fill the function of the Research Space Management position. Other support positions within this area await the AVP's review and available resources. 3 - 6 Months |
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Technology Transfer Structure Update: Dr. Cory Hallam has been appointed as Chief Commercialization Officer in the Office of Commercialization and Innovation. This new office will manage intellectual property and commercialization policy, training, patenting and licensing, along with proof of principle funds, business incubation, and collaborations with our broader commercialization partners in the region and UT System. The Office of Commercialization and Innovation has staffed several positions to support UTSA intellectual property management and licensing including Jacquelyn "Jackie" Michel, MS, Director of Technology Transfer, Subashini "Suba" Asokan, Ph.D., Technology Licensing Associate, Neal Guentzel Jr., JD, MS, Technology Commercialization Coordinator, Suzette Vallejo, MA, Research Commercialization Coordinator. The staff has met with a faculty committee to begin the process of establishing a clear set of needs and metrics for ensuring service to our faculty and the student community, which will be used to design the commercialization support processes in his office. At this time the technology transfer structure is 100% complete and will move forward in the new year on the new HOP Policy, internal procedures, and support to students, faculty, and the business community. 3 Months |
Restructuring the Research Advisory Council Form single Research Advisory Board (RAB)
Nominations for members of the new Research Advisory Board (RAB) have been reviewed by President Romo. The RAB has met and began work on a number of initiatives, some of which are outlined below. The new membership of the RAB will include:
3 Months |
Developing Research Policies Collaboration with VPR office and a select group of faculty for policy development Update: Policy development is done in concert with an ad hoc committee composed of staff, faculty and members selected by the academic senate. Current policies under construction include IRB, Intellectual Property, Visiting Scholars, undergraduate visiting scholars and Conflict of Commitment. Immediately |
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Travel reimbursement process Streamline reimbursement process
Last spring, as the research report was written, progress had already been made on revising some of the university’s practices with regard to travel reimbursement. We will follow-up this fall to see if the changes have addressed researchers’ concerns fully. 6 Months |
University Research Centers and Institutes (URCI) oversight The university research centers and institutes have been placed under the supervision of the deans for the past two years. However, the deans have only recently been convened specifically for the purpose of exercising this oversight. Moving forward, I recommend the following structure be implemented:
The Deans Research Council (DRC), currently chaired by Dean Perry, has been given oversight responsibility for the University Research Centers and Institutes (URCIs), as of last spring. The DRC will determine the external review schedule for the URCIs on a rotating three-year basis. The VPR office will provide support staff and logistics to manage the external review. Further details concerning the management of URCIs, including whether to convene the directors regularly or on an ad hoc basis, will be determined by the DRC in the coming months. Immediately |
VPR Budget Priorities Internal review to examine VPR budget and make adjustments, as necessary. Update: Realigning the VPR budget to support the Research Enhancement Plan is almost complete. Funding has been allocated to the RSCs. All fixed, committed costs have been reviewed and potential cost-savings identified to determine what funds are available for new initiatives. 3 Months |
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Proposal Submission Deadlines Audit current submission deadline process and discuss with RAB. Update: The impact of the 5/2 submission deadline policy for grant proposals (administrative details must be submitted five days in advance and full narratives two days in advance of proposal deadlines) has been studied over the summer and once the RSCs are fully operational, we will examine what changes in the policy might be appropriate. 3 - 4 Months |
IRB Review Process After AAHRPP external review, if needed:
The IRB Accreditation Working Group (WG) is reviewing accreditation standards, best practices, and federal regulations in order to evaluate UTSA’s human protections program. IRB Directors at other universities with accredited human protection programs are being interviewed about their processes and procedures. A highly esteemed consultant is being considered to guide UTSA through the accreditation process and mentor IRB staff. The initial accreditation application will be submitted for review by August 2013 and feedback is expected by October 2013. Following revisions to policies and forms, the final accreditation application will be submitted in winter 2013. 3 - 6 Months |
Compliance in Research Streamlining Compliance process:
Reviewing business practices to streamline each research compliance area, including conflict of interest reporting, research compliance training, automated research compliance procedures. Research Service Center staff are implementing operating procedures that reduce compliance checking for low-risk transactions. Research Data Security: Working with OIT on a policy for the handling of data breaches and on developing strategies for a classified facility on campus or off campus. 3 - 6 Months |
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Contract Development Process Appoint task force to recommend changes to processes.
The contract negotiation process has been mapped in collaboration with ZhenZhen Sun and Jorge Manzano. It has been recommended by ZhenZhen Sun that we adopt a contract management software program, which has been approved by Mr. Casey, Dr. Woods, and Dr. Frederick. The contract management process will continue to be developed and implemented as soon as possible. 3 - 6 Months |
Seed Grant Programs Improvements to the program include:
Working through the Deans Research Council, re-evaluate internal grant programs and realign programs as necessary. Working with the Assistant Vice President for Faculty Support on the seed grant programs. 6 - 12 Months |
Grant Proposal Process Improvements Proposed process improvements:
Process improvements have been mapped in coordination with ZhenZhen Sun and Jorge Manzano. More progress will be made once the RSCs are more fully operational. 6 - 12 Months |
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Recharge center creation process Assemble Task Force that will:
Formation of a recharge center committee is underway. Looking at software that is currently being used at other universities to streamline the creation of recharge center calculations and billings of core facilities. 6 - 12 Months |
Large grant development process The following support should be provided by VPR division:
Little progress has been made in this area due to the emphasis on the establishment and hiring for the RSCs. The RSC directors, as well as the RAB, will be part of the process to develop the large multidisciplinary grant proposal development process. 12 Months |
Commitment to service orientation Recommendations for creating a better service culture:
We have appointed a Research Concierge and Research Ombudsperson to assist researchers with specialized tasks and to provide a mechanism for resolving issues arising from research activities. In addition, we have held one all-staff retreat in May and are planning another in October to emphasize good communication and collaboration practices within the division. Finally, the creation of Research Service Centers should make VPR staff more accessible and responsive to the needs of researchers on campus. Immediately and Ongoing |
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Transparency in VPR Division Structure Proposed improvements for transparency:
A web site has been developed for communicating VPR re-structuring activities to the UTSA Community. The web site includes VPR organizational charts, lists members of the Research Enhancement Implementation Team (REIT), information on VPR Retreats, Status/Updates on the Provost’s re-structuring activities as outlined in the Provost’s Research Enhancement Plan and a “feedback” button. In addition several communications have been distributed university wide regarding new Conflict of Interest policies, procedures and training as well as communications regarding the establishment of six (6) Research Services Centers. 1 - 3 Months |
Tenure-Track Faculty Mentoring Program Adopt similar mentoring model as Kansas State:
Through the provost’s office, we are implementing an external mentor program for young faculty based on the Kansas State model. We have budgeted funds to support this program and are in the process of establishing the details for assigning mentors and providing support to faculty. 3 - 6 Months |
Researcher-VPR Staff Relations Development Promoting stronger work relationships between researchers and VPR staff:
Creating a team building approach to problem solving and customer service in the VPR office. This begins with a training program that will allow staff to progress up the research specialist career ladder. To accomplish this, we have created a career ladder with fully developed job description for every level; RAA pre-award 1,2,3, RAA post-award 1,2,3, Senior Research Coordinator, and Director. Bringing NCURA departmental fundamentals to campus later this month, 50 people already registered. Working with the research training coordinator on the development of training modules that are not PowerPoint centric, but appeal to the learning styles of adult learners. 3 - 6 Months |
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Research Concierges Enhance services to researchers by providing concierge service:
The position of Research Concierge has been filled by Liz Garcia and the Research Ombudsperson is Donna Edmondson. 3 - 9 Months |
Communications and VPR Web Site Improving VPR Communication channels:
The REIT selected one of the mockups. The new VPR website was launched the first week of September. The new website includes a “feedback” button for soliciting additional suggestions and recommendations for improving the VPR website. 1 - 12 Months |
Support for Researcher Development Recommend creating Faculty Research Development (FRD) office:
Most development in this area will await the appointment of a new Asst. VP for Research Support. However, we have provided an enhanced new faculty orientation program to support researcher development among our newest faculty and are developing ideas for ways to further enhance the support of researchers at all levels, including students. 6 - 12 Months |
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Graduate Student Research Support Recommendations for Graduate Student support:
Dean Flannagan is surveying the various graduate programs and identifying those programs where the university should invest in additional assistantships in support of graduate studies. Our goal is to formulate a plan for resource distribution that will address the need for graduate student support and enhance our research mission at the same time. 6 - 12 Months |
Academy for Distinguished Researchers Creation of Academy for Distinguished Researchers:
Once the Research Advisory Board is formed this fall, we will be engaging them in helping us create a new Academy for Distinguished Researchers to mirror the corresponding Academy for Distinguished Teaching Scholars created last spring. Our goal is to have a set of criteria for determining membership and to induct the inaugural group by next spring. 6 - 12 Months |
Research Strategic Planning Improving environment for promoting research:
The Deans Research Council held a planning retreat this past summer and are in the process of formulating a new Research Strategic Plan for the university. Dean Perry serves as their chair. As the RAB is activated this fall, the intent is to engage them also in the process of research strategic planning. 6 - 18 Months |