Communicating With Faculty: Do You Talk Whale Talk?

1
Communicating With Faculty Do You Talk Whale
Talk?

• Andrea Deaton, CRA
• Executive Director, Office of Research Services
• University of Oklahoma

2
Electronic Media as a Communication Tool

• The more elaborate our means of communication,
  the less we communicate.
• Joseph Priestly

3
Funding Announcements

• Research Information Services Coordinator
• Distributes all funding announcements via
  departmental e-mail lists
• Recent funding announcements posted on the ORS
  website

4
Internal Competitions

• Initial announcement sent out via departmental
  e-mail lists
• Documents submitted electronically
• Confirm successful receipt
• Time and date stamped
• No question of receipt

5
Electronic Infosheet Submission

• First notice of proposal intent
• E-mail generated after submission
• Distributed to
• Proposal Services Administrative Assistants
• Executive Director
• Assistant Director, Pre-Award Services
• Associate VPR
• Office of Technology Development
• Principal Investigator
• Option to add additional recipients

6
Electronic Infosheet Submission

• No set time frame for notification
• Proposal Development Specialist contacts PI by
  e-mail within 24 hours
• Provides information in the e-mail regarding
  items required for routing

7
Electronic Infosheet Submission

• Office of Technology Development responds
  electronically to Proposal Services for each
  infosheet
• Based on responses to infosheet questions
  regarding intellectual property
• May request copy of submitted proposal (sent
  electronically of course!)
• May request portions of the proposal be marked
  Confidential

8
Electronic Infosheet Submission

• Executive Director responds electronically to
  Proposal Development Specialist for each
  infosheet for export control review
• Needs/does not need export control review
• Export control review is conducted after proposal
  is submitted to agency
• University Export Control Officer involved at
  award if necessary
• E-mail documentation from ECO kept for file

9
Electronic Communication Tools

• Cost sharing request form to VPR is electronic
  and copies relevant ORS and VPR staff
• VPR replies to all on cost sharing decisions
• No further dissemination necessary
• FastLane password request to ERA Coordinator
• Monthly award totals disseminated electronically
  and posted to website

10
Reporting Reminder Database

• Award information exported to separate awarding
  database
• Information entered for specific reporting
  requirements
• E-mail generated automatically to PI and
  Sponsored Programs Coordinator at intervals
  before due date, on due date, and after due date

11
Online Workshop Registration

• Access via ORS webpage http//research.ou.edu/
• Enroll in brown bags, workshops, etc.
• Option to view registrants
• Evaluations completed via same website

12
Communication via Training Opportunities

• Fundamentals for Faculty
• Fall semester, new faculty orientation
• Spring semester, departmental administrators
• VPR Brown Bags
• Mysteries of Indirect Costs Revealed
• Cost Sharing on Proposals
• Tuition Remission Policy
• ORS
• Budget Development
• Time and Effort Certifications
• Expenditure Management

13
Communication via Policies

• Enforceable policies allow positive communication
  avenues
• External routing policy
• SRI withheld for after the fact submissions
• SRI policy
• Withheld from entire department for delinquent
  reports

14
Pitfalls to Avoid

• Assuming everyone uses e-mail
• How do you reach those that dont?
• How many well-intentioned email blasts constitute
  SPAM to the faculty?
• Must cultivate the electronic communication
  culture
• Know when its time for a face-to-face