What I learned: Establishing a New UTC at the

University of Florida

Presented by:Ines Aviles-Spadoni, M.S.

Research Programs/Services CoordinatorSTRIDE Center

CUTC Summer MeetingJune 3, 2014Lincoln, NE

BackgroundBackgroundBackgroundBackground1.1. In 2007, UF was awarded a Tier 1 UTC. 29 In 2007, UF was awarded a Tier 1 UTC. 29

projects awarded to UF researchers. Project projects awarded to UF researchers. Project successfully closed-out in 2011.successfully closed-out in 2011.

2.2. In 2012, UF was awarded the Region 4 UTC, a In 2012, UF was awarded the Region 4 UTC, a consortium of eight universities in the consortium of eight universities in the Southeastern U.S. Currently, 29 projects have Southeastern U.S. Currently, 29 projects have been selected, collaborative in nature (multiple been selected, collaborative in nature (multiple researchers and universities participating in researchers and universities participating in more than 50 percent of projects).more than 50 percent of projects).

1.1. Tier-1 (CMS)Tier-1 (CMS)a)a) Familiarized myself with strategic plan, USDOT/RITA deliverables Familiarized myself with strategic plan, USDOT/RITA deliverables

general provisions document, referred to it ALWAYS!!general provisions document, referred to it ALWAYS!!

b)b) Used above documents to set up website, started working on Used above documents to set up website, started working on newsletter, drafted call for proposal document and, created newsletter, drafted call for proposal document and, created spreadsheets for incoming proposals and peer review, quarterly spreadsheets for incoming proposals and peer review, quarterly and final reports QRs, assembled contact list, etc. and final reports QRs, assembled contact list, etc.

c)c) Reached out to seasoned grantees at other institutions for advice.Reached out to seasoned grantees at other institutions for advice.

d)d) Borrowed ideas from grantee websites for creation of forms, call Borrowed ideas from grantee websites for creation of forms, call for proposals, tracking quarterly reports, etc.for proposals, tracking quarterly reports, etc.

e)e) Reach out to them. Many are willing to share information.Reach out to them. Many are willing to share information.

What Did I Do to Get Started?What Did I Do to Get Started?What Did I Do to Get Started?What Did I Do to Get Started?

1.1. Regional (STRIDE)Regional (STRIDE)a)a) Followed proposal, USDOT/RITA deliverables and general Followed proposal, USDOT/RITA deliverables and general

provisions documents as a guide to set up website, tracking provisions documents as a guide to set up website, tracking spreadsheetsspreadsheets

b)b) Used documents and forms from previous UTC and modified Used documents and forms from previous UTC and modified for use in consortium-type center. Also, borrowed ideas from for use in consortium-type center. Also, borrowed ideas from grantees with Regional Centers.grantees with Regional Centers.

c)c) A regional center with multiple institutions as partners gets A regional center with multiple institutions as partners gets tricky when: gathering performance indicators, setting up task tricky when: gathering performance indicators, setting up task orders, tracking financials, etc. Meet with your Grants Specialist orders, tracking financials, etc. Meet with your Grants Specialist and Sponsored Research office.and Sponsored Research office.

And then we got a regional…And then we got a regional…And then we got a regional…And then we got a regional…

Main ChallengesMain ChallengesMain ChallengesMain Challenges

Issues Encountered Manner Resolved

Getting people to commit to reviewing proposals and draft final reports

Offered an honorarium for reviewing

Getting quarterly reports on time Monitor, monitor, monitor! If institution invoices, reject

Gathering performance indicators when multiple institutions are involved; Making sure data collected and not double-counted

Institutional representatives responsible for collecting info and sending STRIDE, and advising against double-counting

Invoicing, tracking cost share projects Need to have an excellent relationship with at least your Grants Specialist

My Advice to YouMy Advice to YouMy Advice to YouMy Advice to You1. Use your approved proposal, including

the USDOT/RITA deliverables and general provisions to guide you.

2. Establish a good, working relationship with the grants specialist assigned to monitor your UTC project.

3. Don’t be shy to reach out to other UTCs for ideas.

4. Why reinvent the wheel? By sharing expertise and knowledge with each other, it will benefit the ENTIRE UTC program.

5. Remember: We do the nitty-gritty, day-to-day work, don’t worry, they appreciate us. Fin

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