Understanding and Managing Other Support Documents in Research Administration

As a research administrator, we’re no strangers to the frequent requests for Other Support documents. These crucial pieces of documentation are often required by funding agencies like the NSF, DOD, and NIH at various stages, including proposal submissions and progress reports. I’ve found that equipping Principal Investigators (PIs) with the skills to maintain these documents themselves can significantly streamline the entire process.

Tips for Efficient Other Support Management

One of the best practices I’ve developed over the years is to proactively involve PIs in the management of their Other Support documents. Initially, this involves a bit of hand-holding as you guide them through the process of updating and maintaining these documents as new projects come in or existing projects evolve. This not only reduces the administrative burden on your end but also ensures that PIs are fully aware of their commitments and resources.

For efficient task management, I highly recommend using project management tools like Asana or Trello. These tools are fantastic for keeping track of updates to Other Support documents. You can set up a task such as “Add new grant to Dr. Le Bon’s Other Support,” and keep adding information to this task as needed. When it’s time to update the documents, you can tackle all updates at once during your designated flow time. This method ensures nothing slips through the cracks and that each document is always up-to-date.

Leverage Existing Resources and Ask the Right Questions

Before diving into creating or updating Other Support documents, it’s crucial to explore the resources already available within your organization. Many institutions have systems in place that automatically generate and update these documents, which can save you a significant amount of time and effort.

Here are some key questions to discuss with your manager to ensure you’re fully equipped to handle Other Support documents effectively:

• Where can I access the current effort information for key personnel involved in grants? Is this data stored in an internal system or is it recorded manually?
• What is the RAs responsibility in managing and reviewing Other Support at our organization?
• Where do I find the submission information for individual grants?
• Do we have a system that automatically generates other support documents for our PIs?
• Do we use Docusign or Adobe to certify Other Support documents?
• Where can I find information on the direct costs associated with individual projects for compiling the Other Support section?
• Has the organization already published a policy or procedure that outlines the Other Support Process?
• What is our institutional process for monitoring foreign involvement in projects?

This guide is just a starting point. Each organization has its nuances, and it’s important to tailor your approach to fit your specific setting. By empowering PIs and utilizing robust project management tools, you can significantly streamline the management of Other Support documents, making your workflow more efficient and less prone to errors.

Be sure to check through the documents for links to resources!

Supporting Videos & Links

• How to Digitally Sign a PDF with Adobe | Easy Step-by-Step Guide (FOR PIS)
• Adding an E-Signature Field to Your PDF Documents | Tutorial (FOR RAS)
• Requirements for Disclosure of Other Support, Foreign Components and Conflicts of Interest
• Other Support Frequently Asked Questions (UFL)
• Cleveland Clinic to Pay Over $7 Million to Settle Allegations of Undisclosed Foreign Sources of Funding on NIH Grant Applications and Reports