UAB Research Administration – Addressing Concerns

A recent Heersink School of Medicine survey and other campus assessments highlighted concerns regarding issues with UAB Research Administration that must be resolved if we are to continue our growth in impactful research.

Thanks to all for sharing honest feedback about the sources of frustration and suggestions for improvement. Many valid concerns were expressed, and we recognize the challenges they create for the research community. As the VP for Research I recognize that there is a great deal that I and our professional staff can and will do – in collaboration with the campus community – to resolve these important issues.

Please know that the UAB Office of Research staff are dedicated professionals and your colleagues who strive to provide excellent service. If there are concerns with the service we provide, we want to know it and want to know your ideas on how we can make things better. We appreciate suggestions for how we can improve our program to facilitate your work.

Please follow the link below to find more details on IRAP, OSP, IRB, and additional resources.

Most sincerely,
Chris Brown, PhD
Vice President for Research

IRAP
Many of the concerns were expressed about IRAP, including – among other concerns – that it is duplicative/redundant with other systems; difficult to navigate; hard to track the status of projects; not user-friendly; and it times out often.

We are addressing these issues in the following ways:
- UAB is assessing electronic research administration system options and expects to identify a solution in FY23; full implementation will take approximately 24-30 months. The solution will eliminate manual, paper processes, provide useful status updates, and improve efficiency overall.
- While this process is taking place, we are working with the Office of Information Technology and our current vendor to identify solutions and patches to problems as they arise.
Office of Sponsored Programs
Concerns shared included, among others: process inefficiencies; coordination with other offices; responsiveness to researcher issues; staffing levels, workload and morale; and international travel approval.

We are addressing these issues in the following ways:
- We are in the midst of a national search for an Associate Vice President for Research and Executive Director of Sponsored Programs. We anticipate completion of this search in mid-to late March.
- Interim AVP Mike Matthews and OSP leadership will continue to institute organizational changes to address responsiveness to investigator inquiries, are hiring and training additional staff focused on clinical trials and are in the initial stages of implementing processes and systems that will streamline communications.
- With regard to electronic and verbal communications, we pledge to do our part to create an environment of respect in order to address issues of concern.
- To ensure we are available to answer questions from investigators and research administrators, OSP will continue to hold monthly “virtual office hours” in 2023. These have not been widely attended, so if there are ways to make these more accessible please let us know. For now, look for email notifications and Research Matters announcements for scheduling.
- For better OSP and IRB coordination, the Project Registration/Single Identifier process has been established to streamline submissions to OSP, OIRB and CBR. OSP no longer waits for IRB approval to approve industry and non-profit agreements, and At Risk/Pending Accounts are created at the OSP submission stage for industry agreements.
- The UAB International Travel Registration process was updated effective August 1, 2022, to provide a single electronic form that routes automatically and eliminates the need for a separate PDF form. The role of OSP is not to approve international travel but to verify that the funds identified are appropriate.
There are resources available to the research community that may provide answers to specific questions:
- OSP Virtual Training Courses
- OSP Training Videos
- OSP FAQs
- To reach the Office of Sponsored Programs with questions or concerns:
  - Website: uab.edu/research/home/osp
  - Find Your OSP Officer Tool
  - Email: This email address is being protected from spambots. You need JavaScript enabled to view it.
  - Telephone: 205-934-5266
Office of the Institutional Review Board
Concerns shared included inefficiencies, inconsistency in reviews, and lack of coordination between offices (IRB, OSP and CIRB).

We are addressing these concerns in the following ways:
- The OIRB has instituted accountability through metrics reporting at UAB forums such as the Human Research Advisory Committee (HRAC) and Clinical Trials Administration Committee (CTAC). These metrics are posted on the RAPID website.
- The OIRB worked with an external partner to facilitate a reduction of the backlog of submissions caused by internal staffing issues.
- The OIRB encourages the use of single IRB or other external, commercial IRBs (outside of our regular WIRB partner), as appropriate.
- The OIRB is working with the HRAC and other central units to identify and implement process improvements for a variety of functions. A few current initiatives include guidance for use of social media, electronic signatures to document informed consent, and coordination with other offices for IRB review of data use agreements, subcontracts, and university contracts.
- The IRB holds virtual office hours to serve as an opportunity for anyone in the UAB research community to have direct access to an experienced OIRB staff member. Office hours are held bi-weekly on Thursdays.
- To reach the Office of the IRB with questions or concerns:
  - Website: uab.edu/research/home/irb
  - Email: This email address is being protected from spambots. You need JavaScript enabled to view it.
  - Telephone: (205) 934-3789
Research Resources for UAB Investigators
In addition to the links above, here are others designed to help researchers find funding, access resources for lab data management, navigate the required regulatory aspects of projects, maintain a safe environment, and provide information on other topics relevant to the UAB research community. If there are additional topics you would find useful, please let us know.