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Research Office
Frequently Asked Questions
• What is the function of the GGSE Research Office? How does it differ from the UCSB Office of Research?
• How do I know whether or not I need to get Human Subjects approval for my research project?
• How do I get Human Subjects approval for my research project?
• What are the deadlines for submitting Human Subjects protocols/forms to the GGSE Research Office?
• I submitted a Human Subjects protocol/form to the GGSE Research Office. When can I expect a reply? How will I know if it has been approved?
• How do I find funding for my research project?
• I want to submit a research proposal for an award. Where do I start?
• Who can serve as a PI on a research award application?
• When do I need to submit a final version of my research proposal to the GGSE Research Office?
• I received a notice from the sponsor to whom I had submitted a proposal that my project is being funded. What happens now and when can I begin accessing award funds?
• I have subcontracts/consulting agreements as part of my research project. How/when/by whom are these initiated? How long will it take for them to be established?
• What do I need to submit to be reimbursed from a research award?
• What do I need to submit to be reimbursed for travel from a research award?
• What do I need to submit to be reimbursed for mileage from a research award?
Q: What is the function of the GGSE Research Office? How does it differ from the UCSB Office of Research?
A: The GGSE Research Office is a service unit within the Gevirtz Graduate School of Education Dean’s area. The GGSE Research Office supports the faculty, researchers and students in all Gevirtz Graduate School of Education programs and departments in the following areas: research development, human subjects, proposal preparation, and award administration.
The UCSB Office of Research (OR) helps members of the university community secure support for their research and creative activities. OR works with all of the academic units on campus to develop the best research programs possible and is charged with ensuring the integrity of UCSB research and providing assurance to governmental and private funding agencies and to the public that the research is conducted in accordance with the highest ethical standards.
Human Subjects
Q: How do I know whether or not I need to get Human Subjects approval for my research project?
A: Any UCSB faculty, staff or student doing research that involves Human Subjects must have either Human Subjects approval, or an exemption, for the research results to be published in any form including theses and dissertations. This includes pilot studies (even if it involves just one subject), funded or unfunded research, and research on yourself, your staff, your students, or your friends. "Human Subject" means a living individual about whom an investigator (whether professional or student) conducting research obtains: (a) data through intervention or interaction with the individual or (b) identifiable private information. For more information, visit the UCSB Office of Research website: http://research.ucsb.edu/compliance/human_sbj_definitions.shtml
Q: How do I get Human Subjects approval for my research project?
A: Researchers must complete the appropriate forms (Human Subjects protocol 112f for Approvals and Human Subjects form 112X for Exemptions).
Forms should be turned in to the GGSE Research Office once they have been completed and signed by both the researcher and faculty advisor (if applicable). Please indicate ‘GGSE’ as your department to ensure that approvals are returned to the GGSE Research Office. We will: (1) acquire Department Head’s signature, (2) make the appropriate copies and (3) turn them in to the Office of Research.
Q: What are the deadlines for submitting Human Subjects protocols/forms to the GGSE Research Office?
A: The Human Subjects Committee meets on the second Tuesday of each month. Protocols must be submitted to the UCSB Office of Research by the last day of the preceding month in order to be reviewed at the next meeting. To meet these deadlines, researchers should submit their protocols and/or forms to the GGSE Research Office by the 26th of the month. Acquisition of signatures can take several days so please allow the Research Office time to process your materials.
There are no deadlines for Exemptions and Expedited Reviews. These protocols/forms are reviewed continuously.
Q: I submitted a Human Subjects protocol/form to the GGSE Research Office. When can I expect a reply? How will I know if it has been approved?
A: The UCSB Office of Research will contact the researcher directly if there is any problem or if any further clarification is needed regarding the Human Subjects application. Please be sure that the contact information provided on the application is current. Once approval is granted, three copies with approval signatures will be returned to the GGSE Research Office. One will be retained by our office, one will be sent to the investigator, and the other to the faculty advisor (if applicable) via campus mail. The approval process often takes up to six weeks.
Protocols will not be approved until all investigators have completed the HS training module. See: http://hstraining.orda.ucsb.edu/faqs.htm for further information.
Proposal Submissions
Q: How do I find funding for my research project?
A: There are three mechanisms through which the GGSE Research Office relays information regarding funding opportunities to researchers. First, a listing of current and ongoing funding opportunities is maintained on the GGSE Research Office’s website. Second, funding notices are distributed via our listserv. To have your name added, please contact Kelly Hayton, Contracts & Grants Assistant. Lastly, the GGSE Research Office will conduct individualized funding searches for individuals by key areas of interest upon request. Please contact Heather Philips to request an individualized funding search.
Q: I want to submit a research proposal for an award. Where do I start?
A: Please notify Heather Philips, Contracts & Grants Analyst, in the GGSE Research Office as soon as you have decided to apply for a specific award. At a minimum, we ask that you notify us one month prior to the submission deadline for federal awards and two weeks prior to the submission deadline for non-federal awards. Please keep in mind that if your proposal is anticipated to include subawards or cost sharing/matching, additional time may be needed.
Q: Who can serve as a PI on a research award application?
A: Faculty and professional researchers employed by UCSB with at least a 50% appointment are automatically eligible to serve as a PI on an award. If you do not meet these criteria, please contact the GGSE Research Office to inquire about a possible exception to serve as a PI or Co-PI.
Q: When do I need to submit a final version of my research proposal to the GGSE Research Office?
A: We ask that you contact the GGSE Research Office as early as possible in the proposal preparation stage so that we can establish a timeline appropriate for your specific proposal. The UCSB Office of Research (OR) requires that we, as the administering department, submit a complete final version of the proposal to them a minimum of four (4) business days prior to the sponsor’s deadline. In the case of federal awards, OR requests that a complete final version of the proposal be submitted to them a minimum of seven (7) business days prior to the deadline.
Awards
Q: I received a notice from the sponsor to whom I had submitted a proposal that my project is being funded. What happens now and when can I begin accessing award funds?
A: If you receive an award notification directly from the sponsor, please notify the GGSE Research Office immediately so that we can begin working with the UCSB Office of Research (OR) to process the award. Only OR can officially accept an award on behalf of the university; thus, they must work with the sponsor to determine the terms and conditions of the award and accept it. Once the award has been accepted by OR, it will be sent to the UCSB Accounting Office so that an account can be established. Once the account has been set up, the GGSE Research Office and the PI will be notified and the PI will have access to the funds. The entire process typically takes a few weeks, but may take longer if negotiations of the terms and conditions of the award are necessary.
*Please Note: You cannot begin hiring employees or otherwise spending grant funds until you have received notice from GGSE Research Office that an account number has been established by UCSB Accounting.*
Q: I have subcontracts/consulting agreements as part of my research project. How/when/by whom are these initiated? How long will it take for them to be established?
A: Subawards should be included in the research proposal budget. Once the prime award has been established, the PI should prompt the GGSE Research Office when they are ready to set up subawards. Establishment of a subaward typically takes a few weeks.
If the subaward was not included in the proposal budget, re-budgeting may be necessary. Please contact the GGSE Research Office.
Travel & Reimbursements
Q: What do I need to submit to be reimbursed from a research award?
A: All requests for reimbursements from research award accounts must be accompanied by a green sheet signed by the project’s Principal Investigator (PI). Green sheets are provided to the PIs for each of their research award accounts and there are also generic green sheets available from the GGSE Research Office. Please submit the completed green sheet and the original receipt(s) to the GGSE Research Office and we will process your reimbursement. Additional forms are required for travel reimbursements (see below).
Q: What do I need to submit to be reimbursed for travel from a research award?
A: All requests for reimbursements from research award accounts must be accompanied by a green sheet signed by the PI. Green sheets are provided to the PIs for each of their research award accounts and there are also generic green sheets available from the GGSE Research Office. You should also complete and sign a Domestic (or Foreign) Travel Reimbursement Worksheet. Travel Reimbursement Worksheets are available from the GGSE Research Office and on our Forms page.
Please submit the completed and signed green sheet and Travel Reimbursement Worksheet and the original receipt(s) to the GGSE Research Office and we will process your reimbursement.
*Please be sure to complete and sign the Travel Reimbursement Worksheet as the information requested is needed in order to process your reimbursement.*
Q: What do I need to submit to be reimbursed for mileage from a research award?
A: If all of the mileage for which you are seeking reimbursement occurred in over the course of one round trip, then you need to complete and submit a Domestic Travel Reimbursement Worksheet signed by the traveler and a green sheet signed by the PI. Domestic Travel Reimbursement Worksheets are available from the GGSE Research Office and on our Forms page.
If the mileage for which you are claiming reimbursement occurred during a trip with multiple destinations or is from multiple trips, you will need to submit a mileage log in addition to the Domestic Travel Reimbursement Worksheet and green sheet. Mileage logs are available from the GGSE Research Office and on our Forms page.
*Please be sure to complete and sign the Travel Reimbursement Worksheet as the information requested is needed in order to process your reimbursement.*