Please note there is a Protocol Aging Report that can be filtered by department available on the Office of Research's website:


This report will assist with the tracking and management of your protocols.




Tiffany Casino Schmidt

Associate Director, UF Contracts & Grants



From: UF C&G College and Dept Admins [mailto:[log in to unmask]] On Behalf Of Gray, Stephanie
Sent: Wednesday, August 22, 2012 5:14 PM
To: [log in to unmask]
Subject: Change in Procedures Regarding Sponsored Project End Dates





TO:         DSR Listserv


FROM:  Dr. David P. Norton


DATE:    August 22, 2012


RE:         Change in Procedures Regarding Sponsored Project End Dates



Human subjects and vertebrate animal use are two research compliance areas that by their nature require the most attentive management. The approval process to consider and ultimately allow researchers to utilize human participants or animals on their research is scrutinized to ensure that the utmost protections for the subjects’ welfare are in place.  In parallel, sponsored projects administration must adhere to processes that ensure that appropriate approvals are in place prior to spending on each sponsored project.

Once initial congruence between the protocol(s) and the sponsored project has been determined by the appropriate compliance committee, this information is entered into the DSR database by Awards Administration and provided to Contracts & Grants Accounting (C&G) to establish a project, the research can begin.   


Effective August 23, 2012, the budget end date will no longer be entered as the protocol expiration date but as the budget end date provided by the Sponsor.  Payroll distributions can be posted through the Sponsor’s budget end date.  An update of budget end dates to the Sponsor’s indicated date will occur the night of August 22.  Extension of distributions for existing projects may begin on August 23.  All new projects and extensions will use the Sponsor budget end date beginning August 23.


Should the protocol identified for use on the project be renewed on time, automated processes will update the protocol information in the DSR and PeopleSoft systems.  Campus Departmental administrators or Investigators need not provide a copy of the protocol extension to DSR for processing.  Changes in the protocol which covers the project or changes in the type of protocol (for example, for IRB, exempt to non-exempt determination or indefinite to definite use) must be communicated to DSR.


In the event that the protocol comes within a week of expiring, the an email will be automatically triggered from the DSR database to the PI warning them that the protocol must stay active in order for spending on the project to continue.  Should the protocol expire, automated email notification will trigger C&G to inactivate the project and to contact the Department to have salary distributions removed.  Under current UF policy, salary distributions on a project will not automatically be rejected when the project is put into Inactive status. All salaries beyond the expiration date must be removed during the lapse period.  Explicit approval and documentation that no human or animal activity is or has occurred after expiration will be required for the salary charges to be allowed during the lapse period.  All non-salary charges will be rejected when the project is inactivated. 


Once the protocol is renewed, closed, or the project is otherwise cleared for continued expenditures, C&G will be notified to reactivate the project.  Any transactions that are attempted to be transferred on to the project during the lapse in protocol coverage will be subject to increased scrutiny.


Reduction in the administrative burden on campus staff, DSR, and C&G to manage the nearly 2500 protocol extensions should not only increase the integrity of the data but also release time to manage other sponsored compliance activities.

If you have questions on the procedures, please contact Stephanie Gray, Assistant Director, Office of Research at [log in to unmask].