The University of Texas Rio Grande Valley

The Office of the Associate Dean of Research UTRGV School of Medicine

Research Administration

Research Administration Graphic


The School of Medicine (SOM) at the University of Texas Rio Grande Valley (UTRGV) encourages faculty to seek external support for sponsored projects related to the mission of the university.  The Office of the Associate Dean of Research has set forth guidelines for all externally-funded grant proposals and awarded projects within the SOM.

Each Principal investigator has the responsibility to be compliant with the stated pre-award guidelines for the SOM. 

Faculty are encouraged to seek guidance from the Office of the ADR when developing grant-funded projects.  If the grant is sought from a foundation, additional guidance should be sought from the Division of Institutional Advancement.  The PI/PD, the Department Chair and the ADR must approve all grant proposals prior to their submission to extramural sponsors.

Pre-Award Procedures

Applications for external funding must be approved by the Office of the ADR prior to submitting the proposal to the Office of Sponsored Programs (OSP) or the Office of Institutional Advancement.  PI's will need to provide each administrative official with ample time for an internal review of each proposal.  Depending on th complexity of the proposal internal review may require several days.  PI should consult these offices for their stipulation on required time for review.

Suggested Cayuse Routing

  1. Principal Investigator (PI)
  2. Department Chair
  3. Associate Dean of Research
  4. Office of Sponsored Programs- Associate Vice President, Sponsored Programs and Research Compliance


Proposal budgets must comply with UTRGV set guidelines, as well as the established guidelines referenced in the RFP or FOA’s.  Proposals submitted to Federal agencies must must comply with the OMB A-21 cost principles that requires that all costs be allowable, reasonable, and necessary.


Salary and fringe requested in a proposal must be in accordance with institutional policies, as well as applied consistently to individuals in like circumstances and must be supported by acceptable accounting principles.  Salary charges for work performed on a sponsored agreement whether for research, teaching, or other activities, must be based on the individual’s total annual compensation, unless sponsor policies further limit salary charges.  This compensation is known as Institutional Base Salary (IBS).  An individual’s IBS may not be increased as a result of replacing University salary funds with grant funds.

Animal Research

Federal regulations for the Animal Welfare Act and the National Institute of Health (NIH) require that protocols for research be submitted for review and approval by the University’s Institutional Animal Care and Use Committee.

For more information regarding the IACUC committee, please contact Lily Trevino, 956-665-8991/, Interim Manager of Research Compliance.

Human Subjects Research

Federal regulations (CFR 75, Part 45, Protection of Human Subjects) require a careful and comprehensive review of research involving human subjects or possible risk to human subjects.  All such projects must be submitted to and approved by the University’s Institutional Review Board: Human Subjects (IRB) before research begins.

For more information regarding the IRB, please contact Lily Trevino, 956-665-8991/, Interim Manager of Research Compliance.

Matching Funds and Cost Sharing

Faculty submitting proposals requiring the inclusion of cost share or matching funds must have administrative approval before committing cost share or matching funds to a sponsor.  The approval form for cost share or matching funds can be downloaded at

Facilities and Administrative (F&A) costs and fringe benefits

F&A costs and fringe benefits should be budgeted in all grant and contract applications.  The current F&A is posted on the OSP website.  F&A cost rates are negotiated with the federal government and are to be used in proposals to provide support for expenses other than direct program costs.  If any F&A is waived it must be approved by the Provost. For more information, please refer to the OSP Web-site

A percentage of the Indirect Costs Revenue associated with each research (NACUBO) grant or contract award will be distributed to the Provost & Executive VP for Academic Affairs, the Sr. VP for Research & Economic Dev., the Center Director, the Dean, Department Heads, and Principal Investigators.  For details, please refer to Allocation of Indirect Cost Recovery of Funds from the Office of the President.  For more information please refer to the Indirect Cost Recovery Funds Policy