UTMB Research Services - Office of Sponsored Programs (OSP) > Tools & Resources

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Office of Sponsored Programs (OSP)> Tools & Resources > Role Definitions

Project Personnel

Principal Investigator (PI)

An individual designated by the grantee to direct the project or activity being supported by the grant. He or she is responsible for the scientific and technical direction of a project, the day-to-day management of the project or program, and is accountable to the grantee for the proper conduct of the project or activity. The Principal Investigator must have a faculty appointment at UTMB.

Co-Principal Investigator (Co-PI) - Multiple PI Function

Each of the listed PIs will be designated by the grantee institution and will be expected to share responsibility for directing the project or activity. The designated PIs must have appropriate training and experience to carry out the proposed study. Each PI must have a leadership role. The application should state which PIs are responsible for which research aims. One PI serves as contact PI, coordinating communication between all PIs and NIH, and coordinating the progress report. All PIs have the same status and are equally responsible for their projects. A Multiple PI Leadership Plan must be included with the proposal.

Co-Investigator

An individual involved with the PI in the scientific development or execution of a project. The co-investigator (collaborator) may be employed by, or be affiliated with, the applicant/grantee organization or another organization participating in the project under a consortium agreement. A co-investigator typically devotes a specified percentage of time to the project and is considered “key personnel.” The designation of a co-investigator, if applicable, does not affect the PI’s roles and responsibilities as specified.

Key Personnel

The PI and other individuals who contribute to the scientific development or execution of a project in a substantive, measurable way, whether or not they receive salaries or compensation under the grant. Typically these individuals have doctoral or other professional degrees, although individuals at the masters or baccalaureate level may be considered key personnel if their involvement meets this definition. Consultants also may be considered key personnel if they meet this definition. “Zero percent” effort or “as needed” is not an acceptable level of involvement for key personnel.

Consortium Agreement

A formalized agreement whereby a research project is carried out by the grantee and one or more other organizations that are separate legal entities. Under the agreement, the subrecipient must perform a substantive role in the conduct of the planned research and not merely serve as a conduit of funds to another party or parties.

Consultant

An individual who provides professional advice or services for a fee, but is not an employee of the engaging party. The term “consultant” also includes a firm that provides paid professional advice or services. Under no circumstances can an individual be paid as a consultant and an employee under the same NIH grant. For more information please see “Consultant Guidelines”

Scientific Advisor

UTMB faculty included in proposals because of their expertise, national reputation, or recognized contributions to their discipline(s), and who do not receive compensation for their participation in the research project. Typically these individuals are available for and provide collegial consultation when requested, or on an ‘as needed’ basis. While the scientific advisor’s presence is nonspecific in its commitment of effort, their inclusion in proposals is an important, non-quantifiable resource.

Program Official

The NIH official responsible for the programmatic, scientific, and/or technical aspects of a grant.

Administrative Personnel

Grantee

The organization or individual awarded a grant or cooperative agreement by a sponsor that is responsible and accountable for the use of the funds provided and for the performance of the grant-supported project or activity. The grantee is the entire legal entity even if a particular component is designated in Notice of Grant Award. The grantee is legally responsible and accountable to the sponsor for the performance and financial aspects of the grant-supported project or activity.

Authorized Organizational Official (AO)

The individual, who is authorized to act for UTMB and to assume the obligations imposed by laws, regulations, requirements, and conditions that apply to grant applications or grant awards. Please follow the link to Other Pertinent Information to determine the individual currently serving as the AO.

Grants Management Officer (GMO)

An NIH official responsible for the business management aspects of grants and cooperative agreements, including review, negotiation, award, and administration, and for the interpretation of grants administration policies and provisions. Only GMOs are authorized to obligate NIH to the expenditure of funds and permit changes to approved projects on behalf of NIH. Each NIH Institute that awards grants has one or more GMOs with responsibility for particular programs or awards.

Grants Management Specialist

An NIH staff member who oversees the business and other non-programmatic aspects of one or more grants and/or cooperative agreements. These activities include, but are not limited to, evaluating grant applications for administrative content and compliance with statutes, regulations, and guidelines; negotiating grants; providing consultation and technical assistance to grantees; and administering grants after award.

Chairperson

The chairperson or designee is required to sign off on all proposals prior to the proposal being submitted to OSP. By signing the routing form, the chairperson certifies that: 1) the resources are available for carrying out the proposed research project; 2) the budget is adequate for carrying out the proposed research; 3) the nature of the research is aligned with the core values of the institution; and 4) cost-sharing, if applicable, is approved.

Post-Award Specialist

An OSP staff member who establishes and monitors accounts for UTMB faculty in managing sponsored project accounts. The Post-Award Specialist monitors project expenditures and assures compliance with University policies and the sponsor terms and conditions, establishes accounts and oversees the close-out process, and is responsible for the overall post-award compliance of accounts throughout the budget/project period. See link to OSP Team Assignments to determine your Department’s Specialist.

Pre-Award Specialist

An OSP staff member who provides information on funding opportunities for research and other sponsored programs to UTMB faculty and facilitates the application process throughout development, review, and submission. The Pre-Award Specialist furnishes advice and guidance to PIs regarding grant applications, deadlines, and format for proposal writing, assists PIs with complex grant and contract proposals, and reviews completed proposals for accuracy and compliance with University and agency requirements. See link to OSP Team Assignments to determine your Department’s Specialist.

Institutional Animal Care & Use Committee (IACUC)

IACUCs are established at institutions in accordance with the PHS Policy on Humane Care and Use of Laboratory Animals, and have broad responsibilities to oversee and evaluate the institutions' animal programs, procedures, and facilities. IACUC review and approval is required for all PHS supported activities involving live vertebrate animals prior to funding.

Institutional Review Board (IRB)

IRBs are set up by research institutions to ensure the protection of rights and welfare of human research subjects participating in research conducted under their auspices. IRBs make an independent determination to approve, require modifications in, or disapprove research protocols based on whether human subjects are adequately protected, as required by federal regulations and local institutional policy.