Carrying Out Research

Project management begins at the proposal development stage, where planning for budget, compliance, and logistics is critical. Key areas that overlap between proposal development and project execution include:

• F&A Rates (Facilities and Administrative Rates):
  F&A rates, or indirect costs, cover institutional expenses such as administrative services and facility maintenance. It’s crucial to incorporate the appropriate F&A rate when preparing your proposal. Be sure to consult the most up-to-date rates available on the UF Office of Research website.

• Frequently Used Facts:
  Include essential institutional information in your proposal such as UF’s Tax Identification Number, DUNS Number, and official addresses. This information is often required for submissions to federal or state funding agencies. Check out the UF Office of Research website for the most up-to-date information.

• Fringe Benefit Rates:
  These are costs beyond salary, such as health insurance and retirement contributions, and must be factored into your project budget. Be sure to check the UF Office of Research website for the latest fringe benefit rates when developing your budget.

A critical component of both project management and execution, data management ensures your research data is properly handled, stored, and shared:

• NSF ENG Data Management Plan Requirements:
  For projects funded by the NSF, a data management plan is mandatory.

• Digital Curation Centre Checklist:
  This tool helps organize your data management plan by outlining areas such as data storage, preservation, and sharing requirements.

• UF Libraries Research Data Management:
  Provides guidance and support for creating data management plans, including templates and consultation services.

• Re3data:
  A registry of research data repositories where researchers can store and share their data.

• DMPs Curated by Successful Proposals
  Access DMPs from successful NSF proposals, curated by UF’s Data Librarian. Contact Dr. Plato Smith (294-1077), Data Management Librarian, with questions

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Research computing is critical for many projects, especially those that require heavy data processing or simulations:

• HiPerGator:
  UF’s high-performance computing (HPC) system allows for advanced computation and large-scale data analysis. Make sure you have access to HiPerGator and understand how to use its services for your research.

• Restricted Data Environments:
  If your project involves sensitive data (e.g., Controlled Unclassified Information (CUI), personal health information (PHI)), you must use UF’s secure data environments like ResVault.

Ensuring compliance with institutional and governmental regulations is a crucial aspect of project management:

• Animal Research and Use:
  Compliance with IACUC protocols and occupational health guidelines is mandatory if your research involves animals. For more information, visit the Environmental Health & Safety.

• Biological Safety and Chemical Hygiene:
  Follow UF’s Biosafety Manual and Chemical Hygiene Plan for handling biological materials and hazardous chemicals. Ensure proper use and disposal of materials to maintain lab safety.

• Environmental Health & Safety (EH&S):
  Make use of EH&S resources to ensure that all aspects of your project, from material use to lab safety protocols, are in full compliance.

Proper management tools are necessary to track progress, collaborate with team members, and meet funding agency requirements:

• UF Opportunity Manager:
  This tool helps researchers track ongoing projects, manage proposal submissions, and monitor compliance with budgets and timelines.

• Collaborative Tools:
  Services like Zoom and OneDrive offer collaborative environments for multi-institutional or remote research projects. Use these tools to facilitate communication, share files, and manage research documents.

• Fabrication and Lab Resources:
  For projects that involve prototyping, machining, or lab work, the Nanoscale Research Facility and Infinity Fab Lab provide essential resources. These labs offer services such as 3D printing, laser cutting, and electron microscopy.

Maintaining safety during research is a priority. Report any incidents or near-misses involving hazardous materials or injuries immediately:

• Injury Reporting:
  Any work-related injury, illness, or exposure to hazardous materials should be reported to the HWCOE Director of Safety and Workers’ Comp services.

• Emergency Procedures:
  Ensure all team members are familiar with UF’s emergency response procedures for biological, chemical, and radiological incidents. Contact UF’s Environmental Health & Safety for support in dealing with emergencies.

As your project approaches completion, there are several key steps to take:

• Data Archiving:
  Ensure that all research data is archived and shared according to your data management plan.

• Final Reports and Deliverables:
  Prepare and submit any final reports or deliverables required by the funding agency.

• Financial Audit:
  Conduct a final audit of your project budget to ensure that all expenses, including indirect costs (F&A) and fringe benefits, are accounted for.

For projects involving design and manufacturing, use UF’s fabrication resources:

• Nanoscale Research Facility:
  Offers 3D printing, laser cutting, and surface characterization tools.

• Infinity Fab Lab:
  Equipped with laser cutters, 3D printers, and CNC machines to assist with prototyping and custom fabrication. Contact lab staff for assistance with equipment and machining services.

• Local Fabricators:
  If specialized fabrication is needed, local companies like Boone Welding or Rafferty Machine and Tool can assist.