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Research Roles & Responsibilities: Instructions for Use

The purpose of this web-based Research Roles & Responsibilities resource is to communicate and clarify the roles and responsibilities of school/unit and central administrative staff as they relate to the research administration process at Northwestern University.  This resource can be used to identify key roles and responsibilities within each stage of the research administration process. After reading through the instructions for use below, you may save the Research Roles & Responsibilities webpage as a shortcut in your Internet Favorites folder for future reference.

This webpage contains a brief description of the tool's content and features in order to assist you in utilizing this tool. When you enter the Research Roles and Responsibilities webpage, a screen opens containing a Filter at the top of the page, a Key and a Menu on the left margin, Tabs for each stage of the research administration process, and a View with the research administration processes and sub-processes in the center of the page.  Descriptions for use of each functionality and examples can be found below.

Skip the instructions and proceed directly to the Research Roles & Responsibilities website by clicking here.

   

Key: Located in the left margin, it contains a legend that describes each level of responsibility, as well as a color code for each role.  The Key can be expanded or collapsed by clicking on the arrows in the left margin. It is recommended that this feature be collapsed when not in use, in order to provide more information to be displayed on your desktop.

Primary Responsibility: This role has direct and ultimate responsibility for initiating and ensuring completion of a task.

Secondary Responsibility: As the second in order of importance for a particular task, this role supports or assists the primary role to ensure that a task is completed.  

Oversight Responsibility: This role provides overall direction or supervision to ensure that a task is completed.

Input Responsibility: This role contributes ideas, information or suggestions for completing a task.


Menu: Located in the left margin, it contains options to Print Page, Bookmark Page, and to submit Feedback on the webpage.  The Menu can be expanded or collapsed, along with the Key, by clicking on the arrows on the left margin.

Print Page: Opens a new browser window with a printable report version of the screen.

Bookmark Page: Click on Bookmark page to add the Roles & Responsibilities link to your Favorites List.

Feedback: Opens a new browser containing a form for suggestions on how to improve this web-based resource.

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Filter: Located at the top of the screen, it enables you to filter the information by role, process in the research administration cycle, or level of responsibility.  The initial default is for all roles within all stages of the research administration process.  (See below for instructions on narrowing your results).  The Filter box can be expanded or collapsed by clicking on the arrow in the upper left corner of the box.

Results can be displayed in a table format or a list format by clicking in the circle next to "Results As: Table or List" and then clicking on the "Display Results" button. The default displays results in a table format, but clicking on "Results As: List" will display the results in a bulleted format.

Filter by All Roles: Results are displayed for all individuals involved in a particular stage of the research administration process.

Example: You want to view the level of responsibility for everyone involved in the Proposal Development and Budget stage.

Filter by Single Role: After selecting Single Role, use the drop down arrow to select a particular role. 

Example: You are a unit administrator and want to view your level of responsibility for a particular task in the Management of Awards stage.

Filter by Multiple Roles: After selecting Multiple Roles, use the drop down arrow to select two roles. 

Example: You are a unit administrator and want to view your level of responsibility for a particular process along with the PI’s level of responsibility for the same process.

Filter by Process: After selecting the desired role(s), results can be further narrowed by selecting a specific stage in the research administration process.  This is done by checking or un-checking the boxes next to each stage in the Process Filter.

Example: You are a department chair and want to view your responsibility in the Effort Reporting stage of the research administration process.

Filter by Sub-process: Results can be narrowed by selecting a specific sub-process within each stage in the research administration process.  This is done by clicking on the plus or minus sign next to each Process, which expands or collapses to show the related sub-processes within each stage.

Example: You are a Unit administrator and want to view your responsibility in the Award Acceptance and Account Establishment, and more specifically in the Grants Acceptance and Account Set-Up sub-process.

Filter by Level of Responsibility: You may select one or all levels of desired responsibilities by checking or un-checking the boxes next to the level of responsibility. 

Example: You are in Central Administration and want to know which stage of the research administration process you have Primary Responsibility.

Example: You want to know which roles have Primary Responsibility and Secondary Responsibility within any stage of the research process.

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Tabs: Located beneath the Filter, each stage of the research administration process has a Tab header.  Click on the desired Tab to display information for each task within a particular process. The Tab feature allows the user to quickly view the entire list of tasks within a stage of the research administration process.

Example: You want to see each step in the research administration process, along with each role and responsibility for each step in the Award Close-Out process.




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View:  Located beneath each selected Tab, information is automatically displayed in a Table view containing each stage of the research administration process in order, along with each role and responsibility.  The Table can be expanded or collapsed by clicking on the plus/minus sign to the left of each row. This same information can also be displayed in a bulleted List view by selecting "Results As: List" and then clicking on the "Display Results" button located in the Filter (see Filter instructions above).

Example: You want to view the Proposal Review stage to see each step in the process and the levels of responsibility for each role in a table format.

Table View:

Table View Features:

Each Role is color-coded for easy reference:

  • School-level roles are blue
  • Central administrative roles are yellow
  • Other University offices are gray
  • Roles containing this icon: next to it can be clicked on and the user will be directed to that office's website.

    To see the entire name of any office, simply hover the cursor over the Role and a pop-up appears with the office name in full.

    Tasks are listed in consecutive order under process headings on the left. Clicking the plus/minus sign to the left of each process enables the user to expand or collapse that particular process.


    List View:

    List View Features:

    The List view is ideal for printing reports, and contains the same information found in the table re-organized in a bulleted list.

    Tasks are listed in consecutive order under process headings and each responsibility for that task is bulleted.

    Roles containing this icon: next to it can be clicked on and the user will be directed to that office's website.

    Help Desk: Please contact ORI at 312-503-0054, or by email at nu-ori@northwestern.edu, if you need assistance using this resource. ORI will provide an in-person demonstration of this resource for faculty, staff and/or departments - please contact 312-503-0054 or nu-ori@northwestern.edu to schedule a training demonstration!



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