General

How do I contact OSR?

General Inquiries can be submitted to ResAdminOSR@unc.edu. The main telephone number is (919) 966-3411. For a full list of OSR contacts, see: https://research.unc.edu/sponsored-research/contact-map/.

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How do I find contact information for my proposal or award?

Use Contact Project-Related Support in RAMSeS to locate contact information by Proposal Number, Award Project Number, PS Project ID or Department. This tool is available to users with RAMSeS access. Access to RAMSeS is granted by the Backbone Role Manager for each department or unit.

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Who can answer my question about a specific sponsor, project, or proposal?

Your department’s Sponsored Projects Specialist (SPS) will be able to assist you with any questions about a specific project or general sponsor information.

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Who is my Sponsored Projects Specialist (SPS)?

You can identify your department’s Sponsored Projects Specialist (SPS) in RAMSeS > Help > Contact Project-Related Support and search by your Project ID, Proposal ID or department or you may click here.

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Who is my Sponsored Projects Accountant?

Sponsored Projects Accountants (SPA) are assigned to projects based on the sponsor rather than by the department. You can identify your project’s SPA in RAMSeS > Project Administration > Billing Tab. Please contact OSRBilling@unc.edu with any questions.

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I’ve received an award/contract/incoming subrecipient agreement or other sponsored research agreement. Where should I send it?

All incoming award documents should be sent to ResAdminOSR@unc.edu

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Whom should I contact about clinical trials?

The Office of Clinical Trials (OCT) works with all clinical trial proposals and award negotiations, in conjunction with the Office of Sponsored Research’s Industry Contracting Team.

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I’ve been contacted by an auditor. What should I do?

Please immediately contact OSR at (919) 966-3411 or ResAdminOSR@unc.edu. OSR’s Cost Analysis and Compliance unit is responsible for all information and questions about audits on sponsored research projects. 

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How do I use the Award Lifecycle page?

The Award Lifecycle introduces a new feature to the OSR website that allows you to navigate using the image map.  Each tile and larger group arrows will direct you to the sections that correspond to sections in the lifecycle. For instance, select the Award Lifecycle arrow to open all lifecycle content.

These sections provide an outline of information relevant to each step in a project’s lifecycle. You can read the content by scrolling through the entire section or navigate to subsections located in a navigation bar at the top, outlining what actions are detailed in that step.

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How do I find staff contact information?

Staff information is located on the About OSR page under the Business Units section.  Each unit within OSR has the description of their responsibilities, their supervisors, and their contact information.  A staff directory is also located on the Contact Us page.

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I need to find a particular Operating Standard but don’t remember what it’s called?

Go to the Operating Standards page, and use Ctrl+F search function to search across all Operating Standards to find what you need.

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Where can I find a listing of updates and recent changes at OSR?

The News & Newsletters page provides a central repository for updates and notices from OSR as well as other issues that may pertain to research activities at the University.

  • Updates on Graduate Student Fees

    In conjunction with ITS and the Graduate School, the Office of Sponsored Research (OSR) has updated the guidance on the OSR Website for budgeting and charging graduate student fees. Effective with this announcement, all graduate student fees* may be budgeted … Continued

  • Chartfiled String Tips for Sponsored Projects

    Appropriate use of chartfield strings (CFS) for financial transactions in ConnectCarolina are vital for managing, billing and reporting on sponsored research awards. CFS used for sponsored projects consist of the Fund, Source, Department ID, Account Code, Project ID, Activity 1, … Continued

  • New RAMSeS Enhancements

    Improved RAMSeS Contact Search Tool and New Certificate of Confidentiality Guidance A RAMSeS system enhancement has been implemented to improve the Contact search tool in the RAMSeS Help Menu and incorporate new requirements and communication on Certificate of Confidentiality pertaining … Continued

  • New RAMSeS Enhancements

    OSR Home News & Newsletters Join Mailing List The Office of Sponsored Research (OSR) is pleased to announce a two-part RAMSeS system enhancement. RAM Tracker Transparency and a new Attachments section in the RAMSeS Billing Tab will provide campus users … Continued

  • New RAMSeS System Enhancements

    OSR Home News & Newsletters Join Mailing List A RAMSeS systems update has been scheduled for tonight. The purpose of this update is to increase transparency and provide campus users access to relevant research administration information. Much of this update … Continued

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Training

Carolina RAPiDs

Why can I not see the content for the next session?

Not all content is currently in the training system. This is a work in progress and as content is uploaded you will receive communications from Litmos, OSRCommunications@unc.edu and a notice on OSR’s website.

As courses become available, they will be visible in the Core. To view upcoming content, you can view the Future Content Course within each Core.

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How do I review content that I have completed?

You may see all completed courses and their content under the “Completed” tab. Click the module you would like to review and select “Review Content” when the module opens.

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How do I contact someone about an issue with RAPiDs?

The best way to reach out to OSR for assistance with the RAPiDs system is the “Feeback” button in the upper right corner of your dashboard. For non-system training concerns please email OSRCommunications@unc.edu.

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Can I login too many times?

No, since you are using your Onyen and password you cannot login to the system too often.

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Is there a table of contents to navigate from in each course?

There is not a table of contents within a module, but you can view all modules in a course when you open a learning path from the dashboard or library. Clicking “Next Module” will always advance you to the next module or course within a core.

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Can non-UNC or someone without an onyen login?

This is a UNC owned system, all requests for access for a non-UNC employee, must be submitted to OSRCommunications@unc.edu. Please provide a name, email and reason for requesting access.

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Is any of the training content available on the OSR website?

Currently the full content is only in RAPiDs, but when possible, we will ensure complimentary information and resources are made available on the website.

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How does RAPiDs work?

Carolina RAPiDs is UNC’s training program for Research Administrators at the University. For more information on using RAPiDs and what it is please click here.

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How does the badge system work?

For each course that you complete you will receive a badge that you can view in the “Achievements” tab from the dashboard. Once you have earned all course badges then you have completed that core.

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How will I know if a course I completed has been updated?

Research Administration is an evolving industry and content will need to be updated. When this happens, you see the message “Course Updated” under the “All” tab for the content that was added.

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Proposal

Where can I find the institutional information needed for proposals?

The Information Sheet contains the information about the University, the University’s certifications, as well as frequently used rates and figures in Sponsored Research activities.

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How can I find funding opportunities?

The Concept & Funding section in the Award Lifecycle provides information  to assist with locating funding opportunities.

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Which Indirect Cost Rate is appropriate for my project?

Information is provided in the Award Lifecycle pertaining to indirect cost rates. For more specific questions, please contact your department’s Sponsored Projects Specialist. Search here to locate your assigned SPS.

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How do I submit my proposal in RAMSeS?

A proposal is submitted via an Internal Proposal Form (IPF) in RAMSeS. It is then reviewed by either the Office of Sponsored Research or the Sponsored Programs Office. Please see our Submitting an IPF Guidance for more details.

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What is a Financial Guarantee?

A Financial Guarantee is the process departments utilize to request project IDs for proposals that are expected to be funded but have not yet been awarded. This allows for expenses to be charged for that research. Click here for more information.

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How do I Submit a Financial Guarantee?

  1. Log on to RAMSeS with your ONYEN
  2. Under Proposal dashboard select either:
    • My Proposals, if you personally created and submitted the proposal
    • Proposals Affiliated With or
    • PI Certification Inbox, if you are listed on the Research Team Dept.
    • Approval Inbox, if you are an IPF Approver and wish to submit a LOG for a proposal that your department previously certified
  3. Depending on your option selection in Step 2, you will either select the tab labeled “Submitted Proposals” or “Previously Reviewed Proposals”
  4. Identify the IPF number and open the Proposal
  5. Select the tab named Financial Guarantee and click the appropriate links. 

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Can I extend my financial guarantee dates?

Yes, if there is significant documentation showing that the award is still pending from the sponsor, OSR may approve a 90-day extension of an existing financial guarantee. See OSR Operating Standard 300.03 – Procedure 1 for more information.

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What is the deadline for getting proposals to OSR?

All proposals are due at a minimum of 5 days prior to the sponsor’s submittal deadline. Please see Operating Standard 300.03 – Deadlines for Proposal Submission to University Offices for information on deadlines for proposal submission.

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Who will review my proposal?

OSR shares responsibility with the School of Medicine Sponsored Programs Office for proposal review and approval based on the sponsor.  Please click here for a detailed breakdown of responsibilities.

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How do I request access in RAMSeS to manage awards?

Access to RAMSeS is provided by your department’s Role Manager via Backbone.

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What is Backbone?

Backbone is the system that manages functional and data access roles for Office of Research Information Systems (ORIS), such as RAMSeS, IRBIS, and Blue.

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How do I find my department’s Backbone Role Manager?

Go to Backbone, click the Department link and search by your departments code or name. Click on the code’s hyperlink and select the Assigned Roles tab. For more information, please review our Backbone guidance document.

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Subagreements


What is the Subagreement Initiation Portal (SIP)?

SIP is an online tool used for initiating and amending subagreements issued to UNC’s subrecipients.

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Who is responsible for issuing Subagreements?

The Subaward team within OSR’s Research Administration unit is responsible for negotiating and signing all outgoing subagreements and amendments.

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How do I submit a request for a Subagreement or amendment?

Requests to initiate and amend subagreements will need to be submitted via the Subagreement Initiation Portal (SIP). Agency approval for carryover requests and changes in subrecipient PI will be routed to the subaward team via the Sponsored Projects Specialist (SPS) upon receipt of a new notice of award.

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What is the SIP process?

  • Department completes and submits SIP request
  • Completed SIP form routes to ResAminOSR@unc.edu and is assigned to the appropriate SPS
  • SPS reviews all documentation before forwarding request to the Subaward Specialist (SAS)
    *If all necessary documentation isn’t received or additional documentation is needed, the department will be notified by email to submit additional information via SIP and the transaction will be placed on hold by the SPS until requested information is received
  • The SAS will complete a final review of the documents and proceed to draft, submit, and execute the subagreement or amendment

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What actions may be completed via SIP?

  • Subagreements with a new project ID
  • Amendments with existing project IDs
  • Submission of additional documentation requested by SPS

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What is the SIP Questionnaire?

A group of initial questions which will direct the user to the appropriate subagreement action and form.

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Can I send the SIP emails to a shared inbox?

Yes, in the “Submitter Email” field, for initial subagreements or amendments, you can enter the shared inbox email address for your department.

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Can I save and return later to finish SIP?

Yes, for all SIP actions there is an option to “Save and Continue Later”. When selected, a link will be sent to the entered email that is good for thirty (30) days. You may also extend the time period by returning to that link to update the form at any time prior to the end of the 30 days.

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What do I use the Additional Comments section for?

You may use the additional comments field if there are unique terms and conditions that need to be included in the agreement or amendment. Requests such as a cash advance being issued up front, or if specific information is needed to issue the subagreement, such as international agreements, can also be identified in this box. The SAS will review and determine if the terms and conditions requested are appropriate

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What emails will I receive for managing subagreements?

  • Establishment of new PS project IDs
  • Reminders every ten (10) calendar days that the RAM Tracker status is “SIP Review – Pending Department”
  • Reminders from RAMSeS thirty (30) days prior to budget end date

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How do I check the status of a Subagreement?

All Subagreements are tracked via RAM Tracker which is the workflow management tool for OSR. You may view the status of your subagreements within the RAM Tracker Transparency tool. Please see RAM Tracker Transparency guidance for more information.

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What is the Subrecipient Commitment Form (SRCF)?

This is a form that all subrecipients must complete prior to UNC issuing a subagreement or amendment, usually on an annual basis. This form helps the SAS determine the subrecipients’ risk factor and will help the audit team to determine if additional terms and conditions need to be addressed within the subagreement.

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Can I submit a request for a subagreement Letter of Guarantee through SIP?

No. Letter of Guarantees are issued for prime projects but not subagreements. A notice of award has to be accepted before funds can be committed to a subrecipient.

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How do I receive help for Subagreement Initiation Portal (SIP) questions?

Please email ResAminOSR@unc.edu with any questions about SIP. For detailed assistance on using SIP please visit our SIP Help/Training section. For specific subagreement questions, email your departments Sponsored Projects Specialist.

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Award Management

Who negotiates a sponsored project?

Only central offices who have signature authority for the University can negotiate and sign agreements for sponsored research.  Faculty, Deans, and other Departmental staff are not authorized to negotiate or sign sponsored project agreements on behalf of the University.  For a full breakdown of negotiation responsibilities, please visit our Roles & Responsibilities page.

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What does OSR Industry Contracting do?

OSR Industry Contracting, formerly the Office of Industry Contracting, is responsible for reviewing and executing sponsored research agreements with private industry, including sponsored research agreements, clinical trial agreements and subcontracts, among others. More information on the types of agreements they handle and how to reach out to them is available here.

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How and when do I submit a budget revision?

Budget revisions are required for all changes to sponsored projects and depending on the agreement, may also require sponsor approval. There is a budget revision form, with instructions, that is required. This form was recently updated and is available on our website. All budget revisions must be submitted using the correct form to ResAdminOSR@unc.edu.

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How do I submit a prior approval request?

There is a Prior Approval Request (PAR) Form that must be submitted to ResAdminOSR@unc.edu for both internal and external prior approvals. This form was recently updated and may be found on our website.

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Financial Management

Whom can I ask to approve my requisitions, vouchers, and journal requests relating to sponsored projects?

All requisitions less than $5,000, vouchers, and journals that require OSR approval may only be approved by your department’s Pre-Audit Technician.  The SPS or SPA is unable to approve them.  To determine who is your Pre-Audit Technician, please click here.

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Whom should I contact if I have a budget override request for a journal, voucher, requisition, or purchase order?

You should email OSRHelp@unc.edu for override requests of any kind. An override request is typically a result of an error message in a journal, requisition, or purchase order.  Please note that not all requests are eligible for an override.

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Who can help me if I have a question about a sent invoice or payment status on a sponsored project?

You can review sent invoices in the RAMSeS Award Administration Billing tab. For all questions on sent invoices or payments, please email OSRBilling@unc.edu.

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How do I request/reconcile a cash advance on a sponsored project?

Consult Operating Standard 500.14 – Cash Advances for information. An OSR Pre-Audit Technician for your department will review and process requests with sponsored funds in addition to UNC Finance reviews.  To determine who is your Pre-Audit Technician click here.

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How do I correct expenses on a sponsored project?

If the sponsored project has not ended, you may do a campus journal in ConnectCarolina to move expenses off a sponsored project.  Click here for more information on processing financial transactions.

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The sponsor has contacted me about a sponsored project’s financial information. What do I do?

Send the communication with the project ID to OSRBilling@unc.edu.

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Where do I go to view submitted invoices?

All invoices from FY17 forward are uploaded in RAMSeS for each project ID.  They are located under the Project Administration Billing Tab and are loaded when they are sent to the Sponsor.  For invoices previous to FY17 email your department’s Sponsored Projects Accountant or OSRBilling@unc.edu.

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Why am I receiving a closeout notification from RAMSeS?

RAMSeS automatically sends a reminder to complete the closeout checklist on set days prior to the project end date in ConnectCarolina.  You should begin the closeout process if there will be no further funding or amendments.  You can confirm with your SPS if there are outstanding amendments or extensions. The closeout notifications may be ignored if there is additional funding anticipated.

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Why can I not submit transactions after the KK End Date?

The Commitment Controls (KK) dates represent the final date that allows pending and other obligated transactions to post to the project. No transactions are allowed after the KK end date without approval in advance.  Please contact your SPA if you have transactions that may need to occur after the KK end date.

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Internal Systems

How do I get access to RAMSeS?

You must have access to Backbone to view data in RAMSeS, which is based on the role that you have been assigned by the Role Manager in your department. To find out who your Role Manager is and more information on Roles in RAMSeS click here.

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How do I submit a RAMSeS IPF?

To see the detailed guide on submitting an IPF, click here.

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What happens after I submit a RAMSeS IPF for Routing?

Clicking “Submit Proposal” will start the following process:

  • IPF will “lock ” and can no longer be edited except by the Admin Award Dept.
  • IPF will then route to all affiliated departments for review and approval; should any of these departments reject the IPF you will be notified by email of the rejection
  • The PI(s) will be notified by email that they must certify the IPF in RAMSeS

Throughout these steps, you, the PI, and any other contributing members listed on the IPF will be able to track its review and approval status in RAMSeS.

Once all affiliated departments have approved the IPF, you will receive an email indicating that it was successfully routed and received in OSR/SPO. If the proposal can be electronically submitted, then no further action is required on your part. However, if the sponsor requires any part of the proposal be submitted via a paper copy, then any such copies, with original signatures as required, must be forwarded to OSR/SPO for a complete submission to be accomplished.

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How do I view the status of a proposal or award in RAMSeS?

OSR uses RAM Tracker to manage the tasks needed to review, setup and manage awards. To view RAM Trackers, you can search by either the Proposal ID or Project ID. For more information on finding RAM Trackers, view the guide.


What do the different transaction statuses mean in RAM Tracker?

The Transaction Status of a RAM Tracker will indicate what step of the award management process that that action is in. For a detailed breakdown of each status, please see our guide.

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Whom do I contact with a question about a RAM Tracker?

Contact either the Current Owner or the Sponsored Projects Specialist. For more information on RAM Tracker, view the guide.


How do I find contact information for my proposal or award?

Use Contact Project-Related Support in RAMSeS to locate contact information by Proposal Number, Award Project Number, PS Project ID or Department. This tool is available to users with RAMSeS access. Access to RAMSeS is granted by the Backbone Role Manager for each department or unit.

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I have questions about processing financial transactions on a sponsored project. What should I do?

The ConnectCarolina User Information website contains information on how to process and route transactions within the financial system. Specific information for research administration is available here, and further information for all financial transactions is available here.

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External Systems

How do I get an eRA Commons User ID?

Please submit a request to ResAdminOSR@unc.edu to create an eRA Commons user ID.

Include the following:

  • full name
  • desired username
  • university email
  • roles needed (Information on roles is available here.)

Requests for additional roles after initial commons ID creation and requests for University affiliation may also be sent to ResAdminOSR@unc.edu.

Include the following:

  • eRA Commons ID
  • roles needed (Information on roles is available here.)

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Do I need an eRA Commons Account to be a trainee?

Yes. Trainees on NIH fellowships and training grants must have eRA Commons accounts to be appointed to a project. The Trainee role allows users to input data into xTrain during their traineeship.

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How do I update my Personal Profile Information?

All users have access to update their Personal Profile information via the edit feature within your profile. This lets you make changes to your education, employment, and demographic information. You are also able to delegate others who can edit your Personal Profile.

Information on the different actions that may be required is available here. Also, the eRA Commons User Manual includes details on all aspects of the system.

Accounts FAQs | Manage Delegations | Roles In-Depth | Manage Personal Profile | Unaffiliate an Account

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External Sponsor

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