Quick Guide for PIs

This guide offers a straightforward entry into the topics in research administration that are most relevant to a new principal investigator (PI), with links to more detailed content and resources. At MIT, PIs are central to the definition, conduct and reporting of research. The PI is ultimately responsible for all aspects of sponsored research, including compliance with Institute and sponsor policies. That said, dedicated support is always available at ra-help@mit.edu.

  • Research Administration Services (RAS)

    Research Administration Services (RAS) supports PIs and administrators throughout the lifecycle of the award, including proposal development and submission, negotiating and accepting awards, set up and management of projects, reporting and close-out. 

    RAS is organized to provide department-specific support for all MIT departments, labs, centers and institutes (DLCIs). Within RAS, liaisons maintain a focus and special expertise in policy and procedure for particular sponsors. Use the RAS Staff Directory to find your DLCI’s primary contact. 

    Research Development

    Research Development is a team within RAS that provides strategic support and guidance to faculty who are seeking sponsored funding with the aim of enhancing proposal competitiveness and enabling research and scholarship.

    Research Systems and Support

    Research Systems and Support offers education and support to PIs and the research administration community; provides research administration data reporting services; and develops and maintains online systems and tools required for all phases of research administration and compliance. Email ra-help@mit.edu with your questions. 

    Research Compliance

    Research Compliance supports PIs' compliance with federal and Institute policies on foreign engagement, export controls, conflicts of interest, research integrity and research security, including cybersecurity. Contact research-compliance-help@mit.edu with questions.

    Office of Strategic Alliances, Transactions & Translation

    The Office of Strategic Alliances, Transactions & Translation (OSATT) provides high-impact support for engagement with industry and other non-federal sponsors to develop and launch strategic research collaborations and other sponsored programs at MIT. Through its Hermes Team, OSATT also supports research-related agreements such as nondisclosure agreements (NDAs), data use agreements (DUAs), and material transfer agreements (MTAs).

    Corporate Relations

    The Office of Corporate Relations initiates, facilitates, and advances relationships between corporations and the Institute through the Industrial Liaison Program and the MIT Startup Exchange.

    Technology Licensing Office

    The Technology Licensing Office (TLO) manages MIT’s intellectual assets and supports researchers in protecting, commercializing, and licensing innovations developed through MIT research, from early-state startups to established companies.

    Office of the Vice President for Finance (VPF)

    Among the functions of the Office of the Vice President for Finance (VPF) is the processing of financial transactions, including those in sponsored research. 

    • Research@MIT app [requires Touchstone]: Used by PIs and their administrative teams to see available funds for awards, view projections and prepare forecasts, see the status of submitted proposals, request under-recovery funding, and submit innovation disclosures to the Technology Licensing Office. 
    • MIT Kuali Coeus (KC) [requires Touchstone]: MIT’s system of record for all sponsored programs, from proposal preparation through award management and closeout. Reviews facilitated by KC ensures sponsor and MIT requirements are met.
    • MyCOI-OPA+ [requires Touchstone]: Create and update Financial Conflict of Interest (FCOI) disclosures and Outside Professional Activity (OPA) disclosures and complete malign foreign talent recruitment program (MFTRP) certification.
    • Informal International Collaborations Tool [requires Touchstone] : Use the IIC tool to get advice on international collaborations undertaken without written agreements or exchange of funds. The Research Compliance team provides quick, informal guidance to point out potential risks.
    • Hermes Portal [requires Touchstone] : Used to submit requests to OSATT and view progress for nondisclosure agreements (NDAs), data use agreements (DUAs), and material transfer agreements (MTAs).
    • External Contract Depository (ECD) [requires Touchstone]: Submit copies of outside contracts or other agreements with foreign entities for review by OVPR and the Office of the General Counsel, to comply with NIH and NSF requirements.
    • Additional Tools and Systems to Know: Access and get help with additional systems used in research administration and compliance.

  • Research Development, a team within Research Administration Services, assists PIs with identifying funding opportunities and developing proposals.

    How to Find Funding

    • Consult the Early Career Funding Guide to learn about finding funding and working with industry and foundation sponsors. 
    • Search Pivot for research opportunities from federal, foundation and private funding sources. 
    • Search Foundation Directory Online for information on private and community foundations, corporate giving programs, and grantmaking public charities in the U.S. and recently awarded grants.

    Limited Submissions

    Limited submission proposals are funding opportunities in which the sponsor restricts the number of applications that may be submitted from MIT.

  • Routing to RAS and Proposal Deadline

    Complete and final proposals are due to RAS at or before 9am five full business days prior to the sponsor's due date to allow complete review and approval prior to Institute endorsement and submission on behalf of faculty. Use the RAS Due Date Calculator to determine the RAS deadline for your proposal.

    Prior to submitting the proposal, complete Research Security Training and MFTRP certification, if required by the sponsor. Proposals will not route to RAS unless these requirements are complete.

    PI Status and Proposal Certification

    PI status, which is granted automatically to faculty and some other appointments, is required for:

    • Lead PIs submitting sponsored projects in MIT’s name 
    • Investigators with independent responsibility for the design, conduct or reporting of research

    If named as a PI or Co-Investigator on a proposal in Kuali Coeus, you must certify the proposal before it can be routed for approval.

    Proposal Development

    Proposal development resources are available for PIs to learn how to craft effective proposals.

    Under-recovery of Facilities & Administrative Costs

    If your proposed research will incur under-recovery – when a research sponsor does not fully reimburse MIT for the facilities & administrative (F&A) costs of research – discuss under-recovery funding with your DLCI administrator. If the research sponsor is non-federal and non-industry, central funding is available to assist with under-recovery.
     
    If you have a non-research, non-federal sponsored project, the fund rates set by the Provost's Office apply. Typically, local units are expected to cover any under-recovery for non-research sponsored projects. 

    Proposal Preparation, Submission, and Approval