Quick Guide for PIs

Updated June 6, 2025

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 contacts by department.

    Research Systems and Support

    Research Systems and Support supports MIT's research community by providing system support, education, reporting, and data analysis for research and compliance tools. Email ra-help@mit.edu with your questions. 

    Research Security, Integrity, and Compliance

    Research Security, Integrity, and Compliance ensures that PIs comply with federal and Institute policies on foreign engagement, export controls, conflicts of interest, research integrity and research security, including cybersecurity.

    Office of Strategic Alliances and Technology Transfer

    Office of Strategic Alliances and Technology Transfer (OSATT) facilitates collaborations between industry and MIT through three offices: 

    • OSATT Core: Primary point of contact for faculty to develop and launch industry and other non-federal research collaborations and consortia. As well as the home for the Hermes team who helps draft, review, negotiate and execute research-related agreements, primarily for the exchange of confidential information, data and materials. 
    • 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: Licenses MIT-produced technology to industry after PIs make required disclosures. 

    Office of the Vice President for Finance (VPF)

    The Office of the Vice President for Finance (VPF) processes financial transactions, including those in sponsored research. 

    • Research@MIT app : Used by PIs and their administrative teams to view available funds for awards, see the status of submitted proposals, request under-recovery funding, and submit innovation disclosures to the Technology Licensing Office. 
    • MIT Kuali Coeus : Used to prepare and route proposals for approval, as well as manage awards. 
    • Informal International Collaborations Tool [requires Touchstone] : Use the IIC tool to report international collaborations undertaken without written agreements or exchange of funds. 
    • Hermes Portal [requires Touchstone] : Used to submit and view requests for nondisclosure agreements, data use agreements, and material transfer agreements.
    • Additional Tools and Systems to Know: Access and get help with additional systems used in research administration and compliance.

  • RAS Proposal Deadline

    Complete and final proposals are due to RAS at or before 9am five full business days prior to the sponsor's deadline 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.

    PI Status and Proposal Certification

    PI status is required for:

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

    Some appointments carry PI status automatically.

    Both lead and other Investigators must certify in KC any proposal in which they participate.

    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