Research Administration Academy (RAA)

About RAA

The Research Administration Academy (RAA) is designed to provide research administrators at Duke University with basic knowledge of the core principles of research administration and hands-on training in common grant management tasks. The RAA program is applicable to research administrators who perform essential tasks associated with proposal submission and grant management after the award. The Office of Education for Research Administration and Finance (OERAF) administers RAA and partners with the research administration community to ensure content aligns with current institutional needs. Key partners include Research Costing and Compliance (RCC), Office of Research Administration (ORA), Office of Research Support (ORS), Campus Awards Management Team (CAMT), Post-Award Financial Management (PAFM), Office of Post-Award Administration (OPAA), Office of Research, RACI-HR, and the Training Advisory Group (TAG).

The RAA program provides numerous benefits for both the employee and the institution. Employee benefits include the development of functional grant management skills and a clearer understanding of grant management responsibilities at Duke University. The investment by Duke University into its employees will provide the organization with a stronger employee commitment, a more stable and highly trained employee base, better information on which to make hiring decisions, increased support for Duke’s faculty, and improved financial controls.

RAA is open to any Duke University employee directly involved in managing sponsored research funds. However, employees who do not spend most of their duties supporting sponsored projects may find completing aspects of the program challenging.

Program Platform: Sakai

This program is managed virtually using the university's academic Learning Management platform, Sakai. Duke is in the process of converting to the Canvas platform instead of Sakai. The goal for the RAA transition to Canvas is Fall 2024.

Currently in Sakai, participants are provided a self-service portal to register for classes, review the schedule, submit homework, take quizzes, and monitor their progress independently.

Visit the Sakai RAA Program Overview page to explore the system and access more information.

Required Certifications

RAA certification is a requirement for research administrators in the following Duke Human Resources job classifications: Grants and Contracts Administrator (2647); Grants and Contracts Manager (2648); Senior Grants and Contracts Manager (2649); Research Administrator (2627); Research Administration Manager (2628); Associate Director, Research Administration (2629). Management centers may also require other individuals who work with sponsored research (for example, individuals in the Grant Manager 1 field identified in SAP) to be certified.

Employees required to have RAA should refer to HR requirements and plan with their manager to complete the program within 12 months of being hired or moving into a position requiring certification. OERAF requires program participants who are not required based upon their position to complete RAA (including the final exam) within 12 months of enrollment. OERAF will partner with the employee and manager to determine appropriate action, including enrollment termination or restarting all program requirements.

RAA Program Details

Eligibility

RAA is open to any Duke University employee directly involved in research administration. Participants will then complete Onboarding and applicable systems classes (SAP/SPS) during their first 60 days in the position. Upon completion of Onboarding classes, employees, in partnership with their supervisor, will select the most applicable certification track.

Systems Access Requirements

Sponsored Project System (SPS)
SAP
Grant Management tab in Duke@Work

Application Process

Applications will be accepted on a rolling basis and you can start the program as soon as you receive approval. The employee initiates the online application form. The form routes to the employee’s manager for approval before routing to OERAF. We will review the application and notify employees of their official start date. Email us at ResearchFinanceEd@duke.edu if you have questions about the application process.

Coursework

Classes may have required pre-work or post-work. You must complete all assignments in the designated time frame to receive credit for a class.

Failure to complete all required class components, such as full attendance, pre- or post-session homework, and quizzes, may result in repeating the class.

Learning Tracks

Learning Tracks are subject-based specialties designed to recognize the differences in research administration roles across the University. RACI positions are required to complete one certification track to fulfill their HR requirement.

Applicants will be asked to choose a Learning Track and that selection will be subject to the supervisor's approval.

Learning Track Options

Pre-Award Administration Track
Post-Award Administration Track
Central Financial Administration Track (for PAFM and OPAA only)

Quizzes and Final Exam

Participants must complete a quiz after attending each certification track class. Quizzes must be passed with a mastery score of 80% or more within two attempts.

RAA participants must also pass a final exam. The final exam will feature questions integrating concepts from all Onboarding, appropriate Systems, and Track classes and will require the application of learning to presented situations. RAA participants can sit for the exam only after all course requirements have been met.

An RAA participant is certified when they pass the final exam with an 80% or greater score. Results below a passing score will be evaluated by OERAF and discussed with the employee and manager to determine appropriate next steps.

Policies

Expectations of Participants

Expectations agreed to by Participants during the application process:

Work with your supervisor to select appropriate courses based on your job duties and register for the selected classes
Provide proper attention, engagement, and professionalism in virtual training sessions
Complete assigned coursework, including pre- and post-session assignments, ungraded learning checks, and graded quizzes
Repeat courses if you fail to complete or pass quizzes by the provided deadline
Review coursework with your supervisor and discuss questions about the topics
Independently monitor your progress in the program using the tools and checklists provided
Regularly communicate your progress in the program with your supervisor

Expectations of Supervisors

Expectations agreed to by Supervisors during the application process:

Ensure your employee has proper access to SAP, SPS, and Duke@Work Grants Management Tab before they begin the program
Work with your employee to select the appropriate classes for their role and allow time to attend classes
Regularly communicate with your employee on their progress in the RAA program and discuss any questions your employee may have
Support your employee by helping them apply the content from the program to their day-to-day activities
Monitor your employee's registration, class completions, and grades in the LMS using the Manager's Dashboard
Communicate with OERAF staff to discuss observations, evaluations, and your employee's progress in the RAA program
Review quiz results and discuss questions the participant may have regarding incorrect answers
Provide professional development support to your employee as needed, including recommending classes for continuing education credits after completing RAA

Professionalism

Courtesy and respect are expected of all participants, instructors, and supervisors. Participants are expected to maintain and contribute to a professional learning environment at all times.

Lapses in participation, preparedness, professional behavior, or civility are still visible and apparent to instructors in a virtual setting.

Failure to adhere to these expectations can result in OERAF contacting your supervisor.

Communication

Respond and communicate promptly. The virtual setting relies heavily on communication. OERAF asks that everyone be mindful of correspondence whether it be informing us in advance of an absence or technical issues with joining a session.

Attendance

Attendance is required to progress through the RAA program. You are expected to attend classes for the full scheduled duration. We will work with you in the event of emergencies and other unforeseen reasons for absences. However, if you do not let OERAF know in advance your business unit may be charged a fee. See Failure to Attend Charge in the Course Attendance section of this page.

Engagement

This program relies on participants to actively participate and monitor their progress in and out of class sessions. You are expected to engage and manage your participation through registration, attendance, discussion, meeting deadlines, as well as assignments and quizzes. Tools to help monitor progress are available through Sakai, the LMS, and Training Tracker.

RAA requires participation in all activities and discussions. Virtual sessions are structured to incorporate as much engagement as possible to replicate the in-person experience. It also fosters community interaction with other RAA participants. Please follow the instructor's guidance on how to participate in each session.

Participants are expected to engage with assignments and quizzes by managing their registration, keeping track of their requirements, meeting due dates, and completing coursework on time.

Quizzing

No all courses in RAA have mandatory quizzing. Those that due require participants to pass the quiz within 2 attempts with an 80% or more. Quizzes are open for 10 business days. Submission within the Late Penalty window of an additional 3 days will be reduced by an additional 1 point. Failure to pass the quiz within 2 attempts means the participant must retake the course.

Any questions about RAA policies or questions about certification should be sent to ResearchFinanceEd@duke.edu.

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