The following FAQs address common questions regarding the USC Research Administration Co-Pilot, including appropriate use, compliance considerations, data protection requirements, and institutional responsibilities.
If you do not find the answer to your question, please visit the Contact & Support page or submit feedback through the Research Administration Co-Pilot Survey.
What Can the Co-Pilot Do?
- Explain USC research administration policies and procedures
- Interpret sponsor requirements and guidance
- Help prepare proposals and administrative submissions
- Explain research compliance requirements
- Identify the appropriate USC office, resource, or process
- Support research administration training and onboarding
- Approve proposals or awards
- Approve human subjects or animal research
- Sign agreements or other official documents
- Certify effort or other institutional certifications
- Replace institutional review or compliance oversight
- Make official institutional determinations or approvals
General Questions
What is the Research Administration Co-Pilot?
The Research Administration Co-Pilot is an AI-powered advisory resource that helps users locate guidance, understand requirements, and navigate research administration processes.
What can the Research Administration Co-Pilot help me do?
The Co-Pilot can assist users by:
- Explaining USC research administration policies and procedures
- Interpreting sponsor requirements
- Supporting proposal planning and award administration
- Providing guidance on research compliance topics
- Helping users identify the appropriate USC office or resource
- Supporting training, onboarding, and professional development
- Answering research administration questions using USC guidance and authoritative resources
The Co-Pilot is designed to help users work more efficiently while reinforcing that institutional reviews, approvals, and official determinations remain the responsibility of the appropriate USC offices.
Does the Co-Pilot replace Research Administrators?
No. The Co-Pilot supports and augments research administration activities by helping users locate information, understand requirements, and navigate institutional processes. It does not replace the expertise, professional judgment, or institutional responsibilities of Research Administrators.
Does the Co-Pilot replace Principal Investigator responsibilities?
No. Principal Investigators remain responsible for the scientific direction of their research, compliance with sponsor and institutional requirements, stewardship of sponsored funds, and all required approvals and certifications.
What types of questions can I ask the Co-Pilot?
The Co-Pilot can assist with questions related to proposal development, award management, research compliance, human subjects research, animal research, research security, export controls, sponsor requirements, and research administration systems. Visit the Research Administration Co-Pilot Page for additional examples of common questions and use cases.
Can the Co-Pilot help me interpret sponsor requirements?
Yes. The Co-Pilot can help users understand sponsor requirements, proposal expectations, disclosure requirements, and administrative processes. Users should always verify sponsor-specific requirements and consult the appropriate USC offices when institutional review or action is required.
Can the Co-Pilot help me identify the appropriate USC office to contact?
Yes. Based on the topic or question, the Co-Pilot can help users identify the appropriate USC office, system, training resource, or administrative process and direct them to the appropriate institutional resources.
What information should I provide when asking a question?
For the most useful responses, provide relevant context such as the sponsor, award type, research activity, compliance topic, or administrative process involved. The more specific the question, the more tailored the response may be.
Compliance Questions
Can the Co-Pilot determine whether my project requires IRB review?
The Co-Pilot can explain USC HRP requirements and help users understand whether human-subjects research considerations may apply to their project. Official determinations regarding whether a project requires IRB review can only be made by the USC Human Research Protection (HRP) and the Institutional Review Board (IRB).
For additional information, visit the USC HRP website:
https://hrpp.usc.edu/
Can the Co-Pilot approve a human subjects study?
No. Human subjects research may only be approved by the USC Institutional Review Board (IRB). The Co-Pilot can help users understand HRP requirements and prepare for the IRB submission process, but it cannot grant IRB approval or make official human-subjects research determinations.
For additional information, visit:
https://hrpp.usc.edu/
Can the Co-Pilot approve animal research?
No. Animal research may only be approved by the USC Institutional Animal Care and Use Committee (IACUC). The Co-Pilot can provide guidance regarding protocols, amendments, training requirements, and animal welfare considerations, but it cannot approve animal research or make official IACUC determinations.
For additional information, visit the USC Department of Animal Resources:
https://dar.usc.edu
Can the Co-Pilot determine whether an export control license is required?
The Co-Pilot can help users identify activities that may involve export control considerations and explain applicable requirements. Official export control reviews, licensing determinations, and institutional guidance are provided by USC Export Controls.
For additional information, visit:
https://oec.usc.edu/compliance-programs/international-activity/research/
Sponsored Projects Questions
Can the Co-Pilot submit proposals?
No. Proposal submission must occur through established USC processes and authorized institutional officials. The Co-Pilot can assist with proposal planning, sponsor guidance, and administrative preparation.
Can the Co-Pilot sign agreements?
No. Only authorized USC officials possess institutional signature authority.
Can the Co-Pilot approve cost sharing?
No. Cost sharing commitments require institutional review and approval through established USC processes.
Can the Co-Pilot certify effort?
No. Effort certification must be completed through USC’s official effort certification process by the appropriate individuals.
Data Privacy & AI Governance Questions
Can I upload proposal documents?
Yes—but only if the documents comply with USC data governance requirements and do not contain restricted, confidential, sponsor-proprietary, export-controlled, or other prohibited information.
Before uploading documents, users should review the USC Generative AI General Policy and the Responsible AI & Data Protection guidance available on the Research Administration Co-Pilot Resource Page.
USC Generative AI General Policy:
https://policy.usc.edu/generative-ai-general-policy/
Can I upload confidential sponsor information?
No. Confidential, proprietary, or sponsor-restricted information should not be entered into the Co-Pilot.
For additional guidance, refer to the USC Generative AI General Policy and the Responsible AI & Data Protection section of the Resource Page.
Can I enter PHI?
No. Protected Health Information (PHI) and other HIPAA-regulated information should not be entered into the Co-Pilot.
Can I enter export-controlled information?
No. Export-controlled information should not be entered into the Co-Pilot.
Can I rely on AI-generated answers without review?
No. Users remain responsible for reviewing and verifying AI-generated information before relying on it for research administration activities. Sponsor requirements, USC policies, institutional guidance, and regulatory requirements always take precedence.
Which source controls if there is a difference?
Official USC policies, sponsor requirements, regulatory requirements, and institutional guidance always take precedence over AI-generated responses. When there is a discrepancy, users should follow the applicable institutional or sponsor guidance and consult the appropriate USC office when necessary.
Still Have Questions?
Visit the Research Administration Co-Pilot Resource Page for additional guidance, example prompts, responsible AI information, and contact resources.
Report Feedback
If you encounter information that appears incorrect, incomplete, outdated, or unclear, please complete the Research Administration Co-Pilot Feedback Survey.