Overview
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Access the USC Research Administration Navigator
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What is the Research Administration Navigator?
The USC Research Administration Navigator is an AI-powered advisory resource designed to help Principal Investigators (PIs), Research Administrators (RAs), research staff, and other members of the USC research community locate guidance, understand requirements, navigate institutional processes, and prepare stronger research administration submissions.
The USC RA Navigator draws upon USC research administration guidance, operational workflows, training materials, sponsor requirements, compliance resources, and federal regulations to provide practical, contextual support throughout the research lifecycle.
The USC RA Navigator can help users:
- Understand sponsor requirements
- Navigate proposal development and submission processes
- Understand award administration requirements
- Interpret research compliance requirements
- Locate institutional resources
- Support training and onboarding
- Improve awareness of research security, export controls, human subjects, and animal research requirements
How the USC RA Navigator Supports You
The USC Research Administration Navigator is designed to help users locate information, understand requirements, navigate institutional processes, and identify the appropriate resources for research administration activities across the sponsored project lifecycle.
The USC RA Navigator can help users:
- Understand policies, procedures, and sponsor requirements
- Navigate institutional review and approval pathways
- Prepare stronger proposals and administrative submissions
- Identify the appropriate USC office, system, or resource
- Learn research administration concepts and best practices
- Support training, onboarding, and professional development
The USC RA Navigator is intended to support—not replace—professional expertise, institutional oversight, or administrative judgment.
Institutional Review and Oversight
While the USC RA Navigator can help users better understand requirements and processes, all official reviews, approvals, signatures, compliance determinations, and sponsor communications remain the responsibility of the appropriate USC offices and authorized personnel.
Examples include:
- Proposal review and submission through DCG
- Financial administration through SPA
- Human-subjects research review through HRPP and the IRB
- Animal research review through DAR and the IACUC
- Research security and compliance oversight through OEC
- Export control review by designated USC subject matter experts
Benefits for Principal Investigators
The USC RA Navigator helps Principal Investigators better understand sponsor requirements, institutional expectations, and research administration processes throughout the lifecycle of a project. By providing quick access to guidance, resources, and compliance information, the USC RA Navigator supports informed decision-making while reinforcing that formal reviews, approvals, and institutional determinations remain the responsibility of the appropriate USC offices.
Understanding Sponsor Requirements
Gain insight into common sponsor requirements, proposal expectations, disclosure obligations, and administrative considerations to help prepare stronger and more compliant submissions.
Research Compliance Awareness
Better understand institutional obligations, regulatory requirements, and compliance considerations that may apply to your research activities before engaging in formal review processes.
Research Security Support
Navigate research security requirements, disclosure obligations, foreign collaboration considerations, and federal sponsor expectations related to research security and transparency.
Human Subjects and Animal Research Guidance
Learn key concepts, review pathways, and institutional requirements related to human-subjects and animal research before beginning formal HRPP, IRB, DAR, or IACUC review processes.
Award Stewardship Support
Improve awareness of financial, administrative, reporting, and compliance responsibilities associated with managing sponsored projects and stewarding sponsored funds.
Benefits for Research Administrators
The USC RA Navigator is designed to support Research Administrators throughout the sponsored project lifecycle by providing quick access to institutional guidance, sponsor requirements, compliance information, and operational resources. Whether supporting proposal development, award management, compliance activities, or onboarding new staff, the USC RA Navigator helps users locate information more efficiently and navigate research administration processes with greater confidence.
Proposal Development Support
Access sponsor guidance, institutional requirements, and proposal development resources to help prepare compliant, complete, and competitive submissions.
Award Administration Support
Better understand award terms and conditions, sponsor requirements, reporting obligations, and post-award administrative responsibilities throughout the life of an award.
Compliance Navigation
Identify applicable compliance requirements, review pathways, and institutional processes to support informed decision-making and timely coordination with the appropriate USC offices.
Training and Onboarding
Support professional development and accelerate onboarding by providing easy access to research administration concepts, policies, procedures, and institutional resources.
Institutional Resource Identification
Quickly identify the appropriate USC office, system, training resource, or administrative process when additional guidance, review, or action is required.
Key Capabilities
The USC RA Navigator provides practical, research administration-focused guidance across the sponsored project lifecycle. Drawing upon USC institutional resources, sponsor requirements, and regulatory guidance, the USC RA Navigator helps users navigate processes, understand requirements, identify appropriate resources, and prepare stronger research administration submissions while reinforcing that official reviews and approvals remain the responsibility of the appropriate USC offices and personnel.
Sponsored Projects Administration
Navigate proposal development, award administration, sponsor requirements, and post-award responsibilities with quick access to institutional guidance and research administration best practices.
The USC RA Navigator can assist users with:
- Proposal development
- Budget preparation
- Budget justifications
- Cost sharing guidance
- Sponsor requirements
- Award administration
- Subawards
- Prior approval considerations
- Reporting requirements
- Award closeout concepts
Research Compliance
Understand institutional, sponsor, and regulatory requirements while identifying appropriate compliance review pathways and administrative responsibilities throughout the research lifecycle.
The USC RA Navigator helps users understand:
- Institutional requirements
- Sponsor requirements
- Regulatory obligations
- Compliance review pathways
- Research administration responsibilities
Human Subjects Research (HRPP / IRB)
Access guidance on human-subjects research requirements, informed consent, IRB review pathways, and participant protections to support preparation for formal HRPP and IRB review.
The USC RA Navigator can provide information regarding:
- Human subjects research concepts
- IRB review categories
- Informed consent
- HIPAA considerations
- Single IRB requirements
- Vulnerable populations
- Ancillary reviews
Formal IRB determinations remain the responsibility of USC HRPP and the IRB.
Animal Research (DAR / IACUC)
Explore information related to animal research protocols, training requirements, animal welfare considerations, and IACUC processes to help prepare for successful protocol development and review.
The USC RA Navigator can provide information regarding:
- IACUC protocols
- Amendments
- Personnel training
- Veterinary considerations
- Animal welfare
- Protocol preparation
Formal IACUC review and approval remain required.
Research Security
Learn about research security requirements, disclosure obligations, foreign collaborations, and federal sponsor expectations to support compliance with evolving research security requirements.
The USC RA Navigator can help users understand:
- Research Security Training requirements
- Current and Pending Support
- Other Support disclosures
- Foreign collaborations
- Research security obligations
- Research integrity expectations
Export Controls
Identify potential export control considerations involving international activities, restricted research, controlled technologies, and foreign collaborations before engaging the appropriate USC subject matter experts.
The USC RA Navigator can identify potential export control considerations involving:
- International collaborations
- Restricted research
- Controlled technologies
- Foreign national participation
- International travel considerations
Formal export control review remains required.
Workday and Cayuse Guidance
Receive guidance on proposal routing, award administration, Workday navigation, Cayuse processes, and key research administration workflows that support day-to-day operations.
The USC RA Navigator can provide assistance with:
- Proposal routing
- Cayuse processes
- Workday navigation
- Award administration concepts
- Effort reporting processes
- Research administration workflows
Common Use Cases
The USC Research Administration Navigator can assist users across a wide range of research administration activities, from proposal planning and compliance reviews to award management and sponsor-specific requirements. Below are examples of common questions and scenarios where the USC RA Navigator can help users locate information, understand requirements, and identify the appropriate next steps.
Get support interpreting sponsor guidelines, developing proposal components, understanding disclosure requirements, and preparing submissions before routing and institutional review.
Example Question:
“I am preparing an NIH proposal and need help understanding current and pending support requirements.”
Understand award terms and conditions, reporting obligations, rebudgeting considerations, prior approval requirements, and other post-award administrative responsibilities.
Example Question:
“What sponsor approvals may be required before rebudgeting?”
Learn about human-subjects research requirements, IRB review pathways, informed consent considerations, and participant protection requirements before beginning the formal review process.
Example Question:
“Does my project require IRB review?”
Access information related to protocol development, amendments, personnel training requirements, and animal welfare considerations to help prepare for IACUC review.
Example Question:
“When is an IACUC amendment required?”
Understand federal research security requirements, disclosure obligations, training requirements, and considerations involving international collaborations and foreign affiliations.
Example Question:
“What research security requirements apply to this project?”
Identify activities that may require additional review due to international collaborations, controlled technologies, restricted research, or foreign national participation.
Example Question:
“Does this international collaboration raise export control concerns?”
Receive guidance on effort commitments, certification requirements, payroll allocation considerations, and common effort reporting responsibilities associated with sponsored projects.
Example Question:
“What effort certification requirements apply to this award?”
Prompt Engineering for RA Navigator
Improve Your Prompts
Providing clear context and specific instructions helps the USC RA Navigator deliver more focused, relevant, and actionable guidance. Explore the Prompt Engineering for RA Navigator guide to learn the CRAFT Prompt Formula, improve follow-up questions, request supporting sources, and organize responses in a format that works for your needs.
USC RA Navigator Resources
Looking for Answers to Common Questions?
Explore the USC Research Administration Navigator Frequently Asked Questions (FAQ) page for answers to common questions about proposal development, award management, research compliance, human subjects research, animal research, research security, data privacy, and responsible AI use.
Responsible AI and Data Protection
The USC Research Administration Navigator is designed to help users navigate research administration processes more efficiently while promoting responsible, secure, and appropriate use of artificial intelligence. Users should always exercise professional judgment, protect sensitive information, and verify AI-generated content before relying on it for research administration activities.
USC AI Governance
The USC RA Navigator should be used in accordance with USC’s Generative AI General Policy and all applicable USC data governance, privacy, information security, and research compliance requirements.
USC’s guidance emphasizes the responsible use of approved AI technologies, protection of university information, and appropriate human oversight when using AI-generated content. Users remain responsible for ensuring that information entered into and generated by the USC RA Navigator is handled in accordance with university policy and applicable sponsor, regulatory, and contractual requirements.
For the most current guidance regarding the appropriate use of generative AI at USC, including information related to data protection, acceptable use, confidentiality, intellectual property, human oversight, and user responsibilities, please review the USC Generative AI General Policy:
https://policy.usc.edu/generative-ai-general-policy/
Users should consult the policy regularly, as university guidance and requirements may evolve as AI technologies and institutional practices continue to develop.
Verification of AI Responses
AI-generated responses should be viewed as informational guidance and may not always reflect the most current institutional, sponsor, or regulatory requirements.
AI-generated responses may be incomplete, inaccurate, or out of date.
Users remain responsible for:
- Verifying AI-generated information
- Reviewing applicable policies and guidance
- Confirming sponsor requirements
- Confirming institutional requirements
- Consulting appropriate USC offices when needed
- Exercising professional and administrative judgment
Before relying on AI-generated content in proposals, reports, compliance submissions, or other research administration activities, users should review the information for accuracy, completeness, and applicability to their specific situation.
Appropriate Uses of the USC RA Navigator
The USC RA Navigator is intended to support research administration learning, planning, and process navigation.
Examples of appropriate use include:
- Learning USC policies and procedures
- Research administration training and onboarding
- Proposal planning and preparation
- Compliance awareness and education
- Understanding sponsor requirements
- Navigating institutional processes and workflows
- Drafting administrative content and communications
- Identifying relevant USC offices, systems, and resources
- Exploring research administration best practices
The USC RA Navigator is most effective when used as a research administration support tool rather than a decision-making authority.
Inappropriate Uses of the USC RA Navigator
The USC RA Navigator should not be used as a substitute for required institutional reviews, approvals, or professional expertise.
Examples of inappropriate use include:
- Seeking official institutional approvals
- Requesting formal compliance determinations
- Replacing required IRB, IACUC, export control, or other compliance reviews
- Making award, contractual, or regulatory decisions solely based on AI-generated content
- Entering restricted, confidential, or prohibited information
- Uploading sensitive documents without authorization
- Treating AI-generated responses as official USC policy or sponsor guidance without verification
- All official reviews, approvals, signatures, determinations, and compliance decisions remain the responsibility of the appropriate USC offices and authorized personnel.
Protecting Sensitive Information
Users should not enter information into the USC RA Navigator that is restricted by USC policy, sponsor requirements, contractual obligations, or applicable laws and regulations.
Examples may include:
- Protected Health Information (PHI)
- FERPA-protected student information
- Export-controlled information
- Controlled Unclassified Information (CUI)
- Sponsor proprietary information
- Confidential personnel information
- Restricted university information
- Sensitive research data
When in doubt, do not enter the information and consult the appropriate USC office before proceeding.
Information That Should Not Be Entered
To help protect university, sponsor, participant, and employee information, users should not enter data into the USC RA Navigator that is restricted by USC policy, sponsor agreements, contractual obligations, privacy requirements, or applicable laws and regulations. When in doubt, do not enter the information and consult the appropriate USC office before proceeding.
Can I Enter This Information?
Select an information type before including it in a prompt for the USC Research Administration Navigator.
Quick check
Choose an information type
Select an option to see whether that type of information may be entered into the USC RA Navigator.
When in doubt, leave it out. If you are uncertain whether information is public or appropriately protected, do not include it in your prompt. Verify the applicable USC requirements before proceeding.
Common Examples of Restricted Information
Protected Health Information (PHI)
Protected Health Information and other HIPAA-regulated data should not be entered into the USC RA Navigator.
Examples include:
- Medical records
- Patient information
- HIPAA-protected data
- Clinical research records containing identifiable patient information
Student Records
Student educational records protected under FERPA should not be entered into the USC RA Navigator.
Examples include:
- FERPA-protected information
- Student educational records
- Academic performance records
- Student disciplinary information
Personnel Information
Confidential employee information and sensitive human resources records should not be entered into the system.
Examples include:
- Employee disciplinary information
- Personnel actions
- Performance evaluations
- Sensitive HR records
Export-Controlled Information
Information subject to export control regulations should not be entered into the USC RA Navigator without appropriate authorization and review.
Examples include:
- ITAR-controlled data
- EAR-controlled technical information
- Controlled technical drawings
- Restricted research information
Controlled Unclassified Information (CUI)
Controlled Unclassified Information and other federally restricted information should not be entered into the USC RA Navigator.
Examples include:
- Federal CUI
- Sponsor-restricted information
- Government-controlled research information
Sponsor Proprietary Information
Confidential or proprietary sponsor information should not be entered into the USC RA Navigator.
Examples include:
- Confidential sponsor materials
- Proprietary sponsor documents
- Sponsor trade secrets
- Non-public sponsor data
Restricted Confidential Data
Certain categories of highly sensitive institutional, sponsor, research, or regulatory information require additional protections and should not be entered into the USC RA Navigator without appropriate authorization.
Examples may include:
- Export-controlled information
- Controlled Unclassified Information (CUI)
- Sponsor-restricted data
- Sensitive research information
- Other restricted confidential information
Additional Guidance
For detailed guidance regarding data protection requirements, confidentiality considerations, acceptable use standards, and restricted information, please review the USC Generative AI General Policy.
Best Practices for Using the USC RA Navigator
The USC RA Navigator is most effective when users provide clear, specific questions and use the tool as a supplement to—not a replacement for—institutional guidance, professional judgment, and required review processes. Following a few simple best practices can help users receive more accurate, relevant, and useful responses.
Providing clear context and specific details helps the USC RA Navigator deliver more tailored and actionable guidance. When possible, include information such as the sponsor, award type, research area, or specific process you are navigating.
Include:
- Sponsor name
- Award type
- Research area
- Process or question involved
AI-generated responses should always be reviewed and verified against applicable sponsor requirements, USC policies, compliance obligations, and institutional procedures before taking action or making decisions.
Always verify:
- Sponsor requirements
- Compliance requirements
- Deadlines
- Approvals
- Institutional procedures
The USC RA Navigator is designed to complement USC's research administration support services by helping users locate information and understand requirements. It does not replace the expertise, review, approvals, or guidance provided by the appropriate USC offices and subject matter experts.
Contact and Support
The USC RA Navigator is designed to help users locate information, understand requirements, and navigate research administration processes more efficiently. However, it does not replace the expertise, review, approvals, or oversight provided by USC’s research administration and compliance offices.
If your question requires institutional review, approval, or an official determination, please contact the appropriate USC office below.
Department of Contracts & Grants (DCG)
Proposal review and submission, award negotiation and acceptance, sponsored research agreements, subawards, sponsor communications, and pre-award administration.
Sponsored Projects Administration (SPA)
Award setup and modifications, financial reporting, invoicing, expense transfers, cost transfers, award closeout, and post-award financial administration.
Human Research Protection Program (HRPP)
Human-subjects research, IRB review, informed consent requirements, HIPAA considerations, single IRB requirements, and human research compliance.
DAR / IACUC
Animal research protocols, IACUC review and approval, animal welfare requirements, veterinary services, personnel training, and protocol amendments.
Office of Ethics & Compliance (OEC)
Research security, disclosure requirements, research integrity, conflict of interest compliance, institutional compliance guidance, and AI governance.
Export Controls
Export-controlled research, international collaborations, restricted research, Technology Control Plans, foreign national participation, and international shipments.
Additional Resources
Need Additional Help?
Visit the Frequently Asked Questions (FAQ) page for answers to common USC RA Navigator questions and guidance on responsible use of the platform.
Help Us Improve the USC Research Administration Navigator
The USC Research Administration Navigator is intended to be a continuously improving resource for the USC research community.
If you encounter information that appears incorrect, incomplete, outdated, or unclear, please let us know. Your feedback helps improve the quality, accuracy, and usefulness of the platform for all users.
Report Feedback
Complete the USC Research Administration Navigator Feedback Survey.
Reminder
The USC Research Administration Navigator is a research administration support tool designed to help users understand policies, navigate processes, and identify relevant resources.
The USC RA Navigator does not replace institutional review, approvals, signatures, compliance oversight, sponsor requirements, or professional judgment. Users remain responsible for verifying information and obtaining all required institutional and sponsor approvals. All official decisions remain the responsibility of the appropriate USC offices and authorized personnel.