Administrative Responsibilities/Issues:

Since primary responsibility for issues regarding publication, data retention and intellectual property are with the Principal Investigator, the administrator's role in these areas will be minimal.

As an administrator, it is important to be aware of the regulations governing data retention. Once the research is complete, the University is responsible for keeping both scientific and financial records for a research project. Specific sponsor regulations will determine the length of time required to keep these records but generally speaking, data must be kept for three years following the final closure or audit of a project.

The University requires anyone that has technical responsibilities to the University or who participates in sponsored research to execute an Intellectual Property Form (IPA). For most individuals this form will be completed at the onset of the individual's employment with the University. The primary role of an administrator in this case will be to ensure that all graduate students and postdoctoral students who fit the criteria above complete an IPA. In addition, the Office of Research & Project Administration will send an annual request asking for an update to the IPA list kept in that Office.

In the case of intellectual property, the Investigator will contact and work with the Office(s) of Technology Transfer (OTT) directly regarding disclosure of an invention. If an invention is made, and ultimately licensed, the resulting revenues will be distributed according to the current Intellectual Property Policy. Once a department is made aware of this, the administrator may be responsible to request an account for deposit of these funds, and may also be responsible for tracking receipt of royalty payments made to the department. It is important to remember that once an invention is made, licensed, and continues to generate an income, the department will receive royalty payments whether or not the Investigator remains employed with the University.

The intellectual property policy for the University is available on the OTT website at http://www.rochester.edu/ott.

The administrator should assist the investigators to ensure that the funding sponsor is appropriately acknowledged on all publications, abstracts, posters, etc., hence, it is important that all laboratory personnel be informed of the sponsor (account) that supports their salary or stipend.