All UF employees have access to UFIRST through the Study Staff role. Access to select records is through security assigned by each unit’s Grant Workflow Administrator or by being named on an individual Proposal, Award, Agreement or other transaction.
| UFIRST Role | myUFL ARS Role Needs affiliation in UFIRST by GWA? | Actions in UFIRST | Required / Recommended Training |
|---|---|---|---|
| Study Staff (Registered User) | None needed if individual has active job record in myUFL in one of these categories: 192 Faculty; 193 USPS Employee; 194 OPS Employee; 195 TEAMS Employee; 197 Courtesy Faculty; 200 Emeritus; 205 UF Executive; 219 Clinical Faculty | Create proposals and agreements; Serve as PI and other project team members; Be listed as viewer or editor for a single record rather than an entire department | None |
| Study Staff (Registered User) | If individual has a University responsibility but no active job (e.g., OPS through TempForce or Jacksonville Shands employees), requires UF_N_GM_NONEMPLOYEE and POI code ‘0012’ (“UFIRST User”) assigned via ePaf process | Create proposals and agreements; Serve as PI and other project team members; Be listed as viewer or editor for a single record rather than an entire department | None |
| Grants Administrator | UF_GM_Proposals (Yes) | Edit proposals, agreements, and awards; Support PIs in UFIRST data entry | Required: RSH207, RSH260 Recommended: RSH279, RSH280, RSH281, RSH282 |
| Grants Approver | UF_N_GM_Grants_Approver (Yes) | Approve proposals, budgets, and ad-hoc reviews | Required: None Recommended: RSH279, RSH207, RSH260 |
| Unit Fiscal Authority | UF_N_GM_Grants_Approver (Yes) | Approve cost share and temporary awards | Required: None Recommended: RSH279, RSH207, RSH260 |
| Grants Workflow Administrator | UF_N_GM_WORKFLOW_ADMINISTRATOR (No) | Affiliate Administrators and Approvers with the correct unit in UFIRST | Required: None Recommended: RSH279 |
| Additional Viewer | N/A (Yes) | Able to view all records for a unit | None |
Core Office Roles
| UFIRST Role | myUFL ARS Role |
|---|---|
| DSP Staff | UF_GM_DSR |
| DSP Manager | UF_N_GM_DSP_SITE_ADMIN |
| Document Negotiator | UF_N_GM_DOCUMENT_NEGOTIATOR |
| SF424 Grants Specialist | UF_N_GM_424_SUBMIT |
| CG Staff | UF_GM_CORE |
| CG Manager | UF_GM_MANAGER |
| OCR Staff | UF_N_GM_OCR_STAFF |
| OCR Manager | UF_N_GM_OCR_MANAGER |
| Global Viewer | UF_N_GM_GLOBAL_VIEWER |
| EC Compliance Specialist | UF_N_GM_COMPLIANCE_SPECIALIST |
| COI Compliance Specialist | UF_N_GM_RSCH_COI_SPECIALIST |
Individuals who have a responsibility for an entire unit (e.g., Research Administrators, Coordinators, Accountants, Program Managers) or are responsible for approving records in UFIRST (generally Chairs, Directors, Deans, College Business Officers, and their approval delegates) will need additional UFIRST roles to perform these functions. For these individuals to gain the necessary access:
- Determine the UFIRST role(s) needed. If myUFL ARS role(s) are required, complete the necessary training(s) and engage your Department Security Administrator (DSA) to provide the myUFL role(s).
- Once any myUFL roles have been provided, submit a request to your Grants Workflow Administrator (GWA) to affiliate you with the unit(s) for which you will act in UFIRST. Click here to find your GWA. Ensure you are logged in, then select “Grants Workflow Administrator” from the list of roles and click “search”.
If you are changing jobs, notify the GWAs of your outgoing and incoming units so they can adjust your access as needed.
Individuals who have a University responsibility but no active UF job (e.g., Jacksonville Shands employees) will require a myUFL role and a Person of Interest (POI) code to be assigned in order to access UFIRST.
For questions about UFIRST roles and security, contact ufirst@research.ufl.edu.
Frequently Asked Questions
How does the proposal approval process work?
- The GWA lists the approvers in order for each unit (Division, Department, etc.). There can be a pool of approvers at any particular level (i.e., a Department may list the Chair, Vice Chair, and Department Business Officer as approvers for the Chair level.)
- Each proposal in UFIRST has a submitting department (unit). When the proposal is submitted for review and approval, the system looks at the submitting department approvers as set up by the GWA and adds all of them to the approval chain. This chain is recorded on the proposal.
- UFIRST sends an email to the first level of approvers. When any one of them approves, UFIRST sends an email to the second level of approvers, and so on, until all levels have completed the approvals.
- The proposal is routed automatically to DSP after the last approval.
How do I know what I see in my Inbox?
Your UFIRST Inbox is broken into “Do” and “Watch” sections. What you see in each section is identified on these matrixes.
Resources
Last updated 4/9/24