As we approach fiscal year end, many departments are preparing annual reports, assessing research activity, and compiling data for internal planning. Our office is here to support you with the information you need. If you’re working on year‑end summaries or departmental reporting, let us know what proposal and award data would be most helpful.

We can provide customized reports that include proposal submissions, award totals, and other metrics relevant to your or your unit’s goals. Whether you need high‑level summaries or more detailed breakdowns, our team can help you access accurate, up‑to‑date information.

Please feel free to reach out anytime, and know that early requests help us deliver the data you need on your preferred timeline.

As Fiscal Year 2025-2026 (FY 26) comes to an end, we want to remind you of some important processes and deadlines. These processes & deadlines apply to all sponsored projects regardless of the end date. ORA must work in conjunction with rollup procedures and spending restrictions announced by the University.

Timeline and Processes

April – May 2026:

• Review bi-weekly fund reviews provided in email
• May 4th, 2026: Ensure Personnel Action Forms (PAFs) for summer 2025 extra compensation have been signed in Adobe Sign. Please check your email for an Adobe Sign request.
• Anticipate the need to process invoices, contracted services, supply purchases, etc. are made in advance of the purchasing deadlines listed below

June 2026:

• Review bi-weekly fund reviews provided in email.
• June 10th, 2026: Post Award deadline to submit FY 26 recodes, invoices, check requests, & travel reimbursements for approval
• June 10th, 2026: WCU Purchasing deadlines for PCards and Catamart.
• June 12, 2026: Interdepartmental Transactions.
• June 19th, 2026: All invoices, check requests, and travel reimbursements are submitted and paid
• Submit any needed requests to the Post-Award Action Form (includes budget revisions, recodes, check requests, etc.) to be processed in this FY.

For questions, please contact Benjamin Peters (bpeters@wcu.edu) and Cameron Lopez (clopez@wcu.edu).

Navigating next steps in the IRB process? Use the guidance below to ensure your submissions are completed correctly:

Responding to requested revisions:

Use this guide when the IRB has asked for changes to your submission

→ Respond to Changes Requested by the IRB Reviewer

Making changes to an approved study:

Use this process to request updates after approval

→ Submit a Modification to an Approved Protocol

Renewing or closing your study:

For full board studies requiring continuing review, or when your study is complete

→Complete a Continuing Review or Study Closure

If you’re unsure which pathway applies, reach out to our office—we’re happy to help ensure your submission is routed correctly.

For questions, contact: Mallory Ball mball@wcu.edu 

To help streamline review times and reduce back-and-forth during the submission process, we want to highlight a few common issues we frequently see:

• Missing or incomplete consent documentation
• Inconsistent information across study documents
• Incomplete data security/confidentiality descriptions
• Use of outdated templates or forms

Taking a few extra minutes to review your materials before submission can significantly speed up processing time.

If you’re unsure about any part of your submission, we’re happy to help before you submit.

For questions, contact: Mallory Ball mball@wcu.edu 

As a reminder, WCU requires project-specific disclosures for externally funded activities. This means that even if you have a disclosure on file, you may still need to submit or update your disclosure when you take on a new sponsored project, especially when there are changes in your role, responsibilities, or funding source.

Additionally, if you begin any new external activity for pay (consulting, speaking engagements, paid advising, contract work, etc.), it must be disclosed through WCU’s conflict of interest process. These disclosures help protect both the investigator and the institution, and they ensure we meet sponsor requirements and reporting obligations.

If you’re unsure whether an activity needs to be disclosed, it’s always best to disclose early or reach out for guidance. For information, click the following link: project-specific conflict of interest training requirements.

We also have helpful How-To Guides shown below:

• Creating and Submitting Your Self-Disclosure
• Supervisor COI Review
• Responding to Additional Information Needed

We will also be updating these to include clear language specific to both faculty and student scenarios. Stay tuned for updates.

For questions, contact: Mallory Ball mball@wcu.edu 

WCU is launching the NC Innovation Pipeline Development Program, a new grant opportunity to support faculty and staff in moving early‑stage research or creative activity toward real‑world impact. The program provides $10,000–$25,000 in seed funding, along with structured support and entrepreneurial guidance, to help advance projects to TRL 3 or higher over one summer and one semester.

Projects may (but are not required to) align with priority areas such as advanced manufacturing, biohealth, computing, agriculture, defense innovation, or energy transition. Applications are expected to open later this spring, with funded projects beginning May 15. Faculty interested in discussing an idea are encouraged to reach out to John Hildreth at jhildreth@email.wcu.edu.

Dogwood Health Trust has opened a new Request for Letters of Intent (LOI). WCU is limited to one LOI submission. The Office of Research Administration (ORA) will coordinate an internal LOI review prior to submission to Dogwood.

Titled Investing in Strategic Networks and Approaches that Tackle Complex Challenges, this funding opportunity offers grant support for coordinated, collaborative, community-led efforts that strengthen our region. Funds can be used to support both emerging or well-established collaborations spanning organizations, sectors and geographic locations to plan, pilot and scale breakthrough solutions to complex community challenges in Western North Carolina.

Grant Size are between $50,000- $500,000, and are usable over a two-year period.

Timeline:

• LOI Qualtrics Portal Opens: April 8
• LOI Submission Deadline: May 11 by 11:59 pm
• WCU lead decision announced: May 13
• Finalize LOI/Prepare for submission: May 13-15
• ORA Submission to Dogwood: May 18

Submit your LOI here.

For questions or support, please contact Kloo Hansen, Director of Research Administration, at kchansen@wcu.edu or Samantha Ellithorpe, Pre-Award Services Manager, at sellithorpe@wcu.edu.

We are excited to announce a new addition to the site: Special Programs & More. This page is your go-to for upcoming events, workshops, presentations, and special programming opportunities. Explore what’s new and stay connected.

We are excited to share that the Office of Research Administration has launched an official LinkedIn page. Follow us to stay informed about new funding opportunities, important announcements, and the latest updates from our office. Join our growing community and stay connected with everything happening at the ORA.