The Most Common Answer in Research Administration: It Depends

At a recent conference, I was asked: “What do you wish you knew when you first started in research administration?” My answer was immediate: How often the answer would be, “It depends.”

When you are new to research administration, you expect every question to have one clear answer. You search the policy, review the regulations, and look for the checklist that tells you exactly what to do.

But research administration is rarely that simple.

Can this expense be charged to the award? It depends.

Does this require prior approval? It depends.

Which F&A rate applies? It depends.

Can we rebudget these funds? You guessed it—it depends.

The answer may vary based on the sponsor, award terms, funding mechanism, institutional policy, timing, or the specific circumstances surrounding the request. At first, “it depends” can feel like an incomplete answer. Over time, you realize it is often the most accurate place to begin. The real skill research administrators should hone is knowing what to ask next:

• What do the award terms say?

• Is there sponsor-specific guidance?

• Does institutional policy apply?

• Has the action already occurred?

• What risks or approvals should be considered?

  
  

Experienced research administrators do not necessarily have every answer memorized. They know how to gather the right information, interpret the guidance, and help others identify a practical and compliant path forward.

Of course, simply saying “it depends” to investigators is not enough. Our role as administrators is to explain what it depends on and what should happen next.

That might sound like:

“It depends on the sponsor’s requirements. Let’s review the award terms before moving forward.”

Research administration is full of gray areas. Learning to navigate them with curiosity, confidence, and good judgment is a major part of developing in the profession.

So, what do I wish I had known when I started?

That “it depends” is not a sign that you do not know the answer. Sometimes, it is the sign that you know enough to ask the right questions.