Interim SOPs MPowering submissions...

MPoweringtheStateProposalDevelopment–InterimSOPs

of 13, Date of last change 9/30/2013

In March of 2012, the Maryland state legislature charged the Board of Regents with developing a plan for the University of Maryland‘s College Park and Baltimore campuses to expand their collaborative efforts in order to create an even greater impact on the state and the next generation of innovators. MPowering the State is the manifestation of this vision - a partnership that demands a new working relationship between College Park and Baltimore that emphasizes teamwork and collaboration.

To promote this vision, we are establishing the following interim Standard Operating Procedures (SOPs). These SOPs reflect current business practices at this time. We ask that PIs, Departments, and Colleges work cooperatively with us through the new challenges this collaboration will bring.

MPowering the State envisions a seamless working relationship – from research lab to administration of the research process. This means that while we maintain our lead/subawardee relationship (due to different DUNS and rate agreements), we will talk about Lead and Partner Institutes, waive Indirect Costs on the 1st $25k of subawards between the campuses, and present a combined budget justification. Each Institution will continue to charge their federally negotiated rate on their associated direct costs. In addition, instead of a consortium letter, we will include a collaborative letter (on MPowering letterhead) describing the new relationship. We are the University of Maryland.

For now, ALL collaborations between College Park and Baltimore are to be MPowering the State proposals (see decision tree) and must follow the interim SOPs outlined here.

Questions regarding this procedure can be directed to: Dr. Beth Brittan-Powell Director, MPowering the State Joint Research Collaborations [email protected] http://mpowermaryland.com/

Please check ORA website often – SOPs are updated on a regular basis. Templates are downloadable from the website as well.

http://www.umresearch.umd.edu/ORAA/form/um_oraa_forms.html Look for MPowering the State.

2 of 13, Datee of last change 9/30/20013


Procedures for budgeting and routing documents to be included for MPowering Proposals: Contact MPowering re: collaboration - Send Beth Brittan-Powell ([email protected]) an email with UMCP and UMB PI information and announcement guidelines as an attachment or link.

Budgeting:

Where applicable, consortium line on budget pages will be used. Consortium budget justification (if required) – see appendix 1

Budget justifications: combined justifications will be used (see examples 2 and 3) – the lead is responsible for ensuring the combined justification is included.

Unless prohibited by the sponsor (e.g., NSF), UMCP and UMB have agreed to exclude the F&A on the first $25,000 of subawards made between the two campuses

o If you have questions about the IDC waiver and when to apply it, please contact Beth regarding IDC on subawards

Subaward paperwork: Collect/provide all the paperwork required of any subaward: SOW, budget, budget justification, biosketches, etc

In addition to what is typically required and listed above, MPowering proposals should also include the MPowering collaborative letter (see Appendix 2a,b&c attached).

This document replaces our typical consortium letter. It is to be signed by any of ORA’s authorized signers at College Park and Sponsored Programs Administration (SPA) at Baltimore.

For NIH proposals, this collaborative letter would be inserted in the consortium contractual agreements section (#13).

For NSF proposals, this collaborative letter would be inserted in the Supplementary Docs.

Other proposals: this collaborative letter would be inserted in the proposal in accordance with the funding announcement guidelines.

THIS DOCUMENT IS NOT REQUIRED FOR TEDCO/MII or MIPS PROPOSALS.

Routing: MPowering proposals are routed through dept, college, & ORA – (no change in current process)

The internal routing form remains internal to each respective University. UMB will not be signing UMCP’s internal routing form or vice versa.

Routing Memo: Please include a routing memo with the routed package. Example 1 is provided.

o It should contain information about the UMB collaborators, changes in Indirect Cost rate, announcement, and other important information that is important for this application.

o This is an interim document until the Routing Form can incorporate MPowering proposal language.

Routing Forms:

o For each PI receiving DRIF credit, add VPR/MPowering at 0% credit. This allows us to track MPowering grants in COEUS.

o Paper routing form: add VPR as College and MPowering as the dept (see Example 4 included).

o MPowering proposals/awards in COEUS (1420301). (Example 4 included)

o MPowering representative would not need to sign the routing form.

Final proposal: Please email Beth with the following information: Proposal development and/or Institutional proposal ID.


CHECKLIST -- MPowering proposal Development

____ Proposal identified as a collaboration with UMB (see decision tree)

____ Contact Beth Brittan-Powell ([email protected]) with UMCP and UMB PI information & announcement

REMINDER for ROUTING: MPowering proposals are routed through dept, college, & ORA – (no change in current process)

Proposal Language: ____ Lead institution and partner institution (in lieu of prime-sub) Budgeting: Unless prohibited by the sponsor (e.g., NSF), UMCP and UMB have agreed to exclude the F&A on the first $25,000 of subawards made between the two campuses. If you have questions about the IDC waiver and when to apply it, please contact Beth regarding IDC on subawards.

____ Combined budget justification used for all proposals. Lead is responsible for ensuring this is done.

***The combined budget justification will be uploaded under the lead. When a consortium budget justification is required, please upload a document based on Appendix 1.

Subaward paperwork:

____ Collect/provide all the paperwork required of any subaward: SOW, budget, budget justification, biosketches, etc

____ When required, a letter to agency would be from lead institute’s Sponsored Research Office.

____ MPowering collaborative letter signed by any of ORA’s authorized signers at College Park and by Baltimore’s Sponsored Programs Administration

o For NIH proposals, this collaborative letter would be inserted in the consortium section of the proposal (section 13).

o For NSF proposals, this collaborative letter would be inserted in the Supplementary Documents

o Other proposals: this collaborative letter would be inserted in the proposal in accordance with the funding announcement guidelines

o THIS DOCUMENT IN NOT REQUIRED FOR TEDCO/MII or MIPS PROPOSALS.

Routing Memo: Please include a routing memo with the routed package. Example 1 is provided.

____ Contains information about the UMB collaborators, changes in Indirect Cost rate, announcement, and other important information that is relevant for this application.

Routing:

____ For each PI receiving DRIF credit, VPR/MPowering (1420301) at 0% credit was added.

Final proposal:

____ Please email Beth with the following information: Institutional proposal ID and copy of the collaboration letter(s)


Appendix 1 - Consortium Budget justification

The University of Maryland, College Park (UM College Park) and the University of Maryland, Baltimore (UM Baltimore) have an established joint relationship designed to promote innovation. This collaborative partnership is called MPowering the State. Through this, research and research administration will be streamlined making collaboration across the campuses seamless to the PIs. Please see the combined budget justification and the MPowering collaboration letter for additional information.

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MPowering Routing Memo (EXAMPLE 1)

TO: Department / Dean - Grants administration FROM: Beth Brittan-Powell RE: MPowering Proposal – PI Brittan-Powell, VPR DATE: March 5, 2013 We are submitting a R01 with UMCP as the lead and UMB as the partner institute. The proposal due date is 15 march13 at 5:00 pm. The announcement is: http://grants.nih.gov/grants/guide/pa-files/PAR-13-130.html Important notes: (use this section to talk about important issues associated with application – for example IDC rate, out of the ordinary requests by announcement/funding agency) The IDC rate for this application is limited to XX% per sponsor (see page# of the announcement). There are also multiple depts. Involved at College Park – all signatures are attached. FCOI has been submitted. UMB collaborators: (please list them by name) Dr. Robert So&So, dept of Psychiatry Dr. Angela Right, dept of medicine Please let me know if there are any problems or concerns. Thank you – Your name Email phone


EXAMPLE 2

MODULAR BUDGET JUSTIFICATION (TEMPLATE)

This proposal falls under MPowering the State: a joint relationship between University of Maryland’s College Park and Baltimore campuses. Research and research administration will be streamlined making collaboration across the campuses seamless to the PIs.

Salary and Wages

SENIOR PERSONNEL

UM COLLEGE PARK: NAME, , (XX months) Dr. XX will be responsible for . His/Her roles will include .

UM BALTIMORE: NAME, , (XX months) Dr. XX will be responsible for . His/Her roles will include .

OTHER PERSONNEL

UM COLLEGE PARK: NAME or To Be Named, The XX will be responsible for

UM BALTIMORE: NAME or To Be Named, The XX will be responsible for

Other Direct Costs (not inclusive of all categories) UM COLLEGE PARK

Other: Tuition remission for the Graduate Research Assistant is budgeted at xx credits per year for each 12 month appointment. Year xx are increased by 5% each year.

UM BALTIMORE

Other: Tuition remission for the Graduate Research Assistant is budgeted at xx credits per year for each 12 month appointment. Year xx are increased by 5% each year.

INDIRECT COSTS

UM COLLEGE PARK - The indirect cost rate for the University of Maryland is 52 percent of the Modified Total Direct Costs (MTDC) base which excludes tuition remission, equipment over $5,000, rental costs of off-campus facilities, and the portion of subawards over $25,000*. This charge has been approved by the cognizant government agency, Department of Health and Human Services. This rate was approved on June 28, 2012. In addition, the University of Maryland has internally waived the F&A rate for computers over $1,000. UM BALTIMORE MTDC, On-Campus Rate: The negotiated indirect cost rate for the period 4/1/10 - 3/31/15 for UM BALTIMORE is 53.5 percent per DHHS agreement dated June 10, 2011. The allocation base is modified total direct costs, consisting of all salaries and wages, fringe benefits, materials, supplies, services, travel and sub-grants and sub-contracts up to the first $25,000 of each sub-grant or sub-contract* (regardless of the period covered by the sub-grant or sub-contact). Modified total direct costs shall exclude equipment, capital expenditures, charges for patient care, student tuition remission, rental costs of off-site facilities, scholarships, and fellowships as well as the portion of each sub-grant and subcontract in excess of $25,000.

*Because this proposal falls under MPowering the State, the MTDC base for UM COLLEGE PARK excludes taking IDC on the first $25,000 of UM BALTIMORE’s subaward.


EXAMPLE 3

DETAILED BUDGET JUSTIFICATION (TEMPLATE)

This proposal falls under MPowering the State: a joint relationship between University of Maryland’s College Park and Baltimore campuses. Research and research administration will be streamlined making collaboration across the campuses seamless to the PIs.

Salary and Wages

SENIOR PERSONNEL

UM COLLEGE PARK: NAME, , (XX months) Dr. XX will be responsible for . His/Her roles will include .

UM BALTIMORE: NAME, , (XX months) Dr. XX will be responsible for . His/Her roles will include .

OTHER PERSONNEL

UM COLLEGE PARK: NAME or To Be Named, The XX will be responsible for

UM BALTIMORE: NAME or To Be Named, The XX will be responsible for

Fringe Benefits: UM COLLEGE PARK: Fringe Benefits are calculated at the actual fringe rate for known personnel. For personnel to be determined it was XX% and XX% for hourly, for a cumulative total of $____________. In addition, tuition remission fringe benefit is listed in budget under other. In keeping with the UMCP practices, fringe benefits (including tuition) are estimates; the actual cost of the benefits will be charged directly to the project.

UM BALTIMORE: Fringe Benefits are calculated at the actual fringe rate for known personnel. For personnel to be determined it was XX% and XX% for hourly, for a cumulative total of $____________. In addition, tuition remission fringe benefit is listed in budget under other. In keeping with the UMB practices, fringe benefits (including tuition) are estimates; the actual cost of the benefits will be charged directly to the project.

Domestic Travel: UM COLLEGE PARK A total of $_______ is budgeted for travel. In year 1, _____ has been budgeted to cover travel cost for xxxxxx to travel to professional meetings. This is an average of x trips per year/person at a cost $xx to cover airfare, accommodations, per diem, etc. (more detailed example: xx persons, $xx/person; ~$xx room x night, ~$125 per diem, ~$xx airfare. The costs are increased 3% each year. UM BALTIMORE A total of $_______ is budgeted for travel. In year 1, _____ has been budgeted to cover travel cost for xxxxxx to travel to professional meetings. This is an average of x trips per year/person at a cost $xx to cover airfare, accommodations, per diem, etc. (more detailed example: xx persons, $xx/person; ~$xx room x night, ~$125 per diem, ~$xx airfare. The costs are increased 3% each year.

Foreign Travel:

UM COLLEGE PARK A total of $_______ is budgeted for travel. In year 1, _____ has been budgeted to cover travel cost for xxxxxx to travel to professional meetings. This is an average of x trips per year/person at a cost $xx to cover airfare, accommodations, per diem, etc. (more detailed example: xx persons, $xx/person; ~$xx room x night, ~$125 per diem, ~$xx airfare. The costs are increased 3% each year. UM BALTIMORE A total of $_______ is budgeted for travel. In year 1, _____ has been budgeted to cover travel cost for xxxxxx to travel to professional meetings. This is an average of x trips per year/person at a cost $xx to


cover airfare, accommodations, per diem, etc. (more detailed example: xx persons, $xx/person; ~$xx room x night, ~$125 per diem, ~$xx airfare. The costs are increased 3% each year.

Equipment: UM COLLEGE PARK Funds $_________ are requested in Year xx for _______ UM BALTIMORE Funds $_________ are requested in Year xx for _______

Other Direct Costs (not inclusive of all categories) UM COLLEGE PARK

Materials and Supplies: A total of $______ is budgeted for materials and supplies the five-year period. Year 1: $___ covers ______________________. Years xx are increased 3% per year. Subject payment: $_______ is budgeted for subject payment for the xx year period. Year 1: $____ per year is allocated for subject incentives. This includes _____________, etc. Yr xx are increased 3%. Other: Tuition remission for the Graduate Research Assistant is budgeted at xx credits per year for each 12 month appointment. Year xx are increased by 5% each year.

UM BALTIMORE

Materials and Supplies: A total of $______ is budgeted for materials and supplies the five-year period. Year 1: $___ covers ______________________. Years xx are increased 3% per year. Subject payment: $_______ is budgeted for subject payment for the xx year period. Year 1: $____ per year is allocated for subject incentives. This includes _____________, etc. Yr xx are increased 3%. Other: Tuition remission for the Graduate Research Assistant is budgeted at xx credits per year for each 12 month appointment. Year xx are increased by 5% each year.

INDIRECT COSTS

UM COLLEGE PARK - The indirect cost rate for the University of Maryland is 52 percent of the Modified Total Direct Costs (MTDC) base which excludes tuition remission, equipment over $5,000, rental costs of off-campus facilities, and the portion of subawards over $25,000*. This charge has been approved by the cognizant government agency, Department of Health and Human Services. This rate was approved on June 28, 2012 In addition, the University of Maryland has internally waived the F&A rate for computers over $1,000. UM BALTIMORE MTDC, On-Campus Rate: The negotiated indirect cost rate for the period 4/1/10 - 3/31/15 for UM BALTIMORE is 53.5 percent per DHHS agreement dated June 10, 2011. The allocation base is modified total direct costs, consisting of all salaries and wages, fringe benefits, materials, supplies, services, travel and sub-grants and sub-contracts up to the first $25,000 of each sub-grant or sub-contract* (regardless of the period covered by the sub-grant or sub-contact). Modified total direct costs shall exclude equipment, capital expenditures, charges for patient care, student tuition remission, rental costs of off-site facilities, scholarships, and fellowships as well as the portion of each sub-grant and subcontract in excess of $25,000.

*Because this proposal falls under MPowering the State, the MTDC base for UM COLLEGE PARK excludes taking IDC on the first $25,000 of UM BALTIMORE’s subaward.

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