Research Administration Updates & Information

Session9/17/2014

Office of Research and Sponsored Programs (ORSP)

843-792-3838

Topics Covered

• Introduction & Introductions• NIH Notices/Updates• SciENcv• Uniform Guidance Updates• Reminders/Miscellaneous• Questions/Feedback

NIH Notices & Updates

NOT-OD-13-097 – eRA Commons User IDs required for

graduate and undergraduate student roles

– 1 or more person-months effort on project

– NIH requests the students complete profile

– Has been a ‘warning’ since October 2013

– Will be an ‘error’ beginning October 2014

NIH Notices & Updates

NOT-OD-14-084 – NIH Updating Closeout Policies & Procedures– Effective for project end dates after 9/30/2014– “Bilateral closeout” – ALL final reports submitted

(90 days) and accepted within 180 days– “Unilateral closeout” – without receipt of

acceptable final reports (out of compliance)• Risk of disallowed costs and/or debt• GCA closeout processes

– May change to align with Uniform Guidance– Frequently Asked Questions on grant closeout

NIH Notices & Updates

NOT-OD-14-113 – Description of how Individual Development Plans

(IDPs) are used by the Institution– NOT specific IDPs for individuals– Required when Participant list includes Graduate

Students and PostDocs – ALL progress reports submitted on/after

10/1/2014– RPPR Section B “Accomplishments” Question B4– Also required for training and professional

development awards/components (e.g. T, F, K, R25, R13, D43)

– Dr. Ed Krug and Dr. Joann Sullivan drafted a template for MUSC

NIH Notices & Updates

NOT-OD-14-129 – eRA Commons User IDs required for the

primary Sponsor in Individual Fellowship applications

– NIH and AHRQ requirement– Instructions:

• List the Sponsor as Senior/Key Person 1• Use the 'Other' or 'Other Professional Role' in the

Project Role field and provide the text 'Sponsor' in the other Project Role Category field

• Provide a valid Commons Username with the 'Sponsor' role in the Credential field

NIH Notices & Updates

Update:Additional Education Information

attachment– Individual Fellowship (F30, F31, F32)– Cayuse is adding a new validation

• Consulted with NIH• NIH to update guide• Similar confusion nationwide

Science Experts Network Curriculum Vitae -SciENcv

−Biosketch preparation for federal applications−Currently for NIH biosketch preparation

NSF functionality coming with system update Interagency Working group includes:

DOD, DOE, EPA, NEW, NIH, NSF, Smithsonian and USDA

−Will add SciENcv information to ORSP page −SciENcv FAQs−Instructions (pdf)

Uniform Guidance

• Uniform Guidance QUICK REVIEW– Uniform Administrative Requirements,

Cost Principles and Audit Requirements for Federal Awards

– Supersedes and streamlines requirements from OMB Circulars A-21, A-87, A-110 and A-122

– Effective December 26th, 2014

Uniform Guidance

• Uniform Guidance Updates– CONFIRMED: nothing more from

agencies– Procurement Standards: 1 Year Grace

Period– Requirement for timing of Close-outs

within 90 days extended to 120 days for NSF & NIH

– “Must” and “Should” Importance in UG• Must is a requirement.• Should is a recommended best practice.

Uniform Guidance • Uniform Guidance Updates (cont.)

– “Subrecipient” & “Contractor” determinations• Subrecipient characteristics

– Determines who is eligible to receive what federal assistance

– Performance measured in relation to whether objectives of federal program were met

– Has responsibility for programmatic decision making

– Responsible for adherence to applicable federal program requirements specified in federal award

– Per the agreement, uses the federal funds to carry out a program for public purpose specified in authorizing statute vs. providing goods & services just benefiting the pass-through entity

Uniform Guidance • Uniform Guidance Updates (cont.)

– “Subrecipient” & “Contractor” determinations• Contractor characteristics

– Provides goods and services within normal business operations

– Provides similar goods and services to many different purchasers

– Normally operates in a competitive environment– Provides goods or services that are ancillary to

the operation of the federal program– NOT subject to the compliance requirements of

the federal program as a result of the agreement, though similar requirements could apply for other reasons

Reminders/Miscellaneous• NIH will be rolling out new

requirements related to ClinicalTrials.gov

• NSF clarifies inclement weather policy– IF NSF shuts down due to

weather/natural causes on the day of the grant deadline, then the deadline will be the very next day.

– Same for the submitting institution IF there is an Official Shutdown of the entity, deadline is next day

Reminders/Miscellaneous

• PLEASE check and recheck FISCAL UNIT on the ePDS• Mistakes lead to delays in correct unit

number for udak• Delays spending/work on the project• Creates administrative delays: PEARS,

etc.• Wastes everyone’s time (YOURS, GCA

and ORSP)

Reminders/Miscellaneous

• ORSP MUST review and approve ALL proposals PRIOR to submission– Even if sponsoring entity doesn’t require

a signature– Some submissions don’t allow for ORSP

or Authorized Official sign-off or approval

– PLEASE get ORSP in-the-loop REGARDLESS of application process/procedures, THANKS!

Reminders/Miscellaneous

• ORSP & Departmental/Unit Coordination– Proposals should be reviewed by

initiating unit BEFORE going to ORSP– SAME for JIT REQUESTS

• Effort changes may have occurred• ORSP may or may not have a way to know• JIT should be pre-reviewed by unit – best

practice

Reminders/Miscellaneous

• NEXT ORSP sponsored Training – October 28, 2014– 10:30 AM in 803 Harborview Tower– http://

academicdepartments.musc.edu/research/orsp/

Questions?

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Thank you for your time!