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Research Administration Meeting Agenda - October 25th, 2016

Welcome to the Office of Research and Economic Development Research Administration Meeting Agenda for October 25th, 2016. Get updates on pre-award, research management, integrity, purchasing services, and more.

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Research Administration Meeting Agenda - October 25th, 2016

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  1. Office of Research and Economic DevelopmentResearch Administration Meeting October 25th, 2016

  2. Office of Research and Economic Development Research Administration Meeting AGENDA • Welcome and Introductions • Vice President’s Office • Pre Award Update • Research Management Solutions Update • Research Systems Update • Research Integrity Update • Purchasing Services

  3. Project Organizational Chart Office of Research and Economic Development Vice President’s Office Update • Welcoming Remarks • Introduction of Office of Research and Economic Development Team • Introduction of New Attendees • Future Research Administrators Meeting for 2017 • April 12, 2017 • October 10, 2017 • All meetings are from 10:00 am – 12:00 pm in the MARC Pavilion • Slides will be posted on the Office of Research and Economic Development website after meeting

  4. Project Organizational Chart Office of Research and Economic Development Pre Award Update • New MTA Request Form • Material Transfer Agreement (MTA) Request Form created to facilitate review process that often times incorporate • IRB • IACUC • IBC • DURC • IP & Tech Transfer • Export Controls • EH&S • Form is available for download at http://research.fiu.edu/forms/ • Completed and signed form, together with draft MTA (if received) should be sent to oredagremnts@fiu.edu

  5. Project Organizational Chart Office of Research and Economic Development Pre Award Update • Funding Opportunities Update • SPIN upgrade is complete and all previous users have been migrated to the new system • As a reminder SPIN is a web-based database that contains more than 40,000 opportunities offered by over 10,000 government agencies, philanthropic organizations, and industries across all fields. • SPIN provides an automatic e-mail notification system which provides end users daily, weekly, or monthly notifications of funding opportunities. • Updated materials are available at research.fiu.edu • A workshop will be held soon for interested users • Weekly Funding Opportunities • Weekly email is no longer being sent. • Real time feed is available at http://research.fiu.edu/funding/

  6. Project Organizational Chart Office of Research and Economic Development Pre Award Update • Tuition on Sponsored Projects • POLICY # 2320.110 TUITION AND FEE CHARGES ON SPONSORED PROJECT BUDGETS • Where permitted by the project sponsor and when appropriate to the project, the PI should ensure that the proposal or renewal budget includes the current tuition charges allocable for the students’ involvement in the project. • UGS pervious practice of providing one tuition waiver if a stipend and waiver was provided by the project for a student (commonly known as the 2 for 1) is no longer in effect. • All budgeted graduate students on projects should include both the RA wages (commonly known as stipends in the units) and tuition costs.

  7. Project Organizational Chart Office of Research and Economic Development Pre Award Update • Miami-Dade County Public Schools Letters of Support • Effective immediately any proposal submission that contemplates a letter of support from MDCPS will need to submit to the ORED Pre-Award unit via email (preaward@fiu.edu) the following items a minimum of three weeks in advance of the sponsor’s deadline: • 1. Project Abstract in MS Word • 2. Draft Letter of Support in MS Word (adhering to templates provided by MDCPS available at http://www.dadegetsgrants.net/#!letters-of-support-/c1wee) • 3. Project Title • 4. RFP/RFA or other pertinent sponsor provided guidelines

  8. Project Organizational Chart Office of Research and Economic Development Pre Award Update • Miami-Dade County Public Schools Letters of Support – Continued • 5. Total Anticipated Requested Amount for the entire project • 6. Amount being subawarded to MDCPS • 7. Anticipated Start and End Dates for the project • 8. Name and Department for contact at MDCPS which discussions about the proposed project have been had • 9. List of school sites at MDCPS that will participate (if known) • Please note that letters sent directly to MDCPS without ORED review and approval will be returned by MDCPS to ORED for review and approval.

  9. Project Organizational Chart Office of Research and Economic Development Pre Award Update • F&A Rate Agreement • The University has executed a new Facilities and Administrative (F&A) Costs Rate Agreement (also known as the indirect cost rate agreement) with our cognizant federal agency, the Department of Health and Human Services (DHHS). • The updated F&A rates are as follows: • Projects submitted and/or awarded prior to the university’s acceptance of the updated F&A rates will remain at the submitted and/or awarded F&A rate unless the sponsor provides additional funding to cover the increase in the F&A rate.

  10. Project Organizational Chart Office of Research and Economic Development Pre Award Update • Guidelines for Subprojects / Subaccounts • Subproject / Subaccount process is under review and new requests are on hold while review is conducted by ORED • In the interim the creation of subprojects / subaccounts is limited to the following instances: • Tracking of participant supports costs as required by the Uniform Guidance under 2 CFR 200 • Large complex program grants that exceed $500k per year (i.e. P grants from the NIH or certain large NSF projects) with distinct programmatic cores that the sponsor requires tracking by said cores • Additional guidance will be provided in the near future

  11. Project Organizational Chart Office of Research and Economic Development Pre Award Update • NIH Assist • The Application Submission System & Interface for Submission Tracking (ASSIST) system is a relatively new system created by the NIH to prepare and submit grant applications electronically to NIH and other Public Health Service agencies. • ORED is strongly advising applicants to use ASSIST instead of Grants.gov for those Funding Opportunity Announcements (FOAs) that indicate that ASSIST can be used to apply to that opportunity. • ASSIST has robust error checking capabilities that facilitate error and warning free submissions • eRA Commons credentials are required • ORED Pre-Award can assist with all administrative aspects of application creation and submission using ASSIST.

  12. Project Organizational Chart Office of Research and Economic Development Pre Award Update • EH&S Clearance Process for Sponsored Projects • ORED and EH&S are moving towards a Just In Time process for EH&S reviews of applications that involve • Lasers • Radioactive Materials • Nano Materials • Agents and Toxins • Controlled Substances • Biohazards • Once ORED is advised that a project is being funded then EH&S will be forwarded a copy of the proposal along with a Safety Review Form • EH&S has committed to facilitate project specific clearances as quickly as possible to enable release of funds

  13. Project Organizational Chart Office of Research and Economic Development Research Management Solutions Introduction of team • Regnier Jurado • Director • Phone: 7/0176 • Email: Regnier.Jurado@fiu.edu • Tatiana Chase • Senior Coordinator • Phone: 7/2670 • Email: Tatiana.Chase@fiu.edu • Rebeca Diep-Kondla • Human Resources Generalist • Phone: 7/2148 • Email: Rebeca.Diep1@fiu.edu

  14. Project Organizational Chart Office of Research and Economic Development Research Systems Update • SPIN/SMARTS • What is SPIN? • A web-based Funding Opportunities database with over 40,000 opportunity listings from more than 10,000 global sponsors • SPIN supplies reliable information on Federal, non-Federal, Private and Foundation grant opportunities • Updated daily with new and changing information • What is SMARTS? • Automatic e-mail notification system which works in tandem with SPIN to deliver highly-targeted funding opportunities electronically to you which match your defining criteria and research focus • Who can use SPIN? • Any student, post-doc, faculty, staff or other professional that has an FIU email address

  15. Project Organizational Chart Office of Research and Economic Development Research Systems Update • SPIN/SMARTS • Why use SPIN? • Access funding information online, from any browser • Intuitive to use • Multiple search modes • Customizable Filters • Contains a large keyword list, allowing for greater flexibility in your searches • Quickly locate Limited Submission Opportunities, Federal and non-Federal programs

  16. Project Organizational Chart Office of Research and Economic Development Research Systems Update • SPIN/SMARTS • Where do I access SPIN/SMARTs? • https://spin.infoedglobal.com/ • What do I need to login? • FIU email address • InfoEd password • What do I need to login? • Email us at research@fiu.edu • Help link located within SPIN • Documentation located at http://research.fiu.edu/funding/search-tools/

  17. Project Organizational Chart Office of Research and Economic Development Research Integrity Update • Institutional Review Board (IRB) Reciprocity Agreement • FIU and Baptist have entered into an IRB Reciprocity Agreement. • This agreement allows for FIU and Baptist to rely upon each institution’s IRB approval (in lieu of having both IRBs review a particular study). • The use of this agreement is managed by FIU on a per project basis. • Anyone wishing to utilize this agreement for a collaborative FIU/Baptist study will need to contact Chris Grayson at 305-348-8379 or graysonc@fiu.edu.

  18. Project Organizational Chart Office of Research and Economic Development Research Integrity Update • Conducting MRI Research at FIU • An IRB SOP has been developed, which outlines the new IRB requirements for using FIU’s MRI machine. • http://research.fiu.edu/documents/irb/documents/FIU-IRB-SOP-MRI-Research.pdf • A new set of Informed Consent Form templates have been developed for use in MRI research studies. • http://research.fiu.edu/irb/informed-consent-templates • All protocols using the FIU MRI machine need to list the MR Physicist and all MR Technicians as Protocol Associates. • MRI scans will be sent out to Radiology Associates of South Florida to assess for incidental findings. • The MRI section of the TOPAZ IRB Approval Form has been updated to reflect these new requirements.

  19. Project Organizational Chart Office of Research and Economic Development Research Integrity Update • Standard Operating Procedures • All of the IACUC SOPs were recently reviewed and updated on the IACUC website. • http://research.fiu.edu/iacuc/policies-procedures/ • A new SOP was recently developed, which outlines how allegations of IACUC non-compliance are investigated. • http://research.fiu.edu/documents/iacuc/documents/IACUC_Non-Compliance_SOP.docx • A new SOP was recently developed, which outlines how allegations of IBC non-compliance are investigated. • http://research.fiu.edu/documents/ibc/documents/IBC_Non-Compliance_SOP.docx

  20. Project Organizational Chart Office of Research and Economic Development Research Integrity Update • New CITI Program Training Refresher Courses • Two “Good Clinical Practice” Refresher Courses have been added to FIU’s CITI Program curriculum • FDA Refresher Course and Device Refresher Course • New Podcast on Writing the Vertebrae Section • Learn from the OLAW Director about why this section is required, what reviewers look for, and more. • https://grants.nih.gov/news/virtual-learning/podcasts.htm • Upcoming Training Workshops • IACUC Ethics on 11/2/16 from 3:00 pm to 4:30 pm • Informed Consent on 11/4/16 from 10:00 am to 12:00 pm • Biosafety Protection and Research with rDNA/SNA on 11/9/16 from 3:00 pm to 4:30 pm • Preparing for IACUC Semi-Annual Site Visits on 12/1/16 from 3:00 pm to 4:00 pm • More information: http://research.fiu.edu/ored/ori

  21. Project Organizational Chart Office of Research and Economic Development Purchasing Services • myFIUmarket • Projects • Procurement Manual • Helpful Hints

  22. Project Organizational Chart Office of Research and Economic Development Purchasing Services Enabled Catalogs • On average, FIU has 4 items per Purchase Order. The average SciQuest customer has 1-2 items per Purchase Order.

  23. Amazon Business Account 340 users signed up Purchased 2,134 items across 479 orders at a cost of $71,102 in one month Rosslyn Analytics’ Spend Management Analytics Tool – RAPid Implemented September 2016 Contains all spend data from PantherSoft, including pCard spend Can be used to create different types of spend reports to leverage and manage spend SciQuest’s Total Contract Manager (TCM) Implemented by Purchasing Services and the Office of the General Counsel September 2016 Additional departments will be added a few at a time over the coming months Anticipated completion end of FY 2016 - 17 Automated workflow for increased efficiencies and visibility All University purchasing contracts will be processed in TCM Project Organizational Chart Office of Research and Economic Development Purchasing Services

  24. Project Organizational Chart Office of Research and Economic Development Purchasing Services • Research Lab Supply Store and Hazardous Chemical Tagging Program • 100 stock items at the store • Tagging is up 5 times in EH&S System • Upcoming Projects • Total Contract Manager - Contracts Training • Handbooks and training materials ready within next two months • Phased-in training and onboarding of departments • DemandStar Roll-out and Training • Web-based application for electronic bidding and quoting • Training and access to tool available to any department interested in getting quotes electronically • User Group for ePro and myFIUmarket • Volunteers from Faculty and Staff • Focus on functionality, efficiencies, and ease of use

  25. New Procurement Manual posted to Purchasing Services website June 2016 Revised Quote Requirements for Purchases under $75,000 one quote for purchases under $14,999 two or more quotes for purchases from $15,000 to $29,999 three or more quotes for purchases over $30,000 Sole Source Annual General Certification List 11 Categories Changes to the ITN solicitation process to make it more user friendly Only evaluation criteria, no points Evaluation Committee may be the final decision making authority Contract signed by appropriate signature authority No publicly posting of ITN meetings Project Organizational Chart Office of Research and Economic Development Purchasing Services

  26. Project Organizational Chart Office of Research and Economic Development Purchasing Services

  27. Project Organizational Chart Office of Research and Economic Development Fisher Scientific Jillian Vicale Sales Representative Mobile: +1 (954) 559-2257  Customer Service: 1-800-766-7000jillian.vicale@thermofisher.com | www.fishersci.com

  28. Project Organizational Chart Office of Research and Economic Development Closing Remarks / Adjournment • Closing Remarks • Questions • Adjournment

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