Research Administration Updates & Information Session 9/17/2014

1. Research Administration Updates & Information Session9/17/2014 Office of Research and Sponsored Programs (ORSP) 843-792-3838

2. Topics Covered • Introduction & Introductions • NIH Notices/Updates • SciENcv • Uniform Guidance Updates • Reminders/Miscellaneous • Questions/Feedback

3. 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

4. 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

5. 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

6. 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

7. 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

8. 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)

9. 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

10. 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.

11. 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

12. 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

13. 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

14. 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)

15. 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!

16. 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

17. Reminders/Miscellaneous • NEXT ORSP sponsored Training • October 28, 2014 • 10:30 AM in 803 Harborview Tower • http://academicdepartments.musc.edu/research/orsp/

18. Questions? Please complete feedback survey. Thank you for your time!