OSP Brown Bag September 28 2016 Office of

OSP Brown Bag September 28, 2016 Office of Sponsored Projects 1

Office of the Vice President of Research OSP Brown Bag Amy Carroll Director of Research Development, OVPR Office of Sponsored Projects 2

Office of the Vice President of Research OSP Brown Bag Ø Launch of new OVPR website: https: //www. brown. edu/research/ Office of Sponsored Projects 3

Research Administration Information OSP Brown Bag Systems Jennifer Quinn Research Services Manager, RAIS Office of Sponsored Projects 4

OSP Brown Bag RAIS Update • RAIS Webpages • Sponsored Projects Training • NSF Validation Update • Coeus Update • Effort Reporting Office of Sponsored Projects 5

OSP Brown Bag RAIS Webpages • We are in the process of organizing and enhancing RAIS Webpages on the new OVPR Website. • We are located under “Conducting Research at Brown” as Research Information Systems. Office of Sponsored Projects 6

OSP Brown Bag RAIS Webpages Ø Developments to our Webpages: Coeus Proposal Development Documentation Links are now working! See – Coeus Proposal Development Webpage • We are in the process of creating “How Do I. . . ? ” Items for systems related Questions and Answers. • We are creating new pages for Sponsored Projects reporting data. (Coming soon) Office of Sponsored Projects 7

Sponsored Projects Training OSP Brown Bag Ø FALL SEMESTER CLASSES NOW POSTED! To review and register for Sponsored Projects Training in Learning Point: Go to Learning Point webpage and Click the Learning Point link to log in Click "Browse for Training" icon towards the top of the screen. Office of Sponsored Projects 8

Sponsored Projects Training OSP Brown Bag Under Subject in the left hand column - Click "View All" to expand the selection list and then - Click "Sponsored Research Related Training" Classes are grouped by Coeus, Pre. Award, or Post-Award Office of Sponsored Projects 9

Sponsored Projects Training OSP Brown Bag Ø Upcoming Coeus Classes 10/4 1: 00 – 2: 230 Viewing Proposal and Award Information 10/13 10: 00 – 12: 00 Premium Proposal Creation and Finalization 10/20 1: 00 – 3: 00 Premium Budgeting Basics 11/7 10: 00 – 12: 00 Lite Proposal Development-New Users 11/15 1: 00 – 3: 00 Advanced Budgeting Office of Sponsored Projects 10

NSF Validation Update OSP Brown Bag Ø NSF Updates their Proposal Compliance Checks in Fastlane Effective September 26, 2016, Fast. Lane will now check to ensure that the combined text of the Project Summary text boxes (or uploaded PDF if the Project Summary contains special characters) does not exceed one page prior to submission. Office of Sponsored Projects 11

NSF Validation Update OSP Brown Bag • For NSF proposals that are submitted via Coeus; the combined processes of Coeus validations and the Grant/Contract administrator’s review process address Fastlane’s automated proposal compliance checks. Office of Sponsored Projects 12

NSF Validation Update OSP Brown Bag • Updated version of NSF’s Automated Proposal COMPLIANCE CHECKS PERFORMED BY SYSTEM AS OF AUGUST 1 ST, 2016. • Updated version of Coeus NSF / Grants. gov Submission Validations Office of Sponsored Projects 13

OSP Brown Bag Coeus Update Ø Tip for Uploading User Attached S 2 S Forms: There are currently ONLY two forms that can be submitted via this tool: • PHS 398 Inclusion Enrollment Report V 1. 0 • PHS Assignment Request V 1. 0 • The forms can be extracted from Grants. gov Forms Webpage Office of Sponsored Projects 14

OSP Brown Bag Coeus Update Ø Tip for Uploading User Attached S 2 S Forms: 1. In the Description Field enter the true name of the form you are uploading. Example – PHS Inclusion Enrollment Report. Office of Sponsored Projects 15

OSP Brown Bag Coeus Update 2. Name the file you are going to upload to the User Attached S 2 S Forms tool the same as the form name: Example PHS_Inclusion_Enrollment_Report Office of Sponsored Projects 16

OSP Brown Bag Coeus Update Ø Submitting Subaward Budget Forms S 2 S • If you are submitting your proposal via “System -to-System” from Coeus, you must use the correct version of the R&R Subaward Budget form. • If you do not use the correct version, the proposal will receive a Grants. gov error and will not be sent to the agency. Office of Sponsored Projects 17

OSP Brown Bag Coeus Update Ø To obtain the Correct Subaward Budget Form • From the Grants. gov homepage, Search for the Opportunity in the Keyword search in the upper right hand corner: Office of Sponsored Projects 18

OSP Brown Bag Coeus Update Ø To obtain the Correct Subaward Budget Form • Download the Opportunity package and navigate to the R & R Subaward Budget Attachments(S) Form. • Select the Optional Checkbox and click the name of the form to open. Office of Sponsored Projects 19

OSP Brown Bag Coeus Update Ø To obtain the Correct Subaward Budget Form • On the R&R Subaward Budget Attachment(s) Form; click the “Click here to extract R&R Subaward Budget Attachment” button to download the appropriate Subaward form that needs to be completed and uploaded into Coeus. Office of Sponsored Projects 20

OSP Brown Bag Coeus Update Ø To obtain the Correct Subaward Budget Form • Do NOT get the form from the “Forms” Menu on the Grants. gov site. Office of Sponsored Projects 21

Research Administration Information Systems OSP Brown Bag Maria Mento Research Services Analyst, RAIS Office of Sponsored Projects 22

Effort Reporting Update OSP Brown Bag • Upcoming Due Date • Non Exempt Workers & Undergraduate Students • Pay Period July 24 – September 3, 2016 • 73 (22%) reports in process • Due October 8, 2016 Office of Sponsored Projects 23

Effort Reporting Update OSP Brown Bag • Terminations • Goal – Worker certifies prior to leaving Brown • Off boarding procedures • Contact Effort Certification Manager • Worker certifies within system (WD) • Effort Certification Partner add pay period(s) not included in the effort report, if necessary Office of Sponsored Projects 24

Effort Reporting Update OSP Brown Bag • Delinquent Effort Reports • Increase • Payroll Accounting Adjustments • (Automated) reminder notifications • To ECP - 7 days prior to due date • What else can be done to assist you in better managing this process? Office of Sponsored Projects 25

OSP Update OSP Brown Bag Office of Sponsored Projects 26

Office of Sponsored Projects OSP Brown Bag Michael Kostyshak Assistant Director, OSP Office of Sponsored Projects 27

OSP Pre-Award Update OSP Brown Bag • Pre-proposals and Letters of Intent (LOI) – 2 types 1. OSP/BMRA signature and submission required by sponsor, a Coeus record is necessary • Coeus due date is 3 days before sponsor’s due date 2. OSP/BMRA signature is optional, minimal budget (total costs only), 1 -2 pages, no due date • Submission is completed by PI or designee • “White Papers” also in this category (Do. D) Office of Sponsored Projects 28

OSP Pre-Award Update OSP Brown Bag • NASA NSPIRES Not truly compatible with Grants. gov • Effective 8/1/2016 Proposal entered directly to NSIPRES site and Coeus Thank you to Nancy F for the data ! Office of Sponsored Projects 29

OSP Pre-Award Update OSP Brown Bag • Agency Prior Approval under Uniform Guidance (200. 308) • • • Change in the scope or the objective of the project Change in a key person (e. g. PI, Co-PIs, Sub PI) Disengagement from the project for > 3 months or a 25% reduction in time devoted by PI or key persons Transfer of participant support funds New Subaward or new fixed price subaward Changes in the amount of approved cost-sharing Office of Sponsored Projects 30

OSP Pre-Award Update OSP Brown Bag • University Prior Approval under UPAS • Advance Accounts for expected grant awards and conditionally for incoming subawards – federal and non-federal sponsors Federal Grant Awards only • Pre-Award Costs up to 90 days prior to the start date • No-cost project extension of up to 12 months • Provided that sponsor does not prohibit, funds are available and programmatic work is ongoing Office of Sponsored Projects 31

OSP Pre-Award Update OSP Brown Bag • Freedom of Information Act (FOIA) The Freedom of Information Act (FOIA), 5 U. S. C. § 552, is a federal freedom of information law that allows for the full or partial disclosure of previously unreleased information and documents controlled by the US Gov’t • Grant proposals and Award documents can be requested by parties external to Brown • Request is made to sponsoring agency and Brown is required by law to comply Office of Sponsored Projects 32

OSP Pre-Award Update OSP Brown Bag • Freedom of Information Act (FOIA) • By law, Agencies can protect personal information and budget detail (e. g. salaries, bio’s and other support) • Technical sections of the proposal as well as letters of collaboration are ‘discoverable’ unless labeled confidential • Please remind PIs who have actively patentable materials or information that proposal pages should be marked • OSP contacts PI for response, if redaction required may involve the Office of the General Counsel • All responses are given a relatively quick turnaround time Office of Sponsored Projects 33

OSP Pre-Award Update OSP Brown Bag • Freedom of Information Act (FOIA) – sample text “Records are available to the public on request except for material that is personal, privileged or confidential, or otherwise exempt from disclosure under law. NSF will remove, before disclosure to the requester, personal information (SSN, date/place of birth, individual salaries, bios, pending and non-Federal grants) in the file about yourself or other individuals under Exemption 6 of the Freedom of Information Act (FOIA) to protect personal privacy. The FOIA generally prohibits us from withholding records except to the extent that disclosure of proprietary information (trade secrets or commercial or financial information) in the record, if any, that you assert is privileged or confidential. Therefore, I request that you carefully review the proposal, identifying by page number, line or paragraph, the parts you consider confidential. You will need to include a detailed statement explaining how disclosure of this information would harm your organization or benefit your competitors, or why it is otherwise exempt from disclosure under FOIA. ” Office of Sponsored Projects 34

OSP Pre-Award Update OSP Brown Bag Pre-Award Training Schedule - Fall 2016 10/4 2: 00 - 3: 00 Funding Opportunity Announcement (FOA) 10/11 2: 00 - 4: 00 Intro to Grant Budgets 10/13 10: 00 - 12: 00 NIH Career (K) Awards 11/11 10: 00 - 12: 00 Cost Sharing 11/17 10: 00 -12: 00 NIH (F) Fellowship 11/23 10: 00 – 12: 00 NIH (T) Training 12/9 1: 00 - 2: 00 Subawards Office of Sponsored Projects 35

Office of Sponsored Projects OSP Brown Bag Comfort Brownell Associate Director, OSP Office of Sponsored Projects 36

OSP Post-Award Update OSP Brown Bag Checks Receipt Deposit Update • All checks received from sponsors should be sent directly to the Cashier’s Office • Checks must be deposited with Cashier’s Office within twenty-four hours • Please note PI name and Account number on check stub • Checks should not be sent to Office of Sponsored Projects 37

OSP Post-Award Update OSP Brown Bag • The Cashier's Office is now located at the Brown Business Service Center (BBSC) on the second floor of JWW. Please contact the Cashier Office at cashier@brown. edu with any questions. • New address is: Cashier’s Office Box 1911, 69 Brown Street, 2 nd Floor Providence, RI, USA 02912 Office of Sponsored Projects 38

OSP Post-Award Update OSP Brown Bag • Variance Clean-up / Status of Expired Awards • Research Reserve • Staffing Update Office of Sponsored Projects 39

OSP Post-Award Update OSP Brown Bag Post-Award Training Schedule - Fall 2016 10/6 1: 00 – 2: 30 Traveling on Sponsored Projects 10/13 9: 00 – 10: 00 Direct Charging Admin Costs 10/20 9: 00 – 10: 00 Cost Transfers 11/3 9: 00 – 10: 00 Commitments 11/10 9: 00 – 10: 00 Supporting Doc & Justification 11/15 2: 00 – 3: 00 Financial Closeouts 12/2 10: 00 – 11: 00 Allocation of Costs Office of Sponsored Projects 40

Subawards - from start to finish OSP Brown Bag Office of Sponsored Projects 41

Subawards – from start to finish OSP Brown Bag Office of Sponsored Projects 42

Subawards – from start to finish OSP Brown Bag Office of Sponsored Projects 43

Subawards – from start to finish OSP Brown Bag Office of Sponsored Projects 44

Subawards – from start to finish OSP Brown Bag Office of Sponsored Projects 45

Subaward – Status OSP Brown Bag • Closed Subaward has been performed, final invoice is paid, and technical reports were submitted to Brown PI • Inactive Subaward is not active (often by PI request) • Void Subaward created but cancelled • Terminated Subaward is closed before originally anticipated end date Office of Sponsored Projects 46

Subaward – Status OSP Brown Bag • Modification Pending OSP anticipates a modification and is waiting for a change order or other information • In Process OSP is processing the subaward or modification • Pending Signatures Subaward or mod has been sent out for signatures • In Negotiation OSP has issued subaward but subcontractor is requesting changes • Active Subaward is complete and active Office of Sponsored Projects 47

Subaward – Process Improvement OSP Brown Bag • OSP & SPH Departmental Administrators meeting • Request subaward materials at Just-in-Time stage and/or when Agency requests revised budget • Ask subawardee to complete Work. Day Vendor registration sooner • Ask subawardee to complete page 3 B of FDP template (Administrative and PI information) earlier in the process Office of Sponsored Projects 48

Subaward – Process Improvement OSP Brown Bag • Other ideas, suggestions are always welcome Office of Sponsored Projects 49

Office of Research Integrity Update OSP Brown Bag Keri Godin Director, ORI Office of Sponsored Projects 50

ORI Educational Offerings & QA / OSP Brown Bag QI Services Human Research Protection Program (HRPP) q “Open Hours on the Road” service q Office Hours at 2 Stimson: Tuesdays 12 -1 pm, Fridays 23 pm q 1 -hour “Best Practices” sessions/Best Practices checklist q IRB Basics, Assent/consent, FDA courses via Learning. Point q Personalized sessions (e. g. , FDA compliance, International studies, Post-approval monitoring, etc. ) & tailored presentations by department Office of Sponsored Projects 51

ORI Educational Offerings & QA / OSP Brown Bag QI Services Animal Research Protection Program (ARPP) q Traveling Office Hours: • Completion of the Animal Use Form • Submission of IACUC protocols in Coeus • Revising a protocol in response to IACUC reviewers’ comments • Questions related to policies, procedures and the review and approval process q Monthly educational opportunities posted here. Office of Sponsored Projects 52

ORI Educational Offerings & QA / OSP Brown Bag QI Services Animal Research Protection Program (ARPP) cont. q Post-approval monitoring services (upon request) Export Control Compliance q Brown Bag Series: One session left! “Restricted Access” 10/26, 12: 00 – 1: 00, Horace Mann (explores the FRE) q One-on-one training (overview and/or tailored) Office of Sponsored Projects 53

ORI Educational Offerings & QA / OSP Brown Bag QI Services Export Control Compliance cont. q Online training coming soon! ü ü Export Controls Basics for Administrators Export Controls Basics for Researchers International Travel/Research ITAR compliance for Researchers (mandatory with TCPs) q Other resources can be found here. Office of Sponsored Projects 54

ARPP Announcements OSP Brown Bag New Policies approved by the IACUC: • • • Policy on Adverse Events, Non-Compliance, and Reporting Animal Welfare Concerns Rodent Survival Surgery & Record Keeping policy – updated Contact Annie Yoo to be added to policy/update distribution email list New Processes implemented by the IACUC: • • Eliminated continuing review for non-USDA covered species / non-Do. D sponsored studies No longer reporting to OLAW non-compliance when project is not PHS/NSF supported Office of Sponsored Projects 55

ARPP Announcements cont. OSP Brown Bag New Website highlights: • Building flexibility into your protocol • Common reasons for protocol approval delay Other Updates: • Veterinary Verification & Consultation (VVC) coming soon! • Post-Approval Monitoring (PAM) desk audits in progress • AAALAC re-accreditation Office of Sponsored Projects 56

HRPP Announcements OSP Brown Bag New Website highlights: • Entire section dedicated to “guidance” Other Updates: • *COMING SOON* New procedures & application for Exempt protocols • *COMING SOON* New application for Non. Human Subjects determination Office of Sponsored Projects 57

Export Control Advisory Group OSP Brown Bag Export Control Advisory Group (ECAG) § § Meets semi-annually; provides guidance to the VP for Research and ORI re: export control issues at Brown Reviews and offers feedback on policies, guidelines, procedures, training programs pertaining to export controls; facilitates communication and dissemination of information about export control compliance to the Brown community. Current membership is comprised of representatives from the Brown research community, OGC, OSP, TVO, EHS, the Office of International Scholar and Students Services, the Office of Purchasing and Insurance, and Research Development Seeking reps from Engineering, Applied Math, Chemistry, and Earth, Environmental & Planetary Sciences Office of Sponsored Projects 58

OSP Brown Bag Office of Sponsored Projects 59

Brown Bag Listserv OSP Brown Bag To be added to OSP’s Brown Bag Listserv, please email: resadmin@brown. edu Office of Sponsored Projects 60