OSP Quarterly Brown Bag OSP Brown Bag June

OSP Quarterly Brown Bag OSP Brown Bag June 21, 2017 Enter Date Here Office of Sponsored Projects 1

OSP Pre Award Update OSP Brown Bag Katie Fleck Associate Director, Pre-Award Services Office of Sponsored Projects 2

OSP Pre Award Update OSP Brown Bag NSF Update • Upcoming NSF move will have an impact on proposal and award processing • Server move is scheduled to occur July 1 -July 4, during which Fast. Lane and Research. gov will be offline • NSF offices will move August-October, so we will likely begin seeing rush requests from NSF before this time (note that Fed FY ends 9/30) Office of Sponsored Projects 3

OSP Pre Award Update OSP Brown Bag NIH Update • Carryover requests can now be made via e. RA Commons § Emailed requests will also still be accepted • Reminder to ensure that all Grad Students and Post. Docs have e. RA Commons account. These will be required at RPPR stage, so please plan ahead. Office of Sponsored Projects 4

OSP Pre Award Update OSP Brown Bag NIH Update (contd. ) • Post Submission Materials change (NOT-OD-17066) § § § Office of Sponsored Projects For grant applications submitted for due dates on or after September 25, 2017, citations of issued patents will be accepted as postsubmission materials. Policy does not affect other currently acceptable Post Submission Materials, including updated biosketches, news of an article accepted for publication, etc. As a reminder, these materials are due to the sponsor at least 30 days before the peer review meeting (AOR concurrence is also required, so please work with OSP/BMRA to submit). 5

OSP Pre Award Update OSP Brown Bag NIH Update (contd. ) • Common Rejection Causes § Non-compliant biosketches § Appendix issues § Late Submissions Office of Sponsored Projects 6

OSP Pre Award Update OSP Brown Bag Sample text for applications withdrawn because of noncompliant mentor biosketches • • NIH K 08 “Your application has been found to contain information that should be within the page limits of the Research Strategy inappropriately placed in other sections of the application. Specifically, this information was found in the Biosketch- (The mentor included figures, data, and images from page 24 -26). Therefore, the application cannot proceed in the referral and review process. ” • • NIH F 32 “NIH staff and/or reviewers noted that one or more of the biosketches included in the application did not comply with the new biosketch format requirements (NOT-OD-15 -032; http: //grants. nih. gov/grants/guide/notice-files/NOT-OD-15 -032. html). Applications with biosketches that do not follow the current guidelines format and content are non-compliant. ” Note: Each contribution can have up to 4 publications cited. Mentor cited too many publications. • Office of Sponsored Projects 7

OSP Pre Award Update OSP Brown Bag Sample text for applications withdrawn because of noncompliant appendix material • NIH R 01 • “Your application has been identified as having Appendix content that is not compliant with NIH/AHRQ/CDC policy NOT-OD-16 -129 (https: //grants. nih. gov/grants/guide/notifice-files/NOT-OD-16 -120. html. Very limited items are allowed in appendices. In the case of your application, you have included methodology that should be within your research plan/strategy pages. Because this unallowable material is in the Appendix, your application is being withdrawn. ” Office of Sponsored Projects 8

OSP Pre Award Update OSP Brown Bag Application withdrawn because of mismatch with institute’s mission and PI not meeting eligibility requirements • • NIH K 99 “You have requested primary assignment to the NCI or NIAID. This request has been considered in relation to the NIH referral guidelines, other policies, and procedures governing assignment of grant applications. The application was sent to both NCI and NIAID and neither thought the proposed experiments fit with their mission. Members of the staff have determined that your application is most appropriately assigned to the NIGMS. Unfortunately, you do not meet the eligibility requirements for NIGMS which are: Applicants must have no more than 4 years of postdoctoral research experience (i. e. , employment in a research position since completing the requirements for the doctorate) at the time of the initial or the subsequent resubmission or revision application. Since we are unable to find another appropriate institute for assignment and you do not meet NIGMS’ eligibility requirements, your application can’t be sent forward for assignment and review. It will be withdrawn from further consideration. ” Office of Sponsored Projects 9

OSP Pre Award Update OSP Brown Bag Sample text for applications withdrawn because of late submissions • NIH R 21 • “This application was submitted too late to be considered with the other applications that were submitted on time for the due date of 10/18/2016 – see NOT-OD-CA-16 -065 - Notice of Change in Key Dates for PAR-16 -176 “NCI Clinical and Translational Exploratory Developmental Studies (R 21) (http: //grants. nih. gov/grants/guide/notice-files/NOT-CA-16 -065. html). Following the NIH late application policy in NOT-OD-15 -039 (http: //grants. nih. gov/grants/guide/notice-files/NOT-OD-15 -039. html) we are unable to forward your application to review or funding consideration. ” Office of Sponsored Projects 10

OSP Pre Award Update OSP Brown Bag Do. D Update • Spend rate being closely monitored by all Do. D branches § § Many ARO awards include strict requirements about spend rate. For some, No. GA states that 60% of awarded funds must be spent before next increment will be funded. This can impact future funding ONR is sending periodic inquiries when fund draws do not meet their spending expectations • Please contact OSP if you have questions about the requirements associated with your award. Office of Sponsored Projects 11

OSP Pre Award Update OSP Brown Bag No Cost Extension Justifications • Note that sponsors have the ability to reject No Cost Extension Requests if the justification is deemed inadequate • Please ensure that a complete, accurate justification accompanies any Grantor-Approved NCE request • Recent discussions with multiple sponsors (NASA, Sloan Foundation, DARPA) have raised concerns Office of Sponsored Projects 12

OSP Pre Award Update OSP Brown Bag DOE Revised Budget Requests • Seen a rise in Revised Budgets requested via PAMS • On multiple occasions, the Revised Budgets have been rejected by sponsor and need to be re-done § § • Office of Sponsored Projects Rejected because the award amount wasn’t whole dollars Rejected with a request to revise justification and add detail If possible, please ask the PI to coordinate with PM before PAMS submission to avoid rejection 13

OSP Pre Award Update OSP Brown Bag New Subrecipient FCOI Decision Chart • Targeted to help determine when Subrecipient FCOI certifications are needed at proposal stage • Will be available on OSP website • Feel free to contact OSP if any questions remain Office of Sponsored Projects 14

OSP Pre Award Update OSP Brown Bag Office of Sponsored Projects 15

OSP Pre Award Update OSP Brown Bag Months of Effort vs. % of Effort 1 Month = 1/12=. 083 years = 8. 3% of a year. 01 Months =. 01/12=. 00083 years =. 083% of a year COEUS requires % of Effort Grants. gov requires Months of Effort (. 01 min. ) Enter. 09 Per Year in COEUS =. 01 in Grants. gov Office of Sponsored Projects 16

OSP Pre Award Update OSP Brown Bag Subrecipient Monitoring 1. Subrecipient Profile Questionnaire * need ONCE – updated every 10 years 2. Current F&A Rate Agreement if applicable *may use 10% if sub org. never had a rate 3. Current Audit or Financial statement *currently collecting FY 2016. Please help OSP get this information at Just-in. Time or Revised Budget Stage Office of Sponsored Projects 17

OSP Post Award Update OSP Brown Bag Heather Dominey Senior Grants/Contracts Accountant Post -Award Services Office of Sponsored Projects 18

OSP Post Award Update OSP Brown Bag Recent Changes to Effort Certification Procedures • New Workday Alert • 3 days prior to due date, notification send to “Awaiting Person” who needs to take next action • Number of delinquency notifications sent per certification cycle – reduced from 3 to 2 • 1 st notification - email reminder on the first business day following the due date. • 2 nd and FINAL – 30 days following the 1 st notification. Office of Sponsored Projects 19

OSP Post Award Update OSP Brown Bag Recent Changes to Effort Certification Procedures New Email Address: Effort-Reporting@Brown. edu Effort Certification Policy & Procedure revisions are underway… Office of Sponsored Projects 20

OSP Post Award Update OSP Brown Bag Enhanced Functionality: The effort certification summary report has changed! - Effort Certification Partners can access worker details by clicking on the worker’s name in the Awaiting Person column on the report. Example: Office of Sponsored Projects 21

OSP Post Award Update OSP Brown Bag • Upcoming reporting dates Certification Period Report Run Date Employee Type 04/30/17 -05/27/17 July 07, 2017 Non-exempt staff and undergraduates 05/28/17 -06/24/17 August 13, 2017 Non-exempt staff and undergraduates 01/01/17 -06/30/17 August 13, 2017 Faculty, exempt staff, graduate students Office of Sponsored Projects 22

OSP Post Award Update OSP Brown Bag Effort Certification Training December 2017 Date and Location: TBA Learning. Point Office of Sponsored Projects 23

OSP Post Award Update OSP Brown Bag Thanks for all of your efforts! Office of Sponsored Projects 24

OSP Post Award Update OSP Brown Bag Reminder: DEADLINE July 13 th 4 pm OSP will follow the Controller’s Office closing schedule for all business processes including: • Payroll accounting adjustments (PAA’s) • Expense Reports • Cost transfer journals • FY 17 journals will be accepted by the Controller’s Office until 4: 00 pm on July 18 th Best Practice: Please allow 2 -3 business days of review/approval time when factoring in this deadline. Office of Sponsored Projects 25

OSP Post Award Update – Sponsored Travel Policy OSP Brown Bag Policy Statement The Fly America Act is a federal regulation that states that any foreign air travel that is financed by federal funds must be booked on U. S. Flag Air Carriers or code-share carriers, regardless of cost or convenience. Purpose of Policy This policy assures that the University and the traveler are in compliance with the Fly America Act and assures that travel and business expenses charged to sponsored projects conform to the regulations and restrictions placed on the use of the funds by the sponsor and the Fly America Act. Office of Sponsored Projects 26

OSP Post Award Update - Sponsored Travel Policy OSP Brown Bag Who is Governed by this Policy? This regulation must be followed by all Brown University faculty, staff, students, trainees, consultants and collaborators who are reimbursed for air travel with federal prime or federal pass through funds. It is the Principal Investigator’s (PI) or his/her designee’s responsibility to ensure that all air travel charged to federal prime or federal pass through awards are in compliance with this regulation. Office of Sponsored Projects 27

OSP Post Award Update - Sponsored Travel Policy OSP Brown Bag Policy Content Includes: Code Sharing Exceptions to the Fly America Act Open Skies Agreement General Services Administration (GSA) City Pair Program Office of Sponsored Projects 28

OSP Post Award Update - Sponsored Travel Policy OSP Brown Bag Frequently Asked Questions Do trainees, students, consultants or other non-Brown University personnel have to follow the Fly America Act? Ø Yes, the Fly America Act must be utilized by all individuals who are seeking reimbursement for travel costs on federal awards. If they book travel on foreign air carriers, they will not be eligible for reimbursement from federal sources. Ø In addition, international collaborators and consultants must also follow this regulation. Please make sure to work with international consultants before they make flight arrangements to ensure that they are aware of U. S. air carrier restrictions. Office of Sponsored Projects 29

OSP Post Award Update - Sponsored Travel Policy OSP Brown Bag Frequently Asked Questions We found an Air Canada ticket that costs less than the ticket on a U. S. carrier. Can we book this flight? Ø No. You must adhere to the Fly America Act and fly a U. S. flag air carrier, unless you meet one of the exemptions allowed in the Fly America regulations. Office of Sponsored Projects 30

OSP Post Award Update - Sponsored Travel Policy OSP Brown Bag Other Resources Brown Travel Policy General Services Administration (GSA) Fly America Act and Open Skies Agreement The City Pair Program (CPP) Airline City Pair Program Search Tool Fly America – Open Skies Decision Tree NIH Grants Policy Statement on the Fly America Act (Rev 10/2013) NSF’s Award & Administration Guide (NSF 14 -1 February 2014) List of U. S. Flag Carriers with their Airline Codes List of airlines as part of the Association of European Airlines FAQs Office of Sponsored Projects 31

OSP Post Award Update - Sponsored Travel Policy OSP Brown Bag Other Resources Fly America Act and Open Skies Decision Tree Office of Sponsored Projects 32

OSP Post Award Update - Sponsored Travel Policy OSP Brown Bag Find this policy on the OVPR website! Office of Sponsored Projects 33

Office of Research Integrity Update OSP Brown Bag Susan Carton-Lopez Associate Director, ORI Office of Sponsored Projects 34

Office of Research Integrity Update OSP Brown Bag Clinical Trials International Committee of Medical Journal Editors (ICMJE) adopted WHO definition: "any research study that prospectively assigns human participants or groups of humans to one or more health-related interventions to evaluate the effects on health outcomes. " Office of Sponsored Projects 35

Office of Research Integrity Update OSP Brown Bag Clinical Trials • Health-related interventions: any intervention used to modify a biomedical or health-related outcome (for example, drugs, surgical procedures, devices, behavioral treatments, dietary interventions, and process-of-care changes) Office of Sponsored Projects 36

Office of Research Integrity Update OSP Brown Bag Clinical Trials • Health outcomes: any biomedical or healthrelated measures obtained in patients or participants, including pharmacokinetic measures and adverse events. Purely observational studies will not require registration Office of Sponsored Projects 37

Office of Research Integrity Update OSP Brown Bag Clinical Trials • Registration & Results on Clinical. Trials. gov • CT. gov language in consent documents • Required Good Clinical Practices (GCP) training (if NIH funded) • CITI has 2 available trainings: SBE & FDA focus Office of Sponsored Projects 38

Office of Research Integrity Update OSP Brown Bag NIH Policy on the Use of a Single Institutional Review Board for Multi -Site Research • • Office of Sponsored Projects AKA: s. IRB Mandate implementation delayed until 1/25/18 HRPP web page under construction Contact HRPP when writing grants for multi-site research due > 1/25/18 39

Office of Research Integrity Update OSP Brown Bag • Brown Human Research Advisory Group (Bh. RAG) • Meet 3 -4 times/year • In-depth training on IRB processes • Advise on HRPP programs and policies • Link to application in OSP Newsletter or e-mail IRB@brown. edu and we’ll send it to you. Office of Sponsored Projects 40

OSP Brown Bag Workday Grants & Effort June 21, 2017 Marisa Schasel Director, Research Administration Systems & Reporting Office of Sponsored Projects 41

Workday Update OSP Brown Bag Agenda • Effort Notifications • Effort Alerts • Payroll Accounting Adjustment § Effort sub-process § Cost Transfer Form Office of Sponsored Projects 42

Workday Effort - Notifications OSP Brown Bag Recipients and When Sent • Effort Certification Partner/Cost Center Manager § Effort Certification Report generated • Certifier § Effort Certification Report submitted Office of Sponsored Projects 43

Workday Effort - Notifications OSP Brown Bag Changes • • Added effort certification report due date Modified text § § • Added contact information § Office of Sponsored Projects How to complete task Effort Reporting Policy references effort-reporting@brown. edu 44

Workday Effort - Notifications OSP Brown Bag • Effort Certification Reporting Notification to Effort Certification Partner / Cost Center Manager Office of Sponsored Projects 45

Workday Effort - Notifications OSP Brown Bag • Effort Certification Reporting Notification to Certifier Office of Sponsored Projects 46

Workday Effort - Alerts OSP Brown Bag Recipients • Effort Certification Partner and Cost Center Manager When sent • • Two days prior to due date The day report is late Changes • • Simplified text Added contact information § Office of Sponsored Projects effort-reporting@brown. edu 47

Workday Effort - Alerts OSP Brown Bag Alert: Effort Certification Report Due in 2 Days (Effort Certification Partner /Cost Center Manager) Office of Sponsored Projects 48

Workday Effort - Alerts OSP Brown Bag Alert: Late Effort Certification Report (Effort Certification Partner/Cost Center Manager) Office of Sponsored Projects 49

Workday Effort - New Alert OSP Brown Bag Recipients • Anyone who has an Effort Certification Report in their work feed awaiting action When sent • Office of Sponsored Projects Two days prior to due date 50

Workday Effort - New Alert OSP Brown Bag Alert: Effort Certification Report Due in 2 Days (Anyone who has Effort Certification Report awaiting their action) Office of Sponsored Projects 51

Workday Effort Certification - New Alert OSP Brown Bag • Production June 14 th • Coming soon § Communication to Effort Certification Partners regarding enabling email preferences § § Office of Sponsored Projects Faculty Undergraduate Students 52

Workday Effort - Payroll Accounting OSP Brown Bag Adjustments • Payroll Accounting Adjustments (PAA) are now a sub-process of effort Office of Sponsored Projects 53

Workday Effort - Payroll Accounting OSP Brown Bag Adjustments Overview of Changes • • • PAA automatically generates when costed changes are made to an Effort Certification Report Full list of worktag values are displayed when modifying effort lines Generated PAA routes to impacted Cost Center Manager for review and submission § Cost Transfer Form is now embedded in the PAA; routes to Cost Center Manager for completion § PAA displays only the payroll lines being modified Office of Sponsored Projects 54

Workday Effort - Payroll Accounting OSP Brown Bag Adjustments Overview of Changes • Regular routing in effect • New report created § Payroll Accounting Adjustment Audit Report Office of Sponsored Projects 55

Workday Effort – Payroll Accounting OSP Brown Bag Adjustments Important Information • No additional changes accepted on PAA other than those generated through the costed changes on the Effort Certification Report § Additional PAA changes would require a separate PAA • Effort Certification Reports generated prior to the go live date will not include the PAA subprocess § Roll out July 7 th Office of Sponsored Projects 56

Workday Effort -Payroll Accounting OSP Brown Bag Adjustments Payroll Accounting Adjustment Audit Report • Displays PAAs that are created as part of the effort certification process • Allows the user to view related effort certification report directly from the audit report • Audit reporting on the changes; i. e. PAA reconciles to effort certification report Office of Sponsored Projects 57

Workday Effort -Payroll Accounting OSP Brown Bag Adjustments Effort Certification Details (PAA Compare) • Original percentages and amounts displayed • Changed percentages and amounts displayed Office of Sponsored Projects 58

Brown Bag Listserv OSP Brown Bag To be added to OSP’s Brown Bag Listserv, please email: resadmin@brown. edu Office of Sponsored Projects 59