May 19, 2011

1. Sponsored Programs Grant Coordinator Meeting May 19, 2011

2. Agenda NSF Data Management Plan Resources for Clemson Researchers – Emily gore, Cooper Library / Digital Initiatives F&A and Fringe Rate Agreement – Beverly Leeper, Comptroller’s Office What Constitutes Off-campus Rates – Beverly Leeper, Comptroller’s Office Procedure for Change in PI at Post-award Stage – Kristin LaRoche, OSP Proposal Processing Form: What it Takes to be Complete – Kristin LaRoche, OSP

3. NSF Data Management Plan Resources for Clemson Researchers - Emily Gore, Cooper Library / Digital Initiatives

4. Data Management Plans- NSF Library created webguide to help with data management plan construction http://clemson.libguides.com/datamanagement Requirement for NSF grants as of Jan 2011 Different programs within NSF have different data management plan requirements CCIT CITI group under the direction of Jill Gemmill has worked on standard CCIT language to use in these plans and I (Emily Gore – egore@clemson.edu) can help with other questions regarding data management, including the potential use of the Institutional Repository, currently under development (late summer/early fall rollout)

5. Facilities & AdministrativeandPooled Fringe Ratesand Off-campus Determination Beverly Leeper, Comptroller’s Office Refer to DHHS Rate Letter

6. What is a Facilities & Administrative Rate? The Facilities and Administrative (F&A) Rate is a generally accepted method of allocating a fair share of institutional costs for sponsored program research activities. The F&A Rate, also referred to as an indirect cost rate, is a federally negotiated and approved rate. F&A costs are institutional or college level support costs not directly charged to sponsored program grants or contracts. F&A costs are classified in two categories: Facilities costs (depreciation, operation and maintenance of facilities, safety, security and interest expense) Administrative costs (federally capped at 26%) Federal regulations (OMB Circular A-21) require that costs be applied consistently within the university

7. What Constitutes an Off-Campus Rate? Section II of the Clemson University Rate Agreement includes an off-campus definition: For all activities performed in facilities not owned by the institution and to which rent is directly allocated to the project(s) the off-campus rate will apply. Grants or contracts will not be subject to more than one F&A cost rate. If more than 50% of a project is performed off-campus, the off-campus rate will apply to the entire project.

8. On-Campus vs. Off-Campus Decision All projects, both on-campus and off-campus, should include the administrative portion of the rate, currently 26%. If the answer is “Yes” to any one of the following questions, the sponsored project is considered on-campus and should also include the “Facility” portion of the rate: Where is the research primarily conducted? Is the property owned by Clemson University? Does Clemson University pay rent? Does Clemson University pay utilities for the space used?

9. Off-campus Decision Matrix

10. What is a Pooled Fringe Rate? A methodology of pooling employee fringe benefits by group, with similar benefit types Nine-month academic Twelve-month Part-time and Temporary Student A federally approved and generally accepted method of pooling costs Annually calculated and approved by the federal government

11. What is a Pooled Fringe Rate? (cont’d) Pooled fringe benefits include: Employer portion of Social Security Unemployment tax Insurance – health, dental, life Retirement Long-term disability Worker’s compensation Termination pay

12. Approved Rates Research rates: FY 11/12 – 48.5% FY 12/13 – 49.5% FY 13/14 & FY 14/15 – 50.0% Located at: Facilities and Administrative http://www.clemson.edu/cfo/comptroller/documents/Signed_FA_Agreement_FY11_15 Pooled Fringe Benefit Rates http://www.clemson.edu/cfo/comptroller/rates/pooled-fringe Rate Agreement Attached

13. Procedure for Change in PI at Post-award Stage Kristin LaRoche, MSW, Office of Sponsored Programs Refer to process chart handout in packet

14. When Will This Be Applicable? If a project is remaining at Clemson, but: The PI is leaving Clemson PI is retiring so no longer available to participate in the project PI is reassigned to other duties and no longer available to participate in the project PI illness or death

15. What Are The First Steps In the Process? Department Administrator or PI notifies College Grant Coordinator of needed change College Grant Coordinator will help facilitate gathering of information needed for approval package

16. What is Included in the Approval Package? Completed proposal processing form signed by new PI, Department Chair, and Dean Effective date of the PI change Memo for justification of the PI change with place for CU-AOR (VPR or his designee in the Office of Sponsored Programs) signature New PI’s CV Current and pending support of new PI

17. What Happens After the Approval Package is Gathered? College Grant Coordinators e-mail respective OSP Grants Administrator Subject line of e-mail: PPN#, PI Change, Project # XXX-XXXXXXX OSP obtains CU-AOR signature and uploads package to InfoEd OSP forwards the approved package to the respective Sponsored Programs Accounting and Administration Fiscal Manager SPAA Fiscal Manager request approval from the sponsor

18. What Happens After Approval Has Been Received From the Sponsor? SPAA Fiscal Manager will update the CUBS project file and send Award Notification Modification to the established contacts for the project OSP will upload the Award Notification Modification to the Attachment Panel and update Personnel Panel in InfoEd

19. Items to Remember VPR (or his designee in OSP) is the final university approver and the AOR to formally request approval from the sponsor for a change in PI for an existing awarded project Discussions among the PI and a sponsor’s program officer may occur Formal communication to the sponsor must be sent from the VPR’s office

20. Proposal Processing Form: What it Takes to be Complete Kristin LaRoche, MSW, Office of Sponsored Programs Refer to PPF handout in packet

21. Highlights of PPF, Page 1 PI CUBS Assigned Department No., CU User Name/Employee ID No. Discussed at a previous meeting Unit Number of Center/Institute to receive credit With Director Signature / Date GAD Source F&A Rate Comparison Information* Program Code* Classification of Research, Public Service, or Instruction Subclass* Ex. 207-USDA, 215-Federal via non-SC University *Indicates items that we have seen commonly left off. Please make sure this section is completed before sending the proposal to OSP. If you have a question on how to complete it, please call the assigned OSP GA to discuss.

22. Highlights of PPF, Page 2 Yes/No Questions If the question asks for a copy of the policy, please make sure the documentation is attached Especially important for F&A and cost sharing information Compliance Data Check the proposal to make sure the appropriate boxes are checked If you have a question, contact the appropriate Research Compliance contact to discuss