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Post-Award Administration of Grants . Roles and Responsibilities Expanded AuthoritiesPrior ApprovalsProgress ReportsGrant Closeout. Roles and Responsibilities. Grants Management SpecialistMonitors administrative and fiscal aspects of the projectAssures compliance with federal regulations, p
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1. DCCPS New Grantee WorkshopMay 27, 2009
Post-Award Administration of Grants
Crystal Wolfrey, Branch Chief
Office of Grants Administration
National Cancer Institute
2. Post-Award Administration of Grants Roles and Responsibilities
Expanded Authorities
Prior Approvals
Progress Reports
Grant Closeout
3. Roles and Responsibilities Grants Management Specialist
Monitors administrative and fiscal aspects of the project
Assures compliance with federal regulations, policies and procedures
Is the only NIH official authorized to change funding, duration, and terms of award
4. The Grants Management Specialist can… Answer questions about completing the PHS 398, the SF 424, and PHS 2590
Provide guidance on administrative and fiscal aspects of applications and awards
Answer questions about allowable costs and prior approval requirements
Help navigate NIH grants management information on the Web
5. Roles and Responsibilities Grantee
Assures compliance with federal regulations, policies and procedures
Monitors proper conduct of the project
Fiscal management of the project
Award made to the organization, not PI
6. Lines of Communication
7. Notice of Award (NOA) LEGALLY BINDING DOCUMENT
Sent to your Business Office
Please read it carefully before starting project!
Establishes funding level
Establishes period of support
Sets forth terms and conditions of award
NCI Contact Information
Program Director
Grants Management Specialist
8. Notice of Award The NOA is issued
Name & address of grantee institution
Project title
Name of Principal Investigator (PI)
Period of grant support
Amount of funding for future years
F&A costs
Terms and conditions
10. Electronic Research Administration NIH does not provide paper notification of the Notice of Award letters. NoAs are sent solely via e-mail to grantee organizations and will be accessible in the eRA Commons through the Status module.
11. Expanded Authorities Grantee organization already has prior approval for many activities and expenditures, such as...
1st No-Cost Extension
Carryover of unobligated balances
Use of Program Income
Transferring performance of work to a
3rd party (also changing 3rd party)
12. Prior Approvals Second no-cost extension
Change of PI
Change of Grantee Institution
Addition of a foreign component
Undertaking activities disapproved or restricted as a term of award
Need for additional NIH funds
Change in scope
13. Prior Approval Of particular note:
Significant reduction in the level of effort of key personnel requires NCI prior approval
Significant is defined as a 25% or more reduction in effort
PI is always defined as key personnel
Other key personnel would need to be specifically named in the terms of the notice of grant award
14. Change In Scope Change in the specific aims
Shift in research emphasis
Change in approved use of animals or human subjects
Change in key personnel
Significant rebudgeting
Application of new technology
15. Requests For Prior Approval Requests for NCI approval must be:
Submitted in writing (email is acceptable)
Submitted no later than 30 days before the proposed change
Signed by an authorized official of the institution
16. Requests For Prior Approval E-mail requests must be sent by the signing official and always include:
Complete Grant #
Grantee Name
Principal Investigator
PI’s phone/fax/e-mail
17. Requests For Prior Approval The only official response to prior approval request are written responses signed by the GMO
Revised Notice of Award (NOA)
Letter signed by the GMO addressing specific request
18. Whenever PIs are uncertain about the need for prior approval, consult in advance with:
Your Office for Sponsored Research
Written policies and regulations
(e.g.: NIH Grants Policy Statement)
NIH Grants Management Specialist A Rule of Thumb
19. Progress Reports Information to be included is specified in the PHS 2590 instructions:
http://grants1.nih.gov/grants/funding/2590/2590.htm
SNAP Questions
Changes in Other Support?
Significant changes in Level of Effort?
Estimated unobligated balance >25%?
Due dates
45 days prior to renewal date (eSNAP)
60 days prior to renewal date (hard copy)
All you need to send in is the PHS 2590 to apply for funds each year of the project period. Follow the instructions in the application:
Answer the three questions at the beginning of Form Page 5
All you need to send in is the PHS 2590 to apply for funds each year of the project period. Follow the instructions in the application:
Answer the three questions at the beginning of Form Page 5
20. Revised Public Access Policy
Compliance mandated by Public Law 110-161
Applicable to:
Peer-reviewed articles,
Accepted for publication on or after 4/7/08, and
Arising from direct or indirect grant or contract funds active in FY 2008, and beyond.
Full-text articles to be made publicly available on NLM’s PubMed Central no later than 12 months after date of publication The Consolidated Appropriations Act of 2008 ensures that the public has access to the published results of NIH funded research. Accordingly NIH’s former public access policy has been modified and is now a mandatory requirement.
This law is expected to have a broad impact, not just on the public but in promoting academic access to publications arising from NIH support. A 2005 study showed that 89% of medical and biological science researchers said that their library does not subscribe to all the journals needed for their work2.
Policy requires scientists to submit journals to the digital archive PubMed Central, where the articles will be free and available to the public within 12 months of the publication date.
Policy covers:
Peer reviewed journal articles
Accepted for publication on or after April 7, 2008
Arising from NIH supported awardsThe Consolidated Appropriations Act of 2008 ensures that the public has access to the published results of NIH funded research. Accordingly NIH’s former public access policy has been modified and is now a mandatory requirement.
This law is expected to have a broad impact, not just on the public but in promoting academic access to publications arising from NIH support. A 2005 study showed that 89% of medical and biological science researchers said that their library does not subscribe to all the journals needed for their work2.
Policy requires scientists to submit journals to the digital archive PubMed Central, where the articles will be free and available to the public within 12 months of the publication date.
Policy covers:
Peer reviewed journal articles
Accepted for publication on or after April 7, 2008
Arising from NIH supported awards
21. Revised Public Access Policy As of May 25, 2008, NIH applications, proposals, and progress reports must include the PubMed Central reference number when citing a paper that falls under the policy and is authored or co-authored by the investigator, or arose from the investigator’s NIH award. This policy includes applications submitted to the NIH for the May 25, 2008 due date and subsequent due dates.
22. Why Public Access? ACCESS Provide electronic access to NIH-funded research publications for patients, families, health professionals, teachers, and students.
ARCHIVE Keep a central archive of NIH-funded research publications—for now and in the future, preserving vital medical research results and information for years to come.
ADVANCE SCIENCE Create an information resource that will make it easier for scientists to mine medical research publications, and for NIH to better manage its entire research investment.
23. Grant Closeout Required closeout reports include:
Final Progress Report
Final Invention Statement & Certification
Final Financial Status Report
Due within 90 days of the project end date
24. HELPFUL WEB SITES “Everything you wanted to know about the NCI Grants Process . . . but were afraid to ask”
www3.cancer.gov/admin/gab/index.htm
NIH Office Of Extramural Research
http://grants.nih.gov/grants/oer.htm
25. THANK YOU