DCCPS New Grantee Workshop May 27, 2009

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