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Grant Coordinator Meeting

Grant Coordinator Meeting. May 24 @ 1:30 pm 132 Fluor Daniel Building. - Agenda -. NIH Conflict of Interest Policy Status Update – Chip Hood Research Fund Policy for Research Subjects – Stephanie Wald Faculty Gift Credit – Betsy Mudge Kuali Coeus Update – Bindu Rangaraju

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Grant Coordinator Meeting

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  1. Grant CoordinatorMeeting May 24 @ 1:30 pm 132 Fluor Daniel Building

  2. - Agenda - • NIH Conflict of Interest Policy Status Update – Chip Hood • Research Fund Policy for Research Subjects – Stephanie Wald • Faculty Gift Credit – Betsy Mudge • KualiCoeus Update –Bindu Rangaraju • Export Control – Tami Hemingway • Avoiding Compliance Pitfalls–Tracy Arwood • Restructuring of EHS –Tracy Arwood

  3. NIH Conflict of Interest Policy Status Update Becca Hanus

  4. Research Fund Policy for Research Subjects Stephanie Wald

  5. Research Subjects It is common in certain types of research to provide an incentive to individuals to participate in research studies. When participants are necessary for the success of the research project, an incentive may be offered provided they are included as part of the grant proposal and IRB approval was obtained. Research incentives given can typically range from $25 to $50. This policy is intended to provide guidance as to the appropriate acquisition and distribution of research subject incentives. We are proposing it as interim policy and will be subject to review next Fall.

  6. Obtaining Research Subject Incentives Incentives are available in the form of cash cards. Please allow two business days to process your request. Incentives may be obtained by completing a Research Subject Incentive Request Form and submitting it to the Cash and Treasury Services Department. Incentives should only be requested when disbursement of such funds is expected to commence within the current month. If the project continues throughout the year, multiple incentive requests should be made to provide for a reasonable and timely accounting of the funds.

  7. Obtaining Research Subject Incentives – Cont. All request forms submitted must be signed by an authorized approver. Their signature indicates that the appropriate business officer is aware of the request and that documentation has been provided to them. A copy of the approval letter issued by the Institutional Review Board (IRB) must accompany the request.

  8. Research Subject Incentive - Restrictions All amounts received must be used for the purpose of providing an incentive to research subjects participating in an approved study. Incentives may not be used for any purpose other than the one outlined on the Research Subject Incentive Request Form. Unused cash cards cannot be used to pay research participants in subsequent, unrelated studies. Cash cards should be given as an incentive as opposed to other cash-like instruments.

  9. Distribution of Incentives Researchers are required to keep a Research Subject Incentive Distribution Log for all amounts disbursed. This log will maintain subject confidentiality by the use of identifiers. The Internal Revenue Service (IRS) requires Research Subject Incentives aggregating $600 or more paid to an individual during a calendar year to be reported on IRS Form 1099-MISC, Miscellaneous Income. If this should occur an additional reporting requirement is necessary. The subject’s name, address, social security number, and payment amount must be sent to the Cash and Treasury Services Department no later than January 15th of the subsequent calendar year.

  10. Substantiation Process A Research Incentive Distribution Log along with all supporting documents should be submitted to the department for which the study was performed and the Cash and Treasury Services Department within 15 days of the completion of the study or by January 15th if the study exceeds one calendar year. Funds must be substantiated before any new advances will be issued. If no supporting documentation exists and the funds were not distributed to participants with a list, a memo of justification is required detailing why this documentation is not available and how the funds were spent.

  11. Repayment of Incentives Incentives distributed must be repaid no more than 30 calendar days from the issue date. Incentives are to be repaid through BuyWays by entering a voucher payable to Clemson University – Cash and Treasury Services. Any unexpended/undistributed cash cards should be returned to the Cash and Treasury Services Department.

  12. For More Information… Visit our website at http://www.clemson.edu/cfo/cash-treasury/cash-receipting/index.html Contact:

  13. Questions

  14. Faculty Gift Credit Betsy Mudge

  15. Background • Faculty requested documentation of their role in fundraising • February 2012 Members of Development, CUF, Provost Office, and Office of Institutional Research agreed on guidelines • April 2012 Meeting with Provost and Deans • May 2012 Implementation Date

  16. Guidelines • Who receives credit? • Faculty members who work with DOs to solicit gifts • Faculty members who notify DOs in advance of gifts received • Development Officer and Faculty member receive acknowledgement for 100% of closed amount

  17. Development Officer Responsibilities • Record faculty name(s) on gift • Up to 3 faculty members • Cash, Gift-in-Kinds, and pledges • Work with faculty to fill out forms and paperwork to book gift within 30 days of receipt • Work in partnership with faculty member when soliciting and stewarding the gift

  18. Faculty Member Responsibilities • Obtain appropriate approval before soliciting gift • For unsolicited gifts, contact Development Officer within 30 days of receipt • For gifts (cash, pledges, GIKs) of $10K and above, faculty members receive credit in RE and FAS

  19. When does it show up in FAS? • May 1, 2012 • Begin documentation in RE (gift receiving system) • August 2012 • Test download into FAS • April 30, 2013 • Office of VP of Academic Affairs downloads data into FAS • Faculty name, amount of gift, donor name

  20. What if I want my gift included in the research annual report? • Fill out form

  21. KualiCoeus Update Bindu Rangaraju

  22. KualiCoeusClemson’s New eRA Together Towards Tomorrow

  23. Session Objectives • Communicate goals for Kuali Coeus • Introduce Kuali Coeus Features • Project timeline • User engagement of research community in the project

  24. Project Goals • Cradle to Grave System • Simplify proposal generation, submission and management • System-to-System Submission • Make it possible to grow research at Clemson • Eliminate the need for redundant effort in departments • Eliminate need for shadow systems • Report generation capability through out the life of the project

  25. Kuali Coeus Overview

  26. Kuali Coeus Elements

  27. KC – Implementation Timeline

  28. Phased Approach Module Implementation Phase II -Institutional Proposal -Proposal Log -Awards Phase I -Project Planning -Project Governance Committees -Implementation Plan -Timeline Phase IV -IRB -IACUC -COI -Interface KC Awards to CUBS Phase III -Proposal Development -Budgets -Grants.gov s2s

  29. KC - Implementation Plan Overall Goal: Deliver an integrated research administration system that meets researcher and institutional needs Deliverables: • Processes that maintain compliance, increase efficiency and reduce administrative burden for all • Reporting capabilities • Training and Ongoing support for all users

  30. Implementation Principles & Components Campus Engagement • Engage Campus stakeholders • Engage faculty early, seek advice and guidance • Gather feedback, document & validate • Brainstorm solutions collaboratively • Communicate Product • Configure product to meet reasonable campus needs • Enable and promote consistency in processes and reporting • Minimal customization of the core product • Integrate with Peoplesoft Financials Go-Live Post Go-Live Discovery

  31. KC - Implementation Challenges • Be patient with staff through the implementation • We are all in this together, as a Community • Give all implementers a virtual ‘Hug’: Functional Staff, Departmental Staff and System Implementation Team • Anticipating a Kuality implementation

  32. KC – Where Are We Now!! Module Implementation Phase II -Institutional Proposal -Proposal Log -Awards Phase I -Project Planning -Project Governance Committees -Implementation Plan -Timeline Phase IV -IRB -IACUC -COI -Interface KC Awards to CUBS Phase III -Proposal Development -Budgets -Grants.gov s2s We Are Here!!

  33. User Involvement 2013 2014 2015 Configuration Institutional Proposal Proposal Log User Function Awards Proposal Development Training Acceptance Testing Bug Tracking Documentation Workflow System Testing

  34. We Value Your Email: Bindu Rangaraju Bindu@clemson.edu 864-650-1467

  35. Export Control Tami Hemingway

  36. U.S. Export Controls Laws and Regulations implemented to further national security and U.S. foreign policy

  37. What is an export? • Tangible Shipments outside of the U.S., its territories and possessions • Release of technology or code to a non-U.S. person within the U.S. Deemed Export • Providing a service to a non-U.S. person

  38. International Traffic in Arms Regulations • ITAR controls items designed primarily for a military purpose as well as all satellites • ITAR controlled items are found on the United States Munitions List (USML)

  39. Export Administration Regulations • The EAR control items designed primarily for a civilian purpose but which may also be used in a harmful way Dual Use • EAR controlled items are found on the Commerce Control List (CCL)

  40. Foreign Assets Control Regulations • The FACR regulate U.S. sanctions and embargoes against specific countries or persons in furtherance of U.S. foreign policy • General and specific licenses determine items that may be exported or imported to or from embargoed countries or with whom funds may be exchanged

  41. Fundamental research • Basic and applied research in science and engineering conducted at accredited institutions of higher learning in the United States the results of which are ordinarily published

  42. Fundamental Research Exclusion • Fundamental research results are not subject to export control regulations • FRE does not apply to export controlled inputs used in the research • Publication restrictions or restrictions on participation in the research based on citizenship will destroy the availability of this safe harbor

  43. Restricted Parties BIS • Denied Persons List • Entity List • Unverified List DDTC • AECA Debarred List OFAC • Specially Designated Nationals List

  44. Anti Boycott compliance • Applies primarily to the Arab League boycott of Israel • Conduct that may be penalized • Agreements to refuse or actual refusal to • do business with or in Israel or with blacklisted companies. • discriminate or actual discrimination against other persons based on race, religion, sex, national origin or nationality. • furnish or actually furnish information about business relationships with or in Israel or with blacklisted companies. • furnish or actually furnish information about the race, religion, sex, or national origin of another person. • Implement letters of credit containing prohibited boycott terms or conditions.

  45. Export Control Assessment • What is it? • What do we want to do with it? • Who is it going to? • Where is it going to and what is the end use?

  46. Pre Award • RFP/BAA (DOD, NASA, DOE, Private) • Publication Restrictions (includes NDAs) • Non-US person participation restrictions • End Use/End User (chemical, biological, missile, nuclear WMD) • Foreign funding/reviews • Export Controlled deliverables anticipated • SOW includes travel to embargoed country

  47. Post Award • International Travel • Export controlled equipment or technology under MTA, loan or purchase • Payments to a restricted entity • Anti Boycott Language

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