Office of Sponsored Programs (OSP)

1. Office of Sponsored Programs (OSP) Noe Saldaña Interim Director and Elizabeth Garcia Assistant Director 458-4340 http://vpr.utsa.edu/osp/ Email: utsaosp@utsa.edu

2. Expenditures Fiscal Year 2006 • Expenditures for all sponsored programs totaled $49,779,327 (26% over FY05) • Research expenditures were $32,316,849 (37% over FY06) • Non-Research expenditures were $17,462,478 (10% over FY06) • Fiscal Year 2007???

3. Research Expenditures by College (FY06) • College of Sciences ($14,105,132) • College of Engineering ($2,891,076) • College of Education and Human Development (1,491,072) • College of Liberal and Fine Arts ($443,139) • College of Business ($279,351)

4. Non-Research Expenditures by College (FY06) • College of Education and Human Development ($1,425,343) • College of Sciences ($850,161) • College of Engineering ($477,472) • College of Business ($212,046)

5. Top Sponsors, FY06 • Department of Health and Human Services (NIH), $13,502,814 • Department of Defense, $4,889,077 • Department of Education, $3,937,934 • Department of Commerce, $3,490,978 • National Science Foundation, $1,530,554 • Department of Agriculture, $870,019 • Department of Homeland Security, $657,428 • Department of Labor, $405,901 • Housing and Urban Development, $335,109 • NASA, $250,364

6. UTSA’s Top Ten Research Institutes and Centers FY06 • South Texas Center for Emerging and Infectious Diseases, $2,500,832 • Center for Infrastructure Assurance and Security, $2,414,698 • Cajal Neuroscience Research Center, $1,571,710 • Center for Archaeological Research, $1,253,117 • Institute for Demographics and Socioeconomic Research, $1,116,746 • Culture and Policy Institute, $992,457 • Center for Biotechnology, Bioprocessing, Education and Research, $836,849 • San Antonio Life Sciences Institute, $530,518 • Texas State Data Center, $406,870 • Institute for the Protection of American Communities, $383,464

7. UTSA - Rankings • The Texas Higher Education Coordinating Board report on Research Expenditures, among Texas Universities during FY 05-06 (9/1/05-8/31/06) ranked UTSA in the following categories: • 1st among all State Universities in Law and Public Administration • 2nd among all State Universities in The Arts and Humanities • 3rd among UT Components in Federal Research and Development Expenditures • 3rd among all State Universities in Biological and Other Life Sciences • 7th out of 42 State Universities in Federal Research and Development Expenditures (including institutions in The Texas A&M System, Texas State University System, UT System, University of Houston System, and Independent Universities) • In a study released June 13, 2007 by Chester, Pa.-based Academic Analytics, UTSA was ranked fifth for faculty scholarly productivity among other large research universities in the state. From the Ten (10) Texas universities included in the survey, UTSA placed fifth in Texas behind Rice University, University of Texas at Austin, Texas A&M University and University of Houston - University Park. Harvard University took top honors in the rankings report. • Ranked 160th out of 535 domestic institutions of higher education in awards from The National Institutes of Health (NIH), Fiscal Year 05

8. Mission StatementOffice of Sponsored Programs The Office of Sponsored Programs, a unit in the Office of The Vice President for Research at The University of Texas at San Antonio, supports and advises the entire academic community in securing external support for sponsored programs and collaborations. We review, negotiate, approve, and provide administrative oversight related to proposals and establishment of awards on behalf of The University of Texas at San Antonio in accordance with all applicable policies, and regulations.

9. Staffing • Associate Vice President for Research • Director • Assistant Director • Two Administrative Associates • One Contract Negotiator • 4 Pre-award • 5 Post-award • New positions FY07-08, one post-award and a Time and Effort Specialist • Most OSP staff are members of professional research administration organizations such as The National Council of University Research Administrators (NCURA) and The Society for Research Administration (SRA), several pre/post award staff are also pursuing certification as a Certified Research Administrators (CRA)

10. UTSA Memberships • Federal Demonstration Partnership (FDP) • A cooperative initiative among 10 federal agencies and 98 institutional recipients of federal funds • Its purpose is to reduce the administrative burdens associated with research grants and contracts • The interaction between FDP’s 300 or so university and federal members takes place in FDP’s 3 annual meetings • The FDP is a unique forum for individuals from universities and nonprofits to work collaboratively with federal agency officials to improve the national research enterprise • Members discuss, identify problems, and develop action plans for change, these new ideas are tested in the real world before putting them into effect

11. UTSA Memberships • Council of Governmental Relations (COGR) • 150 member universities (research intensive) • Addresses compliance issues associated with the administration of federally sponsored programs for faculty and graduate students. • A major goal of COGR is the education of federal funding agencies about academic operations and the avoidance of unnecessary regulatory burdens. • Promote policies and practices in research and training that fairly reflect the mutual interests and separate obligations of universities and federal and other sponsoring agencies; • Conduct objective and timely analysis of research costing, compliance, administration, and intellectual property issues for the benefit of its members, their sponsors, and other higher education associations; and • Work with governmental agencies and research sponsors to develop a common understanding of the impact that policies, regulations and practices may have on the research and training programs of its membership.

12. Grants and Contracts Specialists Pre-Award • Ms. Claudia Guzman, Department of Biology, College of Liberal and Fine Arts, College of Architecture and Center for Archeological Research, SNRP, CAJAL, MBRS SCORE and RISE, MARC U*STAR, claudia.guzman@utsa.edu, ext. 5199 • Mr. Carlos Cortez, College of Engineering and The College of Business, Institute for Economic Development, Institute for Cyber Security Research, Institute for Demographic and Sioeconomic Research, Center for Infrastructure Assurance and Security, carlos.cortez@utsa.edu, ext. 5197 • Ms. Santos (“Mimi”) Garza, College of Sciences (except Department of Biology), College of Public Policy, PREP Program, santos.garza@utsa.edu, ext. 5208 • Angelika Rocha, College of Education and Human Development, The Mexico Center, P-20, Institute for Law and Public Affairs and Child and Adolescent Policy Research Institute, angelika.rocha@utsa.edu, ext. 4113

13. Pre-Award Services • Review and process proposals for submission to sponsors • Update faculty and staff on funding opportunities and sponsor policies • Provide training/workshops in areas of research administration • Provide training in the Sponsored Programs Information Network (SPIN) and other funding opportunities databases • Maintain a database of sponsored programs grants and contracts • Produce proposal and award reports upon request • Obtain and review sponsor guidelines/instructions • Review and assist with budgeting and other sponsor forms • Review grants and contracts to ensure compliance with sponsor, institutional requirements • Provide guidance in routing of proposals and related forms (if applicable) • Obtain all assurances and representations • Serve as liaison between the UTSA and sponsors • Negotiate and obtain awards

14. Grants and Contracts Specialists(Post-Award) • Cris Molina, NIH, SNRP, CAJAL, RISE, SCORE, MARC, STCEID, Center for Water Research, cristalina.molina@utsa.edu, ext.4239 • Jennifer Silver, Department of Education, NEH/NEA, HUD, USAID, Outreach Programs (TRIO, PREP, P-20 Initiatives, etc) jennifer.silver@utsa.edu, ext. 4234 • Ben Campos, Department of Defense, NASA, DoT, TxDoT, EPA, DHS, State, Local and Private, jose.campos@utsa.edu, ext. 6376 • Linyi Bolz, NSF, Federal Subawards, Culture and Policy Institute, linyi.bolz@utsa.edu, ext.4231 • Kathi Kortz, State (THECB), Dept of Commerce, OSHA, SBA, Center for Archaeological Research, Institute for Demographic and Socioeconomic Research, kathi.kortz@utsa.edu, ext. 4226

15. Post-Award Services • Review awarded grants and contracts (terms and conditions) • Complete a Internal Notice of Award (INOA) for account set up • Distribute award information, including cost sharing requirements (if any) • Monitor expenditures on awards (allowable, allocable, and reasonable) • Review Cost Transfers • Distribute end date notifications at 90, 60 and 30 days prior to award ending • Monitor and certify time and effort • Monitor, certify and report cost sharing • Budget modifications (rebudgeting) • Negotiate time extensions (no cost extensions) • Submit carry forward requests • Establish shell accounts (90 day preaward) • Submit change of principle investigator/program director requests to sponsor • Negotiate and issue subawards • Subrecipient monitoring • Award closeout

16. Other Staff • Gayle Harris, Administrative Associate, gayle.harris@utsa.edu, ext. 4340 • Denise Garcia, Administrative Associate, denise.garcia@utsa.edu, ext. 4340 • Beth Manning, Contract Negotiator, beth.manning@utsa.edu, ext. 7814 • Coming soon: • Grants and Contracts Specialists (Post-Award) • Time and Effort Specialist

17. Agreements • We negotiate: • Sponsored Research Agreements (need SOW and Budget) • Material Transfer Agreements (MTAs both incoming and outgoing) • Teaming Agreements • Non-Disclosure Agreements (Mutual, University Disclosing, University Receiving) • Consortium Agreements • Cooperative Research and Development Agreements (CRADA) • Memorandum of Understanding (MOU) • Memorandum of Agreement (MOA) • Contracts (in coming and outgoing, need SOW and Budget)

18. The Cycle – Pre-award • Start Early • Develop your idea • Sign up for SPIN and/or grants.gov databases (funding opportunities) • Identify funding opportunity OR submit unsolicited • Research what’s being funded • Contact the Program Officer/Manager • Contact your Pre-Award Grant and Contract Specialist (G&CS) • Review the opportunity carefully, discuss timelines with your G&CS for completing the application • Write the proposal, have it reviewed if possible, continue to work in conjunction with your G&CS in developing your budget and required forms (internal and external) • Prepare your proposal for “routing” with internal forms (if applicable) such as: • Routing Form • Request for Waiver of Indirect Costs Recovery • Request for Authorization to Submit to a Foundation • UTSA Financial Disclosure Statement • Request for University Matching • NIH PI Assurance Certification (NIH only) • Acquire approvals for: • Human Subjects Research (IRB) • IACUC • Biohazards/Radioactive Materials • Route the entire proposal with internal forms (if applicable) to your Department Chair and Dean for review and approval • If routing through an institute or center, obtain the Institute or Center Director’s approval as well as your department and dean • After approvals are obtained, submit to The Office of Sponsored Programs • Proposal is reviewed one more time by your G&CS • Proposal is logged into the Center OSP Database • Proposal is reviewed and approved by the Director, Office of Sponsored Programs • Application is submitted either via paper copy or electronically (via grants.gov) • Proposal is reviewed by the sponsor

19. The Cycle – Post Award • Sponsor decides to fund your proposal • Sponsor contacts investigator • Sponsor contacts OSP and sends the award or contract • Must have all Special Approvals obtained such as IRB, IACUC, IBC, etc. before an award is established • The Director of OSP and/or The Contract Negotiator review the terms, conditions or “flowdowns” of the award or contract • You will also be responsible for reviewing and understanding the terms and conditions of your award or contract • If the terms and conditions are acceptable, your G&CS will work with you in establishing your account based on the award or contract approved budget • An account number is issued with budget categories (DEFINE) • Contact your department/college/institute/center research administrator for guidance • Your research administrator AND G&CS will provide assistance in expending your funds in accordance with the sponsor approved budget such as: • Appointments (faculty, staff, undergraduate and graduate students, etc.) • Travel • Purchases (equipment and supplies) • Consultants (if applicable) • Subawards • Your G&CS and research administrator work together on a day-to-day basis, each will monitor your expenditures to ensure they comply with all rules and regulations of the Sponsor, UT System, UTSA and any other applicable rules and regulations (i.e., OMB Circulars) • Progress Reports and Financial Reports are submitted (annually) • Award or contract is “closed out” • Final Progress Report • Final Financial Report • Invention Report

20. The Deployment • The Office of The Vice President for Research and The Office of Sponsored Programs in conjunction with The Office of The Vice President for Business Affairs have deployed 17 FTE’s throughout the University • Assist faculty, staff and students seeking external funding with pre and/or post award support • Each will attend OSP bi-weekly meetings • Required to attend all OSP training sessions • Will work VERY closely with OSP (dual reporting)

21. Funding Opportunity Databases • Sponsored Programs Information Network (SPIN) • Grants.gov • Community of Science (COS) • OSP Web Site lists Major Sponsors • Directly to Sponsor web site

22. Biolerplate Information • Institutional Research Office • Fact Book • Grant Related “Fast Facts” • OSP Reports (quarterly and annually)

23. Consider… • Hispanic Serving Institution (HSI) • Minority Student Training/Equipment • Defense University Research Instrumentation Program (DURIP) • Instrumentation and Research Support for HSIs • HBCU/MI for Infrastructure Support Program • Multidisciplinary Research Program of the University Research Initiative (MURI) • Collaborative/Multidisciplinary • Work with Grant and Contract Specialists (EARLY!) • Develop Relationships with Program Managers/Officers • Volunteer to serve on Review Panels • Appropriate Level (RO1, R21, R29, NSF Independent Research, CAREER, YIP, K Awards, etc) • Broad Agency Annoucements (BBA) • Submit grants.gov EARLY!!!

24. Guidelines and Policies • Sponsored Programs Guide (http://www.vpr.utsa.edu/osp/guidelines.php) • UTSA Handbook of Operating Policies (HOP) at http://www.utsa.edu/hop9.32 • Office of Management and Budget (http://www.whitehouse.gov/omb/circulars/index.html) • A21 - Cost Principles for Educational Institutions • A110 - Uniform Administrative Requirements for Grants and Other Agreements with Institutions of Higher Education, Hospitals and Other Non-Profit Organizations • A133 - Audits of States, Local Governments, and Non-Profit Organizations

25. Elizabeth GarciaAssistant Director InfoED - SPINPlus SPINPlus is a web-based system that includes a database of funding opportunities, a database of investigator profiles, and a matching alert service. SPINPlus includes three product modules: SPIN, SMARTS, and GENIUS.

26. Grants.gov at UTSA Grants.gov • Single electronic source for finding federal grant opportunities (find) and submitting proposals (apply) • Covers 1000 grant programs from 26 grant-making agencies ($400 billion annual awards) • Based on standard forms (SF424 R&R)

27. Grants.gov UTSA • Single electronic source for finding federal grant opportunities (find) and submitting proposals (apply) • Covers 1000 grant programs from 26 grant-making agencies ($400 billion annual awards) • Based on standard forms (SF424 R&R)

28. Grants.gov at UTSA • Do Not Register! UTSA is registered as institution. Users do not need to get DUNS number or CCR registration • OSP Server – S Drive (Titian) Grants Folder • Submit completed Application package along with Routing Form to OSP for submission 5 Business days before agency deadline • Plan extra time for submission complications

29. QUESTIONS?????