ORS Quarterly Grants Managers Meeting

1. ORS Quarterly Grants Managers Meeting August 21, 2014

2. Agenda • Duke Engineering Research Institute (DERI) • New OVPR Initiatives • Training and Development (ORS) • Office of Sponsored Research Updates • Uniform Guidance • Training and Development (RCC)

3. Duke Engineering Research Institute (DERI) • Mission: to promote applied research in the public interest specifically around homeland security. • Duke anticipates receiving grants and contracts from sponsors like • Defence Advanced Research Projects Agency (DARPA0 • Department of Homeland Security • Department of Defense Agencies

4. Duke Engineering Research Institute (DERI) • Key Points • Lab space located off campus. • Secure facility (still cannot do classified projects). • Can take restrictions on publications and the participation of foreign nationals (national security controls).

5. Duke Engineering Research Institute (DERI) • Key Implications • New Proposal Submission Process (Two weeks prior to deadline). • DERI Director will determine if there is enough space for any proposed projects. • Pratt Dean of Research and Legal Counsel will determine if scope is appropriate to mission. • Office of Export Controls will work with PIs to put in Technology Control Plans and secure export licenses, if appropriate.

6. Duke Engineering Research Institute (DERI) • Key Implications • New Proposal Submission Processes • ORS will then review the proposal as we normally would. • ORS will confirm with the PI that the work is fundamental research or if the work will be restricted. • ORS will provide exceptions letters when appropriate.

7. Duke Engineering Research Institute (DERI) • Key Implications • New Proposal Award Process • ORS notify everyone immediately upon receipt of a DERI grant or contract. • ORS will negotiate contracts as normally do, except when we know the restrictions apply. • ORS will accept the restrictions, but need to know about them at the time of proposal.

8. Duke Engineering Research Institute (DERI) • DERI Request from Grants Community • Help ID potentially restricted earlier in the process. • By the time the proposal gets to ORS, it may be too late to complete the process. • Help make faculty aware of the existence of DERI. • They need to know that there is an option for conducting restricted research through Duke. • No surprises.

9. OVPR Initiatives • Faculty Meetings • Grants Management Working Group • ORS West • Inter-related. • Self-informing. • Developing Goals: • Best practices, increase collaboration, improve grants administration, build stronger social networks.

10. OVPR Initiatives • Faculty Meetings • Identify top faculty grant producers. • Two meetings a month with five faculty in related intellectual spaces. • Listen. • Listen. • Listen. • Communicate. (Operationally poor in the international arena.)

11. OVPR Initiatives • Grants Management Working Group • 10 or so grant managers, ORS, and OSP. • Meetings once a month? Twice a month? • Open discussions: • What are the issues in the department? • Are their already best practices to reduce barriers? • What works, what doesn’t work? • Pre and Post-award. • Charged by the Provost.

12. OVPR Initiatives • Grants Management Working Group • Broader Questions: • What is the minimum support a PI should expect from the department/school? • Can we quantify performance? • GM level? Department Level? School Level? • How can improve performance? • Are there barriers that can be reduced or eliminated? • Are there incentives that we can build into the system? • How can we perform better in the international arena?

13. OVPR Initiatives • ORS West

14. ORS West--Satellite Office • Support capacity building. • Work to support proposal submissions and award management. • Face-to-face Interactions. • 360 evaluation for improvement in ORS.

15. ORS Satellite Office • Susan Lasley • Identify issues and working with others to resolve them. • Could include: • ad hoc training developed on the fly, for instance a new employee needs SPS training. • Standard operating procedures for future employees. • Best practices documents for broader audiences.

16. ORS Satellite Office • Example: International Subcontracting • ad hoc training developed on what’s needed. • Special offering ORS Subcontract workshop to a small group. • Standard operating procedures: GM documents SOPs for the department. • Best practices documents: GM documents what to keep in mind for next time. • These documents could be submitted to Working Group.

17. ORS Satellite Office • The Plan: • Susan will hold regular office hours two days a week in Gross Hall. • Grant Managers will be able to sign up for time on an Calendar (we’re still exploring options). • Discuss all things related to grants and contracts, pre and post-award. • Examples could include reading a complex BAA or contract together, discussing complex reporting requirements. • Office will open in September.

18. ORS Satellite Office • The Plan: • After evaluating the results, ORS may cycle different ADs through ORS West at set times. • OVPR will consider setting up other Satellite Offices, as well. • ORS Pratt • ORS DGHI • ORS Carolina Ale House 

19. Training and Development (ORS) • SPS Web • Demonstration workshop for experienced SPS users. • Not for beginners. • Sign-up on the web-site. • Come at the scheduled time. • Limited number of seats.

20. Training and Development (ORS) • Introduction to Subcontract/Sub-awards. • From proposals to awards. • Primarily for beginning grant managers but is open to everyone. • Will include a discussion of a new central office risk assessment.

21. Training and Development (ORS) • Finding Funding Workshop • New Faculty • Tell us who they are! • Point them to our website! • Contact Anastasia Maddox • 919-681-5132 • Anastasia.maddox@duke.edu • https://ors.duke.edu/funding-opportunities-A

22. Agenda • Office of Sponsored Research Updates. • Uniform Guidance. • Training and Development (RCC).