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January 21, 2014 Series 4, Session 1 of AAPLS

Mechanisms of Collaboration: Proposals that include more than one department or school, or a collaboration with Tufts affiliates. January 21, 2014 Series 4, Session 1 of AAPLS

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January 21, 2014 Series 4, Session 1 of AAPLS

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  1. Mechanisms of Collaboration: Proposals that include more than one department or school, or a collaboration with Tufts affiliates January 21, 2014 Series 4, Session 1 of AAPLS Mechanisms of Collaboration: Proposals that include more than one Tufts department or school, or a collaboration with Tufts affiliates Applicants & Administrators Preaward Luncheon Series

  2. Speakers • Zoya Davis-Hamilton, CRA, EdD Senior Associate Director, Research Administration Office of the Vice Provost Tufts University zoya.hamilton@tufts.edu • Frederick Frankhauser, JD, MBA, RPh Director, Grants & Contracts Research Administration Tufts Medical Center ffrankhauser@tuftsmedicalcenter.org

  3. Session Overview • Steps necessary at the proposal stage for: • Proposals that include more than one department or school at Tufts • Collaborative submissions with Tufts affiliates • Scenarios of budgeting for a person’s effort via a scope budget, subcontract or a joint appointment • Challenges of F&A cost calculations

  4. Multi-Department/School Proposals • Require One Internal Sponsor Coordination Form (ISCF) • Answer “Yes” to the question “Is this a multi-account proposal?” on p. 1 of ISCF and specify number of accounts • Work with department administrator(s) in collaborating department(s) to confirm budget amounts • Attach supporting budgets in Excel for each department/school (i.e. “scope” account)

  5. ISCF Approval Signatures (Boston/Grafton) • For Multi-PI proposals, all PIs from Tufts University must sign • For Fellowship proposals, both the student and the faculty mentor must sign the form • Co-Investigators are only required to sign the form if they are from departments or schools that are different from the PI’s department • Only the Department Chair from the PI’s or lead PI’s department must sign the form • Dean, Director or Designate must sign the form for: • Proposals with cost sharing and/or F&A rate that is reduced from the federally negotiated indirect cost rate • The signature indicates approval of cost sharing or a reduced F&A rate • Proposals that will have a “scope” account • The Dean, Director or Designate for all schools involved in the proposal must sign the form

  6. Multi-department/school Proposals (cont.) • Use appropriate F&A rate for each component of the budget (Medford and the HNRCA have different rates: http://viceprovost.tufts.edu/researchadmin/write-and-submit-proposal/budget-figures-and-rates/) • Show one combined budget on ISCF and in the proposal to the agency • List base, rate and amount for each portion of the budget in grants.gov, PHS and other agency budget forms

  7. Challenges of F&A Calculation • F&A rates differ between campuses • For subcontracts, F&A rate of subcontract organization is used on subcontract direct costs • In addition, Tufts University charges F&A on the first $25,000 of each subcontract • Subcontract F&A amount is direct cost for Tufts University but is not factored into the direct cost limit on NIH proposals (http://grants.nih.gov/grants/guide/notice-files/NOT-OD-05-004.html)

  8. Tufts University Affiliates • Tufts University School of Medicine has a number of affiliated clinical sites • 20 teaching hospitals across Massachusetts and one in Maine (Maine Medical Center) • Tufts Medical Center is the principal teaching hospital for Tufts University School of Medicine • http://medicine.tufts.edu/Clinical-Affiliates

  9. Proposals with Tufts Affiliates • Collaborator(s) from Tufts affiliates may assume the following roles in the proposal: • No measurable effort – Other Significant Contributor • Subcontract when work will take place on affiliate’s premises • Joint Appointment (JA) if a person is employed by Tufts Medical Center and work will take place at Tufts University • These can be executed vice-versa

  10. Proposal Paperwork • Resources, Equipment & Biosketch(es) are necessary for the collaborators • No additional paperwork for OSC or JA at the proposal stage • For subcontracts: • Subcontract organization’s business office must approve and issue/sign a Consortium Letter of Intent/Statement of Intent • Subcontract budget and budget justification are required for non-modular proposals • Subcontract total direct/indirect amounts per year and personnel justification is required for modular proposals

  11. Tufts Medical Center • Tufts Medical Center (TMC) is the principal teaching hospital for Tufts University School of Medicine • TMC provides care for all patients from the tiniest newborns at the full-service pediatric hospital, Floating Hospital for Children, to centenarians in the specialized Geriatrics clinic • TMC conducts groundbreaking medical and health policy research and is in the top 15 % of independent institutions receiving federal research funding

  12. Business Process for Collaborative Proposals at Tufts Medical Center • Need notice of what is being done in order for an agreement to be drafted • Agreement, Scope of Work & Budget drafted/negotiated/ reviewed • IRB/IACUC review

  13. Most Common Problems • Finding the correct people to contact • Often find out after the protocol has been submitted to the IRB

  14. Questions?

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