ORS Grant Manager’s Meeting February 26, 2010 Zener Auditorium

1. ORS Grant Manager’s Meeting February 26, 2010 Zener Auditorium

2. Today’s Agenda • Update on Tuition Remission Policy • Update on Salary Request Forms • The OP2 and the SPOC • Update on RCR Policy: • Training in the Responsible Conduct of Research • Using the Duke@WORK Grant Managers tools

3. Tuition Remission – Key ChangeProrating • WAS: Tuition will be prorated on the same basis as the Graduate School policy for “Refunds for Withdrawal from School”

4. Tuition Remission – Key ChangePosting & Prorating • IS:Tuition Remission will be posted to the student’s Bursar account, and charged to the sponsoring fund, at the beginning of each semester. If a graduate research assistant works on a sponsored research fund for a portion of a term, the tuition remission will be prorated according to the following schedule: • Fall semester: 1/4th (25 percent) per month • Spring semester: 1/5th (20 percent) per month • Summer semester: 1/3rd (33.33 percent) per month

5. Tuition Remission – Key ChangeProrating • IS:If a student ceases work on a grant in the middle of a month, tuition remission will be applied to the grant based on the entire month as follows- • Student ceases work during the 1st – 15th day of the month: tuition remission will not be charged to the grant for that month • Student ceases work during the 16th – 31st day of the month; 100 percent of tuition remission will be charged to the grant for the entire month

6. Tuition Remission – Key ChangeProrating • IS:If a student begins work on a grant mid-month, tuition remission will be applied to the grant based on the entire month as follows: • Student begins work during the 1st – 15th day of the month: 100 percent of tuition remission will be charged to the grant for that month • Student begins work during the 16th – 31st day of the month; tuition remission will not be charged to the grant for that month

7. Tuition Remission – Key ChangePosting and Prorating • REMEMBER:Tuition Remission applies ONLY to Ph.D. student research assistants funded through either institutional or external sponsors.

8. Requesting Employee Salaries The OP2 [ORS Policies and Procedures]

9. OP2: Requesting Employee Salary Information Synopsis University policy requires that an employee’s IBS be used when preparing proposal budgets for external sponsors. Depending on the timing of the proposal and expected start date, salaries may be inflated for anticipated out-year increases or even entered at a higher level if a significant raise is anticipated in the first year, but the starting point is always the IBS and must be verifiable in iForms. One of the biggest challenges in preparing collaborative proposals lies in getting timely and accurate salary information for everyone involved. To facilitate work on collaborative proposals that include employees from other departments, the pre-award offices have developed two new items for your use: • a “Salary Request” form and • two salary SPOC lists (SSPOC for SoM, SPOC for Campus) Because salaries are confidential information, use of the form will give the department receiving it a means of verifying the legitimacy of the request. In addition, the SPOC lists let grant managers know whom to ask for this information when they are working with unfamiliar departments. The ultimate intent of the form, the procedure and the SPOC lists is to reduce the number of proposals that are returned to the owning organization for salary changes – with the hope that routing for approval will go more quickly and smoothly. The more information you can provide, the better the chances of this working well.

10.  PreAward Procedure:

11.  PreAward Procedure:

12. Recommendations for SPOC respondents – • SPOCs have the responsibility of providing the requested salary information within two business days of receiving a request. • We realize that the iForm for a nine-month employee does not show the employee’s true 1/9th salary amount but rather the nine-month annual salary spread over twelve months. When responding to a salary request for an employee with a nine-month appointment, state the annual salary amount in both the “9 Acad Mos Faculty” and/or “3 Summ Mos Faculty” boxes. If the annual IBS, the correct level(s) of effort, the correct time periods and the correct appointment type are entered in SPS, the person’s salary will calculate correctly and automatically. • If cost sharing is required for a salary (for example for salaries above the NIH cap) and unbudgeted departmental funds will be needed to cover the cost share, prepare a Cost Share form and obtain the necessary signatures (see Cost Share OP2).

13. Finding the SPOCs ORS Website http://www.ors.duke.edu/op2/ors-policy-procedure-manual

14. Maintaining the SPOCs • ORS needs your help • To be useful we need a SPOC and Alternate SPOC for every unit • The lists need to be kept up-to-date • Next week an email will go out to everyone on the list asking for updates and alternates • As personnel change we need to be informed

15. Training in RCR • NSF:all students supportedonresearch projects must have training in the responsible conduct of research • Undergraduate students  CITI on-line modules • Graduate students  Graduate School RCR annual orientation and Forum Series • Postdoctoral associates and scholars  Office of Postdoctoral Services and ORS semi-annual orientation and Graduate School Forum Series

16. Training in RCR • NIH:all individuals supported on training grants must have training in the responsible conduct of research • Undergraduate students  CITI on-line modules • Graduate students  Graduate School RCR annual orientation and Forum Series or SoM Trent Center RCR Program • Postdoctoral associates and scholars  Office of Postdoctoral Services and ORS semi-annual orientation and Graduate School Forum Series or SoM Trent Center RCR Program • Junior and Senior Faculty on K awards  Provide mentoring and training to students and postdocs

17. Training in RCR • Grant Manager’s ROLE: be a resource to PIs, students and postdocs • Know who needs training • Know where the information on training requirements can be found: http://www.ors.duke.edu/orsmanual/policies-responsible-conduct-research

18. COI

19. Duke@WORK Grant Management Tools • ARRA reporting tool • Grant Administrator Assignment • Grant “nick name” Assignment • Accounting View of Payroll • AND more to come.... • Projection tool • Committed Effort Management tool • Imaging tool

20. Duke@WORK Grant Management Tools • Tools are only useful if they are USED! • You can only use them if your name is linked to the award • Everyone needs to link awards with their responsible grant manager

21. Duke@WORK Grant Management Tools • Live demo..... Marianne Hassan