Research Administration Buzz

1. Research Administration Buzz March 22, 2012

2. Office of Research Compliance Melanie Clark Research Admin Buzz meeting

3. Office of Research Compliance Mary Beran Research Admin Buzz meeting

4. NASA Funded Projects • 12-01 Procurement Information Circular Announced 2/8/2012 http://www.hq.nasa.gov/office/procurement/regs/pic12-01A.html • Class Deviation Implementing NASA Restrictions on Funding Activity with the Peoples Republic of China (PRC) • Funding restriction became effective April 25, 2011 and included FY 2011 funds appropriated after April 25, 2011, FY 12 funds, and all future appropriations. 

5. Implementation at GT Contracting Officer will… • Review to make sure there are no subcontracts or other formal collaborative agreements (NDAs, MTS, MoUs, etc); • Code the projects as Foreign National Restricted. • Notify export@gatech.edu of pending award so that a TCP may be put in place.

6. Implementation at GT Export Office will… • Generate a special NASA-specific TCP that will restrict appointments of Chinese nationals and require screening of others • Obtain confirmation statement from PI that there are no Chinese students, post-docs or others working or collaborating on the project • Obtain list of all foreign students, post-docs and others and their countries of origin for screening

7. Implementation at GT PI (& Business Manager) • Add any new participants to the TCP Before they may work on or charge to the project. • Ensure that Chinese nationals are not given access to project information or project data.

8. Conflict of Interest Management Office Jeff Steltzer Research Admin Buzz meeting

9. Grants and Contracts Accounting Sandy Mason Research Admin Buzz meeting

10. G&C Updates • Cost Share Accounting and Reporting • Expenses should be posted to separately-budgeted companion cost share projects as incurred during the award performance period • Prior year documentation and/or certification require additional approvals • Quarterly report based on data in admin systems • Sponsored Project Exceptions

11. G&C Updates • ARRA Reporting – Quarter ending 3/31/12 • PI Quarterly Update Deliverables • Timely submission by stated OSP deadlines – The reports must be filed by the Federal deadline • OMB Guidance – Acceleration of Unspent Funds • Federal Agencies have been directed to take steps to complete ARRA projects by September 30, 2013 • Waivers may be requested, but should be used sparingly • OSP has been in contact with PIs regarding NSF CAREER awards and others with a term date beyond 9/30/13.

12. G&C Updates • Cost Accounting • FY2012 Space Survey • Letters sent in February requesting a designated space survey representative in each department • Contact Jonathon Jeffries at 894-3496 or jonathon.jeffries@business.gatech.edu

13. G&C Management Reports • Prior state: • Ad hoc and/or emergency requests required workload reassignment • Unclear parameters caused delays or other problems – Research vs. Sponsored, Total vs. Direct, Federal vs. Non-federal, etc. • Expertise required to query the financial system production environment to produce data files • Expertise and additional time required to format, footnote, and reconcile reports

14. Grants and Contracts Accounting Don Cochran Research Admin Buzz meeting

15. G&C Management Reports • Project goal: • Use existing data in the GT Data Warehouse • Augment this data with intelligence that had not been digitized • Use the new data set to build executive level reports that could be delivered electronically in real time and presented in a graphical format

16. G&C Management Reports • Current state: • Ad hoc and/or emergency requests require no meaningful workload reassignment • Parameters are identified up front by the user using common terminology • No special IT expertise is required to produce expenditure reports at various levels • No additional expertise or additional time required to format and reconcile reports • Web-based, user-friendly, accurate, timely

17. G&C Management Reports • GM System Data Extract • System Demonstration: http://grants.gatech.edu/main/

18. The Office of the Executive Vice President for Research Judy Willis Research Admin Buzz meeting

19. GT RCR Academic Policy for Graduate Students • Background • Applicability Criteria • Academic Policy Requirements • Approved In-House RCR Training Approaches • Relevance to Compliance • Key Differences Between Policies • Tracking and Monitoring • Resources

20. Background • RCR is an increasingly significant component of the education and training of researchers. • Policies from NIH have added emphasis to the importance of in-person training. • As a premiere technological university at the cutting edge of education, research, and innovation, Georgia Tech is committed to providing leadership in the realm of ethics and RCR. • RCR training is central to Georgia Tech’s mission to ensure that students are prepared with the knowledge and skills necessary to conduct themselves professionally and with integrity.

21. Applicability Criteria • Applies to all doctoral students with an admit date of Fall 2011 or later • Includes students admitted to a master’s program in Fall 2011 or later who have since transitioned to a doctoral program • The implementation plan for master’s students is still being determined

22. Academic Policy Requirements Degree Requirement includes: • CITI RCR online course • Must be completed within 90 days of starting doctoral program • In-Person RCR training • PHIL 6000 (expected to take during first summer session of doctoral program) - OR - • In-House RCR training approved by RCR Advisory Committee

23. Approved In-House RCR Training Approaches • Applied Physiology – PHIL 6010: Biotechnology and Research Ethics • Biology – BIOL 8106: Tools of Science • Building Construction – BC 8100 / CEE 8813A: Research Methodology • Chemical & Biomolecular Engineering – ChBE 6003: Chemical Process Safety and ChBE 8801: Introduction to Research (both courses are required) • Chemistry – CHEM 8902: Information Resources for Chemists and Biochemists • Psychology – PSYC 8900: Special Problems in Experimental Psychology - RCR • Public Policy – PUBP 8801: Dissertation Starter Course (2 semesters) All courses also satisfy the in-person RCR training requirement for the GT Compliance Policy. Courses are only available to graduate students.

24. Relevance to Compliance • At this point, the Compliance Policy and the Academic Policy both apply to certain categories of doctoral students. • Applicable students must follow the “in-person” requirement of the Academic Policy (the online training is the same). • Both policies will likely apply to master’s students in the future.

25. Key Differences Between Policies Compliance Policy • Online Training: • 90 days or end of the semester (whichever is later) Academic Policy • Online Training: • 90 days from start of first semester of doctoral program • A HOLD may be placed on registration if a student goes past the 90 day timeframe

26. Key Differences Between Policies Compliance Policy • In-Person Training: • Must be completed within 12 months of appointment to project • Menu of Options (some outside of the classroom) • In some cases only 4 hours of instruction is required Academic Policy • In-Person Training: • “Preferably” completed within 12 months of start of first semester of doctoral program • PHIL 6000 or approved in-house training (must be in a course) • 8 hours of instruction required

27. Key Differences Between Policies Compliance Policy • Applicability: • Includes doctoral and master’s degree students as well as postdocs and undergraduates in sponsored projects Academic Policy • Applicability: • Includes doctoral students admitted Fall 2011 or later • Will include master’s degree students at a later date • There is no current plan to include undergraduates

28. Tracking and Monitoring • RCR Office • Tracks CITI completions and maintains list of approved course CRNs • Sends reminders to students and places online training HOLDs • Coordinates with Graduate Studies and Registrar to update online & in-person records in Banner • Graduate Studies • Provides lists of applicable students to RCR Office • Maintains queries and reports • Reviews RCR requirements at Admission to Candidacy • Registrar • The Degree Certification process is the final and official check that the online and in-person requirements are satisfied

29. Resources • www.rcr.gatech.edu/resources • Or Contact: • Dr. Jason Borenstein, Director of Graduate Research Ethics Programs borenstein@gatech.edu • Judy Willis, Administrator of Graduate Research Ethics Programs judy.willis@gatech.edu

30. Office of Sponsored Programs Candice Ferguson Research Admin Buzz meeting

31. Routing Form

33. Approval List

34. NIH Salary Cap Reduction • Consolidated Appropriations Act 2012 signed into law 12/23/2011 • Salary Cap reduced from executive level 1 =199,700 down to executive level 2= 179,700 • Effects awards with an Initial Award issue date on or after 12/23/2011 • Applies to subrecipients who receive NIH flow-through dollars • Does not apply to consultants

35. For awards issued 12/22/2011 and prior: • Competing Grants w/ detailed budgets • NIH will adjust the award for future years only • Competing grants w/ modular budgets and Noncompeting Awards • No adjustment, institutions must apply the correct salary, • Rebudgetingof excess IS ALLOWED

36. For awards issued 12/22/2011 and prior: • Executive level 1 salary (199,700) can be charged for FY2012 only • Executive level 2 salary (179,700) must be charged for future years (FY2013 and beyond)

37. For awards issued 12/22/2011 and prior: • Multi-year Grants (R15, ARRA) • Apply Executive level 1 salary for entire project • NCEs • Remain at Executive level 1 if initial award date was prior to 12/23/2011 • Carryover Money • For salaries use Executive level 1 for Carryover $$$ ONLY

38. For awards issued on or after 12/23/2011: • Previously issued competing awards w/ detailed budgets • NIH will adjust • Previously issued Modular Awards • No adjustment, institutions must apply the correct salary, • Rebudgeting of excess IS ALLOWED • Supplements and Competitive Revisions • Transfer Awards

39. NSF Changes RETs • Research Experience for Teachers • Allows K-12 STEM teachers (in-service/pre-service) and community college faculty to participate in NSF-funded activities • Requested under an existing ENG or CISE award or a new ENG or CISE proposal • Including CAREER Awards

40. RET Supplement • Limited to $10,000 per teacher per year • Includes stipend • Up to $2,000 (M&S, equipment, software) • Request up to an additional 25% of total Participant Support Costs may be requested in other categories that contribute to effectiveness of program

41. RET Supplement • The difference from prior years: • No longer 25% administrative allowance on participant support stipend. • Has a potential impact for CEISMC and the recovery of the $1500 rate to use “GIFT” teachers • Contact Teri Hansen with questions: • teri.hansen@osp.gatech.edu

42. Reporting Tools • webwise.gtri.gatech.edu • Ad Hoc Reporting • COGNOS Report • Helpful Links • http://training.osp.gatech.edu/online-training/

43. Research Admin Buzz Thank you for coming