Research Administration Buzz

1. Research Administration Buzz Jim Fortner, Grants & Contracts Michelle Powell, Sponsored Programs

2. Grants & Contracts Accounting

3. ARRA Reporting Reminders • Preparing for 03/31/2011: • Quarterly Updates from PIs must be easy to understand and must be provided by the internal deadline • Post all appropriate Jan-Mar expenses ASAP • Limit cost transfers between reporting periods • Review postings for accuracy and make corrections BEFORE March closes

4. Fiscal Year End • G&C Cost Transfer Deadline – June 30 • SPD Redistribution Deadlines – • Paper Based Changes – June 30 • On-line SPD Changes – July 1 • Finalize all FY11 ARRA salaries by these dates • Sponsored Project Exceptions*** • Review, monitor, and clear exceptions monthly (throughout the year) • Undocumented exceptions must be cleared by 6/30

5. Fiscal Year End • ASR Certification Deadline – August 31 • Level of Committed Effort - ASR Effort percentages on Federally-funded projects must generally match the effort percentages specified in the proposal budget • Cost Share Accounting and Reporting – Expenses should be posted to separately-budgeted companion cost share projects during the award performance period • Agency-specific Requirements – NIH and NSF Salary Limitations

7. Electronic ASR (eASR) • Implementation Planned for FY 2011 ASR Cycle • Similar to Familiar EWAF Reporting • Why eASR? • To reduce manual work of distribution and collection of paper based ASR’s in the academic units • Facilitate easier and faster faculty and staff certification • Improve workflow and reduce effort in the Financial Manager Approval process • Improve timeliness and accuracy of ASR exception reporting

8. Electronic ASR (eASR)

9. Office of sponsored programs

10. Gifts for Memberships in Research Centers and Collaborative Research • Research membership centers and industrial affiliates programs are an important and highly regarded dimension of research – particularly interdisciplinary research - at Georgia Tech • Centers enable Georgia Tech to work more closely with industry in translating research findings to practical application, tackling interdisciplinary challenges that meet the needs of industry

11. Gifts for Memberships in Research Centers and Collaborative Research Two conditions have highlight the need for change: • new programs have identified the desire for companies to engage in programs in a progressive manner • recent reviews of center finances have identified potential internal control weaknesses that might permit • Diversion of funds • Commingling of funds • compromise of intellectual property • the possibility for Institute facilities to be used by third parties

12. Gifts for Memberships in Research Centers and Collaborative Research The new proposal addresses both external and internal issues by creating a model for center membership and industrial affiliates programs that permit both academic or “gift” membership and research memberships in the same center.

13. Gifts for Memberships in Research Centers and Collaborative Research • Membership may be progressive based on the level of engagement desired by the company and faculty • This hybrid model will permit administrative staff members who assist faculty in recruiting members to work together collaboratively and provide single points of contact and less confusing options for companies who wish to work with Georgia Tech.

14. Gifts for Memberships in Research Centers and Collaborative Research • A unified administrative structure will permit establishment of internal controls for • billing • use of funds • receivables management • IP • non-disclosure agreements • cost center rate development • conflict of interest management. • Membership funding for research centers and industrial affiliates programs will be administered by the Office of Sponsored Programs, Grants & Contracts Accounting, and GTRC in parallel with other contractual research funding.

15. Cayuse424 and Emory • Emory University recently purchased the Cayuse424 product • Tech and Emory will be co-hosting training on subaward and the two institutions • More information will come from the RAB List

16. NSF: Reminder New PAPPG • Significant Changes to the Grant Proposal Guide, effective January 2011 • Chapter II.C.2.a, Cover Sheet, has been revised for consistency with the requirements of the Federal Funding & Accountability Act, to replace the Performing/Research Organization information with Project/Performance Site Primary Location information. • Chapter II.C.2.j, Special Information and Supplementary Documentation, contains a clarification of NSF’s long standing data policy. All proposals must describe plans for data management and sharing of the products of research, or assert the absence of the need for such plans. • Chapter II.C.2.g(xi), Cost Sharing, has been revised to implement the National Science Board’s recommendations regarding cost sharing. Inclusion of voluntary committed cost sharing is prohibited

17. NSF: Data Plan • NSF’s long standing data policy. All proposals must describe plans for data management and sharing of the products of research, or assert the absence of the need for such plans. • If you missed the first session about Writing NSF Data Management Plans there will be a second offering on: Friday, March 18, 2011 From 10-11:30 AM in the Library and Information Center Wilby Room- Ground Floor • Resources are also available on www.tinyurl.com/gttraining look for “NSF Data Management Plan”

18. Research.gov OSP will be hosting a webinar from NSF on Researh.gov on Wednesday, March 16, 2011 during the lunch hour. This Informational Webinar will cover: Research.gov mission to supports the needs of institutions and researchers • Increases transparency of Federal research spending and outcomes • Provides the public, scientific community, and Congress with easy access to information • Leverages government-wide standards Current Research.gov Services Public Facing Services Research Community Services Project Outcomes Report: Submission and PI experience Overview of Research.gov Pilot Programs

19. NIH: Personal Statement • Beginning with applications submitted for the May 25, 2011 and subsequent receipt dates, the biosketch instructions will include a modification of the personal statement section to remind applicants that they can provide a description of personal issues that may have reduced productivity. • Briefly describe why your experience and qualifications make you particularly well-suited for your role (e.g., PD/PI, mentor) in the project that is the subject of the application. • Within this section you may, if you choose, briefly describe factors such as family care responsibilities, illness, disability, and active duty military service that may have affected your scientific advancement or productivity.

20. NIH: Adobe Forms B1 • All applicants must use ADOBE-FORMS-B1 packages for deadlines after May 7, 2011. Applicants eligible to submit under NIHs Continuous Submission policy must use ADOBE-FORMS-B1 for any submissions made after May 7, 2011. Submissions using the ADOBE-FORMS-B application forms after May 7, 2011 will not be accepted.

21. NIH: Podcast • NIH Podcast can be subscribed to via iTunes

22. NASA Shared Service Center • NASA’s Shared Service Center now allows submission No Cost Extensions

23. United States vs Roth • The case of J. Reece Roth the only university professor successfully prosecuted for criminal violation of the Arms Export Control Act continues…

24. United States vs Roth • The Jan 5th ruling by the US Court of Appeals for the Sixth Circuit upheld the conviction. • He was convicted of 17 charges • 13 of the 15 counts were for exporting technical data restricted under International Traffic in Arms Regulations (ITAR) • 2 counts of teaching foreign nationals to use ITAR-restricted equipment • 1 charge related to export of technical data to china

25. Limited Submissions • Reminder that limited Submission can be found on our website under Finding Funding

26. OSP: COGNOS

27. RAB list • Reminder: Most people her are already on the RAB list, but if your not you can sign up yourself now by going to lists.gatech.edu

28. Washington Update • CR passed until March 18th • See handout on Proposed Funding Levels for federal agencies.