Quality Research
Administration Meeting
September 2013
Agenda
Nancy Lewis
Barbara Inderwiesche
Katja Grigorova
Bethany Harris
Bruce Morgan
QRAM
 Sponsored Projects Administration
 Kuali Coeus Update
 Small Business Subcontracting Plans
 NIH Public Access Policy Compliance
 Extramural Funds Classification
Sponsored Projects
Administration Update
Nancy Lewis
Director, Sponsored Projects
Administration
nancy.lewis@research.uci.edu
949.824.2897
QRAM
 Introduction of new Staff
 FY 2013 Extramural
Funding
Federal Update
Nancy Lewis
Director, Sponsored Projects
Administration
nancy.lewis@research.uci.edu
949.824.2897
QRAM
Federal Update
NIH Update
Nancy Lewis
Director, Sponsored Projects
Administration
nancy.lewis@research.uci.edu
949.824.2897
QRAM
NIH Update
Changes to Public Access Compliance—
Effective with 7/1/2013 Start Dates
• For non-competing award with starts dates
on/after 7/1/2013
• NIH will delay processing award if publications
arising from it are not in compliance
• Investigators must use My NCBI
• Electronically associated on RPPRs
• Include PDF Report from My NCBI in paper
Progress Reports
Refer to: NOT-OD-13-042
Penalties for non-compliance with
Public Access Requirements
• Delay of award
• Issuance of award with a restriction on
spending any funds other than those
needed for subject (human and animal)
safety
• Termination of Award
QRAM
NIH Application Forms Update
• NIH will transition to update Grants.gov forms (FORMS-C) for
FOA’s with due dates on or after 9/25/13
• New packages will be identified with a completion ID of FORMS-C
• Competition ID can be found in the application header information
when downloading from Grants.gov ore in the ASSIST FOA
summary for muti-project applications.
• Individual Research Career Development Award Programs (Ks),
Institutional Training and Career Development Programs (Ts and
Ds) and Individual National Research Service Awards (Fs)
applicants will be required to use FORMS-C packages for due dates
on or after January 25, 2014.
Refer to NOT-OD-074
Learn more about choosing the correct forms package at:
http://grants.nih.gov/grants/ElectronicReceipt/files/right_forms.pdf
QRAM
NIH Application Forms Update
(cont.)
FAQ’s
Will NIH be reissuing each FOA or simply posting a new application package to
incorporate the form updates?
For the activity codes transitioning to updated forms for deadlines on/after September 25,
2013, NIH will simply expire old application packages and post new ones to the existing
FOAs (i.e., no new FOA number, but must use the application package with a
Competition ID of ‘FORMS-C’).
When will the Application Guides be updated to reflect the new forms?
The Application Guides currently posted on the SF424 (R&R)
Forms/Applications/Instructions page guides will be ready no later than mid-July.
Be careful to use the correct application guide for your opportunity and due date. Since
some programs will transition after September 25, the Forms B Series and the Forms C
Series guides will both be available on our Web site for a period of time.
QRAM
NIH Application Forms Update
(cont.)
FAQ’s (cont.)
When will the Applying Electronically web site be updated to reflect
the updated forms?
General resources available on the Applying Electronically web site,
such as, Avoiding Common Errors, Annotated Forms, and FAQs will be
posted in late July to early August.
What happens if I try to submit my R01 application for the October 5
deadline using ADOBE-FORMS-B2?
Your application will be Rejected with Errors at Grants.gov. Submit early
to leave time to address unforeseen issues. Finding out that you used the
wrong forms right at the deadline will not be considered a valid reason
for a late submission.
QRAM
Electronic Submission of Multi-Project
Applications
•
Launched Application Submission System and Interface for Submission Tracking (ASSIST) in November
2012
•
NIH plans to transition all multi-project applications to electronic submission using the SF 424 (R&R) form
set by May 2014.
– Multi-project application electronic submission transition timeline
• Select due dates November 2012 – September 2013 — Specific pilot funding opportunity
announcements
• Due dates on/after September 25, 2013 — P01, P20, P50, R24, U24, U19;
• Due dates on/after January 25, 2014 — G12, P30, P40, P41, P42, P51, P60, R28, S06, U10, U41,
U42, U45, U54, U56, UC7.
• Due dates on/after May 25, 2014 — U54, UM1
•
•
Assist System requires ERA Commons and Grants.gov credentials
Assist System webinar can be accessed at: http://grants.nih.gov/grants/upcoming_webinars.htm
Refer to : NOT-OD-13-075
Electronic Administrative Supplements
• Electronic submission of admin supplement pilot began
February 1, 2012.
– Optional for all single project grantees
• Complex, multi-project grants not included in pilot;
– Parent FOA PA-12-100 used for submission
– Can submit through the eRA Commons
• To take advantage of pre-population of fields;
OR
– Can submit through Grants.gov
•
Contact IC or review IC web site before submitting
Refer to: NOT-OD-12-024
12
Electronic Post-Award Change of
Grantee Organization
• Pilot of electronic submission of post-award Change of
Grantee Organization applications (Type 7)
• Available only if the activity code of award has
transitioned to electronic submission of competing
application
• Must use Parent FOA for Change of Grantee Organization
Applications: PA-12-270
Refer to: NOT OD-12-134
13
Electronic Post-Award
Relinquishing Statements
• Pilot of electronic submission of Official Statement
Relinquishing Interests and Rights in a PHS Grant (PHS
3734)
• eRA Change of Institution module
Refer to: NOT OD-12-132
14
eRA Commons: Streamlining Delegations
•New Delegation Tab added to Commons;
•Found on the Admin tab after logging into eRA
Commons;
•Allows scientists to delegate administrative tasks;
•Status
•Progress Reporting
•Publications
•And More
15
Research Performance Progress Report
- Update
• Guide Notice for RPPR changes issued 2/6/2013
– Progress reports for SNAP and Fellowships with
budget start dates on/after 7/1/13 must be submitted
using the RPPR;
– Progress Report Additional Materials (PRAM)
functionality expanded to include requests from ICs.
• RPPR implementation timeline
– non-SNAP awards
• Pilot October 2013
• Required use TBD
– Multiyear Funded Awards
• TBD
Refer to: NOT-OD-13-035 & NOT-OD-13-061
NIH Progress Report Reminders
• Failure to submit complete and timely progress reports may
affect future funding to the organization
• Non-SNAP annual progress reports are due the 1st of the
month preceding the month in which the budget period
ends (paper submission)
• SNAP progress reports are due the 15th of the month
preceding the month in which the budget ends (electronic
submission RPPR only as of 5/15 due date)
• Multi-year funded progress reports due on the anniversary
(http://grants.nih.gov/grants/policy/myf.htm)
• Searchable list to determine which progress reports are due:
http://era.nih.gov/userreports/pr_due.cfm
17
My NCBI
• New Tool now available for Paper Progress Reports: My
Bibliography can generate printable PDF report of publications.
Use to submit Section 2.2.6, Section E. Publications of the paper
PHS 2590 progress report.
• Facilitates reporting in two ways;
– quickly provides public access compliance status of each publication
arising from the award in an easy to understand format;
– ensures grant-paper associations reported on PHS 2590 are captured
in RePORTER and other NIH electronic systems.
• PDF report is now required in all paper submissions for 7/1/2013
start dates and beyond
• Instructions for the PDF report are available
at http://www.nlm.nih.gov/pubs/techbull/nd12/nd12_myncbi_pdf.
html
Refer to: NOT-OD-13-017
NIH
Final Reports
• Final Reports are submitted through ERA Commons
• Final invention report must be prepared by the PI and submitted to the
SPA Officer for review and submission
• Positive invention reports are verified with OTA before submission
• Failure to submit timely reports may affect future funding to the
organization;
• Documents are due within 90 days of project period end date:
19
NIH Implementation of New HHS Closeout
Requirements
•NIH implementation date proposed: 10/01/2014
•90 day requirement for grantees to submit closeout documents after completion of the award.
•Revised Financial Reports and Expenditures must be submitted no later than 6 months from
the due date for the original report.
•A 270 day post-project period requirement for agency completion of the entire closeout
process.
•Includes new guidelines for administrative closeout (a.k.a. “unilateral closeout”).
•If acceptable final reports are not received by NIH, GMO must initiate unilateral closeout
of the award within 180 days of the completion date of the award.
• Unilateral closeout defined as “the process by which an OPDIV closes out an award
without receipt of all final reports required by the Terms and Conditions of an award, after
making reasonable efforts to obtain them.”
•Guide Notice will be issued shortly
20
Conference Grants
•NIH implemented the HHS policy on Promoting Efficient Spending on
January 27, 2012 for NIH grants awarded to support conference grants
and cooperative agreements (R13, U13, T36)
•Direct charges for food/meal costs are prohibited
•This policy does not apply to research grants and other mechanisms that
are not awarded specifically to support conferences or scientific
meetings. However, allowability of food-related costs is governed by the
respective cost principles and the terms of award.
21
eRA Commons User ID’s for
Students
• Beginning in August, eRA Commons includes the following roles:
– Undergraduate
– Graduate
– Other project personnel
• Effective October 18th, progress reports (2590 and RPPR) will require
eRA Commons User ID’s for all students and fellows listed in the
All personnel List in the 2590 or the Participant Section (D.1.) of the
RPPR.
For those students and other project personnel that
require eRA Commons accounts, please send the request
to ORA@uci.edu.
Refer to: NOT-OD-13-097
QRAM
QUESTIONS
QRAM