Research Advisory Council
Meeting Minutes
March 19, 2014
Proposal Processing Activity - Julie Seppala (Handout)
The Sponsored Programs staff recently tracked issues with proposals for the period
of February 17-March 14th. The largest number of issues was 18. Proposal
submissions average roughly 100 per month to the Sponsored Programs Office
which includes submissions to Innovation & Industry Engagement. Of those
submitted, half of them had issues. Discussion suggested the Senate Research
Policy Committee could work with the Sponsored Programs Office to reduce these
numbers. Perhaps the Budget and Budget Justification information, which had the
highest level of issues, could have a deadline of four or five days prior and the focus
could then shift to the technical content of the proposal. Dave Reed requested the
Senate Research Policy Committee review and suggest possible modifications to the
submission process. On a positive note, the February submission volume was very
high and a four day extension of the existing deadline was implemented without
resistance or negative feedback from the campus community. These deadline
extensions will most likely be implemented for those months when higher
submission levels are anticipated; September, October and February. The Senate
Research Policy Committee will review and provide feedback to the Research
Advisory Council.
Faculty Fellows - Dave Reed
The first Faculty Fellows for 2014-2015 are: Larry Sutter (MSE), for Sponsored
Program Administration, Adrienne Minerick (ChE) for Strategic Planning and
Budget, and Yoke Khin Yap (Physics) for Economic Development and Technology
Commercialization.
Uniform Guidance Update - Dave Reed
Within the past two years, the Federal Government combined eight OMB circulars
into one large guideline document, the Uniform Guidance. Expenditure changes are
extensive and the VP for Research Offices will communicate the changes to the
campus community and internal guidance will be developed. Every University in
the US will be affected. The summary of extensive changes is available, if anyone is
interested in reviewing, you may contact the VP for Research Office and request a
copy.
OIG Audit Update - Julie Seppala
Currently staff is working on the request for a sample of 180 payroll transactions.
We predict a mid-April to mid-May visit from the auditors. Faculty and graduate
student interviews will be conducted, but it is unknown if other types of interviews
will take place. Training for the audit is ongoing, but there are still many who have
not completed the training.
Communication to the campus community will
continue. Sponsored Programs Accounting will work closely with the faculty to
ensure a good audit experience. Please encourage faculty and students to
participate in the excellent training that is being offered.
Graduate Student Cost Share - Jackie Huntoon (Handout) Moving forward the
GACS program will be adjusted to enable the funds to support students in the
beginning and at the end of their student careers. It will no longer automatically
provide funds to assistant professors and proposal funding will assist in
determining support. These changes will provide flexibility with early career faculty
and also for students who have been supported by external funding and are
finishing their educations. It will not only provide support for large proposals, but it
will also support proposals which are strategic and contribute to the University’s
mission, as well as those that reinforce strategic initiatives (Ex. NSF CAREER
program). You may send Jackie feedback via email. The next steps will be to bring
this to the College Deans and Graduate Faculty Council.
FDP Meeting - (Handout)
A report for the January Federal Demonstration Partnership Meeting was provided
by Larry Sutter. It was noted that we are joining phase VI as phase V will be
completed this year. The Annual Report was submitted. Dave discussed the Faulty
Business Meeting information on pages 4 and 5.
Board of Control Research Report - Dave Reed (Handout)
Dave provided the sponsored research activity reports with the council.
Other Business:
The council discussed the recent safety training and the confusion that it created.
The compliance staff involved in the implementation of this training is aware of the
communication break down and confusion it caused the campus community. The
program is being modified and they will continue to improve the clarification of this
important requirement. The software has been improved which will make it easier
for Michigan Tech to utilize. It was suggested that a standardized systematic portal
would be beneficial.
The next meeting will be scheduled in May.