Office of Sponsored Programs
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Research Administration Buzz
March 22, 2012
Office of Sponsored Programs
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Office of Research Compliance
Melanie Clark
Research Admin Buzz meeting
Office of Sponsored Programs
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Office of Research Compliance
Mary Beran
Research Admin Buzz meeting
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NASA Funded Projects
12-01 Procurement Information Circular Announced
2/8/2012
http://www.hq.nasa.gov/office/procurement/regs/pic1201A.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.
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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.
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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
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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.
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Conflict of Interest
Management Office
Jeff Steltzer
Research Admin Buzz meeting
Office of Sponsored Programs
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Grants and Contracts Accounting
Sandy Mason
Research Admin Buzz meeting
Office of Sponsored Programs
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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
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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.
Office of Sponsored Programs
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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
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G&C Management Reports
Prior state:
o Ad hoc and/or emergency requests required workload
reassignment
o Unclear parameters caused delays or other problems
– Research vs. Sponsored, Total vs. Direct, Federal
vs. Non-federal, etc.
o Expertise required to query the financial system
production environment to produce data files
o Expertise and additional time required to format,
footnote, and reconcile reports
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Grants and Contracts Accounting
Don Cochran
Research Admin Buzz meeting
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G&C Management Reports
Project goal:
o Use existing data in the GT Data Warehouse
o Augment this data with intelligence that had
not been digitized
o Use the new data set to build executive level
reports that could be delivered electronically
in real time and presented in a graphical
format
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G&C Management Reports
Current state:
o Ad hoc and/or emergency requests require no
meaningful workload reassignment
o Parameters are identified up front by the user using
common terminology
o No special IT expertise is required to produce
expenditure reports at various levels
o No additional expertise or additional time required to
format and reconcile reports
o Web-based, user-friendly, accurate, timely
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G&C Management Reports
GM System Data Extract
System Demonstration:
http://grants.gatech.edu/main/
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The Office of the Executive Vice
President for Research
Judy Willis
Research Admin Buzz meeting
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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
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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.
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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
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Academic Policy Requirements
Degree Requirement includes:
(1) CITI RCR online course
 Must be completed within 90 days of starting
doctoral program
(2) 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
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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.
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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.
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Key Differences Between Policies
Compliance Policy
Academic Policy
Online Training:
 90 days or end of the semester
(whichever is later)
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
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Key Differences Between Policies
Compliance Policy
Academic 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
In-Person Training:
 “Preferably” completed within
12 months of start of first
semester of doctoral program
 PHIL 6000 or approved inhouse training (must be in a
course)
 8 hours of instruction required
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Key Differences Between Policies
Compliance Policy
Academic Policy
Applicability:
 Includes doctoral and master’s
degree students as well as
postdocs and undergraduates
in sponsored projects
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
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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
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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
Office of Sponsored Programs
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Office of Sponsored Programs
Candice Ferguson
Research Admin Buzz meeting
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Routing Form
Office of Sponsored Programs
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Office of Sponsored Programs
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Approval List
Office of Sponsored Programs
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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 flowthrough dollars
Does not apply to consultants
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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,
– Rebudgeting of excess IS ALLOWED
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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)
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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
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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
Office of Sponsored Programs
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NSF Changes RETs
Research Experience for Teachers
– Allows K-12 STEM teachers (in-service/preservice) 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
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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
Office of Sponsored Programs
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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
Office of Sponsored Programs
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Reporting Tools
webwise.gtri.gatech.edu
– Ad Hoc Reporting
– COGNOS Report
Helpful Links
– http://training.osp.gatech.edu/online-training/
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Research Admin Buzz
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