CAMPUS RESEARCH ADMINISTRATORS MEETING 08/24/16

CRAM! AGENDA Office of Research Support 1. COI and Awards 2. Why CRAM!? 3. Introductions of New Employees 4. Portfolio Updates 5. Satellite Offices 6. Postdoc Salary Requirements Closeout Implementation Team 1. Updates 2. Satellite Office Hours Office of Sponsored Programs 1. Updates

CONFLICT OF INTEREST AND AWARD PROCESSING As of 08/01/16, ORS will hold all awards where a person listed on the award as senior/key personnel has not completed his or her annual COI disclosure form. Departmental business managers have been informed of who these people are as well as the Vice Provost for Research: 07/25/16. When we receive an award, ORS will stop the award process, notify the VPR, and then he will contact the faculty member directly asking them to complete the form. ORS will not complete the process until the form is complete. ORS will also not request codes in advance of an award if the annual disclosure has not been completed.

WHY CRAM!? Reasons We’re an educational institution so it just makes sense. (Like mid-terms and finals.) Outdated: not just ORS anymore (if it ever was). Many other offices participate and need time to reach out and answer questions. Some confusion between the offices when communicating information. Timing of meetings: need to roll out now. Changes More Time for the Quarterly Meetings.  90 Minutes. Branding Extends Beyond ORS. More Flexibility for Other Offices.  Closeout Team can Organize Meetings Under the CRAM! Umbrella.  RCC or OSP can too.

WHY CRAM!? Another Reason? Because, hey, that’s just the way we live our lives anyway.

INTRODUCTIONS OF NEW EMPLOYEES Anne Skilton UNC-CH Grants & Contracts Administrator Broderick Grady Research Triangle Institute Contracting Officer

PORTFOLIO UPDATES General Portfolios: Leveled by workload indicators. International projects reach into all portfolios. New Assignments have been updated at: assignments-2https://ors.duke.edu/orsmanual/ors- assignments-2 Judith Andersson Shonta Holloway Adam Kuehn Ken Macdonald Specific Portfolios International Projects: Broderick Grady SSRI: Kathryn Calderone

MEASURABLE WORKLOAD IN ORS 1718 New and Competing Renewals Proposals ~350 per Assistant Director 1090 New and Competing Renewal Awards ~360 per Specialist ~135 New Subcontracts per.5 FTE

SATELLITE OFFICES In collaboration with the Global Health Institute, ORS established a regional outpost to help facilitate proposal submission and award management in the international arena. Currently by appointment only: Broderick Grady We’ll be developing what the definition of “international project” is over the coming months.  Boots on the ground – probably fits the definition.  Foreign conference travel – probably doesn’t fit the definition. Trent Hall

SATELLITE OFFICES In collaboration with the Social Science Research Institute, ORS established a regional outpost of key central offices to provide convenient face-to-face service for all aspects of the grant administration process: ORS – Grants and Contracts, the Campus IRB and the Closeout Implementation Team. Goal: to provide on-site training support to include  assistance with proposal submission, award management and closeout,  issue resolution,  ad hoc training for new employees, and targeted small group workshops and discussions. Gross Hall

SATELLITE OFFICES Gross Hall Monday1 PM - 5 PMORS - Kathryn Calderone Tuesday 1st Tuesday 3rd Tuesday 1 PM - 5 PM 9 AM - 12 PM 1 PM - 5 PM ORS - Susan LasleyCloseout Team Wednesday 9 AM - 12 PM 1 PM - 5 PM OSP ORS - Kathryn Calderone Thursday 1st and 3rd Thursday 9 AM - 12 PM 1 PM - 5 PM Campus IRB ORS - Shonta Holloway

POSTDOC SALARY REQUIREMENTS Postdoc Memo from Carin, Valdivia and Cavanaugh 07/22/16. Thousands of positions at Duke newly eligible for overtime effective Dec. 1, Postdoctoral research positions exempt if they meet the new minimum salary threshold of $47,476. All new proposals for grants and contracts should budget for a minimum salary of $47,476 for all postdoctoral research positions. Titles may include postdoctoral associate, postdoctoral scholar, postdoctoral fellow, research associate, sr. research associate, research scientist, sr. research scientist, research scholar, sr. research scholar, and any other position serving in a postdoctoral research capacity.

POSTDOC SALARY REQUIREMENTS If it looks like a postdoc and quacks like a postdoc, it should be appointed as a postdoc. Duke Postdoc policy states the they should be full-time appointments. The term of the appointment is limited. The appointment involves substantially full-time research or scholarship, and may include teaching responsibilities. The appointment is generally preparatory for a full time academic or research career. The Postdoctoral Appointee functions under the supervision of a Faculty Mentor or a department/responsible unit at Duke University. The Postdoctoral Appointee is expected to publish the results of his or her research or scholarship during the period of the appointment. forms

POSTDOC SALARY REQUIREMENTS NIH Will raise the minimum salary requirements for Postdocs in January. Existing training awards will be adjusted, not other research awards. Duke Submit new proposals at the current rate. NIH will issue awards at the higher rate. NSF No expectation of increase in current awards. Duke Submit new proposals with a rate of $47, NSF will issue awards at the proposed rate.

POSTDOC SALARY REQUIREMENTS NSF Standard NSF rebudeting rules apply. In most if not all cases, NSF prior approval will not be required. If rebudgeting would cause a change in scope, supplemental funds may be requested. The PI should discuss this with the Program Officer prior to submission. Awarding supplemental funds is entirely at the discretion of NSF. Other funds may be used to make up the short fall. Voluntary committed cost sharing is prohibited. Voluntary uncommitted cost sharing is not.

POSTDOC SALARY REQUIREMENTS Other Sponsors Use the Duke minimum. Should not try to get around the minimum.

DAILY MAIL MEETING (9:30AM) Daily Agenda Items Review In-coming Mail  New Awards: Update Database (Assign)  Requests (Assign)  Modifications (Assign) Queue Subcontracts Review for Conflict of Interest Questions and Clarifications Weekly Agenda Items Mon: Confirm Proposal Assignments Due This Week. (Plus International Component.) Tues: Files Awaiting External Actions Wed: Confirm Proposal Assignments Due Next Week. (Plus International Component.) Thurs: Data Clean-up Fri: SPS No-cost Extension Tool/Fedconnect.gov/Universal Worklist