Advisory Council for Research Administration June 27, 2016 2:00pm – 4:00pm Wilkins Board Room, 72 E. Concord Street - 1st floor, Medical Campus

Agenda Announcements and Updates - all Post Doc policy and Non-Academic Research Job Family Task Force - Overview and Q & A Guest speaker: Sarah Hokanson, Ph.D., Director of Professional Development, Office of Postdoctoral Affairs Subawards - Overview, Process and Metrics Guest speaker: Sharon Ciccarelli, Manager of Subcontracting and Award Set-Up, Office of Sponsored Programs Cost Sharing – updated information, discussion – Renna Lilly and Gretchen Hartigan DRAFT Revised PSF – need your feedback Training Brainstorming Session (prioritize potential subject areas and types of training)

OSP Updates Melissa Klumpar joined OSP as a Research Administrator (started June 6) – came to us from St. Elizabeth’s Medical Center as a Program Manager Thomas DiGiuseppe - joining OSP as a Research Administrator (July 18)- from Texas A & M as a Contract Negotiator Maria Harlow - joining OSP as an Associate Director of a Pre-Award team (July 18) – from Tufts as their Sr. Associate Director of Research Administration. Maria brings over 20 years of experience. Still seeking Sr. Research Administrators and a Director of Operations, Analytics & Systems.

OSP Updates - continued Focus of the pilot is to see if we can reduce aging on awards by having a dedicated staff member whose primary responsibility is awards Paul Murphy’s team is the pilot team Suzanne Rocha added to the team – her focus is on award and contract negotiation/processing for the team’s portfolio SRA/RA’s on the team will focus on proposal processing and non-financial post award management Team meets regularly to manage workload and share feedback Pilot will run for 6 weeks and we will report back out

OSP Updates - continued Please do what you can to encourage early submission of proposals – especially for the July 5 deadline Research Administrator Forum – July 12 Hiebert Lounge – Med campus Approximately 60 RSVP’s to date

PAFO Updates Staffing Update: Theo Fitopoulos – leaving Friday, August 5th Anne DiNoto – replacing Theo, starts Monday, July 11th. Worked 10+ years in the Collections Department Not replacing Mary Moskofides... Anne will report to Craig Gerome who has been promoted to Compliance Manager Still need to replace one Research Administrator (P. Godio)

PAFO Updates Fiscal Year End Important dates to remember: Journal Entries / JV Uploads (Department Level) Wednesday, July 6th Journal Entries / JV Uploads (Central Level - PAFO) Thursday, July 7th (NOON!) Missed the Webinar? http://www.bu.edu/tech/support/buworks/help/finance/webinar-fy2016/

Policy for Postdoctoral Scholars and the ARJF Task Force: an update Sarah Hokanson Director, Professional Development & Postdoctoral Affairs

New policy for postdocs – July 1, 2016 Health benefits for non-employees Centrally funded in the first year – exploring options to offer coverage Minimum salary: currently $43,692…but new DoL rule in place 12/1 Identifying postdocs that fall below threshold Will work with PIs and departments to bring postdocs up to minimum Years of service: 5 years Postdocs >5 years will need to transition to another role within ARJF Does not include time as a postdoc at other institutions

Office of the Provost: ARJF Task Force Clarify and standardize classifications: Position descriptions / qualifications Policies and procedures applied to each classification, including but not limited to: Appointment process Compensation Eligibility for sick and vacation time Advancement and performance management Determine relevant academic privileges: PI Status Teaching Graduate student supervision

What distinguishes non-faculty vs faculty? Expectation that they are qualified for research, teaching and service May have academic privileges as part of their appointment Opportunity to formally advise/supervise students Non-faculty: Expectation that they will contribute to research Academic privileges by request (not part of their appointment) Limited (by special appointment) opportunities to formally advise / supervise students Research Faculty: Research Assistant Professor, Research Associate Professor, Research Professor Research Staff: Research Fellow, Research Associate, Senior Research Associate, etc..

A revised ARJF – distinguishing classifications Researcher Postdoctoral Scholar Academic Research Scholar Senior Academic Research Scholar Degree requirement? Yes – BA/BS or higher Yes – doctorate or equivalent Being trained? No Yes Experience requirement? Salary minimum *PhD salary minimum equivalent to postdocs Yes – set annually (FY 16/17 $43692) Grades 73-76 depending on degree & experience Grades 74-77 depending on degree & experience Term limit Yes - renewal required annually up to 5 years Yes – 5 years Yes - appointments up to 5 years, term limit 10 years

A revised ARJF – distinguishing classifications Researcher Postdoctoral Scholar Research Scholar Senior Research Scholar PI Status No Yes – by request, but only for specific types of awards Yes – by request Teaching Yes – as part of training Yes – by special appointment / arrangement Formally supervise undergraduate or graduate students No – but can serve on academic committees by special appointment

Subawards under Sponsored Projects: an overview Sharon Ciccarelli Associate Director, Subcontracts Sponsored Programs

Subawards at BU: The Kuali Coeus (KC) system is the system of record for managing sponsored projects at Boston University Subawards issued under sponsored projects are managed through the KC Subawards Module All outgoing subawards are managed by a dedicated team

Subawards at BU: Process Overview Award received at OSP and set up in KC/SAP KC sub record created/updated by Set-Up Team Subawards Specialist (Sub RA) obtains PI concurrence for sub action completes sub record performs subrecipient risk analysis (SPQ for new and some current subrecipients) obtains funds commitment from PAFO creates sub agreement/modification sends agreement/modification to subrecipient Subrecipient reviews agreement/modification negotiates terms with BU/Sub RA as needed signs, returns to Subaward team Executed Subaward uploaded into KC, distributed to BU PI, DA FFATA report submitted if required

Factors that can cause delays PI response/concurrence SPQ SAM Registration Sub recipient institution

How do we manage & measure the work? Team receives daily report of open sub actions from system Sub transactions currently assigned to Sub Specialist by campus: MED / Drew CRC / Zack System provides detailed metrics to track status, aging, turnaround time Allows for reporting to OSP and senior leadership Team also monitors sub email box for communications related to sub actions

Key Performance indicators How are we doing? Key Performance indicators   August 2015 June 2016 Change Total Open Actions 169 66  61% aging >70 days 30 1  97% aging 50-70 days 42 2  95% aging 30-50 days 27 11  59% aging <30 days 70 52  26% % open actions aging <30 days 41% 79%  90% Sub Turnaround Time (Days) 75 28  63%

The Subaward Team subaward@bu.edu Drew Hesketh, Sub Specialist, (617) 358-7501, heskd16@bu.edu Zachary Bjorkman, Sub Specialist, (617) 353-4902, zbjorkm1@bu.edu Sharon Ciccarelli, Associate Director, Subcontracts, (617) 353-4776, ciccarel@bu.edu subaward@bu.edu

DRAFT Revised PSF – your feedback Planned implementation is September 1 – aligned with new proposal submission policy Requiring electronic completion and strongly encouraging electronic signatures

Cost-Sharing – draft guide for feedback Share handout

Training Brainstorming Session (prioritize potential subject areas and types of training) Two breakouts New Administrator onboarding focus (pre and post) Process/Policy/Best practice focus (pre and post) Take 15/20 minutes to outline needs If time permits please prioritize items Report out

Should we meet in July & August or reconvene in September? Closing Should we meet in July & August or reconvene in September? http://www.bu.edu/research/administration/research-support-offices/advisory-council-for-research-administration/ ACRA email: acra@bu.edu