College of Humanities and Sciences Office of Sponsored Programs (CHS-OSP) 2013 New Faculty Orientation

Today’s Agenda About the College Meet the CHS-OSP Team What CHS-OSP Can Do For You Getting Started as a PI at VCU The VCU Sponsored Programs Process Tools and Resources Transferring Grants from Other Institutions

About the College 18 department/units >400 faculty FY2013: – $12M in grant awards – $17M in grant expenditures – 196 new proposals submitted

Meet the CHS-OSP Team Rob Tombes, PhD Associate Dean for Research Blanton House 826 West Franklin Street, Room 204 Brigette Pfister, Director of Sponsored Programs for H&S Blanton House 826 West Franklin Street, Room 206

Meet the CHS-OSP Team Alex Credle Grant Research Administrator Blanton House 826 West Franklin Street, Room 213 Cecial Patrick Grant Specialist Blanton House 826 West Franklin Street, Room 204A

What CHS-OSP Can Do For You Help with identifying funding sources Help with finding collaborators and creating partnerships Maintain resources for proposal development Draft and coordinate CHS support letters Help with VCU and sponsor forms Help with sponsor online systems Budget development Help with Cost share

What CHS-OSP Can Do For You Aid in improving proposals based on laws, regulations, policies, and guidelines Process and approve all CHS proposals for submission by OSP Help with effort certification Post-award oversight Education and outreach on grant- related topics for faculty and staff

What CHS-OSP Can NOT Do For You Work miracles Write your proposal for you Negotiate contracts on behalf of the university – Only OSP can do this Process your proposal without your input – Please answer our s Always respond immediately – There are >400 of you!

Getting Started as a PI at VCU CHS approval takes time too! – Please allow Ten (10) Business Days before the published deadline for College- level processing and approval. 5 for CHS-OSP, and 5 for Central OSP Timeline for Processing – OSP Requires Five (5) Business Days – CHS Approval is required before a proposal goes to OSP

Timeline Details Final narrative drafts are due to OSP 2-3 business days before the published deadline – No budget changes are allowed on the deadline day! Time starts when the minimum materials are received in CHS- OSP: IAF info Scope of work Draft budget Sponsor guidelines

Getting Started as a PI at VCU To get an account: – Go to – Click on Account Creation Form VCUeRA/InfoEd – VCU’s proposal database – You need an account prior to any proposal submission

Getting Started as a PI at VCU To access: – Go to the VCU home page, click on Blackboard and log in – Click Courses and select “Humanities and Sciences Required Training for PIs, Researchers, and Administrators” Sponsored Programs Training – Required for all PIs and research administrators – Online via Blackboard

Getting Started as a PI at VCU To access: – vcu.edu vcu.edu – Log in and follow the on-screen instructions – Cheat sheets and help documents are available Conflict of Interest Reporting Conflict of Interest – Required for all COI investigators identified on the IAF – The PI is always considered a COI investigator – Must be completed before a proposal can be submitted

Getting Started as a PI at VCU To request an account: – Web form from OSP at tlane_account_form. htm tlane_account_form. htm – CHS = Gold Team NSF FastLane – You’ll need a FastLane account prior to submitting to NSF for the first time

Getting Started as a PI at VCU To request an account: – Web form from OSP at _commons_account_ form.htm _commons_account_ form.htm – CHS = Gold Team NIH eRA Commons – You’ll need a Commons ID prior to submitting to NIH for the first time – OSP can affiliate an existing account – VCUeRA and eRA Commons are not the same thing!

Getting Started as a PI at VCU 2-hr class held in the Biotech I building VCUeRA submission required for: – R01, R13, R15, R18, R21, R25, R33, R34, R36, S10, U13, U18, X01, X02, K and F mechanisms If you’re submitting to NIH, you will need to complete the NIH VCUeRA Proposal Development training VCUeRA Proposal Development training NIH proposals are submitted via VCUeRA, not grants.gov

Getting Started as a PI at VCU F&A (Indirect Costs) – Current Negotiated Rates Current Negotiated Rates – Explanation of Classifications Explanation of Classifications Research, Training, or Other On-Campus or Off- Campus Budget rules – OMB Circular A-21 (2CFR220) OMB Circular A-21 (2CFR220) – Policies and Procedures Policies and Procedures Appropriate Categories Cost Share Much More!

The VCU Sponsored Programs Process: Generates ideas Creates proposal Notifies CHS-OSP Discusses project with Department Chair Faculty (Department) Proposal Development Reviews and Approves Sends to OSP CHS-OSP (College) Final Review Final Approval from AOR Final Submission Central OSP (Gold Team)

The VCU Sponsored Programs Process: College Edition Contact CHS-OSP: – When looking for funding opportunities – When you have grant or effort reporting-related questions – When you plan to submit a proposal in response to a particular funding opportunity – 10 business days (min) prior to your sponsor published deadline to begin processing

The VCU Sponsored Programs Process: College Edition CHS-OSP reviews proposals before sending to central OSP. To begin review, we need: – A copy of your sponsor guidelines – A draft scope of work – A draft budget – An Internal Approval Form (or enough information so we can fill it out for you) – Submission instructions (where does it go?)

The VCU Sponsored Programs Process: College Edition You will receive an with a list of questions or issues that need to be addressed: – Please respond promptly – Please respond to all issues – If we don’t hear from you, your proposal will not move forward (and we will keep sending you follow up s)

The VCU Sponsored Programs Process: College Edition Once all issues are addressed: – We will approve your proposal by signing the IAF – We will forward all proposal materials and documentation to the OSP Gold Team for final review

OSP receives award notification from Sponsor and negotiates changes if needed. Team Asst. notifies PI & FA of award (authorizes award in VCUeRA database) PI Submits Proposal to OSP OSP reviews proposal and submits to sponsor (or if applicable and returns approved documents to PI for submission ) Sponsor reviews proposal and makes award Complete close out procedures at end of project: -scientific report -financial report -invention report -property report (if needed) PI prepares proposal with line item budget, IAF, COI and cost share form, if applicable G&C Accounting Office in conjunction with PI, Department set up Banner indexes for award administration and award costs START PI Approvals: IRB IACUC Export Control COI Intel Property Tech Transfer Certifications VCUeRA (Data entry into OSP database) PI/Project: Must adhere to sponsor guidelines as specified in award notice- OMB Circular A-21 OMB Circular A-110 State Reg Sponsor Reg Sponsor may require additional information, corrections before funding. Sponsor may decline based on available funds, scientific merit, compliance, etc. PI/Project: Coordinate with Accounting, OSP, Tech office to ensure end and close out of project

The VCU Sponsored Programs Process When OSP receives your proposal: – A Gold Team reviewer will be assigned – The reviewer will contact you with any remaining questions or issues – You will receive notification that the proposal is ready for submission – OSP will submit (grants.gov, FL, etc) or return the approved proposal so you can submit ( , hard copy, etc)submit

Tools and Resources CHS Sponsored Programs blog: CHS Sponsored Programs blog – Information, articles of interest, funding opportunities, and relevant news CHS Sponsored Programs Blackboard: CHS Sponsored Programs Blackboard: Templates, boilerplate language, forms, best practices, FAQs, and discussion boards

Tools and Resources CHS-OSP Workshops Coming Soon Topics to include funding search, budgeting, cost share, effort reporting, grantwriting, and more!

Tools and Resources PI Dashboard: PI Dashboard University-wide initiative that allows you to see your active grant information in real time! Available after you have submitted a proposal at VCU To Access the Dashboard: Log into myVCU Click VCU Reporting Center Click the PI Dashboard tab

Tools and Resources Institutional Review Board (IRB) Institutional Review Board (IRB) – Reviews all research protocols involving humans to ensure compliance with federal, state, and local regulations. Institutional Animal Care & Use Committee (IACUC) Institutional Animal Care & Use Committee (IACUC) Reviews all research protocols involving vertebrate animals to ensure compliance with federal, state, and local regulations

Tools and Resources Institutional Biosafety Committee (IBC) Institutional Biosafety Committee (IBC) – Reviews all research involving rDNA, biohazard agents, carcinogens, acute toxins, and other procedures involving significant risks FastLane Help: FastLane Help Everything you ever need to know about how to use NSF FastLane

Tools and Resources Office of Research Resources: Office of Research Resources: – A complete list of resources available through the VCU Office of Research Pivot: faculty expertise and funding opportunity database Pivot – THE place for your funding search! – CHS-OSP How-To workshop coming soon

Transferring Grants from Other Institutions Requires the following forms: – Grant Transfer Between Institutions Grant Transfer Between Institutions – Internal Approval Form Internal Approval Form – Copy of Proposal and Budget Other institution must relinquish the grant prior to transfer Budget should be for amount of unobligated balance

Transferring Grants from Other Institutions Transfer processing MUST be completed before expenditures can be made at VCU Remember: if it’s not in VCU’s system, VCU can’t manage it

Questions?