JANUARY 21, 2014 SERIES 4, SESSION 1 OF AAPLS MECHANISMS OF COLLABORATION: PROPOSALS THAT INCLUDE MORE THAN ONE TUFTS DEPARTMENT OR SCHOOL, OR A COLLABORATION WITH TUFTS AFFILIATES APPLICANTS & ADMINISTRATORS PREAWARD LUNCHEON SERIES Mechanisms of Collaboration: Proposals that include more than one department or school, or a collaboration with Tufts affiliates

Speakers Zoya Davis-Hamilton, CRA, EdD Senior Associate Director, Research Administration Office of the Vice Provost Tufts University Frederick Frankhauser, JD, MBA, RPh Director, Grants & Contracts Research Administration Tufts Medical Center

Session Overview Steps necessary at the proposal stage for: 1. Proposals that include more than one department or school at Tufts 2. Collaborative submissions with Tufts affiliates Scenarios of budgeting for a person’s effort via a scope budget, subcontract or a joint appointment Challenges of F&A cost calculations

Multi-Department/School Proposals Require One Internal Sponsor Coordination Form (ISCF) Answer “Yes” to the question “Is this a multi-account proposal?” on p. 1 of ISCF and specify number of accounts Work with department administrator(s) in collaborating department(s) to confirm budget amounts Attach supporting budgets in Excel for each department/school (i.e. “scope” account)

ISCF Approval Signatures (Boston/Grafton) For Multi-PI proposals, all PIs from Tufts University must sign For Fellowship proposals, both the student and the faculty mentor must sign the form Co-Investigators are only required to sign the form if they are from departments or schools that are different from the PI’s department Only the Department Chair from the PI’s or lead PI’s department must sign the form Dean, Director or Designate must sign the form for: 1. Proposals with cost sharing and/or F&A rate that is reduced from the federally negotiated indirect cost rate  The signature indicates approval of cost sharing or a reduced F&A rate 2. Proposals that will have a “scope” account  The Dean, Director or Designate for all schools involved in the proposal must sign the form

Multi-department/school Proposals (cont.) Use appropriate F&A rate for each component of the budget (Medford and the HNRCA have different rates: and-submit-proposal/budget-figures-and-rates/) and-submit-proposal/budget-figures-and-rates/ Show one combined budget on ISCF and in the proposal to the agency List base, rate and amount for each portion of the budget in grants.gov, PHS and other agency budget forms

Challenges of F&A Calculation F&A rates differ between campuses For subcontracts, F&A rate of subcontract organization is used on subcontract direct costs In addition, Tufts University charges F&A on the first $25,000 of each subcontract Subcontract F&A amount is direct cost for Tufts University but is not factored into the direct cost limit on NIH proposals ( files/NOT-OD html)

Tufts University Affiliates Tufts University School of Medicine has a number of affiliated clinical sites 20 teaching hospitals across Massachusetts and one in Maine (Maine Medical Center) Tufts Medical Center is the principal teaching hospital for Tufts University School of Medicine

Proposals with Tufts Affiliates Collaborator(s) from Tufts affiliates may assume the following roles in the proposal: 1. No measurable effort – Other Significant Contributor 2. Subcontract when work will take place on affiliate’s premises 3. Joint Appointment (JA) if a person is employed by Tufts Medical Center and work will take place at Tufts University  These can be executed vice-versa

Proposal Paperwork Resources, Equipment & Biosketch(es) are necessary for the collaborators No additional paperwork for OSC or JA at the proposal stage For subcontracts: 1. Subcontract organization’s business office must approve and issue/sign a Consortium Letter of Intent/Statement of Intent 2. Subcontract budget and budget justification are required for non- modular proposals 3. Subcontract total direct/indirect amounts per year and personnel justification is required for modular proposals

Tufts Medical Center Tufts Medical Center (TMC) is the principal teaching hospital for Tufts University School of Medicine TMC provides care for all patients from the tiniest newborns at the full-service pediatric hospital, Floating Hospital for Children, to centenarians in the specialized Geriatrics clinic TMC conducts groundbreaking medical and health policy research and is in the top 15 % of independent institutions receiving federal research funding

Business Process for Collaborative Proposals at Tufts Medical Center Need notice of what is being done in order for an agreement to be drafted Agreement, Scope of Work & Budget drafted/negotiated/ reviewed IRB/IACUC review

Most Common Problems Finding the correct people to contact Often find out after the protocol has been submitted to the IRB

Questions?