1. Office of Sponsored Projects
Roundtable
October 16, 2018

2. DH Transition Portfolio Overview
Total awards active as of September – 166 Closing before transfer – 36 Not transferring – 3 Transfer to MGH – 2 Renewed by DH – 4 Several pending proposals awarded directly to DH (e.g. Paradis) Actual transfers Distinct sponsors to contact - 78

3. DH Transition Overview
Awards are planned to be transferred according to sponsor types (9/1 Industry Sponsors, 10/1 State of NH, Foundations, and Subawards, 11/1 Federal including NIH, AHRQ, and others, 12/1 select cooperative groups).
The DH Pre-award office will begin processing proposals starting 10/1.  Proposals from clinical departments will be submitted through DH starting 10/1.

4. Subaward Criteria
As part of the transition and processing proposals through two separate legal entities, Dartmouth College and Dartmouth-Hitchcock, we will be including subaward documentation in proposals to represent collaborations between DH and DC researchers.  Both DC and DH have implemented updated guidance which can be found on our websites.   The new Dartmouth College guidance can be found at award/subawardclassification.html

5. Existing Awards: Conversion to Subawards
Type
Description
Process
Subawards from DC to DH on active awards
Currently paid via compensation funding agreements
Awards not moving to DH
Target to issue subs to DH by 1/1/19
CFAs for new subs to end no later than 12/31
Subawards from DH to DC
Currently paid via LD distribution
DC paid people on transferring grants
Target to convert to subs concurrent with transfer of award to DH

6. DC Employee Paid on a Grant Transferring to DH.
Review the list and note the transfer date for the award funding the individual’s salary.
Revise individual’s labor distribution to remove them from the transferring award by no later than the transfer date.
If effort will not continue on the award, revise labor distribution accordingly
If effort will continue on the award transitioning to DH:
Confirm with the individual that they will continue to work on the project
to request an Advance Account and initiation of a subaward from DH. Include the following in the
Copy fiscal office and other person that approves advance accounts
Include DC Paid on Transitioning DH award in the subject line of the
Name of the Dartmouth lead faculty member
Name of the DH PI
Start date of the subaward concurrent with transfer date, end date concurrent with the project end
Budget including name, salary, fringe and indirects

7. DH Employees Paid via a Compensation Funding Agreement on an existing DC Grant.
If these DH Employees will continue to work on this grant beyond 12/31/18, we will need you to do the following:
Communicate or implement changes so that the CFA for each DH Employee is end dated on 12/31/18.   
Complete the enclosed Sub to DH Form requesting to set up a subaward agreement between DC and DH with an effective start date of 1/1/19 through the end of the current budget period.
The completed form can be sent to your SRM for their review, the SRM will then send onto Jessica McDonough to set up the subaward agreement.