College of Humanities and SciencesOffice of Sponsored Programs (CHS-OSP)

2013New Faculty Orientation

Today’s AgendaAbout the CollegeMeet the CHS-OSP TeamWhat CHS-OSP Can Do For You Getting Started as a PI at VCUThe VCU Sponsored Programs ProcessTools and ResourcesTransferring 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, PhDAssociate Dean for

Researchrtombes@vcu.edu

804-827-0860Blanton House 826 West Franklin Street,

Room 204

• Brigette Pfister, Director of Sponsored Programs for H&S

bspfister@vcu.edu 804-827-1359

Blanton House 826 West Franklin Street,

Room 206

Meet the CHS-OSP Team• Alex CredleGrant Research

Administratoramcredle@vcu.edu

804-827-0861Blanton House 826 West Franklin Street,

Room 213

• Cecial PatrickGrant Specialist

ccpatric@vcu.edu 804-827-0085

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

emails

• 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

http://www.research.vcu.edu/vcuera/

– 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: – https://airs.research.

vcu.edu– Log in and follow the

on-screen instructions

– Cheat sheets and help documents are available

• Conflict of Interest Reporting– 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 http://www.research.vcu.edu/osp/nsf_fastlane_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 http://www.research.vcu.edu/osp/nih_era_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• NIH proposals are

submitted via VCUeRA, not grants.gov

Getting Started as a PI at VCU• F&A (Indirect Costs)– Current Negotiated R

ates– Explanation of Classif

ications• Research, Training, or

Other• On-Campus or Off-

Campus

• Budget rules– OMB Circular A-21 (2

CFR220)– Policies and Procedur

es• Appropriate

Categories• Cost Share• Much More!

The VCU Sponsored Programs Process:

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 email 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 emails)

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 SubmitsProposal 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 (email, hard copy, etc)

Tools and Resources• CHS Sponsored Progr

ams blog:– Information, articles

of interest, funding opportunities, and relevant news

• 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:• 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)– Reviews all research

protocols involving humans to ensure compliance with federal, state, and local regulations.

• 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)– Reviews all research

involving rDNA, biohazard agents, carcinogens, acute toxins, and other procedures involving significant risks

• FastLane Help: • Everything you ever

need to know about how to use NSF FastLane

Tools and Resources• Office of Research

Resources: – A complete list of

resources available through the VCU Office of Research

• Pivot: faculty expertise and funding opportunity database– 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– 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?

bspfister@vcu.edu