hs sppo contacts meeting · interfolio/apnext cindy palmer, ac personnel (ap) brandy cheshire, ap...
TRANSCRIPT
HS SPPO Contacts MeetingJuly 26, 2018
• UCSD & HS SPPO Updates & Reminders: Erika Wilson
• NIH Updates & Reminders: Rachel Cook
• Fellowships/IDC: Trevor Johnson, OCGA
• Fellowships Caveat: Rachel Cook
• Fellowships – Post Award: Wella Garcia, OPAFS
Agenda
UCSD & HS SPPOUpdates & RemindersErika WilsonSenior Director, HS SPPO
• Supplement applications are considered NEW $$$, thus you should be requesting the NEWUC San Diego’s F&A Rate.
• For more information on UC San Diego’s new F&A Rates, please go here: http://blink.ucsd.edu/research/preparing-proposals/proposal-development/budgets/indirect.html
Reminder: Supplemental Applications & F&A (IDC)
Please add Nicole Foshey and HS Contacts to your Safelist in your spam preferences
• Nicole's email is: [email protected]
• HS Contacts List Serv email is: [email protected]
How to do this:
After logging in to https://spam.ucsd.edu, follow the below instructions on how to add senders to the Safelist:
• How to Use UCSD Spam Quarantinehttps://blink.ucsd.edu/technology/email/spam/quarantine.html#4.-Add-senders-to-Safelist.
HS Contacts List Serv & Nicole Foshey
• HS SPPO now requests a placeholder in ePD, under the Upload Attachments Tab, for the final electronically submitted proposal in eRA Commons or ASSIST.
• Our website has been updated with this new minimum requirements on the following page:
• https://medschool.ucsd.edu/vchs/research-services/hssppo/review/application-prep/Pages/default.aspx
Reminder: Placeholder in ePD
If a Co-Investigator (Co-I) has effort & salary listed on the budget, they need to be added in the ePD record as Key Personnel. This will enable the proper routing to the departments and COI reviews.
All investigators contributing effort to the proposal with the following pay roll titles should be added as “Co-Investigator “on the Investigators/Key Persons tab:• Professor, all ranks• Professor-in-residence, all ranks• Adjunct Professor, all ranks, salaried• Clinical professor, all ranks, salaried and unsalaried,• Professor of Clinical X, all ranks• Research Scientist, all ranks• Research Professor• Professor Emeritus• Project Scientist, all ranks• Postdoc (IF PI ONLY)
Reminder: Co-Investigators in ePD
Featuring:Research Compliance & Integrity Team
Monday10/1/20189:00 AM
Next Contacts Meeting
Kuali Research Update
Part 1 Part 2 Part 3
About the Enterprise Systems Renewal (ESR) Program
About the Kuali Research (KR) Project
Timeline
Part 4
Where to Find More Information and Provide Feedback
Part 1 Part 2 Part 3
About the Enterprise Systems Renewal (ESR) Program
About the Kuali Research (KR) Project
Timeline
Part 4
Where to Find More Information and Provide Feedback
The Enterprise Systems Renewal (ESR) program is a multi-year initiative that will reshape the way UC San Diego does business. With input from subject matter experts from central offices and academic departments across campus, the program's focus is optimization of core business and administrative practices as well as delivery of new systems that will effectively meet the needs of our growing university.
It is an opportunity to review, analyze and streamline thousands of processes to help the university run as efficiently as a Formula 1 pit stop.
Will provide access to new data repositories, called activity hubs, using Cognos and Tableau software, with help from Communities of Practice.
ESR examines business systems used across campus to address business process and technology needs in key areas including Finance, Academic Administration, Research Administration and Student Analytics.
Interfolio/APNext Cindy Palmer, Ac Personnel (AP)
Brandy Cheshire, AP
Jenna Lucius, AP
Jonathan Whitman, IT Services
John Lane, IT Services
Tririga Space Management
Kirk Belles, Campus
Planning
Eliud Escobedo, RMP
Vladimir Orlic, IT Services
Leslie Reed, IT Services
Degree Audit Reporting System
(DARS) Cindy Lyons, (inter) Registrar Kathy Newman, Enrollment
Mgmt
Jonathan Whitman, IT
Services
Sandra Titus, IT Services
Kuali Research Nicole Joyce, Research Affairs Jason Defay, Research
Affairs
Sandon Jurowski, IT
Services
Susan Oswalt, IT Services
Identity Management (IdM)
Mike Corn, IT Services CISO
Roger Phillips, IT Services
Kal Zsamboky, IT Services
(interim)
Tririga Real Estate Brandi Mulvey, Real
Estate
Vladimir Orlic, IT Services
Leslie Reed, IT Services
Change Lead Change Practitioner Business Process Lead Configuration Lead Technical Lead Project Manager
Staff Performance Appraisal
Joanne Tolbert-Wells, HR
Jude Poole, Biological Sci
John Lane, IT Services
Next Generation Data Warehouse
Brett Pollak, IT Services
Sarah Parnell, IT Services
Judy White, IT Services
Mara Cagadas, IT Services
iPaaS/Integration Platform
Brian DeMeulle, IT Services
Nathalie Gholmieh, IT
Services
Dennis Fox, IT Services
Brian Sherwin, IT Services
ProSAM Vonda Garcia, Financial
Aid
Esteban Marquez, Financial
Aid
Viet Truong, IT Services
John Lane, IT Services
Finance Arlynn Renslow, Gen
Accounting
Adam DiProfio, Academic Fin
Laura Blankenship, BFS-
Procure
Bill McCarroll, General
Accting
Bill Sweetman, IT Services
Erin Kilburn, IT Services
UCPath Pearl Trinidad, BFS
Janine Tarkow, BFS
Barbara Angeletti, BFS
Kelly Aranaz, BFS
Mike Hereid, UCOP
Jennifer Grau, IT Services
Bea Dormoy, BFS (Location PM)
Chris Bryan, IT Services (Tech PM)
UCPath
Infrastructure
Space Management &
Real Estate
Analytics
AcademicResearch
Administration
Financial
Student
ESR Program – Core Teams (6.11.2018)
Interfolio/APNext Cindy Palmer, Ac Personnel (AP)
Brandy Cheshire, AP
Jenna Lucius, AP
Jonathan Whitman, IT Services
John Lane, IT Services
Tririga Space Management
Kirk Belles, Campus Planning
Eliud Escobedo, RMP
Vladimir Orlic, IT Services
Leslie Reed, IT Services
Degree Audit Reporting System
(DARS) Cindy Lyons, (inter) Registrar Kathy Newman, Enrollment
Mgmt
Jonathan Whitman, IT
Services
Sandra Titus, IT Services
Kuali Research Nicole Joyce, Research Affairs Jason Defay, Research
Affairs
Sandon Jurowski, IT Services
Susan Oswalt, IT Services
Identity Management (IdM)
Mike Corn, IT Services CISO
Roger Phillips, IT Services
Kal Zsamboky, IT Services
(interim)
Tririga Real Estate Brandi Mulvey, Real Estate
Vladimir Orlic, IT Services
Leslie Reed, IT Services
Change Lead Change Practitioner Business Process Lead Configuration Lead Technical Lead Project Manager
Staff Performance Appraisal
Joanne Tolbert-Wells, HR
Jude Poole, Biological Sci
John Lane, IT Services
Next Generation Data Warehouse
Brett Pollak, IT Services
Sarah Parnell, IT Services
Judy White, IT Services
Mara Cagadas, IT Services
iPaaS/Integration Platform
Brian DeMeulle, IT Services
Nathalie Gholmieh, IT Services
Dennis Fox, IT Services
Brian Sherwin, IT Services
ProSAM Vonda Garcia, Financial
Aid
Esteban Marquez, Financial
Aid
Viet Truong, IT Services
John Lane, IT Services
Finance Arlynn Renslow, Gen
Accounting
Adam DiProfio, Academic Fin
Laura Blankenship, BFS-
Procure
Bill McCarroll, General Accting
Bill Sweetman, IT Services
Erin Kilburn, IT Services
UCPath Pearl Trinidad, BFS
Janine Tarkow, BFS
Barbara Angeletti, BFS
Kelly Aranaz, BFS
Mike Hereid, UCOP
Jennifer Grau, IT Services
Bea Dormoy, BFS (Location PM)
Chris Bryan, IT Services (Tech PM)
ESR Program – Core Teams (6.11.2018)
Part 1 Part 2 Part 3
About the Enterprise Systems Renewal (ESR) Program
About the Kuali Research (KR) Project
Timeline
Part 4
Where to Find More Information and Provide Feedback
Develop proposals more efficiently with intelligent routing and approval and the ability to submit proposals directly to Grants.gov and Research.gov.
Manage negotiations more effectively for faster awarding and better visibility. Manage award activity over the life of a project and integrate with your financial system.
Kuali Research is a research administration software that helps manage the complete lifecycle of sponsored projects. It helps maximize funding with simpler processes for faster awarding.
Simplify research administration, freeing faculty to focus on what matters most by improving proposal quality with pre-populated data fields and data validations.
Understand how your sponsored programs are performing with out-of-the-box reports, easy lookups, and user-friendly ad hoc reporting.
ESR – Kuali Research Scope
Data and Analytics
Facilities Information Management
Financial Information Systems
Human Resources and Payroll
Research Administration Systems
Student and Faculty Information SystemsSupporting Technology Infrastructure
ESR Program Projects
Kuali Research Project Modules
Pre-Award• Proposal Development• Institutional Proposal• Negotiations
Post-Award• Awards• Subawards
Part 1 Part 2 Part 3
About the Enterprise Systems Renewal (ESR) Program
About the Kuali Research (KR) Project
Timeline
Part 4
Where to Find More Information and Provide Feedback
Roles and Responsibilities
Project Status
Phase 1: Start Up
Phase 2: Business Process
Improvements**
Phase 3: Data Integration
& System Testing
Phase 4: UAT, Training &
Go Live
Post Go Live Evaluation &
Activities
Kickoff – 10/25/2017
Enterprise Systems Renewal (ESR) Program Team and Project Teams Assembled
Set up program and project infrastructure
Attend Lean Six Sigma and Procsi Change Management Trainings
Initiate documentation and project plans
Develop team of Subject Matter Experts (SMEs)
Initiate change management and communications outreach
Work with Lean Bench and SMEs to conduct current state and future state business process improvements
Commence data integration design and Proof of Concept (POC)
• Reconcile system configurations based on business process improvements and best practices
• **Using Lean Six Sigma and Prosci Change Management Methodology
• Build data integrations
• Perform configuration of the system to meet the business process needs
• Conduct initial testing and fixes as needed
• Continue change management and communication efforts
• Perform complete system testing
• Work with SMEs to test data integration, system configurations
• Conduct fixes as needed
• Obtain sign off• Prepare for system
implementation• Deploy new
system – Go Live
• Hyper Care launched• Conduct necessary
follow up on system implementation, business processes and change management in regard to adoption, utilization and proficiency
We are currently in Phase 2 of the project rollout and on track to launch in Fall 2019.
esr.ucsd.edu
Nicole Joyce, MBAChange Lead | Change Practitioner [email protected] the team at [email protected]
Part 1 Part 2 Part 3
Appendix
• Kuali Research Project LeadsESR – Kuali Research Project Leads
Project Management--------
Susan Oswalt, Project Manager
(PM)
Change Management--------
Nicole Joyce, Change
Management Lead (CL) &
Change Practitioner (CP)
Configuration--------
Jason DeFay, Configuration Lead
Business Process--------
Jason DeFay, Process Lead
KR Vendor Leads--------
Kaci Foster, Project Lead
Kat Szulc, Functional Lead
Terry Durkin, Technical Lead
Reporting*--------
Marisol Christinson, Reporting
Lead
Lean Bench--------
Prachi Raheja, Lean Bench Mgr.Shawn Munro, Lean Bench Mgr.Kenny Li, Lean Bench MemberStasi Chase, Lean Bench Member
Technical --------
Robert Dias, Technical Lead
Testing*--------
David Edmondson, Test Lead
*KR Only
Part 1 Part 2 Part 3
Appendix
• Kuali Research Change ChampionsEmily Yeh, Nanoengineering
Octavio Ochoa, ORU Core Services
Dani Elias (Rep), Calit 2 (Qualcomm Institute)
Isabella Bryant-Parkinson, Vice Chancellor of Health Sciences – Research
Service Core
Debi Pollard, Marine Physical Laboratory (MPL)
Karim Hussein, Office of Contract and Grant Administration (OCGA)
Jillian Kochan, Pediatrics
Jennifer Ford, Conflict of Interest
Brittany Whiting, Export Control
Kristen Anderson-Vicino, IACUC
Patti Williams, Contract and Grant Administration (OCGA)
Ross Dammann, Contract and Grant Administration (OCGA)
Trevor Johnson (Rep), Contract and Grant Administration (OCGA)
Rachel Cook, Health Sciences Sponsored Project Pre-Award Office (HSSPPO)
Anastasia Hendry, Health Sciences Sponsored Project Pre-Award Office
(HSSPPO)
William Park III, SIO - Contract and Grant Administration (OCGA)
Wella Garcia, Office of Post-Award Financial Services (OPAFS)
Marissa Yessis-Prough, Office of Post-Award Financial Services (OPAFS)
Gloria O’Connor, Office of Clinical Trial Administration (OCTA)
Carlos Rojas, Office of Clinical Trial Administration (OCTA)
23
Guiding principle: sponsors and governance consider strategic objectives for the entire institution
Program Sponsor(s)• Initiate, charter, and authorize the program• Deliver major program announcements• Be visible and accessible; communicate the
changes• Proactively learn about and socialize the program• Respond to escalated program and project conflicts• Provide executive decision-making• Engage with employees outside scheduled events
Program Governance• Endorse strategy• Make decisions regarding program scope,
timeline, and budget• Support the changes in words, behaviors and
actions
Project Sponsor(s)• Deliver major project announcements• Ensure presence at key events; communicate the
changes• Proactively learn about and socialize the project• Respond to escalated conflicts• Provide executive decision-making• Engage with employees outside scheduled events
Project Governance & Escalation• Steer project by making decisions impacting
strategy, scope, timeline and budget• Provide or refer subject matter expertise• Resolve and/or escalate conflicts• Support the changes in words, behaviors and
actions
ESR Program and Project Governance and Sponsorship
Enterprise Information Services Committee (EISC)
Pierre OuilletVCCFO
Vince KellenChief Information Officer
Financial Information Systems
Pierre OuilletVCCFO
Lori Donaldson, CFO Health
AP NextElizabeth
Simmons EVCAA
Tririga Space ManagementPierre Ouillet
VCCFO Gary Matthews
VCRMP
Kuali ResearchSandra Brown
VCR
ESR
Pro
gram
Prog
ram
G
over
nanc
e(E
xist
ing
Stru
ctur
e)
ESR
Pro
ject
s
Esca
latio
nPr
ojec
t Sp
onso
rs
Kevin Chou,Director ESR
Laurie OwenAVC Research
Daric BrummettExecutive Director
Advancement
Gene HasegawaCOO Health
Sciences
Bill HodgkissSenior AVC
Academic Planning
Steve GallagherAVC SIO
Gary MatthewsVC RMP
Janet KamermanHealth Chief HR
Officer
Cheryl RossController
Drew CalandrellaInterim VCSA
Steve RossAVC Resource Administration
Adele BrumfieldAVC Enrollment
Management
Hemlata Jhaveri Executive Director
HDH
Lori DonaldsonCFO Health
Cathy LedfordChief HR Officer
Prog
ram
Sp
onso
rs
Pierre OuilletChief Financial Officer
Doug ZiedonisAVC Health
John Hughes Gene Hasegawa
Douglas Bennett ITS & Health IS
Proj
ect G
over
nanc
e
Cristiana Winter Kim Carnot
Ken Hall Tara Cameron
John Hughes Patrick Hochstein
Robert Clossin Mike Dayton
Linda Collins Erika Wilson
Marissa Yessis Ruben Flores
Anne Footer Eric Mah
Angela McMahill Maryam Attari
Cynthia Palmer Evelyn Hidalgo
ITS & Health IS
Cheryl Ross ITS & Health IS
Reid Hollyfield Sylvia Lepe
Don Portugal Bill McCarroll
Ted Johnson Marlene Shaver
Charles Wei Adam DiProfio
Carolyn SheehanEdward Polk Nilo MiaIrene Xavier Arlynn Renslow
Academic Personnel Data GovernanceAcademic Senate Committee (proposed)
Academic Personnel Review Processes
Academic Senate Committee (proposed)
Gene Hasegawa Laurie Owen
Steve Gallagher ITS & Health IS
Program and Project Coordination GroupsActively shares, coordinates, and communicates in order to best align ESR Projects
VC/Admin
VC/AdminVC/Admin
VC/Admin
Pearl TrinidadTarget approval date: mid-July, 2018
NIH Updates & RemindersRachel CookSenior Grant Analyst, Supervisor, HS SPPO
NOT-OD-18-202: NIH Synchronizes Institutional Delegations and Now Allows Decimals in Effort Reporting Field in Research Performance Progress Reports (RPPR)
1. Institutional delegations for Interim-RPPRs (I-RPPR) and Final-RPPRs (F-RPPR) have been modified to align with the delegations that institutional users have specified for annual RPPRs.
1. A PD/PI may delegate initiation of any type of RPPR to a program assistant.
2. A Signing Official (SO) may delegate authority to a PD/PI to submit an RPPR (any RPPR -- annual, interim, or final) directly to NIH without having to be formally submitted by the SO.
2. NIH has changed its RPPR format to allow effort reported in grant applications to include decimals.
https://grants.nih.gov/grants/guide/notice-files/NOT-OD-18-202.html
NIH Updates
NOT-OD-18-178: Clarification: Assignment Deadlines for Applications Submitted Under the NIH Continuous Submission Policy
Submission is Continuous – Council Deadlines are not
• Continuous submission is limited to R01, R21, and R34 applications that are eligible under the policy and would otherwise be due on the standard due dates listed in the table below.
• Eligible applications may be submitted at any time, but they will be assigned to Advisory Council rounds based on the schedule in the table below.
https://grants.nih.gov/grants/guide/notice-files/NOT-OD-18-178.html
NIH Updates
NOT-OD-18-179: Transition from Inclusion Management System (IMS) to New Human Subjects System (HSS)
• HSS is a shared system that will enable grant applicants and recipients to electronically report and update their data on human subjects and clinical trials to NIH; and NIH agency staff to monitor and manage the data
• PIs do not have delegated authority to submit this type of study report, even if it is a SNAP RPPR. You will need to work with your HS SPPO Analyst to let them know you have Human Subjects and to let them know when this is ready to submit to the agency in HSS.
• Once ready for submission, have the PI change the status in HSS to “Ready for Submission” as well as have them email your HS SPPO Analyst that it is ready to submit. Once submitted, the submitted information will then pre-populate your RPPR. Note: the RPPR cannot be submitted until this has been submitted by your SO.
NIH Updates
For more information, here are a number of resources, including videos:
• NOT-OD-18-179: Transition from Inclusion Management System to New Human Subjects System (HSS) as of June 9, 2018: https://grants.nih.gov/grants/guide/notice-files/NOT-OD-18-179.html
• Human Subjects System (HSS) — An Overview: https://era.nih.gov/hss_overview.cfm
• Human Subjects System (HSS) - Training Resources (includes 3 very helpful videos): https://era.nih.gov/hss_training.htm
• eRA Information: Human Subjects System Launches June 9: https://era.nih.gov/node/501
• NIH eRA Items of Interest – May 2018: https://era.nih.gov/news_and_events/era-item-May2018.htm
Human Subjects System (HSS) Resources
OCGA UpdatesTrevor JohnsonPrincipal Contract & Grant Officer, OCGA
FELLOWSHIPS
Topics:
• Fellowship Definition
• IDC
• Central Offices
• EPD
FELLOWSHIP DEFINITION
A. Merit Based – in response to a competitive application/announcement
B. Awarded to a Specific Individual – award follows the individual should they leave the University
C. Mentored – they are not an independent investigator and will be guided/hosted by a Faculty member in their lab
D. Intended to enhance an individual’s potential to develop into an independent researcher/scholar
FELLOWSHIP EXCLUSIONS
At UC San Diego, fellowships that are administered by the University through a SPO exclude:
• Awards to Faculty – these will be handled as grants/contracts
• Undergraduate fellowships – will be handled on a case-by-case basis
• Postdoc Pay Directs and Graduate Students paid directly
• Fellowship programs administered by the University – University picks the fellows
• Programs or fellowships funded by gifts
SPONSOR SPECIFIC GUIDANCE
Sponsor Category RequirementFederal Must have a specific funding opportunity identifying the intent to award fellowships.
Submitted through a central office.
Non-profit Must determine the intent of the funding. If the intent is not clear in the announcement or sponsor website, clarification with sponsor is needed:Determining factors include:(1) Does it meet the high-level definition?(2) How does the sponsor classify it?(3) What are the reporting requirements/deliverables, final outcomes, basic financial reporting(4) Are the terms and conditions appropriate for a fellowship?
Industry Must be very careful about the sponsor’s intent. The program must be for the development of the individual and clearly distinguishable from research contracts solicited by the company that state anticipated outcomes in specific areas of interest to the company.
Foreign Govt. Foreign government fellowships may be received as a subaward from a foreign university or non-profit requiring additional scrutiny or negotiation. Additionally foreign government fellowships may pay the fellow directly but still require an agreement with the US institution.
As with US federal fellowships, the original sponsor should have a specific funding opportunity identifying the intent to award fellowships.
INDIRECT COSTS (IDC)
• If IDC is allowed it needs to be requested/budgeted
• Sponsor may pay fellow through either a stipend or salary
• Federal funders – will have a clear written policy in funding announcement or documentation
• SPO will confirm the UC approved policy in place for the rate
• Non-profit funders – need a written policy
• SPO will request an IDC exception for the rate
• If total costs are capped or the IDC policy is unclear, work with your SPO analyst to confirm the rate to use
INDIRECT COSTS (IDC) CONT.
• Industry funders – reduced IDC (from the federally-negotiated rate) may be allowed under very specific conditions, work with your SPO analyst to confirm the rate
• There are three specific criteria and internal UCSD approvals that must be meet before OP will approve a reduced rate exception
• These are very rare
• Foreign government funders – should have a clear written policy in original funding opportunity
• SPO analyst will work with foreign institution to obtain the documentation needed for an exception
CENTRAL OFFICES – PROPOSAL/AWARD REVIEW
New fellowship proposals will be routed using the same logic as grant and contract proposals:
• OCGA: General Campus and Heath Sciences (non-NIH)
• HS SPPO: Health Sciences NIH and AHRQ, including subaward fellowships
• SIO OCGA: SIO departments
The Graduate Division functions as the central office for all Graduate Student (single and joint degree) Fellowships
• Proposal review and submission
• Award acceptance and signature
• Professional degree (MD or PharmD) and dual degree (MD/PhD) students are NOT handled by the Grad Division
EPD NOTES
Investigator Tab• Proposed Fellow will be entered as the Principal Investigator (PI) on all
Fellowship Proposals.
• Faculty member (mentor/sponsor) will be entered as a Co-Investigator (Co-I) if a Conflict of Interest disclosure is required.-OR-
• Faculty member (mentor/sponsor) will be entered as a Key Study Person if a Conflict of Interest is not required.
Special Review Tab• 700U disclosures are not required for fellowships.• PI Exceptions are not required for fellowships.
EPD, PROPOSAL AND AWARD REVIEW
• The SPO Office is reviewing the record, proposal and award documents to confirm that they meeting all sponsor and university policies before submitting/signing
• It is the department and faculty mentor/sponsor’s responsibility to support the Fellow with all necessary resources (fully funded, space, etc.)
HS SPPO CaveatRachel CookSenior Grant Analyst, Supervisor, HS SPPO
44
• For all fellowship and early stage investigator applications that were submitted PRIOR to July 1, 2018 – by HS SPPO – will remain in HS SPPO and Rachel Cook (@ [email protected]) will still be your contact.
• For all fellowship and early stage investigator awards that come in for applications submitted PRIOR to July 1, 2018 – by HS SPPO – will remain in HS SPPO and Rachel Cook (@ [email protected]) will still be your contact.
• For all current fellowship and early stage investigator awards that HS SPPO has been assisting you with – HS SPPO will remain your contact till close-out. This includes any Progress Reports, Final Reports, etc – for ALL SPONSORS.
Caveat: Fellowships & HS SPPO
As of July 2nd, HS SPPO is responsible for the review, submission, award activation, and acceptance of NIH Individual NRSA Fellowships for the following applicants:
• Health Sciences Post-Doctoral Fellows; and
• Health Sciences Professional Degree Pre-Doctoral Fellows (M.D. or Pharm.D applicants or dual degree applicants (M.D./Ph.D. and Pharm.D./Ph.D)
The ePD record
• NIH NRSA Budget Workbook uploaded
• NIH Fellowship Assurance Form uploaded
• Placeholder for the Final Application
• Also - include the ASSIST# in the “internal comments” section of the Abstract tab.
• And don’t forget to fill out and email the COI office for the PI, Sponsor, and any Co-Sponsors!
Reminder: NIH NRSA Fellowships & HS SPPO
Department responsibility
• The department is responsible for assisting with the ePD portion of the fellowship process
• It’s up to the department if they will assist the fellow with the ASSIST application portion
Adding postdocs to ePD
• Follow the SOP for Adding non-UCSD Employees to Coeus ePD
• Once the department sponsored affiliated account is created, the postdoc has to log into a business application to propagate to ePD
• Then please allow for 48 hours after logging into a business application before checking for the ID in ePD
• Please email Anastasia Hendry (@ [email protected]) if you need a copy of the SOP for adding non-employees to ePD
Reminder: NIH NRSA Fellowships & HS SPPO
OPAFS UpdateFellowships Post AwardWella GarciaAssociate Director, OPAFS
Agenda
• NIH NRSA Fellowship Set-up• Fellowship Reminders• Fellowships Payments• Training VS Employment• NIH NRSA Fellowship Closeouts
NIH NRSA Individual Training Grants (F30, F31, and F32)
PREDOCTORAL FELLOWSHIP• F30 - Individual fellowships for Predocs leading to combined
M.D./Ph.D• F31 - Individual fellowships for Predocs leading toward a
research degree• Require 3 master indices for programs
• 400000 or 440000 (Institutional Allowance/General Expense)• 780030 (Stipends)• 780050 (Other Expense – Tuition and Fees)
NIH NRSA Individual Training Grants (F30, F31 And F32)
POSTDOCTORAL FELLOWSHIP• F32 - Individual fellowships for Postdocs• Postdocs require 2 master indices for programs:
• 400000 or 440000 (General Expense)• 780030 (Stipends)
Fellowships Reminders
Fellows or trainees receiving stipends or tuition payments from other funding sources are not eligible for GSRTF/Tuition Remission
Visiting Graduate Students - cannot be fellows or trainees as they are not allowed enrollment in degree programs at UCSD
Fellowships, Training Grant and Participant Support Payments
Are not compensated via payroll as not considered employees.
Are paid stipends and/or tuition and fees charged to Subaccount 63 as
• 77 programs are to pay Undergraduate students paid via SAM• 78 programs are to pay Graduate students paid via SAM
Postdocs (received MD, PhD, PharmD) are not students, but often receive funding specifically in support of their training
• Majority are paid on 780030 program• Through the Payroll system or through MyPayments• All use the account code 637550 (Pre & Postdoctoral Stipends) to represent the STIPEND payments
they receive.
Participants - non UCSD students or staff participating in a UCSD research/training award such as NSF conference
TRAINING TITLE CODE PROGRAM ACCOUNT CODES BENEFITS (66XXXXX) HOW PAID
Undergraduate N/A 77xxxx 637566 TUITION & FEES
637560 STIPENDS/NSF R/E UNDERGRAD
637550 PRE & POST DOC STIPENDS
None SAM
Predoc/Graduate N/A 780050
780030
637566 TUITION & FEES
637550 PRE & POST DOC STIPENDS
637564 PRE-DOC STUDENT HEALTH INS PLAN
None SAM
Postdoc 3253 POSTDOC-FELLOW
3254 POSTDOC-PAID DIRECT
780030 637550 PRE & POST DOC STIPENDS PSBP
668710 Dental Ins668720 Health Ins668730 Visions Ins668740 Disability Ins668750 Life Ins*668760 Broker Fees668500 State Workers Comp Ins*
*not allowable on training grants and fellowships
PPS
MYPAYMENTS
Participants N/A 44/40 63xxxx None MYPAYMENTS (if NonUCSD Students)
SAM (if UCSD students)
EMPLOYMENT TITLE CODE PROGRAM ACCOUNT CODES BENEFITS (66XXXX) HOW PAID
Undergraduate N/A 44/40 62xxxx None PPS
Predoc/Graduate GSR3262 - CSE3263 - MAE3264 - SE3284 - General3285 - ECE3286 - Physics3287 - SIO
3266 - GSR NO REM
44/40 60xxxx668970 TUITION FEE REMISSION
NO TUITION FEE REMISSION
Summer appointment - NO TUITION FEE REMISSION
PPS
EFFORT 25% -49.99%
EFFORT < 25%
EFFORT <=49.99%
Postdoc 3252 POSTDOC-EMPLOYEE
3254 POSTDOC-PAID DIRECT
44/40 60xxxx PSBP
668710 Dental Ins668720 Health Ins668730 Visions Ins668740 Disability Ins668750 Life Ins668760 Broker Fees668500 State Workers Comp Ins
PPS
MYPAYMENTS
Visiting Graduate Student 3330 JUNIOR SPECIALIST Non Federal Research Awards -(NO ECERT)
62xxxx EFFORT < 43.75% - NO BENEFITS PPS
NIH NRSA Fellowship CloseoutsFinancial reporting is not required for all NIH fellowships but in accordance with the NIH Grants Policy Statement:
"If an individual fellow is not in training status for more than 6 months of the award year, only one-half of that year's institutional allowance maybe charged to the grant"
At the end of the project period of the fellowship, a review must be done to see if the fellow is in training status for more than six month for each budget year so that the allowable institutional allowance for each year can be determined. This can be done by checking the ledger to see how many months the stipend was paid to the individual.
• If the length the fellow is in training for each budget period was 6 months or less, only one-half of the Institutional Allowance can be charged to the grant
• If the length the fellow is in training for each budget period more than 6 months, the full amount of the Institutional Allowance can be charged to the grant
• The allowable net balance for Institutional Allowance at the end of the project period can be transferred to fund 24897A- Individual Fellowship. The unspent institutional allowance becomes departmental discretionary fund that can be used to further the objective of the department
Unspent balance in Stipends and Other Fellowship Expenses (Tuition/Fees) is restricted and must be deallocated.
UC San Diego
OCGA
Stella SungT. [email protected]
Blink:http://blink.ucsd.edu/sponsor/ocga/index.html
Staff Assignment Tool:http://blink.ucsd.edu/sponsor/ocga/staff-assignments.html
UC San Diego Health
Health Sciences SPO
Erika WilsonRachel Cook
Website:hssppo.ucsd.edu
UC San Diego
OPAFS
Wella GarciaT: [email protected]
Blink:https://blink.ucsd.edu/sponsor/BFS/divisions/opafs/index.html
START:https://ucsdcloud.sharepoint.com/sites/start/Wiki%20Pages/Home.aspx
UC San Diego
OCGA
Trevor JohnsonT. [email protected]
Blink:http://blink.ucsd.edu/sponsor/ocga/guide/sponsored-research/fellowships.html