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Quality Research Administration Meeting. September 2013. Agenda. Sponsored Projects Administration Kuali Coeus Update Small Business Subcontracting Plans NIH Public Access Policy Compliance Extramural Funds Classification. Nancy Lewis Barbara Inderwiesche Katja Grigorova Bethany Harris

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Quality Research Administration Meeting

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  • Sponsored Projects Administration
  • Kuali Coeus Update
  • Small Business Subcontracting Plans
  • NIH Public Access Policy Compliance
  • Extramural Funds Classification

Nancy Lewis

Barbara Inderwiesche

Katja Grigorova

Bethany Harris

Bruce Morgan

sponsored projects administration update
Sponsored Projects Administration Update
  • Introduction of new Staff
  • FY 2013 Extramural Funding

Nancy Lewis

Director, Sponsored Projects Administration



federal update
Federal Update

Federal Update

Nancy Lewis

Director, Sponsored Projects Administration



nih update
NIH Update

NIH Update

Nancy Lewis

Director, Sponsored Projects Administration



changes to public access compliance effective with 7 1 2013 start dates
Changes to Public Access Compliance—Effective with 7/1/2013 Start Dates

For non-competing award with starts dates on/after 7/1/2013

NIH will delay processing award if publications arising from it are not in compliance

Investigators must use My NCBI

Electronically associated on RPPRs

Include PDF Report from My NCBI in paper Progress Reports

Refer to: NOT-OD-13-042

penalties for non compliance with public access requirements
Penalties for non-compliance with Public Access Requirements

Delay of award

Issuance of award with a restriction on spending any funds other than those needed for subject (human and animal) safety

Termination of Award

nih application forms update
NIH Application Forms Update

NIH will transition to update Grants.gov forms (FORMS-C) for FOA’s with due dates on or after 9/25/13

New packages will be identified with a completion ID of FORMS-C

Competition ID can be found in the application header information when downloading from Grants.gov ore in the ASSIST FOA summary for muti-project applications.

Individual Research Career Development Award Programs (Ks), Institutional Training and Career Development Programs (Ts and Ds) and Individual National Research Service Awards (Fs) applicants will be required to use FORMS-C packages for due dates on or after January 25, 2014.

Refer to NOT-OD-074

Learn more about choosing the correct forms package at: http://grants.nih.gov/grants/ElectronicReceipt/files/right_forms.pdf

nih application forms update cont
NIH Application Forms Update (cont.)


Will NIH be reissuing each FOA or simply posting a new application package to incorporate the form updates?For the activity codes transitioning to updated forms for deadlines on/after September 25, 2013, NIH will simply expire old application packages and post new ones to the existing FOAs (i.e., no new FOA number, but must use the application package with a Competition ID of ‘FORMS-C’).

When will the Application Guides be updated to reflect the new forms?The Application Guides currently posted on the SF424 (R&R) Forms/Applications/Instructions page guides will be ready no later than mid-July.Be careful to use the correct application guide for your opportunity and due date. Since some programs will transition after September 25, the Forms B Series and the Forms C Series guides will both be available on our Web site for a period of time.

nih application forms update cont1
NIH Application Forms Update (cont.)

FAQ’s (cont.)

When will the Applying Electronically web site be updated to reflect the updated forms?General resources available on the Applying Electronically web site, such as, Avoiding Common Errors, Annotated Forms, and FAQs will be posted in late July to early August.

What happens if I try to submit my R01 application for the October 5 deadline using ADOBE-FORMS-B2?Your application will be Rejected with Errors at Grants.gov. Submit earlyto leave time to address unforeseen issues.  Finding out that you used the wrong forms right at the deadline will not be considered a valid reason for a late submission.  

electronic submission of multi project applications
Electronic Submission of Multi-Project Applications
  • Launched Application Submission System and Interface for Submission Tracking (ASSIST) in November 2012
  • NIH plans to transition all multi-project applications to electronic submission using the SF 424 (R&R) form set by May 2014.
    • Multi-project application electronic submission transition timeline
      • Select due dates November 2012 – September 2013 — Specific pilot funding opportunity announcements
      • Due dates on/after September 25, 2013 — P01, P20, P50, R24, U24, U19;
      • Due dates on/after January 25, 2014 — G12, P30, P40, P41, P42, P51, P60, R28, S06, U10, U41, U42, U45, U54, U56, UC7.
      • Due dates on/after May 25, 2014 — U54, UM1
  • Assist System requires ERA Commons and Grants.gov credentials
  • Assist System webinar can be accessed at: http://grants.nih.gov/grants/upcoming_webinars.htm

Refer to : NOT-OD-13-075

electronic administrative supplements
Electronic Administrative Supplements
  • Electronic submission of admin supplement pilot began February 1, 2012.
    • Optional for all single project grantees
      • Complex, multi-project grants not included in pilot;
    • Parent FOA PA-12-100 used for submission
    • Can submit through the eRA Commons
      • To take advantage of pre-population of fields;


    • Can submit through Grants.gov
  • Contact IC or review IC web site before submitting

Refer to: NOT-OD-12-024

electronic post award change of grantee organization
Electronic Post-Award Change of Grantee Organization
  • Pilot of electronic submission of post-award Change of Grantee Organization applications (Type 7)
  • Available only if the activity code of award has transitioned to electronic submission of competing application
  • Must use Parent FOA for Change of Grantee Organization Applications: PA-12-270
  • Refer to: NOT OD-12-134
electronic post award relinquishing statements
Electronic Post-Award Relinquishing Statements
  • Pilot of electronic submission of Official Statement Relinquishing Interests and Rights in a PHS Grant (PHS 3734)
  • eRA Change of Institution module
  • Refer to: NOT OD-12-132
era commons streamlining delegations
eRA Commons: Streamlining Delegations
  • New Delegation Tab added to Commons;
  • Found on the Admin tab after logging into eRA Commons;
  • Allows scientists to delegate administrative tasks;
    • Status
    • Progress Reporting
    • Publications
    • And More
research performance progress report update
Research Performance Progress Report - Update
  • Guide Notice for RPPR changes issued 2/6/2013
    • Progress reports for SNAP and Fellowships with budget start dates on/after 7/1/13 must be submitted using the RPPR;
    • Progress Report Additional Materials (PRAM) functionality expanded to include requests from ICs.
  • RPPR implementation timeline
    • non-SNAP awards
      • Pilot October 2013
      • Required use TBD
    • Multiyear Funded Awards
      • TBD

Refer to: NOT-OD-13-035 & NOT-OD-13-061

nih progress report reminders
Failure to submit complete and timely progress reports may affect future funding to the organization

Non-SNAP annual progress reports are due the 1st of the month preceding the month in which the budget period ends (paper submission)

SNAP progress reports are due the 15th of the month preceding the month in which the budget ends (electronic submission RPPR only as of 5/15 due date)

Multi-year funded progress reports due on the anniversary (http://grants.nih.gov/grants/policy/myf.htm)

Searchable list to determine which progress reports are due: http://era.nih.gov/userreports/pr_due.cfm

NIH Progress Report Reminders
my ncbi
  • New Tool now available for Paper Progress Reports: My Bibliography can generate printable PDF report of publications. Use to submit Section 2.2.6, Section E. Publications of the paper PHS 2590 progress report. 
  • Facilitates reporting in two ways;
    • quickly provides public access compliance status of each publication arising from the award in an easy to understand format;
    • ensures grant-paper associations reported on PHS 2590 are captured in RePORTER and other NIH electronic systems.  
  • PDF report is now required in all paper submissions for 7/1/2013 start dates and beyond
  • Instructions for the PDF report are available at http://www.nlm.nih.gov/pubs/techbull/nd12/nd12_myncbi_pdf.html

Refer to: NOT-OD-13-017

nih final reports
NIH Final Reports
  • Final Reports are submitted through ERA Commons
    • Final invention report must be prepared by the PI and submitted to the SPA Officer for review and submission
    • Positive invention reports are verified with OTA before submission
  • Failure to submit timely reports may affect future funding to the organization;
  • Documents are due within 90 days of project period end date:
nih implementation of new hhs closeout requirements
NIH Implementation of New HHS Closeout Requirements
  • NIH implementation date proposed: 10/01/2014
  • 90 day requirement for grantees to submit closeout documents after completion of the award.
  • Revised Financial Reports and Expenditures must be submitted no later than 6 months from the due date for the original report.
  • A 270 day post-project period requirement for agency completion of the entire closeout process.
  • Includes new guidelines for administrative closeout (a.k.a. “unilateral closeout”).
    • If acceptable final reports are not received by NIH, GMO must initiate unilateral closeout of the award within 180 days of the completion date of the award.
    • Unilateral closeout defined as “the process by which an OPDIV closes out an award without receipt of all final reports required by the Terms and Conditions of an award, after making reasonable efforts to obtain them.”
  • Guide Notice will be issued shortly
conference grants
Conference Grants
  • NIH implemented the HHS policy on Promoting Efficient Spending on January 27, 2012 for NIH grants awarded to support conference grants and cooperative agreements (R13, U13, T36)
  • Direct charges for food/meal costs are prohibited
  • This policy does not apply to research grants and other mechanisms that are not awarded specifically to support conferences or scientific meetings. However, allowability of food-related costs is governed by the respective cost principles and the terms of award.
era commons user id s for students
eRA Commons User ID’s for Students
  • Beginning in August, eRA Commons includes the following roles:
    • Undergraduate
    • Graduate
    • Other project personnel
  • Effective October 18th, progress reports (2590 and RPPR) will require eRA Commons User ID’s for all students and fellows listed in the All personnel List in the 2590 or the Participant Section (D.1.) of the RPPR.

For those students and other project personnel that require eRA Commons accounts, please send the request to ORA@uci.edu.

Refer to: NOT-OD-13-097