College of Humanities and Sciences Office of Sponsored Programs (CHS-OSP) 2013

1. College of Humanities and Sciences Office of Sponsored Programs (CHS-OSP) 2013 New Faculty Orientation

2. Today’s Agenda • About the College • Meet the CHS-OSP Team • What CHS-OSP Can Do For You • Getting Started as a PI at VCU • The VCU Sponsored Programs Process • Tools and Resources • Transferring Grants from Other Institutions

3. About the College • 18 department/units • >400 faculty • FY2013: • $12M in grant awards • $17M in grant expenditures • 196 new proposals submitted

4. Meet the CHS-OSP Team • Rob Tombes, PhD Associate Dean for Research rtombes@vcu.edu804-827-0860 Blanton House 826 West Franklin Street, Room 204 • BrigettePfister, Director of Sponsored Programs for H&S bspfister@vcu.edu804-827-1359 Blanton House 826 West Franklin Street, Room 206

5. Meet the CHS-OSP Team • Alex Credle Grant Research Administrator amcredle@vcu.edu804-827-0861 Blanton House 826 West Franklin Street, Room 213 • Cecial Patrick Grant Specialist ccpatric@vcu.edu804-827-0085 Blanton House 826 West Franklin Street, Room 204A

6. What CHS-OSP Can Do For You • Draft and coordinate CHS support letters • Help with VCU and sponsor forms • Help with sponsor online systems • Budget development • Help with Cost share • Help with identifying funding sources • Help with finding collaborators and creating partnerships • Maintain resources for proposal development

7. What CHS-OSP Can Do For You • Help with effort certification • Post-award oversight • Education and outreach on grant-related topics for faculty and staff • Aid in improving proposals based on laws, regulations, policies, and guidelines • Process and approve all CHS proposals for submission by OSP

8. What CHS-OSP Can NOT Do For You • Process your proposal without your input • Please answer our emails • Always respond immediately • There are >400 of you! • Work miracles • Write your proposal for you • Negotiate contracts on behalf of the university • Only OSP can do this

9. Getting Started as a PI at VCU • Timeline for Processing • OSP Requires Five (5) Business Days • CHS Approval is required before a proposal goes to OSP • 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

10. Timeline Details • Time starts when the minimum materials are received in CHS-OSP: • IAF info • Scope of work • Draft budget • Sponsor guidelines • Final narrative drafts are due to OSP 2-3 business days before the published deadline • No budget changes are allowed on the deadline day!

11. Getting Started as a PI at VCU • VCUeRA/InfoEd • VCU’s proposal database • You need an account prior to any proposal submission • To get an account: • Go to http://www.research.vcu.edu/vcuera/ • Click on Account Creation Form

12. Getting Started as a PI at VCU • Sponsored Programs Training • Required for all PIs and research administrators • Online via Blackboard • 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”

13. Getting Started as a PI at VCU • 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 • To access: • https://airs.research.vcu.edu • Log in and follow the on-screen instructions • Cheat sheets and help documents are available

14. Getting Started as a PI at VCU • NSF FastLane • You’ll need a FastLane account prior to submitting to NSF for the first time • To request an account: • Web form from OSP at http://www.research.vcu.edu/osp/nsf_fastlane_account_form.htm • CHS = Gold Team

15. Getting Started as a PI at VCU • 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! • To request an account: • Web form from OSP at http://www.research.vcu.edu/osp/nih_era_commons_account_form.htm • CHS = Gold Team

16. Getting Started as a PI at VCU • If you’re submitting to NIH, you will need to complete the NIH VCUeRA Proposal Development training • NIH proposals are submitted via VCUeRA, notgrants.gov • 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

17. Getting Started as a PI at VCU • Budget rules • OMB Circular A-21 (2CFR220) • Policies and Procedures • Appropriate Categories • Cost Share • Much More! • F&A (Indirect Costs) • Current Negotiated Rates • Explanation of Classifications • Research, Training, or Other • On-Campus or Off-Campus

18. The VCU Sponsored Programs Process:

19. 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

20. 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?)

21. 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)

22. 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

23. PI prepares proposal with line item budget, IAF, COI and cost share form, if applicable PI Submits Proposal to OSP Complete close out procedures at end of project: -scientific report -financial report -invention report -property report (if needed) OSP reviews proposal and submits to sponsor (or if applicable and returns approved documents to PI for submission ) G&C Accounting Office in conjunction with PI, Department set up Banner indexes for award administration and award costs Sponsor reviews proposal and makes award OSP receives award notification from Sponsor and negotiates changes if needed. Team Asst. notifies PI & FA of award (authorizes award in VCUeRA database) START PI Approvals: IRB IACUC Export Control COI Intel Property Tech Transfer Certifications PI/Project: Coordinate with Accounting, OSP, Tech office to ensure end and close out of project PI/Project: Must adhere to sponsor guidelines as specified in award notice- OMB Circular A-21 OMB Circular A-110 State Reg Sponsor Reg VCUeRA (Data entry into OSP database) Sponsor may require additional information, corrections before funding. Sponsor may decline based on available funds, scientific merit, compliance, etc.

24. 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)

25. Tools and Resources • CHS Sponsored Programs Blackboard: • Templates, boilerplate language, forms, best practices, FAQs, and discussion boards • CHS Sponsored Programs blog: • Information, articles of interest, funding opportunities, and relevant news

26. Tools and Resources • CHS-OSP Workshops • Coming Soon • Topics to include funding search, budgeting, cost share, effort reporting, grantwriting, and more!

27. Tools and Resources • To Access the Dashboard: • Log into myVCU • Click VCU Reporting Center • Click the PI Dashboard tab • 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

28. Tools and Resources • Institutional Animal Care & Use Committee (IACUC) • Reviews all research protocols involving vertebrate animals to ensure compliance with federal, state, and local regulations • Institutional Review Board (IRB) • Reviews all research protocols involving humans to ensure compliance with federal, state, and local regulations.

29. Tools and Resources • FastLane Help: • Everything you ever need to know about how to use NSF FastLane • Institutional Biosafety Committee (IBC) • Reviews all research involving rDNA, biohazard agents, carcinogens, acute toxins, and other procedures involving significant risks

30. Tools and Resources • Pivot: faculty expertise and funding opportunity database • THE place for your funding search! • CHS-OSP How-To workshop coming soon • Office of Research Resources: • A complete list of resources available through the VCU Office of Research

31. Transferring Grants from Other Institutions • Other institution must relinquish the grant prior to transfer • Budget should be for amount of unobligated balance • Requires the following forms: • Grant Transfer Between Institutions • Internal Approval Form • Copy of Proposal and Budget

32. 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

33. Questions? bspfister@vcu.edu