News & Updates

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January 25, 2019 - New Federal Requirements: Why you MUST disclose all foreign engagements and what this means for you

UC SAN DIEGO
CAMPUS NOTICE
University of California San Diego

                    OFFICE OF EXECUTIVE VICE CHANCELLOR - ACADEMIC AFFAIRS
                                OFFICE OF THE VICE CHANCELLOR - RESEARCH
                                                        January 25, 2019

ALL ACADEMICS AT UC SAN DIEGO
KEY ADMINISTRATORS/KEY SUPPORT STAFF

SUBJECT: 
New Federal Requirements: Why you MUST disclose all foreign engagements and what this means for you

CONTEXT:
UC San Diego is committed to sustaining an environment that attracts and retains the brightest scholars and most exciting scholarship - and likewise is committed to the University of California's principles of academic freedom. Our many talented foreign scholars and students are essential to the research and education enterprise on our campus and we value their contributions highly.

At the same time, like all other institutions of higher education, our university and its faculty must adhere to federal reporting and disclosure requirements. Not doing so could result in loss of federal funding, not only for the individual who failed to report, but for the institution as a whole.

Last year, the National Institutes of Health and Department of Defense issued guidance with respect to those agencies' growing concerns over the potential for foreign influence. Specifically, there is a heightened
concern that certain foreign entities may be seeking to influence U.S. research at all levels including peer review, diversion of intellectual property, sharing of confidential information and the use of resources originating outside the U.S. While other federal agencies have not yet come forward with their own guidance, it is very likely they will follow suit.

Sustained federal research funding is critical to UC San Diego's success and impact; therefore, we must comply with existing and new policies and regulations, including those related to full disclosure of foreign engagements, conflicts of interest and conflicts of commitment.

ACTIONS:
*It is your professional responsibility to completely and accurately disclose all external financial interests and support, affiliations, activities and relationships with any foreign entities. The University of California requires all faculty to submit an annual Conflict of Commitment (COC) report indicating whether or not they have engaged in outside activities during the fiscal year. Outside professional activities are separated into three categories: Categories I and II include activities that must be reported and in the case of Category I, must receive prior  approval before the faculty member engages in the activity. Examples of Category I activities include:
    o Faculty or research appointments at other institutions (even if uncompensated)
    o Directorships of labs, centers or programs at other institutions
(even if uncompensated) Disclosure forms are required even if faculty members have nothing to disclose. Deans are responsible for ensuring that all faculty members submit an annual disclosure and that the disclosures are accurate. Read more about COC requirements on blink: https://academicaffairs.ucsd.edu/aps/reports/apm/index.html

*Conflict of Interest (COI) policies require all university employees who are conducting research or other related activities to disclose certain financial interests, whether domestic or foreign. Financial interests include anything of monetary value (whether that value can be easily determined or not) held by the employee, a spouse or registered domestic partner, and dependent children. Examples include:
    o income or payments for salaries
    o consulting or honorariums
    o holding a position such as founder, partner, employee or board member 
    o having ownership interests such as stocks, bonds or stock options
    o travel funds or reimbursements
New financial interests should be disclosed within 30 days of their acquisition. Read more about required COI disclosures on blink: https://blink.ucsd.edu/sponsor/coi/quickreference.html

*Applicants for federal grants must list all foreign affiliations (biosketch) and "other support" prior to award and are required to identify any changes in each annual progress report. According to the NIH policy this includes: 
    o collaborations with investigators at a foreign site anticipated to result in co-authorship; 
    o use of facilities or instrumentation at a foreign site; or
    o receipt of financial support or resources from a foreign entity.
This covers research contracts and grants, cooperative agreements and organizational awards, including any from foreign governments or entities (e.g. affiliations; collaborations; foreign patents; and exchange of information, materials or data): https://bit.ly/2CLVYVu

A KEY RULE OF THUMB
Any external support or engagement that you would acknowledge in public presentations or publications is something that you must also disclose in grant applications, annual reports and closeout summaries and in
university-related COI and COC disclosure forms (as required).

FINAL THOUGHTS
It is essential for you to be transparent about any affiliations with foreign entities when applying for federal grants. Only by your full disclosure will UC San Diego be in compliance with University of California regulations and be able to advise, assist and protect you and your work.

This situation is fluid so there may be additional guidance in the future. If you have any questions or concerns, please contact your department chair or the Office of Research Affairs.

Elizabeth H. Simmons
Executive Vice Chancellor
Academic Affairs

Sandra A. Brown
Vice Chancellor - Research


January 23, 2019 - New Validations for HSS Form When Completing an RPPR

A Human Subjects System (HSS) release on Thursday, January 24, 2019, will introduce the following validations and warning messages for Research Performance Progress Reports (RPPR). These validations are for Section 6 and other fields on the Human Subjects Clinical Trials form.

​Scenario
​RPPR Validation
​Study’s inclusion Monitoring code is marked as Yes, but there is no planned enrollment data and the study is not an existing dataset or delayed onset.  
Warning message:
"Planned counts are required to be greater than zero for Inclusion Enrollment Reports <IER#, IER#> under Study<Study#>, Inclusion Enrollment Reports<IER#,IER#> under Study <Study #>. Please click on the Human Subjects link in G.4 to update the Inclusion Enrollment Report(s) in Section 2 of the Human Subjects and Clinical Trials Information form.
​Enrollment of first participant was more than 21 days ago, but a Clinicaltrials.gov identifier (NCT) has not been provided.
Warning message:
"Enrollment for <study title> has begun but no Clinicaltrials.gov Identification Number (NCT) has been provided.  Please complete Clinicaltrials.gov registration and use the Human Subjects link in G.4 to add the NCT number in the Human Subjects and Clinical Trial Information Form item 1.5."
​The actual Primary Completion Date is more than 12 months ago and results have not been reported to ClinicalTrials.gov.
Warning message:
"The study <study title> Primary Completion date is more than 12 months in the past and results have not been submitted to ClinicalTrials.gov. The responsible party should submit results to Clinicaltrials.gov."
​Project level and study level clinical trial codes are discrepant
Warning messages:
When project-level CT code is No:
"One or more study records is listed as a clinical trial; however, this grant has a clinical trial indicator of No. Please contact your NIH Program Officer."
When project-level CT code is Yes:
"None of the study records are listed as clinical trials; however, the grant has a clinical trial indicator of Yes. Please contact your NIH Program Officer.”
​Sec 6.  Study Primary Completion Date is missing on the form
Error Message:
Study Primary Completion Date is missing for Study<Study Title>. Please click on the Human Subjects link in G.4 to update the Study Primary Completion Date in section 6 of the Human Subjects and Clinical Trials Information form.
​Sec 6.  Study Final Completion Date is missing on the form
Error Message:
Study Final Completion Date is missing for Study<Study Title>. Please click on the Human Subjects link in G.4 to update the Study Final Completion Date in section 6 of the Human Subjects and Clinical Trials Information form.
​Sec 6.  Completion of primary endpoint date analyses is missing
Error Message:
Completion of primary endpoint data analyses date is missing for Study<Study Title>. Please click on the Human Subjects link in G.4 to update the Completion of primary endpoint data analyses date in section 6 of the Human Subjects and Clinical Trials Information form.
​Sec 6.  Reporting of results in ClinicalTrials.gov is missing.
Error Message:
Reporting of results in ClinicalTrials.gov date is missing for Study<Study Title>. Please click on the Human Subjects link in G.4 to update the Reporting of results in ClinicalTrials.gov date in section 6 of the Human Subjects and Clinical Trials Information Form.
​Sec 6.  Is this an applicable clinical trial under FDAAA answer is missing. 
Error Message:
Is this an applicable clinical trial under FDAAA answer is missing for Study<Study Title>. Please click on the Human Subjects link in G.4 to update Is this an applicable clinical trial under FDAAA in section 6 of the Human Subjects and Clinical Trials Information Form.
​Completion of primary endpoint data analyses date is more than 12 months after the Primary Completion Date
Warning Message:
Completion of Primary endpoint data analyses date cannot be later than 12 months from Primary Completion Date for Study <Study Title>. Please click on the Human Subjects link in G.4 to update the Primary endpoint data analyses date in section 6 of the Human Subjects and Clinical Trials Information Form.
​Reporting results in Clinicaltrials.gov date is more than 12 months after the Primary Completion Date
​Warning Message:
Reporting of results in Clinicaltrials.gov date cannot be later than 12 months from primary completion date for Study<Study Title>. Please click on the Human Subjects link in G.4 to update the Reporting of results in ClinicalTrials.gov in section 6 of the Human Subjects and Clinical Trials Information Form.

Joe Schumaker
eRA Communications 
Division of Communications and Outreach
NIH Office of Extramural Research

January 22, 2019 - New 2-Step Submission Process for RPPRs with Inclusion Enrollment Data

With the launch of the new Human Subjects System (HSS), there is now a new two-step submission process for any Research Performance Progress Reports (RPPR) reporting inclusion enrollment updates.  When investigators are completing their RPPR inclusion enrollment updates, the system will now automatically open a separate screen for enrollment data entry.  This requires separate submission steps for the enrollment data file and the full RPPR file.  The NIH RPPR Instruction Guide has not yet been updated regarding this new process.  In the meantime, please see below for additional details and instructions for Signing Officials and Principal Investigators.  

Who’s Affected?  All principal investigators submitting RPPR files with 2018 inclusion enrollment updates submitted since the June 9, 2018 launch of the Human Subjects System (HSS).

What’s Changed?  There is now a two-step submission process for inclusion enrollment data updates made during the RPPR process – one submission via ASSIST for the inclusion data and a separate submission for the full RPPR file.  
  • Investigators will enter their inclusion enrollment updates via ASSIST in the Human Subjects and Clinical Trial (HSCT) form.  When completed, they need to update the ASSIST file status to “Ready for Submission” and route to their Signing Official (SO) for submission prior to the submission of their full RPPR file.  
  • Once the SO then submits the updated HSCT form, the RPPR can be completed and submitted as usual. (See below for detailed instructions) 
Note: If the SO does not submit the ASSIST HSCT updates prior to the RPPR submission, the RPPR file will not reflect the updates made to the inclusion enrollment data.  Investigators will receive a warning when trying to submit their RPPR (see screenshot below) but this does not prevent them from submitting.
 Figure 1: Warning Message to Remind Signing Official to Submit HSS Enrollment Data

Instructions for Principal Investigators for submitting updated human subjects and enrollment date with the RPPR. 
  • While in the RPPR Menu screen, click the Edit button in the bottom left-hand corner of the screen.
  • If inclusion enrollment updates are needed, first save any RPPR data entered thus far, then click the G Special Reporting Req tab.
  • Under G.4.b Inclusion Enrollment Data, click the Human Subjects link – this will open a window in ASSIST to make any edits in the Human Subjects and Clinical Trials (HSCT) form.  
  • In the Application Information Screen, click on the HSCT Post Submission tab
  • In the Study Records screen, click on the View button to see a particular study.

Figure 2: Accessing a specific study record in HSS

  • To make changes, click the Edit button at the top of the screen, just above the SECTION 1 header.
  • Scroll down to the bottom of SECTION 2 to find the Inclusion Enrollment Report(s) to be updated. 
  • Enter the enrollment figures and the system will automatically total the rows and columns.  Note: the “Unknown” gender/race/ethnicity categories are not available for the Planned Enrollment tables.
  • After updates are made, click Save and Release Lock and the Submission Status (in the Application Information Screen) will change to Work in Progress.  
  • Back in the Application Information screen, click on the Summary tab near the top of the screen. 
  • Next click the UPDATE SUBMISSION STATUS button in the Actions pane on the left-hand side of the screen and in the Select the new status dropdown menu, select Ready for Submission.
  • Add a comment and click “add comment,” or click on the blue text stating “continue without adding a comment” to proceed.
  • The system will send an email to the Signing Official (SO) to notify them that the updates are ready for submission.  The SO must log into eRA Commons and click the Submit Application button to allow the changes to be included in the RPPR and transmitted to NIH
  • Complete the rest of the RPPR updates then save and submit as usual.
Should the RPPR be submitted before the HSCT form, please go to the online help for the Human Subject System (HSS) and refer to the instructions on How to Change the Application Status and Resubmit.

If you have additional systems-related issues contact eRA Service Desk.

Joe Schumaker
eRA Communications 
Division of Communications and Outreach
NIH Office of Extramural Research

January 14, 2019 - New Director of Graduate Student Financial Support

On Behalf Of Dean of the Graduate Division
Sent: Monday, January 14, 2019 3:29 PM
 
OFFICE OF THE INTERIM DEAN
GRADUATE DIVISION
 
January 14, 2019
 
I am pleased to announce the appointment of Sharleen Rauch as the new Director of Graduate Student Financial Support in the Graduate Division as of January 14, 2019.
 
As Director, Shar will serve as a member of the Dean’s cabinet and senior adviser to the Dean of the Graduate Division, advising and providing analytical support and leadership on graduate student financial support and employment topics. She will develop short-term and long-term strategies for graduate student financial support, including maximizing extramural support and ensuring that campus funds are equitably distributed to support the dynamic and broad breadth of graduate education at UC San Diego. She also will oversee the direct fund management, distribution to UC San Diego graduate students, and reporting of fellowship, traineeship, and tuition-and-fee payments. Shar will also work to evaluate and improve processes across the unit and ensure compliance with internal and external policies on graduate student financial support.
 
Shar began her career in higher education at UC Berkeley in 2007. Most recently, she worked at the University of California San Francisco Benioff Children’s Hospital in Oakland at the Children’s Hospital Oakland Research Institute as an Administrative/Program Manager.  During her tenure, she successfully secured foundation, state and federal funding; managed complex grant projects as large as $30M with sound fiscal stewardship; implemented process improvement projects; and led cross-functional teams. She earned a B.S. in Public Health and another in Speech and Hearing Sciences. Additionally, Shar is a certified Six Sigma Green Belt. 
 
The Graduate Division is the central resource for all matters related to graduate education at UC San Diego and is there at every step in a graduate student’s career, helping students navigate their path from admission to graduation and beyond. Working behind-the-scenes and in collaboration with faculty, staff and students, the Graduate Division guides today’s scholars on their upward trajectory to becoming tomorrow’s leaders.
 
Please join us in celebrating and supporting Shar’s transition into this leadership role during a time of momentum for the Graduate Division.
 
Paul Yu
Interim Dean
Graduate Division, UC San Diego
9500 Gilman Drive
La Jolla, CA  92093-0003
Phone:  858-534-6655

January 10, 2019 HS Contacts Meeting Powerpoint

December 21, 2018 - Letter for New NIH Training Grants Application Requirement

As requested by systemwide C&G leadership, RPAC has secured a letter from UC Provost Michael Brown to meet the new requirement for institutional training grant applications found in NIH Notice Number NOT-OD-19-029.  

The letter from the Provost can be found here.
This letter will be required effective with the January 25 deadline for T Series applications.

They’ve just published a new webpage that will be a resource on discrimination and sexual harassment in research agreements – Michael Kusiak will get the content built out in the next week or so.  This new site can be found here. For now, the only thing of substance there is Provost Brown’s letter.

Thank you to those of you who provided input in the development of this letter. RPAC hopes this will reduce the administrative burden of needing to draft one for each location. Additionlly, RPAC has reached out to NIH about the on-going need for this requirement, which seems to duplicate previous assurances made to the agency.

November 27, 2018 - NRSA stipend levels for FY 2019

October 01, 2018 - HS SPPO Contacts Meeting Powerpoint

July 28, 2018 - IMPORTANT REMINDER - Monday, July 2, 2018 - FELLOWSHIPS entered in EPD

June 26, 2018 - ePD Record Submission Reminder Co-Investigators

June 20, 2018 - IMPORTANT - PLEASE READ: Fellowship Proposals in EPD

June 8, 2018 - HS SPPO & OCGA Announcements

April 12, 2018 - HS SPPO Contacts Meeting: Power Point Presentation

April 4, 2018 - OCGA Announcements

March 9, 2018 - Increase in Executive Level II Salary Cap for FY 2018

November 13, 2017 - Changes to Research Indirect Cost Rates

February 2, 2017 - VA MOU's Reminder

September 20, 2016 - FW: OCGA Reminders about ePD "Approval in Progress" status and completion of Compliance Approvals: Impact on Awards

June 27, 2016 – June Newsletter

March 31, 2016 - NIH High-End Instrumentation Grant Programs (S10)

October 22, 2015 - October Newsletter

July 1, 2012 - Salary Limitation from Federal Awards

February 27, 2012 - Career Development (K) Award Applications requiring a PI Exception