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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

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

As requested by system-wide 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. Additionally, 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 - Notice of Fiscal Policies in Effect for FY 2019

The following NIH fiscal policies are instituted in FY 2019:

FY 2019 Funding Levels: Non-competing continuation awards made in FY 2019 will generally be issued at the commitment level indicated on the Notice of Award. Any exceptions will be posted at the site listed under "Additional Information" below. Out-year commitments for continuation awards in FY 2020 and beyond will remain unchanged. The NIH awarding Institutes/Centers (IC) will develop and post their fiscal policies consistent with overall NIH goals and available FY 2019 funds.

Ruth L. Kirschstein National Research Service Awards (NRSA): Consistent with the recommendations of the Advisory Committee to the Director regarding the Biomedical Research Workforce, the NIH will increase NRSA stipends by approximately 2 percent on average.The full range of stipend adjustments for FY 2019 .is described in NOT-OD-19-036.

Next Generation Researchers Initiative Policy: NIH will prioritize meritorious R01- equivalent applications from ESI PD/PIs. By providing funding priority for ESIs, NIH intends to encourage funding applications that involve researchers earlier in their career in accordance with the policy established in FY 2017 and described at https://grants.nih.gov/grants/guide/notice-files/NOT-OD-17-101.html.

Salary Limits: Section 202 of the Department of Defense and Labor, Health and Human Services, and Education Appropriations Act, 2019 prohibits payments for salaries under grants and other extramural mechanisms in excess of Executive Level II currently set at $189,600.

Other Legislative Mandates: Other statutory requirements are described in NOT-OD-19-030.

Additional Information: Additional details on Fiscal Operations, including specific funding strategies for ICs will be posted at  https://grants.nih.gov/grants/financial/index.htm.
.

November 27, 2018 - NRSA stipend levels for FY 2019

NOT-OD-19-036: NRSA Stipends for FY 2019

Effective with all Kirschstein-NRSA awards made on or after October 1, 2018, the following annual stipend levels apply to all individuals receiving support through institutional research training grants or individual fellowships, including the Maximizing Access to Research Careers (MARC) and Building Infrastructure Leading to Diversity (BUILD) programs.

Undergraduates in the MARC and BUILD Programs: For institutional training grants (T34, TL4), two stipend levels may be used for undergraduate candidates: Freshmen/Sophomores and Juniors/Seniors.

Career Level Stipend for FY 2019 Monthly Stipend
Freshmen/Sophomores$9,360$780
Juniors/Seniors$13,104$1,092

Predoctoral Trainees and Fellows: For institutional training grants (T32, T35, T90, TL1) and individual fellowships (F30, F31), one stipend level is used for all predoctoral candidates, regardless of the level of experience.

Career Level Years of Experience Stipend for FY 2019 Monthly Stipend
PredoctoralAll$24,816$2,068

Postdoctoral Trainees and Fellows: For institutional training grants, (T32, T90, TL1) and individual fellowships (F32), the stipend level for the entire first year of support is determined by the number of full years of relevant postdoctoral experience when the award is issued. Relevant experience may include research experience (including industrial), teaching assistantship, internship, residency, clinical duties, or other time spent in a health-related field beyond that of the qualifying doctoral degree. Once the appropriate stipend level has been determined, the trainee or fellow must be paid at that level for the entire grant year. The stipend for each additional year of Kirschstein-NRSA support is the next level in the stipend structure and does not change mid-year.

Career Level

Years of Experience

Stipend for FY 2019

Monthly Stipend

Postdoctoral


0

$50,004

$ 4,167

1

$50,376

$ 4,198

2

$50,760

$ 4,230

3

$52,896

$ 4,408

4

$54,756

$ 4,563

5

$56,880

$ 4,740

6

$59,100

$ 4,925


​7 or more
​$61,308
​$ 5,109


Relevant Policies

Current stipend levels are to be used in the preparation of future competing and non-competing NRSA institutional training grant and individual fellowship applications. They will be administratively applied to all applications currently in the review process.

NRSA support is limited to 5 years for predoctoral trainees (6 years for dual-degree training), and 3 years for postdoctoral fellows. The NIH provides eight levels of postdoctoral stipends to accommodate individuals who complete other forms of health-related training prior to accepting a Kirschstein-NRSA supported position. (The presence of eight discrete levels of experience, however, does not constitute an endorsement of extended periods of postdoctoral research training).

It should be noted that the maximum amount that NIH will award to support the compensation package for a graduate student research assistant remains at the zero level postdoctoral stipend, as described in NOT-OD-02-017.

Tuition and Fees, Training Related Expenses, and Institutional Allowance for Kirschstein-NRSA Recipients
The NIH will provide funds for Tuition and Fees, Training Related Expenses, and Institutional Allowance as detailed below. The amounts for tuition do not change but the Training Related Expenses and the Institutional Allowance for postdoctoral trainees and fellows are increased by $1,000.

A. Tuition and Fees
Undergraduate and Predoctoral Trainees and Fellows: For institutional training grants (T32, T34, T35, T90, TL1, TL4) and individual fellowships (F30, F31), an amount per predoctoral trainee or fellow equal to 60% of the actual tuition level at the applicant institution, up to $16,000 per year, will be provided. If the trainee or fellow is enrolled in a program that supports formally combined, dual-degree training (e.g., MD/PhD, DO/PhD, DDS/PhD, AuD/PhD, DVM/PhD), the amount provided per trainee or fellow will be 60% of the actual tuition level, up to $21,000 per year.

Postdoctoral Trainees and Fellows: For institutional training grants (T32, T90, TL1) and individual fellowships (F32, F33), an amount per postdoctoral trainee or fellow equal to 60% of the actual tuition level at the applicant institution, up to $4,500 per year, will be provided. If the trainee or fellow is enrolled in a program that supports postdoctoral individuals in formal degree-granting training, an amount per postdoctoral trainee or fellow equal to 60% of the actual tuition level at the applicant institution, up to $16,000 per year, will be provided.

B. Training Related Expenses on Institutional Training Grants: For institutional training grants (T32, T35, T90, TL1), these expenses (including health insurance costs) for predoctoral and postdoctoral trainees will be paid at the amounts shown below for all competing and non-competing awards made with FY 2019 funds.

• Predoctoral Trainees: $4,200 
• Postdoctoral Trainees: $10,850

C. Institutional Allowance for Individual Fellows: This allowance for predoctoral and postdoctoral fellows will be paid at the amounts shown below for all competing and non-competing awards made with FY 2019 funds. Institutional Allowance for individual fellows (F30, F31, F32, F33) sponsored by non-Federal Public, Private, and Non-Profit Institutions (Domestic & Foreign, including health insurance):

• Predoctoral Fellows: $4,200 
• Postdoctoral Fellows: $10,850

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

Effective July 2, 2018, all Fellowships will be entered into EPD.

Inclusive of this email you will find the definition, exclusions and sponsor specific guidance for Fellowships, as well as basic information for entering Fellowships in EPD. You may also view the Standard Operating Procedure (SOP) Adding Fellowships to the Electronic Proposal Development (EPD) System, a detailed Step-by-Step for entering Fellowships in EPD and a brief Instructional Video. The ERAP Client Support Team is available for questions at eraphelp@ucsd.edu or by calling (858) 534-9979.

Fellowship Definition

  • Merit Based – in response to a competitive application/announcement
  • Awarded to a Specific Individual – award follows the individual should they leave the University
  • Mentored – they are not an individual investigator and is guided by a Faculty member
  • 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 are handled as grants
  • Undergraduate fellowships – may 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

Federal

  • 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. The determining factors include:

  • Does it meet the high-level definition?
  • How does the sponsor classify it?
  • What are the reporting requirements/deliverables, final outcomes, basic financial reporting?
  • 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 Government
See Industry criteria above. Foreign fellowships may be received as a subaward from a foreign university or non-profit requiring additional scrutiny or negotiation. As with US federal fellowships, the original sponsor should have a specific funding opportunity identifying the intent to award fellowships.


Fellowship Proposals in EPD

Anticipated Award Type: A new "Anticipated Award Type" has been added to the General Info Screen: Fellowship

Investigator/Key Persons: 
  • Proposed 'fellow' will be entered as the Principal Investigator (PI) on all Fellowship Proposals.
  • Faculty member will be entered as a Co-Investigator (Co-I) if a Conflict of Interest disclosure IS required.
  • Faculty member will be entered as a Key Study Person if a Conflict of Interest is NOT required.
PI Exceptions: are not required for Fellowships.

Conflict of Interest

  • Non-Federal 700U disclosures are not required for fellowships.
  • PHS and 9510 disclosures are required for Federal fellowships and sponsors that have adopted those policies.
Routing:

  • SIO-OCGA and HS SPPO Fellowships will follow their normal routing process and current analyst routing model.
  • General Campus & Graduate Division Fellowships do not require department approvals (refer to the SOP and Step-by-Step for more detailed information).

Links:


Pamela Tallarida
Sr. Training & Client Support Analyst
Electronic Research Administration Program
Research Administration Training Program
Office of Research Affairs
University of California, San Diego
9500 Gilman Dr. #0043, La Jolla, CA 92093-0043
858.246-1902

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

Dear All,

I would like to remind everyone when entering proposals into ePD, if a Co-Investigator 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)
Thank you,
Erika

Sr. Director Health Sciences Sponsored Projects Pre-Award Office and
Health Sciences Research Service Core
Interim ADCS Finance
University of California San Diego
9500 Gilman Dr.
La Jolla Ca 92093
858-822-4980

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

Effective July 2, 2018, all Fellowships will be entered into EPD

Inclusive of this email you will find the definition, exclusions and sponsor specific guidance for Fellowships, as well as basic information for entering Fellowships in EPD. Additionally, attached is the Standard Operation Procedure (SOP) Adding Fellowships to the Electronic Proposal Development (EPD) System, a detailed Step-by-Step for entering Fellowships in EPD and a link to a brief Instructional Video. The ERAP Client Support Team is available for questions at eraphelp@ucsd.edu or by calling (858) 534-9979.

Fellowship Definition:

  1. Merit Based – in response to a competitive application/announcement
  2. Awarded to a Specific Individual – award follows the individual should they leave the University
  3. Mentored – they are not an individual investigator and is guided by a Faculty member
  4. 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 are handled as grants
  • Undergraduate fellowships – may 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 Requirement
Federal

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.

See Industry criteria above. Foreign government fellowships may be received as a subaward from a foreign university or non-profit requiring additional scrutiny or negotiation.  As with US federal fellowships, the original sponsor should have a specific funding opportunity identifying the intent to award fellowships. 

Fellowship Proposals in EPD

Anticipated Award Type

  • A new "Anticipated Award Type" has been added to the General Info Screen: Fellowship

Investigator/Key Persons

  • Proposed 'fellow' will be entered as the Principal Investigator (PI) on all Fellowship Proposals.
  • Faculty member will be entered as a Co-Investigator (Co-I) if a Conflict of Interest disclosure IS required.
  • Faculty member will be entered as a Key Study Person if a Conflict of Interest is NOT required.
  • PI Exceptions are not required for Fellowships.

Conflict of Interest

  • Non-Federal 700U disclosures are not required for fellowships.
  • PHS and 9510 disclosures are required for Federal fellowships and sponsors that have adopted those policies.

Routing:

  • SIO-OCGA and HS SPPO Fellowships will follow their normal routing process and current analyst routing model.
  • General Campus & Graduate Division Fellowships do not require department approvals (refer to the SOP and Step-by-Step for more detailed information).

Links:

June 8, 2018 - HS SPPO & OCGA Announcements

Dear HS Contacts,

We have two announcements for you from OCGA as well as one new requirement announcement from HS SPPO:

Updated Fringe Benefit Rates:
OCGA has posted updated fringe benefit rates for FY2019-2024 on the following page: https://blink.ucsd.edu/research/preparing-proposals/budgets/direct.html#Fringe-benefit-ratesPlease start to use these new composite rates immediately.

New F&A Rate Agreement:
OCGA has posted the newly signed F&A Rate Agreement as well as OCGA has updated the table of rates, budget justification language, and other reference links on the following page:  https://blink.ucsd.edu/research/preparing-proposals/budgets/indirect.html.  Please note, the new indirect (F&A) rate agreement date is May 23, 2018.

HS SPPO & Minimum Requirements in ePD:
Effective July 1, 2018, HS SPPO will be requesting a placeholder in ePD (under the Upload Attachments Tab) for final proposals submitted electronically in eRA Commons or ASSIST.  HS SPPO's website has been updated with this new minimum requirement on the following page: https://medschool.ucsd.edu/vchs/research-services/hssppo/review/application-prep/Pages/default.aspx.  

If you have any questions or concerns, please do not hesitate to contact your HS SPPO Analyst.

Best regards,
The HS SPPO Team

2nd Annual OCGA Open House and Bootcamp Training

Hello,

Thanks again to everyone who made it out to the 2nd annual OCGA Open House and Bootcamp Training Sessions! We had nearly 100 attendees, and hope that everyone enjoyed themselves and learned more about what we do.

We also would like to invite you to take a brief survey. Your feedback is important! We will use your responses to develop our next OCGA Campus Forum (6/26/18, 9:30a, Price Center Forum 4th Floor), next year's open house, and additional training from OCGA:  https://goo.gl/forms/b0qugRhorXvQdpD33  

Attached are materials from the trainings. Please reach out to Karim Hussein khussein@ucsd.edu if you have any questions about the trainings, or materials.

Below are hyperlinks to three of OCGA's new e-forms for requesting Outgoing MCAs, Incoming Service Agreements (VCAA Departments), and Unfunded Agreements:

Enterprise Systems Renewal (ESR &) COI Module Update

Hello,

As you may know, UC San Diego has recently launched an Enterprise Systems Renewal (ESR) program to renew processes and technologies in four major business domains, one of which is research.  Under the ESR program, Kuali Research will replace Coeus as the next generation contracts and grants system. Kuali Research also has several compliance modules, inclusive of a conflict of interest module.  In order to provide the research community with a more streamlined and user friendly interface, a decision has been made to move to the Kuali Research conflict of interest module.  Your valuable feedback and contributions with the electronic conflict of interest system (eCOI) will be utilized in the implementation of the Kuali Research conflict of interest module. 

As more information becomes available regarding the Kuali Research conflict of interest implementation, we will keep you informed.   If you have any questions, please contact the Conflict of Interest Office at info-coi@ucsd.edu or (858) 534-6465.

Thank you.

April 4, 2018 - OCGA Announcements

Good Afternoon, 

A couple announcements from OCGA: 

FDP Expanded Clearinghouse Information The Federal Demonstration Partnership, in an effort to reduce administrative burden among member organizations, recently launched the FDP Expanded Clearinghouse. This database houses institutional information (audit, DUNS, IDC rate agreements, etc.) that UC San Diego might require in advance of issuing a subaward. Effective immediately, if a subrecipient is a member of FDP and has an intuitional profile in the database, OCGA will no longer require a Subrecipient Commitment Form prior to including the subrecipient in a proposal or issuing a subaward. Further, if you are asked to complete a Subrecipient Commitment Form by an FDP member organization, you can direct them to our UCSD profile instead. 

The Expanded Clearinghouse can be found here: https://fdpclearinghouse.org/organizations 

Please contact Karim Hussein at OCGA if you have any questions. 

OCGA Open House May 1, 2018 (9:30am-12pm) 
Please save the date for OCGA’s second annual Open House! This year’s event will feature several “flash trainings,” 10-minute sessions on hot topic issues such as submitting ePD records for PI-Initiated Clinical Trials, Working with Industry, the new MCA e-form, and many others! More information, including registration, will be forthcoming.

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

Dear Contacts,

On March 7, 2018, NIH sent out a notice regarding the Executive Level II Salary Cap for FY 2018 (NOT-OD-18-137).  While NIH is currently running on a Continuing Resolution, the current language in the FY 2017 Budget Appropriations states the salary limitation for NIH Salary Cap is maxed at the Executive Level II Pay Scale.  In NOT-OD-18-137, NIH is confirming that the Office of Personnel Management has recently increased this pay scale level to $189,600.  Thus, effective for NIH proposals on or after January 7, 2018, the salary cap will be $189,600.

Please note the following information:

  • No adjustments will be made to modular grant applications/awards or to previously established commitment levels for non-competing grant awards issued with FY 2018 funds.
  • While adjustments are not allowed, rebudgeting is allowable if adequate funds are available. 
  • To rebudget funds issued in FY 2018 prior to January 7, 2018, prorated amounts may be used. For NOAs issued between October 1, 2017 and January 6, 2018, the rate of $187,000 should be used, but after January 7, 2018, you may increase to the new NIH Executive Salary Level II salary cap of $189,600. Thus, for the first part of FY 2018, the $187,000 rate is used and for the remainder of FY 2018 the newer rate of $189,600 is used. 
  • Once the DHHS Appropriation for FY 2018 is enacted, NIH will publish the annual Notice of legislative mandates to provide information on any statutory provisions that limit the use of NIH grant funds in FY 2018.

As you begin to prepare grant applications, please start to utilize the new NIH Executive Salary Level II cap of $189,600.

If you have any questions about the new Salary Cap for Executive Level II, feel free to contact your HS SPPO analyst.

Thank you,
The HS SPPO Team

November 13, 2017 - Changes to Research Indirect Cost Rates

This message is sent on behalf of Linda Collins, Assistant Vice Chancellor Contracts and Grants, Nancy Wilson, Director Office of Scripps Institute of Oceanography Contract and Grant Administration and Erika Wilson, Director Health Sciences Sponsored Project Pre-Award Office, to UC San Diego Health Sciences Employees.

This is advance notice to UC San Diego Health Sciences financial officers and staff responsible for research administration regarding changes to the indirect cost rates utilized in proposal budgets and awards. UC San Diego's Financial Analysis Office has completed negotiations with the Department of Health and Human Services (the cognizant agency for our rate agreement) resulting in multi-year increases to the on-campus research indirect cost rate. While the final signed agreement and details have not been formally received, we are sharing the broad conditions of the new rates so they can be incorporated into sponsored research proposal budgets being prepared for upcoming deadlines. The rate increases over multiple years will require that split budgets be developed as the period of performance crosses fiscal years. Once the rate agreement is received and approved, we will post it on Blink. At that time, we will also complete a comprehensive update of all Blink content regarding indirect costs, including guidance for adoption of rates, updated budget templates and workbooks, budget calculation methodologies, and conditions when new rates apply to supplements to existing awards, etc. All current awards will remain at the existing rate. A formal announcement will be forthcoming from campus leadership as soon as the final agreement is executed. If you have questions about this advance information, please contact your analyst or officer in one of the following:

OCGA (https://blink.ucsd.edu/sponsor/ocga/staff-assignments.html)
SIO-OCGA (https://scripps.ucsd.edu/contracts-and-grants/contacts)
HS SPPO (https://healthsciences.ucsd.edu/vchs/research-services/hssppo/review/Pages/Analyst-Review-Assignments.aspx).

Here are the on-campus sponsored research rates over the next five years. Note: the off-campus rate remains unchanged at 26 percent..  Additionally, the rates are effective July 1 of each fiscal year.

Fiscal Year (FY) Year ​Rate
​FY 2018 ​56.00%
​FY 2019 ​57.00%
​FY 2020 ​ 57.50%
​FY 2021 ​ 57.50%
FY 2022 and until amended58.00%

Dear Contacts,

 Please join us for our next HS SPPO Contacts Meeting on Thursday, March 30th, 2017 at 9:00 am, in Leichtag 107.

 Erika Wilson will be our lead speaker presenting on the following topics:

  • NIH Updates
  • HS SPPO Minimum Requirements Reminder
  • MOU Process
  • PI Exception Process
  • Announcement About eRA Commons

And our guest speaker  Marissa Yessis (OPAFS) will present on the launch of the electronic FER.

We look forward to seeing you there,

The HS SPPO Team

February 2, 2017 - VA MOUs Reminder

Dear all,

MOUs are required on an annual basis for all VCHS faculty with VA appointments.  As we are all in the budget process and SALPRO it is the perfect time to update the MOU's.

The form has been updated and we have shared this information in a prior HSSPPO contacts meeting but would like to remind everyone.  Attached you will find the updated excel workbook which includes the form for routing and signatures.  This is also available on the HSSPPO website.

Revised MOU Template

Please let me know if you have any questions.

Thank you,

Erika Wilson
Sr. Director Health Sciences Sponsored Projects Pre-Award Office and
Health Sciences Research Service Core
Interim ADCS Finance
University of California San Diego
9500 Gilman Dr.
La Jolla Ca 92093
858-822-4980

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

To all Health Sciences Department Business Officers, Administrative Managers and Fund Managers:

The OCGA is currently experiencing a backlog in setting up awards, which is causing a delay in the set-up of funds upon receipt of the Notice of Award from a sponsor.  One reason for the delay is due to a new award entry process that adds new steps to the setup process.  To reduce the backlog, the OCGA award team is working hours.  We expect to be fully caught up by the end of next week.   We also anticipate new system improvements that will be developed to further reduce the time it takes to set up awards in the near future. 

There are two other causes of delay that proposal submitting departments can help mitigate, so we are asking for your assistance with the following:

  • ePD Records in "Approval In Progress" status:  Upon receipt of a "Notice of Award" from a sponsor, we are unable to set-up the Award record if the proposal has not been approved by all required departmental approvers in ePD (e.g. the proposal is still in an "Approval In Progress" status). For an award to be created, the corresponding ePD record must be in a "Submitted" status. 


    Important: Not obtaining all required approvals in ePD, prior to the receipt of the award, will delay the award set-up and fund distribution.  We have noticed the most common approvals missing in ePD are from the Department Chair (or their alternate).  It is important to note, delays in the completion of ePD approvals could negatively impact proposal submission metrics for the lead unit and could lead to missed organizational goals or targets for proposal submissions. For example, in FY16, the overall number of proposals submitted by many units was flat or declined compared to FY15 because many ePD records had not been approved by all required departmental reviewers and not recorded in our system. 


    Attached are instructions about using ePD "My Dashboard" to view ePD records in "Approval in Progress" status.  Access ePD from Blink under "Research Tools" and select "ePD".    
  • Compliance approvals incomplete:  Upon receipt of a "Notice of Award", any missing or incomplete compliance approvals (Conflict of Interest, Human Subjects, Animal Subjects, etc.) will delay award setup and fund distribution. 

We appreciate your assistance working with us to help expedite the award setup and fund distribution by proactively tracking and following up on all missing departmental and compliance approvals.  If you have any questions or would like to discuss these issues in more detail, please contact Ross Dammann at rtdammann@ucsd.edu or X40240.

Regards,
Linda Collins
Assistant Vice Chancellor
Office of Contract & Grant Administration (OCGA)
 ePD My Dashboard approval status instructions.pdf

June 27, 2016 – June Newsletter

HS SPPO June  Newsletter

 
 

Dear Contacts, 

The HS SPPO will not be holding a HS Contacts Meeting during the month of June. Please see below for important HS SPPO policy changes, NIH updates, and reminders.

If you have any questions, please feel free to contact your HS SPPO Analyst or visit our new website here!

The next HS Contacts Meeting will be held Thursday July 21, 2016 in Leichtag 107, from 9am-10am.

Thank you, 

The HS SPPO Team

 
 

New Submission Timelines

The HS SPPO's submission timelines will apply to deadlines on or after July 1st, 2016. Due to short staff, the submission timelines will reflect the central office's hours of business from 8am to 4:30pm. Please see below for details:

For electronic proposals, the following timelines apply to determine the type of review the application will receive:

  • Full Review
    • If the proposal is received five (5) business days prior to  the deadline  BEFORE 4:30pm, it will receive a full review.
  • Cursory Review
    • If the proposal is received five  (5) business days prior to the deadline AFTER 4:30pm, it will receive a cursory review.
  • AS-IS Review
    • If the proposal is received three (3) business day prior to the deadline, AFTER 4:30pm, it will be submitted as-is without a review.

 

For paper proposals (including sub-awards and paper supplements), the following timelines apply to determine the type of review the application will receive:

  • Full Review
    • If the proposal is received three  (3) business days prior to  the deadline  BEFORE 4:30pm, it will receive a full review.
  • Cursory Review
    • If the proposal is received three  (3) business days prior to the deadline AFTER 4:30pm, it will receive a cursory review.
  • AS-IS Review
    • If the proposal is received one (1) business day prior to the deadline, AFTER 4:30pm, it will be submitted as-is without a review.
 

New Minimum Requirements

No draft application is required as an uploaded document in ePD if the proposal is:

  • an Administrative Supplement
  • SNAP Continuation
    • Subaward Continuationsrequirea draft application
  • initiated in ASSIST
    • Reminder: Include the Assist Application Identifier in the ePD Abstract Tab in the Internal Comments
 

New NIH Notices

·NOT-OD-16-105: Revised NIH Parental Leave Policy for NRSA Awards

·NOT-OD-16-092: Modification of No-Cost Extension and Carryover of Funds Policies for the NIH Pathway to Independence Award (Parent K99/R00)

·NOT-OD-16-094: Final NIH Policy on the Use of a Single Institutional Review Board for Multi-Site Research

·NOT-OD-16-109: Scenarios to Illustrate the Use of Direct and Indirect Costs for Single IRB Review under the NIH Policy on the Use of a Single IRB for Multi-site Research

 

General NIH Reminders

-Reminder regarding the release of the new parent announcements:

Click here to see the release of new Parent Announcements

-FORMS-D Reminder:
Make sure you are using FORMS-D application in either SF424 Adobe Forms Package or ASSIST.

-Reminder regarding Scientific Environment:

The scientific environment statement is required and should be included in the facilities and other resources document (#10 - Other Project Information section.)

 
 

Reminders of Past (but important) NIH Notices

·NOT-OD-15-032& NOT-OD-16-080: New Biographical Sketch Format

·NOT-OD-16-006: Simplification of the Vertebrate Animal Section

·NOT-OD-16-008: PHS Assignment Request Form in SF424 Adobe & ASSIST Applications

·NOT-OD-16-009: Changes in Font Guidelines with NIH Proposals

·NOT-OD-16-010: Change in the NIH Definition of Children in Clinical Research

·NOT-OD-16-011& NOT-OD-16-012: Implementing Rigor & Transparency

·NOT-OD-16-034: Delayed implementation for institutional training, institutional career development, and individual fellowship applications till early FY 2017

·NOT-OD-16-068: Impact of Grant Application Form Update (FORMS-D) on Continuous Submission Applications

·NOT-OD-16-084: Restructured and Streamlined Application Guides and Supplemental Instructions

·NOT-OD-16-088: Notice of Intent to Release Names of NIH-Funded Research Project Personnel in the NIH Research Portfolio Online Reporting Tools Expenditures and Results (RePORTER) System

 
 

Announcement of Campus Resource for New NIH Policy on Rigor and Reproducibility

 

To the Grants Officers at OCGA and HS SPPO:

In response to the new NIH Policy on Rigor and Reproducibility, the Research Data Curation Programat UCSD Library has partnered with Dr. Anita Bandrowski, of the Neuroscience Information Framework, to create a webpage to help researchers meet some of the new proposal requirements, especially Authentication of Key Biological and/or Chemical Resources. The page is accessible at the following URL:

http://libraries.ucsd.edu/services/data-curation/data-management/NIH-Policy-on-Rigor.html

This resource could be quite helpful to UCSD researchers uncertain of how to create an Authentication Plan. Please feel free to disseminate the link widely to the research community and to contact me if you have any feedback.

Regards,

Ho Jung

Ho Jung Yoo | Technical Analyst
hjsyoo@ucsd.edu  | 858-534-6032
Research Data Curation Program, UC San Diego Library
http://libraries.ucsd.edu/services/data-curation

 

Updated Fringe Benefit Rate Table for Blink

This message is sent on behalf of Linda Collins, Assistant Vice Chancellor:

All, 

Thanks to Joni Ciarletta in the Budget Office, the fringe benefit rate table has been updated for this upcoming fiscal year. 

Here is the Blink link that needs to be updated.  http://blink.ucsd.edu/research/preparing-proposals/proposal-development/budgets/direct.html#Fringe-benefit-rates

Attached is the excel chart with this table [see below].

Please add the following note to the blink content --  “The largest increases from the rates previously published are due to the UC Retirement Plan and Core Health”.   Also note if anyone wants to see the detailed breakdown we have it at:  http://blink.ucsd.edu/finance/budget/tools/employee-benefits/BenefitRateComponents201617.pdf.

Let me know if you have any questions.

Linda

lcollins@ucsd.edu

 
 

Upcoming HS Contacts Meeting: 

Thursday, July 21, 9am-10am, in Leichtag 107

Useful Links:

 
 

FOR MORE INFORMATION:

Please contact HS SPPO at (858) 822-4109 or vchsgrants@ucsd.edu for any questions or concerns.

 
 

October 22, 2015 - October Newsletter

 
HS SPPO October  Newsletter
 

 
 
 

Dear Contacts, 

The HS SPPO will not be holding a Contacts Meeting during the month of October. Please see below for important NIH updates and reminders.

If you have any questions, please feel free to Contact your HS SPPO Analyst or visit our new website here!

The next HS Contacts meeting will be held November 19, 2015 in Leichtag 107, from 9am-10am.

Thank you, 

The HS SPPO Team

 
 
 

Featured NIH Notices and Reminders:

NOT-OD-15-154
Webinars for Applicants and Grant Administrators: What you need to know about NIH Application and Review

These webinars are designed to give participants useful insights into our application submission and peer review processes.  The University Research Administrators focused Webinar will take place on November 5th, 11:00 AM to 1:00 PM PST, including a 30 minutes Q&A period. Register here: www.csr.nih.gov/webinar.

NOT-OD-16-002
NIH Operates Under a Continuing Resolution (CR)

DHHS & NIH are currently operating off of a continuing resolution. This will expire on December 11, 2015.  The NIH will issue non-competing research grant awards at a level below that indicated on the most recent NOA (generally up to 90% of the previously committed level).   Upward adjustments to awarded levels will be considered after FY 2016 appropriations are enacted, but NIH expects institutions to monitor their expenditures carefully during this period.  All legislative mandates that were in effect in FY 2015 (see NOT-OD-15-054 and NOT-OD-15-048) remain in effect under this CR, including the FY 2015 Salary Cap (NOT-OD-15-049).

NOT-OD-16-004
NIH & AHRQ Announce Upcoming Changes to Policies, Instructions, and Forms for 2016 Applications

The planned changes will be introduced in two phases. Phase 1 implements a subset of the policy changes using the existing forms (Forms-C+) that will be required for due dates on or after January 25, 2016 and until May 24, 2016; Phase 2 completes the implementation of the new changes with the introduction of new (FORMS-D) forms and instructions that will be required for due dates on or after May 25, 2016 and beyond.

The planned changes focus on the following areas: 1. Rigor and transparency in research; 2. Vertebrate animals; 3. Inclusion reporting; 4. Data safety monitoring; 5. Research training; 6. Appendices; 7. Font requirements; and Biosketch clarifications.

It is expected that the Phase 1 application guide instructions will be released by November 25, 2015 and the Phase 2 application guide instructions will be released by March 25, 2016.  All Funding Opportunity Applications (FOAs) will be reissued or updated at least 60 days prior to the first due date on or after May 25, 2016.  Parent announcements, administrative supplements, research training, career development, individual fellowship and multi-project FOAs that include "Indiv Career Dev", "Inst Career Dev" or "NRSA Training" component types will be reissued.

NOT-OD-16-007
NIH & AHRQ Announce Transition to New Research Training Table Formats for 2016 and Upcoming Release of the xTRACT System

Table formats, instructions, and a completed set of tables with sample data may be found here on the NIH website.  These tables are to be used with the FY 2016 institutional training grant applications and research performance progress reports (RPPRs).  Existing tables will be revised to 1. Reduce the number of tables from 12 to 8; 2. Minimize the reporting of individual-level information; and 3. Extend the tracking of trainee outcomes from 10 to 15 years.

Where possible, existing data will be used to pre-populate the xTRACT system, including trainee names and selected characteristics, institutions, grant numbers, and subsequent NIH, AHRQ and other HHS awards.  For RPPRs due prior to December 1, 2015, and for applications submitted for due dates prior to May 25, 2016, applicants are advised to continue to use previously issued training data table formats

Recent eRA Commons Software Release
Diversity Administration Supplements Now Require Credentials in ASSIST

When submitting Diversity Admin Supplements (Type 3) applications, all Senior/Key Persons are required to have valid eRA Commons credentials, otherwise an error will occur and the submission will be rejected.

Fellowship Applications
NRSA Individual Fellowship (F-series) applications now can utilize ASSIST for application submission for the upcoming December 8, 2015 due date.  Contact Arpa Orojian for more information or if you have a fellow who plans on submitting an NIH NRSA Individual Fellowship.

xTRACT (Extramural Trainee Reporting And Career Tracking) Module

This module has now been added in eRA Commons, though it is only to be used in the pilot phase, click here for overview of this new module.

xTRACT can be used on a pilot basis for creating data tables for those mechanisms for Research Performance Progress Reports submitted Dec. 1, 2015 or later and applications submitted for the May 25, 2016 due date and after.  It will not be required for FY 2016 (NOT-OD-15-112).

Moreover, because xTRACT is being integrated with eRA Commons, some of the data for training tables and reports will be prepopulated, using xTrain appointment and related data. This data includes trainee names, selected characteristics, institutions, grant numbers and subsequent NIH and other HHS awards.  Plus, some of the data that is manually entered in xTRACT for one training table submission will be available for reuse in xTRACT, when preparing data for subsequent training table submissions.  This automation will significantly reduce the workload for those responsible for completing the information.

NOT-OD-16-005
NIH & AHRQ Announce Upcoming Changes to Post-Award Forms and Instructions

Newly revised post-award forms and instructions, including non-competing progress reports, will be posted on the NIH Forms & Applications page. This table below is a summary of the highlights as well as target dates for these updates.

 
 
 

HS SPPO Updates:

  • HS SPPO has a new website – have you checked it out?   Please click here to visit our new site!
  • Maureen O'Connor, Director of HS SPPO and Research Service Core, is retiring from UC San Diego. Erika Wilson will serve as interim director of both the HS SPPO and the HS RSC.
 
 
 
 

Upcoming HS Contacts Meeting: 

Thursday, Nov. 19th, 9am-10am, in Leichtag 107

Guest Presenter: Angela McMahill, Director, Conflict of Interest Office.

 
 

Useful Links:

 
 
 
 
 

FOR MORE INFORMATION:

Please contact HS SPPO at (858) 822-4109 or vchsgrants@ucsd.edu for any questions or concerns.

 
 

HS SPPO Has a New Website!

Dear Contacts,

We are pleased to announce the launch of HS SPPO's new website! Our new site includes all content from our previous website and wiki pages along with additional new information. Please reference the website for all submission timelines, procedures, and templates used for preparing applications to be submitted through HS SPPO.

The new link is http://hssppo.ucsd.edu. The website can also be accessed via the previous URL: https://medschool.ucsd.edu/vchs/research-services/hssppo/

Please let us know if you have any questions or feedback regarding the website.

Thank you,

The HS SPPO

July 1, 2012 - Salary Limitation from Federal Awards

Effective July 1, 2012, Principal Investigators may receive no more than 97% of their salary from federal awards, including federal flow through-funding. This Policy applies to all Principal Investigators whose salary is derived entirely from federal awards. This Policy does not apply to Principal Investigators who receive partial funding from other sources (e.g. State of California, industry, non-profits).

As a result of a review by cognizant federal agencies, the University must ensure that activities that are considered part of a Principal Investigator's institutional responsibilities and that do not directly benefit a Federal award are ineligible for direct support from federal extramural awards.

Academic Research appointees, in series such as Research Scientist, Adjunct Professor and Professor In-Residence; and series such as Project Scientists who are Principal Investigators by exception, shall not charge as part of their institutional base salary for 100% extramurally sponsored research, non-award related activities such as public service, non grant-related administrative duties, grant-writing, peer-review of papers and proposals, etc. during the period of the award. Discretionary fund sources such as core university funds may be used to supplement up to 100% of salary. Non-federal awards may be charged only when there is a corresponding direct benefit to the project for the salary charged.

Business Officers, in conjunction with their respective Deans and/or Chairs, should establish practices that average all activities of the academic research appointees on federally sponsored activities on an annual basis as a means to comply with this policy.

UC San Diego Office of Research Affairs

July 1, 2012

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

To:Health Sciences Deans, Department Chairs, and ORU Directors, Health Sciences Chief Administrative Officers, Health Sciences Research and Academic Affairs Support Staff

Subject: Clarification of Policy - Career Development (K) Award Applications requiring a PI Exception

On occasion, a post- doctoral trainee or other academic appointee will be sponsored by their department for a K01, K08, or other career development award submission. While most K awards anticipate the successful candidate will be proposed for a junior faculty (i.e., Assistant Professor) position, and some agencies require this, there are circumstances under which an Assistant Project or Research Scientist appointment will be proposed as an alternative.

In light of recent questions, we are affirming our practice to require a PI exception at time of submission. As part of the PI exception and application process, it is important for the candidate and department to understand that such career development award recipients must be paid on the appropriate University approved salary scale for the proposed series, regardless of the possible amount available from the sponsor to support salary. Please convey the department's and candidate's concurrence with this limitation by including a statement to this effect when responding to question three of the seven point statement required in the PI exception request.

As post-doctoral trainees transition into academic and faculty titles, it is important to be cognizant of the steps that must be taken to succeed. If our offices can assist you with this communication, we are happy to do so.

Gene F. Hasegawa Andrew L. Ries, M.D.
Associate Dean for Administration Associate Vice Chancellor for Academic Affairs