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Research Operations Newsletter - 07-21-2017

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07/21/2017 - 5:15pm
Friday, July 21, 2017


This newsletter is published bi-weekly for the Research Advancement Community for use in completing administrative duties related to sponsored projects. It will be primarily useful for Research Advancement staff, both pre-and post-award. To be added to the distribution list for this publication, please write to rahelp [at] asu [dot] edu.

Faculty, project managers, and others responsible for writing, receiving, and scientific management of projects will find valuable resources in the Research Academy under the “Kick Off Your Research” Topic Series.

RUSH PROPOSALS

For Rush Proposals (due that day) or other urgent proposal matters, please contact Kimberly Habiger at 480-727-8648 or Seth Farley at 480-727-4625. Kimberly/Seth will confirm that resources and time are dedicated to the needed actions.

NEW ASUF CONTACT

The ASU/ASUF Charitable Grant Guidelines have been updated to direct any appropriate charitable grant-related communications for ASUF to OCFRgrants [at] asu [dot] edu. For urgent matters, please also cc  Erin Rickard, the new Administrative Assistant for the ASUF Office of Corporate & Foundation Relations (OCFR).  Instances where it is necessary to utilize this contact method include:

  • Requests for ASUF assistance with seeking and receiving philanthropic gifts
  • Requests for ASUF signatures (on proposals, vendor setup forms, award agreements, etc.)
  • Notification to ASUF of a new charitable award
  • Notification to ASUF of charitable award modifications

Standard notifications alerting ASUF representatives that development of a new charitable grant proposal has begun should continue to be addressed using the Manage Proposal Editors-Readers activity in ERA (see Working with ASUF > Proposal Development for instructions).

Please continue to contact RAhelp [at] asu [dot] edu for assistance in determining if funds are charitable and/or for process-related questions.

STANDARD INSTITUTIONAL CONTACT UPDATE

The Standard Institutional Information page and E-Business have been updated to identify Heather Clark as the primary applicant contact to be listed on sponsor proposal forms. Updates are also being made to ERA to automatically list Heather Clark on all 424 forms generated by ERA for System-to-System (S2S) proposal submissions.

OKED F&A WAIVER REVIEWER UPDATE

Heather Clark (Heather [dot] Christina [dot] Clark [at] asu [dot] edu) is now the OKED Reviewer for F&A Waivers in the ERA System. New waiver requests started in the system will now automatically be directed to Heather after all investigator, unit, and college-level approvals have been completed in ERA.

NEW INSTITUTIONS PARTICIPATING IN FDP CLEARINGHOUSE PILOT

The FDP Expanded Clearinghouse launched Cohort 3 on 7/7/17 and now there are a total of 162 institutions participating in the pilot.  Naturally, it will take a little time for these institutions to complete roll-out on their campuses, so please be patient as they transition to the new way of doing business.   In particular, if you have a pending subaward transaction with one of these institutions and you or they have an "in progress" subrecipient commitment form", FDP recommends just letting that transaction finish out using the old way of doing business and then expecting all future transactions to use the Clearinghouse process.  You may find all members by checking the FDP Clearinghouse website and searching for a specific institution under the “Participating Organizations” section. For more information on the FDP pilot, see the Subawards sitelet on the Research Admin website.

RECENT RATE CHANGES IN ERA

The FY18 Employee-Related Expenses (ERE) rates are active in ERA, along with the FY18 tuition remission rates, and ASU’s new Federally-negotiated F&A rates. New ERE, tuition, and F&A rates should be used for all new proposal budgets, as well as for post-submission budget revisions. The Budget Worksheet has also been updated. Exceptions to continue with the old ERE rates may be considered during the transition phase – to request an exception please contact your assigned proposal GCO in ERA.

REMINDER: MAKE POST-SUB REVISED BUDGET THE CURRENT BUDGET IN ERA

For Post-Submission Changes budgets, once you have made all the necessary edits, always run the activity “Make Current Budget.” This will archive the originally-submitted budget. Importantly, this will also update ERA with the most current version of your budget that reflects sponsor-requested changes. Unless promoted to be the Current Budget, a Post-Submission Changes budget will remain as a Proposed Change, the Current Sponsor Budget (original Submitted Budget or a Proposed Change that was promoted) will still show in the FP and BU workspaces, and the post-submission request will not be accurately logged in ERA. See Creating a Post-Submission Changes Budget in the ERA Grants Budget Guide.

DO YOU HAVE AN AWARD COMING SOON? CONSIDER AN AT-RISK

As we near the end of the Federal Government Fiscal Year (FY), we sometimes experience a rise in quick-turnaround proposals or post-submission budget revisions as sponsor program officers seek to allocate remaining FY funds. If you have received written confirmation from a sponsor that an award is forthcoming, it is recommended that an at-risk account be requested as soon as possible, following the guidance provided under ‘Inputs from the Units’ > ‘Pre-Award At-Risk Requests’ within the Set Up Award work instruction. When completing the ORSPA Action Form (OAF) please follow the OAF instructions closely in order to ensure the form is completed properly the first time in order to avoid delays.

ASAP RECIPIENT IDENTIFICATION NUMBER FOR USDA-NIFA AWARDS

The Automated Standard Application for Payments (ASAP) Recipient Identification Number for National Institute of Food and Agriculture (NIFA) Awards has been added to the Standard Institutional Information page.

REMINDER: CALL PNT WHEN STARTING A PROPOSAL ON THE DAY IT IS DUE

When starting a proposal on the day it is due (hard deadline), call Kimberly Habiger at 480-727-8648 or Seth Farley at 480-727-4625 as soon as you discover you have a proposal that must be to the sponsor the same day even if you haven’t generated an ERA workspace yet.  This will guarantee timely management and oversight.

ASU CONSORTIUM CLUB

Are you involved in a consortium or Center at ASU? If so, consider joining the ASU Consortium Club (ASUCC). The ASUCC is a social networking group on the Tempe campus that meets monthly during the lunch hour. Members include Consortium or Center Research Advancement staff, Grant + Contract Officers (GCOs) who manage consortiums or Centers, and others who have an interest in learning about consortiums and/or Centers. Participation in the club allows members the opportunity to meet a diverse group across campus, share work-related tools and tips, and help fulfill some of ASU Core Expectations for Staff. For more information regarding the ASUCC, please email laura [dot] dipaolo [at] asu [dot] edu.

RESEARCH ADMINISTRATION INTERNSHIP PROGRAM

Knowledge Enterprise Development has an internship program that offers current ASU students (preferably undergraduate Juniors or Seniors) the opportunity to work and train within five units of Research Operations. This paid internship offers broad exposure to Research Administration at ASU, and has career potential after graduation. If you know any students interested in learning about Research Administration, please direct them to the ASU Student Employment page, where they can search for the position: Requisition ID - 33023BR, Job Title: ORSPA Student Intern (FWS Eligible).

OPEN RESEARCH ADMINISTRATION POSITIONS AT ASU

33552BRResearch Advancement Administrator Sr. (Post-Award: 50% PSYCHE Mission, 50% Other Projects), School of Earth & Space Exploration.

34075BRResearch Advancement Administrator (Primarily Post-Award), School of Sustainable Engineering and Built Environment (SSEBE).

34020BRResearch Advancement Administrator (Primarily Post-Award), School of Engineering of Matter, Transport and Energy (SEMTE).

34127BRResearch Advancement Administrator (Primarily Pre-Award), Biodesign Institute Research Opportunity Advancement Development team.

34090BRResearch Advancement Administrator Sr. (Primarily Post-Award), School of Engineering of Matter, Transport and Energy (SEMTE).

33307BRResearch Advancement Administrator (Primarily Post Award), Research Advancement Services (RAS).

33978BRGrant + Contract Officer. Proposals and Negotiations Team (PNT).

33305BRGrant + Contract Officer. Proposals and Negotiations Team (PNT).

34158BRProposal Manager, Dean’s Office of the College of Liberal Arts and Sciences.

GOOD NEWS!

Brenton Saron was recently presented with the College of Health Solutions (CHS) Innovation Award for his development of a well-received budgeting spreadsheet. Congrats, Brent!

Vicki Krell (College of Liberal Arts & Sciences – CLAS) is receiving a Distinguished Service Award at the upcoming NCURA Annual Meeting in Washington, D.C. Well deserved, Vicki, way to go!

When members of our RA Community and Research Operations are recognized, certified, or otherwise achieve noteworthy accomplishments, we would love to share the good news.

Updates like this can be sent to RAhelp [at] asu [dot] edu, to be included in the Research Operations Newsletter or announced at an RA Seminar.

RA SEMINARS & EVENTS

July 27, 2017 11am – Noon, RA Seminar: Best Practices for Audit Readiness. Presented by Lee Pettit (Fiscal Oversight – FOT), Sylvia Meyers (FOT), and Jennifer Smolnik (Quality & Continuous Improvement – QCI).

August 1, 2017 11am – Noon, Introduction to Account Forecasting using the iPAR (Intergrated Planning and Reporting) Tool. Facilitated by Stephen Saunders.

August 3rd, 10th, 24th 11am – Noon, RA Seminar Series – Allowability: Making Appropriate Decisions on ASU’s Sponsored Projects. Register separately for each session: Part 1, Part 2, and/or Part 3.

August 8th 11am – Noon, Advanced Account Forecasting using the iPAR Tool. Facilitated by Stephen Saunders.

August 15th 1pm – 4pm, ERA Funding Proposal and Budget Workshop. Facilitated by Ryan Vann.

August 31st 9am – 11am, Introduction to Research Administration Resources at ASU. Facilitated by OKED Training.

September 21, 2017 11am – Noon, RA Seminar: Navigating Smooth Sailing Through the IRB Process. Presented by Susan Metosky (ORIA) and Debra Murphy (OKED Operations).

September 26th 9am – 11am, Introduction to Research Administration Resources at ASU. Facilitated by OKED Training.

October 20th 9am – 11am, Introduction to Research Administration Resources at ASU. Facilitated by OKED Training.

October 24, 2017 11am – Noon, Research Pivot Table training. Facilitated by George Raudenbush, Research Analytics (OKED).

November 13-14, 2017, Fall 2017 NSF Grants Conference in Phoenix, Arizona.