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Research Operations Newsletter - 09-05-2017

Home > Res Ops Updates > Research Operations Newsletter - 09-05-2017
09/06/2017 - 1:00pm
Tuesday, September 5, 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 (RA) 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.


Jenny Smolnik of OKED Quality & Continuous Improvement (QCI) will present on Facilities & Administrative Costs (F&A) at an RA Seminar in October. Jenny has been involved in preparing ASU’s proposal(s) to DHHS to negotiate our F&A rates, and can offer a perspective and information beyond what we typically encounter on proposals and awards. Please submit F&A questions or topic suggestions by October 1, 2017.


A new Approvers report has been added to the Operational Dashboards developed by the OKED Research Technology Office. This report should make it easy to see all departments that an approver is responsible for using the Approver drop down filter.


• Enter Prime Sponsor in ERA – Proposal Grant + Contract Officers (GCOs) are assigned to specific proposals primarily based on the sponsor (or prime sponsor). It is important to enter both the Sponsor, and Prime Sponsor (if applicable) when creating a proposal workspace in ERA. Having all of the key information up front will help minimize GCO reassignments.

• If you are interested in joining a Certified Research Administrator (CRA) study group at ASU please contact Stacy Stuart at stacy [dot] stuart [at] asu [dot] edu. Participants may be preparing to sit for the exam in 2017, 2018, or beyond.

• NSF Returning Proposals – Proposals have recently been returned for administrative non-compliance with the following guidelines (see NSF’s PAPPG and ASU’s NSF Checklist 17-1 for additional information):

Results from Prior NSF Support – If the PI or any co-PI identified on the proposal has received NSF support with a start date in the past five years (including any current funding and no-cost extensions), information on the award is required for each PI and co-PI, regardless of whether the support was directly related to the proposal or not.

Synergistic Activities – You may list up to a maximum of five specific examples that demonstrate the broader impact of the person’s professional and scholarly activities that focus on the integration and transfer of knowledge as well as its creation. You may *not* list multiple types of the same activity under one synergetic activity or give a description of research interests.

Margins must be at least one inch in all directions.


• ASU has obtained a video recording of an NSF Fundamentals Workshop that was offered at the National NCURA meeting in August. A link to the video has been added to the NSF section of the Proposal Information and Resources page.

• The Responsibilities tab of the Cost Sharing Sitelet has been updated to include guidance for RA/Unit to notify the Award Management Team (AMT) GCO immediately if a cut in sponsored funds is not accompanied by a proportionate cut in Cost Sharing, if applicable.

• The Manage Change work instructions have been updated to streamline the following sections: Changes to Key Personnel, Changes to Investigator and/or Allocation sections. The processes remain the same, but the instructions are presented more clearly.


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.


Links to the video recordings of past RA Seminars can be found on the Training Toolbox page of the Research Admin website. We would like to highlight some recent seminars – if you missed the live sessions, we would encourage you to review the video(s) as time permits.

Post Award Focused Seminars:

• Q&A Panel with Award Management Team

• Post-Award Management Series:

Session 1 - Sponsored Financials

Session 2 - ORSPA Action Forms

Session 3 - Cost Transfers

Seminars for Both Pre and Post Award RA’s:

• International Projects and Relationships

• Compliance at ASU - Part 1

• Compliance at ASU - Part 2

• The ASU-ASUF Charitable Grants Process

• Cost Sharing: The Total Package

• Cost Sharing: The Life and Death of Cost Sharing

• Cost Sharing: Advanced Topics in Cost Sharing

• Best Practices for Audit Readiness

• Allowability: Making Appropriate Decisions on ASU’s Sponsored Projects (Part 1 of 3)

• Allowability: Making Appropriate Decisions on ASU’s Sponsored Projects (Part 2 of 3)

• Allowability: Making Appropriate Decisions on ASU’s Sponsored Projects (Part 3 of 3)

Pre-Award Focused Seminars:

• PreAward Administration: You Asked. We will Answer

• Contract Negotiations 101


If a Principal Investigator (PI) has not had a sponsored account at ASU before, they may not yet have an Advantage ID (which allows them to be assigned as the ORG Manager on the account). Instructions for the PI to establish an Advantage ID are found in the New Award Activation Task Setup Notification job aid.


• NSF Grants Conference – Phoenix, AZ – November 13-14, 2017, Registration opens Sept 7th. Rumor has it that registration fills quickly (within an hour or so).

• NSF has posted FAQ’s for NSF 16-588 Applicants to the Graduate Research Fellowship Program (GRFP)


35405BRResrch Advancement Admin, OKED Research Advancement Services (RAS). Close date: 08-September-2017.

35538BRResrch Advancement Admin (Primarily Post Award), Herberger Institute for Design and the Arts (HIDA) Dean’s Office Financial Team. Close date: 15-September-2017.

35733BRResrch Advancement Admin (Primarily Pre-Award), Fulton Schools of Engineering (FSE) Dean’s Office. Close date: 15-September-2017.

35802BRResearch Advancement Admin Sr (Primarily Post Award), School of Sustainable Engineering and the Built Environment (SEBE). Close date: 12-September-2017.


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).

October 26, 2017 2:30 – 3:45pm, RA Seminar: F&A—Beyond the Basics. We will also provide a brief demonstration of the new Grants.gov Workspace as a separate, second topic for the October seminar. (Save the date, outlook invite and Research Academy posting to follow).