The Office of
104 Airport Drive Suite 2200, CB 1350
Chapel Hill, NC 27599-1350
Phone: (919) 966-3411
Fax: (919) 962-5011 or (919) 962-3352
Email: resadminosr@unc.edu
RAMSeS Help desk: (919) 843-2594
Library of NCURA Video/Webcast materials
April / May / June / July / August / Sept / Oct / Nov / Dec
With the initiation of Grants.gov as the federal portal for submitting grants electronically came an entire new set of application forms and instructions. The SF 424 forms are standard across the agencies. In addition, each agency has developed new forms that are required for electronic submission. Come learn about how to complete the forms, the 'got yas' when it come to submitting electronically and the tools available to help you manage the process.
All classes will be held from 9:00 a.m. - 12:00 p.m. in the AOB, Room 3101
Certifying personnel effort on sponsored research projects is a regulatory requirement that is coming under scrutiny by the Office of Investigator General, NIH, and other Federal agencies. All individuals named in a research grant are required to certify his/her own effort. This class will focus on how certification is conducted at UNC-CH using PARS (Personnel Activity Report System). Discussion will include: what is considered sponsored research activities, how to handle cost-sharing, how to read the bi-weekly and monthly PAR Reports. Examples will be used to identify how to determine effort based on a variety of considerations including salary caps, 9-month vs 12-month appointments vs summer salary.
In this interactive short course, you will learn how to:
There will also be time for discussion so please come prepared to share ideas and tips on what works in your department (and what doesn't).
This workshop focuses on the basics of proposal budgeting. Within the Personnel section of the budget, participants will learn how to estimate and record salary, fringe benefits, health insurance, supplements, and escalation for future years. Within the Non-Personnel section, participants will learn how to budget for equipment, travel, subcontracts, consultants, other direct costs, materials, and tuition. In addition, facilities and administrative rate determination is included as well as how to calculate modified total direct costs. This hand-on workshop gives participants an opportunity to practice calculating proposal elements and the mechanics of putting together a budget.
All classes will be held from 8:30 a.m. - 12:30 p.m. Location: AOB, Room 3101
RAMSeS: Research Administration Management System & eSubmissions is the University's tool for sponsored programs record keeping. Through this system, users prepare proposal submission documents using the electronic Internal Processing Form (eIPF), route the eIPF for internal approval, and track award information. In this class, you will learn how to interface with the system, how to prepare reports, and track information. In addition, participants will learn how research use the system to certify and track proposal and award data. In addition, once the award is set up in RAMSeS, the information is available to the department through the Award Dashboard. This section of the class will familiarize participants with the award data for that can be used for tracking and managing active and inactive awards.
What is the difference between Awards and Award Projects? Does RAMSeS reporting show all of the proposals and awards for all the PI’s on campus? Are there any graphs that show awards by School or Department? Is there a way to search awards by a specific topic (e.g. nanotechnology)? All these questions and more will be answered in the RAMSES Reporting class.
This workshop includes an overview of the types of required reports including program performance and financial reporting. Special emphasis is placed on Close-out Procedures. If you work with grants, you'll want to attend this informative session and bring your questions to the staff of OSR's Financial Reporting. Here is a sample of information covered related to the completion of an NOTR.
Utilizing the eRA Commons to Manage NIH Grants register online
This class combines the previous classes 'Working in eRA Commons' and 'Preparing JIT and eSNAP Through the eRA Commons'. It is targeted for Research Administrators responsible for working with NIH grants who want to learn more about the features available and how to work with your PI to manage information and reporting requirements. Particular emphasis is placed on the preparation of eSNAP reports covering the Science and Business sections of the eSNAP report as well as the routing procedures before submission to NIH. In order to participate in the workshop, you must register with the eRA Commons. Training materials are available for download: Utilizing the eRA Commons and Preparing an eSNAP
The Tar Heel Certificate Program is a series of classes for staff members who support the sponsored research enterprise at UNC-CH. The classes are designed to help individuals build competencies and increase knowledge in areas related to sponsored research with the overall goal of increasing efficiency and effectiveness of all those involved in the daily administration of sponsored research. The program is intended for any administrative staff member who currently performs or anticipates assuming duties and responsibilities related to the administration of research contracts and grants. In order to receive a certificate of completion, participants are required to attend each class in it entirety and actively participate in class exercises.
The program includes a series of compentency tests that enable participants to receive a Level 1 Certificate and qualifies the individual to proceed to Level II certificaiton in specialized functions such as proposal management, award management and award reporting.
For more in go to Level I Certification THCP
Level II Certification:
To participate in Level II classes, participants must first complete the requirements for Level 1 Certification which includes a series of competency tests soon to be available on-line.
Award Terms & Conditions
Advanced training in understanding “Award Terms and Conditions” is intended to provide guidance and resources for understanding what can be done with research funds, when, and what are typical circumstances to be considered. This training builds on overviews offered through the Tarheel Certificate Program to offer more in-depth information for managing incoming awards. Training will focus primarily on standard award types and components, as well as frequently used award structures such as terms agreed under the Federal Demonstration Partnership, and will include definitions and common concerns. Participants will have an opportunity to examine types of conditions and typical restrictions, to identify and practice with resources and policy tools, and to practice strategies for reviewing awards and planning implementation, including responding to funding agencies and considering financial guarantees. Goals for this training are for participants to understand terms and conditions most commonly used for sponsored research awards at UNC, to be able to relay these expectations to the Principal Investigators and researchers, and to know the next steps for implementing a new award.
If you are interested in attending any of these programs, you may register online. If the class is full, please contact Phyllis Daugherty, 843-2609, phyllis_daugherty@unc.edu indicating which class you are interested and the date, and you will be added to a waiting list.
If you are planning to submit an R01 for the NIH submission deadline in February you will want to attend this training program in which we will be discussing SF424 Forms and specific NIH forms that are required for submission. In addition, we will look at the electronic process for submission through Grants.gov. You will have an opportunity to work in application package to see how the different forms are structured from putting together the research plan to completing the new budget format. We will also share tips that we learned from previous electronic submissions through Grants.gov and NIH.
To prepare the applicant community for the upcoming transition of R01s to electronic submission in February 2007, NIH will be holding a training event geared toward extramural grant applicants. With a year of electronic submission under our belt, our focus will be on “Lessons Learned” and sharing our advice on best practices for submitting applications online.
The goal of Grants.gov is to provide one website for individuals and organizations to find and electronically apply for competitive grant opportunities from all 26 Federal grant-making agencies. Many agencies are beginning to require the submission of grant proposals through Grants.gov. This session will introduce participants to the process of applying for a grant through Grants.gov along with the procedures for submitting the grant through OSR, OCT and SOM. Training will focus on the following steps:
If you are planning to submit an R21 for the NIH submission deadline of June 1, 2006, you will be preparing an electronic application package for submission through Grants.gov. Come learn more about the forms to be completed and the process for submission through OSR. You will have an opportunity to practice completing an application package to see how the different forms work from putting together the research plan to completing the new budget format.
All research grant applications for the National Institutes of Health (NIH) will have to be submitted electronically through Grants.gov using the SF424 Research & Related (R&R) form set by May 2007. The transition began in December 2005, with SBIR/STTR and R13 Conference applications and will continue on a grant program by program basis (see timeline at http://era.nih.gov/ElectronicReceipt/strategy_timeline.htm).
This live videocast is geared toward the applicant community, which will provide an overview of NIH's transition plans, the submission process and the new form set.
Download materials:
Agenda (word)
NIH Electronic Sumission Overview (pdf)
Registering and Submitting an Electronic Application via Grants.gov (pdf)
Registering and Completing the Application Process in the eRA Commons (pdf)
Download video presentation (requires RealPlayer - a free download)
NIH for additional information regarding electronic research administration
Beginning in May, NIH will require the use of the new PHS 398 and 2590 proposal application forms. Come learn about the changes and how to enroll in the eRA Commons to manage NIH grants.
Come learn about the features available through the electronic version of the Internal Processing Form (IPF). This will be the sole method for preparing IPFs ('Word' version is no longer available). Features include online data entry, help screens, time-saving fields that populate information for you, fields that calculate F&A amounts and budget totals. In addition, the e-version allows users to save forms on-line for future use and will eventually include electronic routing for signatures and submission. To use the system, you will need an ONYEN (Only Name You'll Ever Need) and password. If you need an ONYEN, visit https://onyen.unc.edu/cgi-bin/unc_id/services.
Cost sharing or matching refers to that portion of program costs not borne by the sponsoring agency. Do you know what costs are allowable and allocable? Download materials. (Word)
Transfers of expense are an inevitable part of research administration, but are also a very visible area of potential noncompliance. Do you have concerns as to how to prepare cost transfers and ways they can be minimized? Download materials. (Word)
Though most research on our campus falls under 'fundamental research' and is therefore excluded from export control laws, there may be instances when technology, information is exported. Learn what constitutes an export, a 'deemed export' and how to work within the laws when foreign persons or foreign travel are involved. Download materials (Word) (PowerPoint)
When human subjects or animals are part of research or a clinical trial, rigorous standards are applied through IRB or IACUC. Learn what is required and the steps in the approval process.
Do you administer contracts or grants that involve payments to study subjects? This session covered the options for payment and how to process each type of payment. Download materials (Word)
Effort reporting has been a hot topic for several years as universities and the federal government report increasing numbers of investigations and costly settlements related to effort reporting issues. At this BBL, the PARS Coordinator for OSR will be available to discuss the procedures in place at UNC-CH for certifying effort reporting.
It all starts here, preparing a proposal to a funding agency in order to describe the work to be done and provide an estimate of the costs to perform the work. Do you have questions regarding what needs to be included, how much detail, what could be a 'show stopper' in the process of submission?
Once the budget period has ended for an award, all accounts associated with that award must be closed out. Do you have questions concerning how to account for outstanding obligations and how to prepare adjustments for pending items? Download materials. (Word)
Most courses include a videotape or DVD (check out through OSR) and course materials. Most course materials can be downloaded unless otherwise noted (*hard copy only)
Topics include reading and interpreting federal RFP's, preparing contract budgets and work scopes, communications, reporting, and identifying the regulatory sources of information (FAR,DFARS, Bayh-Dole, export control), comparing federal and industrial agreements and contracts, as well as to state versus private institution concerns. Download handouts: Presentation; Handout 1 (pdf); Handout 2 (pdf)
Federal grant rules permit grantees and subgrantees to be paid in advance -- to draw down against their awards to meet the immediate cash needs of programs and projects. But this positive feature of federal assistance policies has some potential downsides, too. For instance, grantee and subgrantee cash management practices must adhere to federal standards of timing, safeguarding and reporting that are all-too-easily easily breached. Auditors who perform OMB Circular A-133 reviews are told to be on the lookout for cash management noncompliance. For the proof that they are doing so, we need only look at the list of the most common A-133 findings, with cash management at or near the top every year. Listen in as Bob Lloyd, a respected authority on federal policies affecting acquisition, administration and audit of federal grants, with more than 30 years of experience in federal award administration and oversight, reviews in detail the federal policies that affect cash management and shows you how to both avoid and correct problems. During this audio conference, Mr. Lloyd covers the following topics and more:
Contact OSR to request a copy of the materials.
This workshop provides an overview of key regulatory issues, negotiating strategies, and administrative techniques in managing international projects. Presenters will share how current regulation is affecting their research. Topics will include: budgeting and contract negotiation, foreign students and scientists, export regulations; subcontracting; site monitoring; intellectual property. Download materials:
This workshop will provide an update for pre- and post-award administrators on the following financial administration topics: allowable costs for budgets, including a brief discussion of the disconnect between grants management personnel, PIs and auditors; an overview of current issues in time and effort reporting; cost-sharing, purchasing, and subcontracting (including subs between FDP and non-FDP institutions). Participants will receive a glimpse of policy changes at the federal level, in addition to a discussion of institutional best practices at the central and departmental levels. Download materials (PowerPoint) (Word)
This program provided a basic understanding of the key concepts underlying export control laws and issues that should be addressed on our campus by responding to the following questions: What qualifies as an 'export' under the laws? How can you identify which projects are subject to export controls? What can you do to qualify for one or more of the available exceptions from export control regulations? When do the regulations require a license as a condition of collaborating with foreign colleagues? Or sending equipment or information outside the US? Under what circumstances may our university accept export-controlled information without first obtaining a license? What is the process for obtaining a license? What help is available if you have export control questions?
The program provided a basic understanding of the scope and purpose of export control laws; an understanding of the fundamental research, education, and employment exemptions; a list of red flags that signal the existence of a potential export control issue; and ideas for implementing an export control plan on our campus. Download materials (PDF) (PowerPoint)
Learn what effort reporting is and why it is important to consider from the proposal stage as well as during the award management stage. Managing effort commitments and tracking effort and salary are described as well as how to certify effort. Download materials. (PDF)
When an institution makes a commitment to share in the costs of a sponsored project it assumes an obligation to the sponsor and accepts certain responsibilities for tracking and reporting cost sharing expenditures. This program discusses the various aspects of cost sharing, from proposal to award and through toe project closeout. The session also discusses the expectations of the project sponsor regarding the documentation and reporting of cost sharing commitments and will describe the cost sharing policy of the National Science Foundation (NSF). The presenters describe several institutional systems for tracking cost sharing expenditures.
A thorough understanding of intellectual property, both the law and its practical application, is critical to the daily work of the research administrator. This workshop introduces patent and copyright law, as well as other key concepts necessary for the understanding and negotiating of intellectual property. The presenters outline current federal regulation and policy with respect to intellectual property, such as the Bah-Dole Act and rights in technical data. The workshop also introduces issues when negotiating intellectual property rights in industry-sponsored research agreements. The session is designed for the newcomer that wants to gain a basic understanding of intellectual property. The presenters provide the tools needed to build a strong foundation in this area.
Does budgeting on research proposals matter anymore? How do costs on the budget relate to expenditures? What do auditors expect to find in the history or documentation that supports award expenditures? This presentation will examine the life cycle of costs on a sponsored research project, from the budgeting process through expenditures and ultimately the audit examination. The presenters are experienced in all aspects of a Life Cycle approach to understanding the budget and financial management of sponsored research agreements. Pre-award and Post-award administrators should find this presentation an opportunity to more clearly understand the implications and results of costing methods.
Putting together a multi-institution project takes the cooperation of everyone from principal investigators to department administrators, from sponsored programs officials to procurement specialists, from research coordinators to accountants, as well as the cooperation of all their counterparts at collaborating institutions. It also involves the full spectrum of research administration activities from proposal writing to contract negotiations, from budget building to expenditure reporting, from sole source procurements to invoice analysis. This workshop explores sub awards vs. subcontracts, FAR flow downs, A-110 requirements, and the latest in sub award agreement forms and contract clauses.
What is OMB Circular A-110 and why should departmental administrators know or care? This circular provides the basis for the federal grants and cooperative agreements awarded to colleges, universities, and other non-profit organizations. A-110 is the fundamental building block on which nearly all federal grant regulations and policies are built. Departmental administrators need to understand the basic rules for managing federal grants and recognize the relationship between the government-wide requirements and the agency-specific variations on those requirements. The workshop places special emphasis on those aspects of the circular that have the most relevance for departmental administrators at grantee institutions. Short case studies are used to illustrate key issues.
Using mini case studies the topics of facilities and administrative costs, effort reporting/sharing, and cost transfers are covered. The presentation also provides an overview of the regulations governing financial compliance including the OMB A-21, A-110 Cost Accounting Standards as well as the A-133 Audit.
A panel discusses the true costs of research compliance, and provides some real-world advice and suggestions for meeting requirements during a time of budgetary constraints and competing needs within the overall research enterprise.
The presentation addresses the following questions: What are the most critical compliance issues facing higher education today?; Why does an overall compliance program need to contain an education component?; Who should be educated and how?; How should institutions approach the task of building compliance curriculum materials and what resources are already available?
The presentation provides an overview of compliance issues from both the central office perspective and departmental perspective; the central office's role in providing risk analysis, financial management and policy administration; the department's role in the process of carrying out the policies in day-to-day research activities.
Why should the departmental administrator care about financial compliance? Reasons presented include: to maintain a relationship of trust between sponsors and institutions; to provide necessary stewardship to properly safeguard investments in research. Explains what is meant by the life cycle of an award, the purpose of the facilities and administrative rate, and the regulations governing financial compliance. Effort reporting, cost transfers and program income aspects of financial compliance are also discussed.