The new NSF Grants.gov Application Guide will be effective for proposals submitted, or due, on or after January 29, 2018.

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1 Weekly Announcement #183 December 19, 2017 NEWS YOU CAN USE NSF Announcement We are pleased to announce that a revised version of the NSF Grants.gov Application Guide has been issued. The NSF Grants.gov Application Guide has been updated to align with changes to NSF s Proposal & Award Policies & Procedures Guide (PAPPG) (NSF 18-1). The new NSF Grants.gov Application Guide will be effective for proposals submitted, or due, on or after January 29, If you have any questions regarding these changes, please contact the Policy Office on (703) or by e- mail to policy@nsf.gov. For technical questions relating to Grants.gov, please contact Grants.gov directly at or support@grants.gov. Department of Medicine RAS Unit Gingerbread House Contest Submitted by Mandi Blochberger The Department of Medicine RAS unit held a Gingerbread House decorating contest on 12/18/2017 with official judges from the Department of Medicine. The first picture Snow Day was the winning house, built by Robyn Hills, Cheryl Rollerson, Azmeena Hashim, Tracey Griffin, and Renita Wiley.

2 The second-place winner was the Log Cabin.

3 The third-place winner was Candyland.

4 Other entries included (pictured below):

5

6 Information Security: Notice Duo two factor authentication is now required when logging into Emory Box. The notification below was sent to staff last week. On Monday, 12/18/2017 at 6:00 am, Duo two factor authentication will be required for all members of the Emory community when logging into Emory Box (Emory s web based file sharing system) from off campus locations. There is no expected downtime from this change and anyone logged into Emory Box at the time of the change will remain logged in and should not experience any disruption in service. This change will not affect Box Sync logins until the next time it challenges for credentials.

7 After supplying login credentials, users logging into Emory Box or Box Sync remotely will be challenged by Duo to provide a second authentication factor just as required by other Emory applications protected by Duo, like Office365 and PeopleSoft. For additional information regarding Duo, start by visiting Emory s Duo FAQ page (it.emory.edu/duofaq). RAS Weekly Announcement Break This will be the last RAS Weekly Announcement for Announcements will return the week of 01/08/2018. Did You Know? You can direct PIs who are searching for funding opportunities to GrantForward. GrantForward is a comprehensive database of research funding sources and can help PIs identify federal and non-federal funding opportunities. Emory subscribes to GrantForward and the database can be accessed from campus computers or by VPN connection online at Upcoming Events and Important Dates FSR Open Forum Clifton Road, Room o Wednesday 01/24/2018 3:00-4:00 pm *Participants may also participate by bridge line (x79999, #837989). Research Administration at Emory (RAE) Foundation Class Code: (register in ELMS) o Day 1: Wednesday, 01/31/2018 o Day 2: Tuesday, 02/13/2018 o Day 3: Wednesday, 02/28/2018 *All RAS employees are required to complete RAE. Cayuse Course Class Code: (register in ELMS) o Monday, 02/12/ :00am-12:00 pm *This course instructs learners on the Cayuse proposal submission system; which is used to create proposal applications for NIH and other Federal agencies. We Want to Hear from You! Submit Topics for the Weekly Announcement If you would like to share an update or news item with your RAS colleagues, please forward your text and/or images to Kesley Tyson (kdtyson@emory.edu) by noon on Thursday for inclusion in next week s announcement. Quote of the Week Start where you are. Use what you have. Do what you can. - Arthur Ashe

8 Weekly Announcement #182 December 12, 2017 NEWS YOU CAN USE RAS Town Hall Meetings TOWN HALL MEETINGS are part of our ongoing efforts to respond to your requests for information, tools, and other resources. The first Town Hall Meeting will be this Thursday,12/14/2017, in the WHSCAB Auditorium from 3:45 to 4:45 with networking and refreshments to follow in the area outside the Auditorium. Please RSVP here - Please Provide Insights on Customer Service Training in POPin - Accepting Feedback Through 12/15/2017. Thanks to those of you who responded to the recent Training Survey to support the development of the 2018 RAS Training Plan. We are looking forward to sharing the current plan with you in this week s RAS Town Hall Meeting. Please remember to participate in this week s POPin focused on RAS customer service training. We want to hear from you! Have you attended a workshop that changed your approach to your job? Do you know speakers we should invite to provide training on follow up/follow through, time management, or other topics? What other customer service training could we offer to support the RAS culture of customer service? As you are all research administration professionals, we want to hear your ideas for training on the customer service aspect of your role to further inform our 2018 RAS Training Plan. Don t Forget! PMS Access In order to retain PMS (Payment Management System) access, users are required to maintain an active account (login at least once every 60 days). In addition, users must also update their password every 60 days. Therefore, we recommend staff login monthly to avoid an interruption to PMS access. If you have forgotten your password, you must establish and remember (record or retain) three security questions in order to request a password reset. Otherwise, your account will be terminated and you must request access again. If you need to request PMS access, please contact Kesley Tyson (kdtyson@emory.edu, x77854). FSR Tip of the Week from Rashonda Harris, FGC Associate Director of Operations When preparing your FSRs with sub contracts, a recommended best practice is to contact your subs with a friendly reminder that the project is winding down, you will be submitting your FSR soon, and to ensure their costs are covered their invoices are due as soon as possible. To guarantee all costs are included and posted to the GL, proactive actions are suggested. Did You Know? Did you know the National Science Foundation (NSF) Proposal & Award Policies & Procedures Guide (PAPPG) for 2018 is available?

9 The PAPPG details NSF s proposal preparation and submission guidelines, and provides guidance on managing and monitoring the award and administration of grants and cooperative agreements made by NSF. Use the NSF PAPPG 18-1 guidelines for proposals submitted or due, or awards made, on or after 01/29/2018. PDF and HTML versions of NSF PAPPG 18-1 can be found on NSF s website: Upcoming Events and Important Dates RAS Town Hall Meeting in the WHSCAB Auditorium (1440 Clifton Rd) o Thursday, 12/14/2017 3:45-4:45 pm *Refreshments and networking to follow in the area outside the Auditorium. FSR Open Forum Clifton Road, Room o Monday 12/18/2017 2:30-3:30 pm *Participants may also participate by bridge line (x79999, #837989). Research Administration at Emory (RAE) Foundation Class Code: (register in ELMS) o Day 1: Wednesday, 01/31/2018 o Day 2: Tuesday, 02/13/2018 o Day 3: Wednesday, 02/28/2018 *All RAS employees are required to complete RAE. Cayuse Course Class Code: (register in ELMS) o Monday, 02/12/ :00am-12:00pm *This course instructs learners on the Cayuse proposal submission system; which is used to create proposal applications for NIH and other Federal agencies. We Want to Hear from You! Submit Topics for the Weekly Announcement If you would like to share an update or news item with your RAS colleagues, please forward your text and/or images to Kesley Tyson (kdtyson@emory.edu) by noon on Thursday for inclusion in next week s announcement. Quote of the Week Go confidently in the direction of your dream. Live the life you ve imagined. - Henry David Thoreau

10 Weekly Announcement #181 December 5, 2017 NEWS YOU CAN USE RAS Signature Templates RAS signature templates have been updated. Please take a few minutes to update yours. The templates and a job aid can be found on RASnet as outlined below. Templates and Job Aid - RAS Logos and Templates > RAS Signature Templates and Job Aid SalesForce PDF Reminder When submitting tickets with a PDF file attachment, submit the ticket prior to uploading the PDF file. If the PDF file is uploaded at the time the ticket is created, the Finance Support Center team will not be able to view the attachment (although it may appear the PDF is already attached) which will result in the ticket being closed. Once the ticket has been submitted, upload the PDF file even if it appears the PDF file has been uploaded twice.

11 RAS Town Hall Meetings RAS will begin hosting quarterly TOWN HALL MEETINGS based on your requests. These meetings are part of our ongoing efforts to respond to your requests for information, tools, and other resources. These meetings will be for RAS staff and driven by RAS staff as a supplement to ERAZ. The first Town Hall Meeting will be on 12/14/2017 in the WHSCAB Auditorium from 3:45 to 4:45 with networking and refreshments to follow in the area outside the Auditorium. Invoice Milestones RAS staff are now able to view Invoice Milestones Notes in Compass. To view Notes, navigate to the Award Profile page (Main Menu > Grants > Awards > Award Profile) and select the Invoice Milestones tab. If notes have been entered, the Notes link will be black, bold and underlined. Click the NOTES link to view. FSR Tip of the Week A best practice when submitting an FSR for an award that does not have automatic carryover is to note in the remarks section of your FSR PI will submit a formal request to carry forward and include the actual request when submitting the ART package to FGC. Many of the portals where FSRs are submitted are also used for carry forward requests, so both can be completed when processing. This change to the process can ensure that the request is completed. Did You Know? There is an official university Policy of F&A Costs in Collaborative Research with instructions for proposals involving Yerkes. Specifically, if 50% or more of the direct costs take place at Yerkes, the entire proposal will be submitted using the Yerkes rate. When entering proposals in EPEX, the answer to question 12 should be Yes only if primates are involved, but a Yerkes PI is not. If primates and a Yerkes PI are involved, the answer is No. The reason you must answer Yes (if only Yerkes primates are involved) is to trigger the proposal to route to Yerkes for approval. If a Yerkes PI is involved, you answer No because the PI will be listed on the project page and that will trigger the proposal to route to Yerkes.

12 In addition, RAS Yerkes would like to ask that all proposals involving Yerkes (at any rate PI, Co-I, primates, etc.) be brought to the attention of their Pre-Award Manager, Kelly Ferguson as early as possible. Upcoming Events and Important Dates NSF Proposal & Award Policies & Policies Guide (PAPPG) webinar o Friday, 12/08/2017 2:00 pm *Sign up to be notified when registration is available on the outreach notifications website, by selecting All NSF Grants and Policy Outreach Events & Notifications. RAS Town Hall Meeting in the WHSCAB Auditorium (1440 Clifton Rd) o Thursday, 12/14/2017 3:45-4:45 pm *Refreshments and networking to follow. FSR Open Forum Clifton Road, Room o Monday 12/18/2017 2:30-3:30 pm *Participants may also participate by bridge line (x79999, #837989). Research Administration at Emory (RAE) Foundation Class Code: (register in ELMS) o Day 1: Wednesday, 01/31/2018 o Day 2: Tuesday, 02/13/2018 o Day 3: Wednesday, 02/28/2018 *All RAS employees are required to complete RAE. Cayuse Course Class Code: (register in ELMS) o Monday, 02/12/ :00am-12:00pm *This course instructs learners on the Cayuse proposal submission system; which is used to create proposal applications for NIH and other Federal agencies. We Want to Hear from You! Submit Topics for the Weekly Announcement If you would like to share an update or news item with your RAS colleagues, please forward your text and/or images to Kesley Tyson (kdtyson@emory.edu) by noon on Thursday for inclusion in next week s announcement. Quote of the Week Dream big and dare to fail -Norman Vaughn

13 Weekly Announcement #180 November 28, 2017 NEWS YOU CAN USE FDP Expanded Clearinghouse Update from Holly Sommers, OSP Director I am touching base to distribute updated information on the subrecipient monitoring processes for organizations who participate in the FDP Expanded Clearinghouse project. As you know, Emory joined the pilot in August Since that time, we have not had to collect individual institutional profiles for those other organizations which also participate in the pilot. The pilot has proven to be successful and it is moving from pilot phase to be an ongoing FDP initiative. As such, the Clearinghouse is now open to all members of the FDP. To provide assistance to those organizations who participated in the pilot, the FDP provided lists of the cohort members. Now that the Clearinghouse is an ongoing initiative open to all members, the FDP will no longer be maintaining the master list. Rather, institutions will be able to directly verify participation of other FDP institutions via the Clearinghouse website. We are updating the information on the OSP website, but please find the attached update here for pre-award staff and those post-award staff who may be responsible for submitting subaward requests in Compass. RAS Town Hall Meetings: NOTE NEW DATE RAS will begin hosting quarterly TOWN HALL MEETINGS based on your requests. These meetings are part of our ongoing efforts to respond to your requests for information, tools, and other resources. These meetings will be for RAS staff and driven by RAS staff as a supplement to ERAZ. Please contact Denise Ehlen by or phone (denise.ehlen@emory.edu; ) with topics by 12/04/2017. The first Town Hall Meeting will be on 12/14/2017 in the WHSCAB Auditorium from 3:45 to 4:45 with networking and refreshments to follow in the area outside the Auditorium. FSR Tip of the Week (from NIH Grant Policy Statement Carryover of Unobligated Balances) Recipients should be aware that there is a difference between unliquidated obligations and unobligated balances. Unliquidated obligations are commitments of the recipient and are considered to be obligations and, therefore, should not be reported as unobligated balances. The NoA will include a term and condition to indicate the disposition of unobligated balances. The term and condition will state whether the recipient has automatic carryover authority, or if prior approval is required by the NIH awarding IC. Note the authority to automatically carry over unobligated balances includes the authority to carryover from one competitive segment to another. Automatic carryover of unobligated balances applies to all awards except centers (P50, P60, P30, other), cooperative agreements (U), Kirschstein-NRSA institutional research training grants (T), non-fast Track Phase I SBIR and STTR awards (R43 and R41), clinical trials (regardless of activity code), and awards to individuals. For these grants, carryover of unobligated balances requires NIH awarding IC prior approval unless otherwise noted in the NoA. Other awards may be excluded from this authority through a special term or condition in the NoA.

14 For awards under SNAP (see Administrative Requirements-Monitoring-Reporting-Streamlined Non-Competing Award Process for applicability), funds are automatically carried over to the subsequent budget period. However, the recipient will be required to indicate, as part of the grant's progress report, whether any estimated unobligated balance (including prior-year carryover) is expected to be greater than 25 percent of the current year's total approved budget. The total approved budget amount includes current year and any carryover from prior years of the project period. If the unobligated balance is greater than 25 percent of the total approved budget, the recipient must provide an explanation and indicate plans for expenditure of those funds within the current budget year. For awards that require an annual FFR, the amount to be carried over must be specified under item 12, "Remarks." For both SNAP and non-snap, when a recipient reports a balance of unobligated funds in excess of 25 percent of the total amount awarded for the budget period, plus any approved carryover of funds from a prior year(s), the GMO will review the circumstances resulting in the balance to ensure that these funds are necessary to complete the project, and may request additional information from the recipient, including a revised budget, as part of the review. If the GMO determines that some or all of the unobligated funds are not necessary to complete the project, the GMO may restrict the recipient's authority to automatically carry over unobligated balances in the future, use the balance to reduce or offset NIH funding for a subsequent budget period, or use a combination of these actions. The GMO also may indicate whether the balance may be carried forward to a budget period other than the succeeding one. The GMO's decision about the disposition of the reported unobligated balance will be reflected in the terms and conditions of the NoA. All Federal agencies are required by 31 U.S.C. 1552(a) to close fixed year appropriation accounts and cancel any remaining balances by September 30 of the fifth fiscal year after the year of availability. In order for the NIH to meet its obligation to close these accounts and cancel any remaining balances by September 30, recipients must report disbursements on the quarterly cash transaction report (using the FFR) no later than June 30 of the fifth fiscal year after the year of availability. At the end of five years, the funds are cancelled and returned to the Treasury. This provision may limit the availability of funds for carryover. Did You Know? There is a formal process for requesting an admin skip for a certifier in EPEX. The proposal must be due within 2 business days and all other certifiers must have certified the proposal. The department chair is asked to make a statement indicating that the PI is not available to certify and the PI has available effort and subject matter expertise to support the proposal, if awarded. *If the department chair is not available, his/her delegated backup approver should confirm on the chair s behalf. Send statement to psgrants@emory.edu with a request to admin skip the certifier. PSgrants will perform the skip and request that you have the PI (for whom the skip is performed) complete and sign the paper certification form. Send the completed and signed paper form to the OSP analyst with a request to upload the paper certification to the proposal. Upcoming Events and Important Dates NSF Proposal & Award Policies & Policies Guide (PAPPG) webinar

15 o Friday, 12/08/2017 2:00 pm *Sign up to be notified when registration is available on the outreach notifications website, by selecting All NSF Grants and Policy Outreach Events & Notifications. RAS Town Hall Meeting in the WHSCAB Auditorium (1440 Clifton Rd) o Thursday, 12/14/2017 3:45-4:45 pm *Refreshments and networking to follow. FSR Open Forum Clifton Road Room o Monday 12/18/2017 2:30-3:30 pm *Participants may also participate by bridge line (x79999, #837989). Research Administration at Emory (RAE) Foundation Class (register in ELMS) o Day 1: Wednesday, 01/31/2018 o Day 2: Tuesday, 02/13/2018 o Day 3: Wednesday, 02/28/2018 *All RAS employees are required to complete RAE. We Want to Hear from You! Submit Topics for the Weekly Announcement If you would like to share an update or news item with your RAS colleagues, please forward your text and/or images to Kesley Tyson (kdtyson@emory.edu) by noon on Thursday for inclusion in next week s announcement. Quote of the Week If you leave your growth to randomness, you ll always live in a world of mediocrity. -Brendon Burchard

16 FDP Expanded Clearinghouse Update November 2017 In August 2016, Emory University joined the FDP s second cohort of the FDP Expanded Clearinghouse pilot. As a member of the pilot, Emory has been able to employ a more streamlined risk assessment process (as part of our subrecipient monitoring processes) with the other organizations that participate in the pilot. The pilot phase of the FDP Expanded Clearinghouse is over and the Expanded Clearinghouse is now an ongoing FDP Initiative. While 111 FDP members representing 164 organizations are already a part of the Clearinghouse, the remaining 43 are expected to join one-by-one over the next few months. As part of the pilot, OSP distributed and posted to our website a list of all institutions participating in the pilot. With the move from pilot phase to ongoing FDP initiative, instead of using the Master List of pilot members we sent out previously, now you should search to see if your proposed subrecipient is a Participating Organization in the Clearinghouse before you send out a subrecipient commitment form. To do that, navigate to fdpclearinghouse.org and click on the button that says [Find an Organization]. You will see a list of participating organizations. Using the search window in the upper right hand corner, enter any part of the name of your proposed subrecipient and click the [Search] button. If the name of your proposed subrecipient appears, they are a member of the Clearinghouse and you should click on their organization name to view their profile in lieu of sending them a subrecipient commitment form. We recommending bookmarking the FDP Clearinghouse website for ease of use. Remember that if you receive a subrecipient commitment form from a pass-through entity, before completing that form you should likewise check to see if that entity is a member of the Expanded Clearinghouse. If they are, they should not be sending you a form, and you should instead gently steer them to your online profile. The expansion of institutions in the FDP Expanded Clearinghouse initiative will help streamline these subrecipient monitoring processes for all institutions.

17 Weekly Announcement #179 November 21, 2017 NEWS YOU CAN USE Human Resources Update from Kathleen Bienkowski ORA Human Resources is making a few changes in staff assignments. Our current HR and Employee Relations Director, Thomas George, is being reassigned to LITS and Yerkes. To balance workload, Karen Truesdale will be the new RAS point of contact for HR and employee relations. Karen has many years of HR experience and will be a positive addition to our HR team. Please join me in welcoming Karen and extending our sincere appreciation to Thomas for his many years of service. RAS Town Hall Meetings RAS will begin hosting quarterly TOWN HALL MEETINGS based on your requests. These meetings are part of our ongoing efforts to respond to your requests for information, tools, and other resources. These meetings will be for RAS staff and driven by RAS staff as a supplement to ERAZ. Please contact Denise Ehlen by or phone (denise.ehlen@emory.edu; ) with topics by 12/01/2017. The first Town Hall Meeting will be on 12/07/2017 in the WHSCAB Auditorium from 3:45 to 4:45 with networking and refreshments to follow in the area outside the Auditorium. Message from Cale Lennon, Assistant Director, OTT If OTT requests an update to an EPEX record, please notify us once the updates have been made. Thank you. FSR Tip of the Week from Rashonda Harris, FGC Associate Director of Operations When completing your Annual FSR for an award with a renewed segment, a suggested best practice is to check PMS. This practice ensures Emory recognizes and reflects all cash awarded. NIH does not send separate notices of award for funding moved between segments. Therefore, by checking PMS regularly, you can ensure acknowledgment of all funding. Did You Know? Moreblessing Dzivakwe has been promoted to Post-Award Manager in the ABOSS RAS. Congratulations Moreblessing! Upcoming Events and Important Dates Research Administration at Emory (RAE) Foundation Class (register in ELMS) o Day 1: Wednesday, 11/29/2017 o Day 2: Thursday, 12/07/2017 o Day 3: Wednesday, 12/13/2017

18 *All RAS employees are required to complete RAE. RAS Town Hall Meeting in the WHSCAB Auditorium (1440 Clifton Rd) o Thursday, 12/07/2017 3:45-4:45 pm *Refreshments and networking to follow. NSF Proposal & Award Policies & Policies Guide (PAPPG) webinar o Friday, 12/8/2017 2:00 pm *Sign up to be notified when registration is available on the outreach notifications website, by selecting All NSF Grants and Policy Outreach Events & Notifications. FSR Open Forum Clifton Road Room o Monday 12/18/2017 2:30-3:30 pm *Participants may also participate by bridge line (x79999, #837989). We Want to Hear from You! Submit Topics for the Weekly Announcement If you would like to share an update or news item with your RAS colleagues, please forward your text and/or images to Kesley Tyson (kdtyson@emory.edu) by noon on Thursday for inclusion in next week s announcement. Quote of the Week Don t ask what the world needs. Ask what makes you come alive and go do it. Because what the world needs is people who have come alive. -Howard Thurman

19 Weekly Announcement #178 November 14, 2017 NEWS YOU CAN USE RAS Town Hall Meetings RAS will begin hosting quarterly TOWN HALL MEETINGS based on your requests. These meetings are part of our ongoing efforts to respond to your requests for information, tools, and other resources. These meetings will be for RAS staff and driven by RAS staff as a supplement to ERAZ. Please send us your Town Hall Meeting topics! Our first Town Hall Meeting will be on December 7, 2017 in the WHSCAB Auditorium from 3:45 to 4:45 with networking and refreshments to follow in the area outside the Auditorium. Today s FSR Open Forum The focus of today s FSR open forum will be FGC s FSR review process. Please review the current FSR Tips/FAQs and bring your questions so that FGC may provide additional insight. This is a living document and will continue to be updated as we go through the FSR transition. We look forward to a valuable discussion. OSP Resources for the New NIH Clinical Trial Requirements for Grants and Contracts The Office of Sponsored Programs (OSP) posted resources describing the new NIH clinical trial requirements for grants and contracts. You may locate the content here. The following topics are detailed: Why NIH Changes? NIH Definition of a Clinical Trial NIH Funding Opportunities New Human Subjects & Clinical Trial Information Form New Clinical Trials Protocol Template Good Clinical Practice Training Single IRB Policy Certificates of Confidentiality ClinicalTrials.gov Registration & Reporting Emory Internal Training Materials New Podcast: Understanding the Definition of a Clinical Trial and What That Means for You A new All About Grants podcast titled, Understanding the Definition of a Clinical Trial and What That Means for You by Dr. Mike Lauer, NIH deputy director for extramural research, is now available for download (mp3, transcript). The podcast discusses the NIH definition of a clinical trial and how changes to the clinical trials policies will impact applicants and grantees. Click here to learn more. FSR Tip of the Week from Rashonda Harris, FGC Associate Director of Operations Did you know that your FSR might be rejected for differences less than $1? It is important to remember that all entries must be posted to the GL to match all amounts drawn. Additionally, your FSR should mirror what is posted to the GL; this is a best practice to avoid your FSR from rejection.

20 Did You Know? In order to retain PMS (Payment Management System) access, users are required to maintain an active account (login at least once every 60 days). In addition, users must also update their password every 60 days. Therefore, it is recommended that staff login monthly to avoid an interruption to PMS access. If you have forgotten your password, you must establish and remember (record or retain) three security questions in order to request a password reset. Otherwise, your account will be terminated and you must request access again. If you need to request PMS access, please contact Kesley Tyson (kdtyson@emory.edu, x77854). Upcoming Events and Important Dates FSR Open Forum Clifton Road Room o Tuesday 11/14/2017 2:30-3:30 pm *Participants may also participate by bridge line (x79999, #837989). Research Administration at Emory (RAE) Foundation Class (register in ELMS) o Day 1: Wednesday, 11/29/2017 o Day 2: Thursday, 12/07/2017 o Day 3: Wednesday, 12/13/2017 NSF PAPPG Webinar o Friday 12/8/2017 2:00 pm *Sign up to be notified when registration is available on the outreach notifications website, by selecting All NSF Grants and Policy Outreach Events & Notifications. We Want to Hear from You! Submit Topics for the Weekly Announcement If you would like to share an update or news item with your RAS colleagues, please forward your text and/or images to Kesley Tyson (kdtyson@emory.edu) by noon on Thursday for inclusion in next week s announcement. Quote of the Week Challenges are what make life interesting and overcoming them is what makes life meaningful. - Joshua J. Marine

21 RAS / FGC GUIDANCE FSR TOOLKIT Effective Date: 11 October 2017 Version Information: 17 October 2017 by Rashonda Harris, Amanda Riley, and Denise Ehlen version 3 FSR TIPS/FAQs I. FSR Tips (from Rashonda Harris, FGC Associate Director of Operations) A best practice when submitting your FSR for a T award is to leave a note in the remarks section when you have no unliquidated obligations. This will inform the sponsored reviewer of your FSR that you have not made an error. Having no unliquidated obligations on a T award is unusual. Here is an example statement, trainees appointment and budget dates match, there are no unliquidated obligations. If your FSR is returned noting overspending of funds, your award may have an outstanding carryforward request pending approval or requiring submission. Although funding appears to be available in Compass, it does not mean all funds are available for use. If permission to carry forward funding is required, a formal request must be made to the sponsor. This request to carry forward funds should also be noted on your FSR. Carry forward requests are permissible in most cases as long as the award is active and not expiring within six months. Did you know that any funds requested 90 days after the end date through NIHs Payment Management System (PMS) are reviewed and approved on an individual basis? As a best practice, be sure all of your FSR expenses post to the GL timely to ensure payment. When completing an FSR for a multi-year award, as a best practice, verify the F&A rate used throughout the life of the project to ensure that you have not over/under charged your award. A best practice for all current FSR submissions is to confirm that all prior years are reconciled. Reconciliation of prior years will safeguard all funding and confirm balances, if cumulative are accurate for concurrent future funding. Fully review your draft FSR to confirm all items are populated, accurately (e.g., Report Period, Type, and F&A rates). II. Common FSR Errors Late PI confirmation not received Report type not selected The ART was submitted with the PI approval for an amount different than ART and adjustments in Column M (of the ART) were not noted in remarks and/or journal number provided. F&A rate does not match base calculation 1

22 Credit is still needed to draw to match Wrong period end date used FSR page does not contain doc# PMS information is not appended to the PDF Carryforward requires prior approval, not noted on FSR (Or approval for carryforward not requested) Report type not selected, no PMS, FA base ad expenses filled wrong Cumulative totals and unobligated balances do not match. 2

23 Weekly Announcement #177 November 7, 2017 NEWS YOU CAN USE NIH Certificate of Confidentiality Policy for NIH-Funded Human Subjects Research Effective October 1, 2017, all new and ongoing NIH-funded research meeting certain criteria is deemed to be issued a Certificate of Confidentiality (CoC) via a new NIH policy. Navigate to OSP s Important News online to review the full policy announcement. Volunteers Needed for Return to RAS Work Group It is not too late to volunteer to serve on the Return to RAS work group. RAS and OSP would like to convene a joint RAS/OSP team to identify and recommend process improvements to the Return to RAS feature. If you are interested in volunteering to serve on the joint RAS/OSP team, please contact Denise Ehlen (denise.ehlen@emory.edu) by noon on Friday 10 November RWJF Travel Policy Update for Grantees and Service Providers The Foundation recently announced a new travel policy for grantees and service providers. Some of the changes include: A single travel policy for both grantees and service providers An increase in the per day/per meal limits to $100/$75 An increase in clarity around items that are allowable/reimbursable, including the combination of personal travel and/or other business travel with Foundation-support business trips. Please visit for more information. FSR Tip of the Week from Rashonda Harris, FGC Associate Director of Operations Bring your questions and hot topics to the next FSR Open Forum from 2:30-3:30pm on Tuesday November 14, 2017 in at 1599 Clifton. Did You Know? When submitting xtrain terminations to FGC Operations via Salesforce, be sure that payroll has run for the period in which the termination ends. Payroll and budget period dates should match the amount entered in the termination request. Confirming payroll prior to submission can prevent processing delays. NIH policy ( requires that closeout documentation be submitted no later than 120 days after the project period end date. Contact Rashonda Harris with questions (rharr30@emory.edu, ).

24 Pediatrics RAS Update From Kathleen Bienkowski Diane Samuel has resigned from her position as Director of the Pediatrics RAS Unit at Emory. Diane is relocating to Las Vegas and has accepted the position of Director of Sponsored Projects and Compliance at Desert Research Institute (DRI). DRI serves as the non-profit environmental research arm of the Nevada System of Higher Education. Her last day with Emory will be Monday, November 27, Diane joined Emory in May of 2014, when the Peds RAS unit was launched and, since then, has done a wonderful job leading the Peds RAS staff, delivered quality service to her customers, and built strong, positive relationships with her stakeholders and peers. We will miss Diane greatly. Please join us in wishing her the best of luck in her new home and role. Denise Ehlen, Director of Operations and Projects, RAS Central, will serve as Interim Peds RAS Director until we backfill Diane s position. In this role, Denise will serve as the point of contact for the Peds RAS staff, Peds Department staff/faculty and SOM as support/direction is needed. The Peds RAS Director position will be posted soon and the selection process will be defined. She will also continue to lead the RAS Operations team. Upcoming Events and Important Dates NCURA Webinars, hosted by OSP (See for details) o Tuesday, 11/07/2017 2:00-3:00pm FSR Open Forum Clifton Road Room o Tuesday 11/14/2017 2:30-3:30 pm *This session may be offered via Adobe connect. Participants may also participate by bridge line (79999, #837989). Watch the RAS announcements for updates. Research Administration at Emory (RAE) Foundation Class (register in ELMS) o Day 1: Wednesday, 11/29/2017 o Day 2: Thursday, 12/07/2017 o Day 3: Wednesday, 12/13/2017 NSF PAPPG Webinar o Friday 12/8/2017 2:00 pm *Sign up to be notified when registration is available on the outreach notifications website, by selecting All NSF Grants and Policy Outreach Events & Notifications. We Want to Hear from You! Submit Topics for the Weekly Announcement If you would like to share an update or news item with your RAS colleagues, please forward your text and/or images to Kesley Tyson (kdtyson@emory.edu) by noon on Thursday for inclusion in next week s announcement. Quote of the Week A person who never made a mistake never tried anything new. - Albert Einstein

25 Weekly Announcement #176 October 31, 2017 NEWS YOU CAN USE Your Voice Matters---Please Provide Feedback on the FY 2018 RAS Training Priorities-Complete the Survey and Win a Prize The Fiscal Year 2018 RAS Training Plan will be driven by the collective wisdom of the RAS staff. The RAS Operations Team has identified key training themes and new ideas from input received from responses to POPin questions and surveys, your professional development plans, RAS Unit Directors input, and Pre- and Post-award Manager focus groups. Please provide feedback by completing the RAS Training Priorities Feedback Form ( by end of day Friday 11/3/2017. The final RAS Training Plan will be developed based on your priorities. Survey respondents now have the opportunity to be entered into a prize drawing by completing the link located in the thank you message. Staff who have already completed the survey are instructed to contact Denise Ehlen for the link to the drawing form. Thank you, Denise Ehlen Director, Operations / Projects Research Administration Services Pre-Award Training: New NIH Clinical Trial Requirements for Grants and Contracts The final NIH Clinical Trial Requirements for Grants and Contracts session will be held tomorrow (Wednesday 11/1/2017 from 1:00 to 2:30 pm in Café Montage at 1599 Clifton Road). All RAS pre-award administrators are required to attend one session. Refreshments will be provided. Contact Denise Ehlen (denise.ehlen@emory.edu, x75940) if you have questions or require additional information. The session will cover the following key topics: Why has the NIH made these changes? NIH Definition of a Clinical Trial NIH Funding Opportunities New Human Subjects and Clinical Trail Information Form New Clinical Trials Protocol Template Good Clinical Practice Training Single IRB Policy Certificates of Confidentiality ClinicalTrials.gov Registration and Reporting Emory Implementation of Requirements Issuance of a Revised Proposal and Award Policies and Procedures Guide (NSF 18-1)

26 A revised version of the NSF Proposal & Award Policies & Procedures Guide (PAPPG), (NSF 18-1) has been issued. The new PAPPG will be effective for proposals submitted, or due, on or after 1/29/2018. Significant changes include: Addition of a new eligibility subcategory on international branch campuses of U.S. Institutions of Higher Education; Revision of eligibility standards for foreign organizations; Implementation of the standard Collaborators and Other Affiliations (COA) template that has been in pilot phase since April; Increase in the Budget Justification page limitation from three pages to five pages; Restructuring of coverage on grantee notifications to and requests for approval from NSF, including reference to the Prior Approval Matrix available on the NSF website; and Numerous clarifications and other changes throughout the document. You are encouraged to review the by-chapter summary of changes provided in the Introduction section of the PAPPG. NSF will offer webinar to brief the community on the new PAPPG on 12/8/2017 at 2:00 pm EST. Sign up to be notified when registration is available on the outreach notifications website, by selecting All NSF Grants and Policy Outreach Events & Notifications. This version of the PAPPG becomes effective on 1/29/2017. In the interim, the guidelines contained in the current PAPPG (NSF 17-1), continue to apply. REMINDER: Requirements for ClinicalTrials.gov A revised FDA Final Rule and NIH Policy on Clinical Trials Registration and Results Information Submission became effective on 1/18/2017. Click here to read the letter routed to all Principal Investigators and Research Coordinators on 3/29/2017 by Jeffrey Lennox, Associate Dean for Clinical Research and David Wynes, Vice President of Research Administration. These requirements apply to Principal Investigator-initiated clinical trials where Emory is considered the sponsor. To ensure that PI-initiated studies are in compliance, Emory has established a ClinicalTrials.gov Service Center. For all awards issued on or after 9/1/2017, the service center in OCR will manage all PI-initiated studies where Emory is considered the sponsor. The NIH allows direct charging of compliance costs. All Emory studies will be charged a fee of $3,500. This service center fee must be incorporated in the budget as a direct charge effective immediately. Template language for use in budgets for the ClinicalTrials.gov Service Center fee is available on OCR s website ( Please use this language verbatim. The NIH also issued a companion policy requirement that language on the dissemination of clinical trial information must be included in new or competing applications submitted on or after 1/18/2017 Template language for dissemination of clinical trial information can be accessed on OCR s website at Please use this language verbatim. If you have questions regarding the new ClinicalTrials.gov requirements, contact OCR@emory.edu. FSR Tip of the Week from Rashonda Harris, FGC Associate Director of Operations Payment Management System draws for FSR submitted past 90 days after the end date are reviewed and approved by the sponsor individually. Ensure your FSR is submitted timely to safeguard payment.

27 Did You Know? Research Administration makes a difference in the world! Progress comes from research, in one way or another. What we do enables the researchers to come up with the next big things, whatever those are. One day, one of us will help secure funding for the team that cures cancer, ends world hunger, or makes a meaningful difference in climate change. We don t usually get any recognition for our role in the big discoveries but we know the value our contributions nonetheless. Top 10 Reasons We Love Research Administration. Upcoming Events and Important Dates Pre-Award Training: New NIH Clinical Trial Requirements for Grants and Contracts - Café Montage in 1599 Clifton o Wednesday 11/1/2017 1:00 to 2:30 pm FSR Open Forum Clifton Road Room o Tuesday 11/14/2017 2:00-3:00 pm *This session may be offered via Adobe connect. Participants may also participate by bridge line (79999, #837989). Watch the RAS announcements for updates. PAPPG Webinar o Friday 12/8/2017 2:00 pm *Sign up to be notified when registration is available on the outreach notifications website, by selecting All NSF Grants and Policy Outreach Events & Notifications. We Want to Hear from You! Submit Topics for the Weekly Announcement If you would like to share an update or news item with your RAS colleagues, please forward your text and/or images to Kesley Tyson (kdtyson@emory.edu) by noon on Thursday for inclusion in next week s announcement. Quote of the Week If you must fall, try to land on your back because if you can look up, you can get up. -Les Brown

28 Weekly Announcement #175 October 24, 2017 NEWS YOU CAN USE MESSAGE FROM KERRY PELUSO AND KATHLEEN BIENKOWSKI TO OSP STAFF AND RAS PRE-AWARD STAFF We appreciate your patience during the initial implementation phase of the Return to RAS function. We wanted to share additional information about the goals for this functionality as well as what we are doing to better define the feature and communicate with you. The goal of Return to RAS is NOT punitive. As it exists today, this function is NOT a key performance indicator (KPI) for RAS. Eventually, with changes, it may feed into a future RAS KPI. The goals of Return to RAS are: 1. To ultimately reduce the level of review needed by OSP allowing all of us to operate more efficiently. One of the RAS goals for FY2018 is to Reduce redundant efforts related to proposal reviews across RAS and OSP via continuous improvement in proposal quality enabled by OSP feedback to RAS. In the desired future state, OSP will maintain a limited level of review and will continue to submit proposals and negotiate nonindustry contracts on behalf of Emory University. 2. To identify joint (RAS and OSP) opportunities for communication, education, and/or process improvement. In order to achieve the first goal, OSP is tracking corrections identified (via Return to RAS ) when proposals are submitted so that we can determine what needs to be done to eliminate extensive OSP review. Once data show that adjustments are not generally needed at OSP, only a limited review will occur. This paradigm shift will empower the RAS to be responsible for quality proposal submissions and allow OSP staff to direct more of their attention to award setup and other responsibilities. To support the goals of the function as originally described to OSP, the process instituted upon implementation has been to return anything that needs adjustment, whether to correct errors or to seek clarification/confirmation that is needed prior to submission. Based upon the recent feedback received from RAS and OSP staff, we feel that additional review of the function and process is needed. Toward this end, RAS recently convened a Return to RAS focus group meeting to develop recommendations and shared the report with OSP leadership. As a result, we would like to convene a joint RAS/OSP team to identify and recommend process improvements. If you are interested in volunteering to serve on the joint RAS/OSP team, OSP staff should contact Holly Sommers (HSOMME2@emory.edu) and RAS staff should contact Denise Ehlen (denise.ehlen@emory.edu) by noon on Monday 30 October We are committed to supporting RAS and OSP staff in the proposal submission process. We welcome your feedback and engagement. Thank you, Kerry Peluso, OSP Kathleen Bienkowski, RAS Pre-Award Training: New NIH Clinical Trial Requirements for Grants and Contracts

29 Robin Ginn, Holly Sommers, and Rebecca Rousselle will co-facilitate three sessions on the new NIH Clinical Trial Requirements for Grants and Contracts. All RAS pre-award administrators are required to attend one session. The sessions will cover the following key topics: Why has the NIH made these changes? NIH Definition of a Clinical Trial NIH Funding Opportunities New Human Subjects and Clinical Trail Information Form New Clinical Trials Protocol Template Good Clinical Practice Training Single IRB Policy Certificates of Confidentiality ClinicalTrials.gov Registration and Reporting Emory Implementation of Requirements Sessions will be offered in Café Montage in 1599 Clifton as follows: Tuesday 10/24/2017 2:30 pm to 4:30 pm Friday 10/27/2017 1:00 to 3:00 pm Wednesday 11/1/2017 1:00 to 3:00 pm Refreshments will be provided. Please RSVP online at Contact Denise Ehlen (denise.ehlen@emory.edu, x75940) if you have questions or require additional information. FSR Tip of the Week from Rashonda Harris, FGC Associate Director of Operations With the transition of NIH FSR submissions moving from a pooled account over to an individual sub account, late FSR submissions are precarious. FSR submissions received closer to the due date have a reduced window for revisions. Additionally, funding is subsequently deobligated shortly after the due date. Upon completing your FSR, a recommended best practice is to check PMS to confirm that all funding is recognized and allocated to your award. Funding awarded between segments can go unnoticed, as NIH does not always send a revised NOA to alert you. Not checking PMS may result in a loss of funding unidentified in the system. Did You Know? Did you know Kerry Peluso, Associate Vice President for Research Administration, will be joining the office of the Florida State University (FSU) Vice President for Research in a key role overseeing both pre- and post-award offices as well as serving as the Treasurer of the FSU Research Foundation. Kerry s last day with Emory will be December 8, Please wish Kerry every success as she pursues this new career opportunity. Your Voice Matters---Please Provide Feedback on the FY 2018 RAS Training Priorities The Fiscal Year 2018 RAS Training Plan will be driven by the collective wisdom of the RAS staff. The RAS Operations Team has identified key training themes and new ideas from input received from responses to POPin questions and surveys, your professional development plans, RAS Unit Directors input, and Pre- and Post-award Manager focus groups. Please provide feedback by completing the RAS Training Priorities Feedback Form ( by end of day Tuesday 10/31/2017. The final RAS Training Plan will be developed based on your priorities.

30 Thank you, Denise Ehlen Director, Operations / Projects Research Administration Services Upcoming Events and Important Dates Pre-Award Training: New NIH Clinical Trial Requirements for Grants and Contracts Sessions will be offered in Café Montage in 1599 Clifton as follows: o o o Tuesday, October 24 th - 2:30 pm to 4:30 pm Friday, October 27 th - 1:00 to 3:00 pm Wednesday, November 1 st - 1:00 to 3:00 pm NCURA Webinars, hosted by OSP (See for details) o Wednesday, October 25 th : Managing Sponsored Research Risk in an International Environment FSR Open Forum Clifton Road Room o Tuesday, November 14 th - 2:00-3:00 * This session may be offered via Adobe connect. Participants may also participate by bridge line (79999, #837989). Watch the RAS announcements for updates. We Want to Hear from You! Submit Topics for the Weekly Announcement If you would like to share an update or news item with your RAS colleagues, please forward your text and/or images to Matthew Durrance (matthew.edward.durrance@emory.edu) by the end of the day on Thursday for inclusion in next week s announcement. Quote of the Week People often say that motivation doesn t last. Well, neither does bathing. That s why we recommend it daily. Zig Ziglar

31 Weekly Announcement #174 October 17, 2017 NEWS YOU CAN USE Pre-Award Training: New NIH Clinical Trial Requirements for Grants and Contracts Robin Ginn, Holly Sommers, and Rebecca Rousselle will co-facilitate three sessions on the new NIH Clinical Trial Requirements for Grants and Contracts. All RAS pre-award administrators are required to attend one session. The sessions will cover the following key topics: Why has the NIH made these changes? NIH Definition of a Clinical Trial NIH Funding Opportunities New Human Subjects and Clinical Trail Information Form New Clinical Trials Protocol Template Good Clinical Practice Training Single IRB Policy Certificates of Confidentiality ClinicalTrials.gov Registration and Reporting Emory Implementation of Requirements Sessions will be offered in Café Montage in 1599 Clifton as follows: Tuesday 10/24/2017 2:30 pm to 4:30 pm Friday 10/27/2017 1:00 to 3:00 pm Wednesday 11/1/2017 1:00 to 3:00 pm Refreshments will be provided. Please RSVP online at Contact Denise Ehlen (denise.ehlen@emory.edu, x75940) if you have questions or require additional information. NSF Agency Research Terms and Conditions Updates Updates have been made to the NSF Agency Specific Requirements to the Research Terms and Conditions. The revised agency specific requirements are available on the Award Conditions webpage and apply to all new NSF grants and funding amendments to existing NSF grants awarded on or after October 11, 2017 to institutions of higher education and non-profit organizations.

32 FSR Open Forum All post-award administrators are encouraged to attend this week s FSR Open Forum. Discussion topics/training include: 1. Review of Common FSR Issues/FAQs, 2. PMS Training, 3. How to Create PDFs from the ART, and 4. RAS Administrator Questions. Rashonda Harris and Denise Ehlen will host the FSR Open Forum from 3:00 to 4:00 pm in room of 1599 Clifton. Participants may also participate by bridge line (79999, #837989). We encourage you to participate in person for PMS and PDF training. FSR Tip of the Week from Rashonda Harris, FGC Associate Director of Operations Does your FSR have an unobligated balance? Does your award have automatic carryover? If so, noting in the remarks section of your FSR automatic carryover and prior approval is not needed would save you and the review of your FSR time. If your award does not have automatic carryover, noted in the remarks section of your FSR PI will submit, a formal request to carry forward will alert the sponsored reviewer that you intend to use the unobligated balance. FSR submission unaccompanied by a formal PI carry forward request noted on your FRS submission and then sent to the named sponsor can result in deobligated funding. Did You Know? In order to retain PMS (Payment Management System) access, users are required to maintain an active account (login at least once every 60 days). In addition, users must also update their password every 60 days. Therefore, it is recommended that staff login monthly to avoid an interruption to PMS access. If you have forgotten your password, you must establish and remember (record or retain) three security questions in order to request a password reset. Otherwise, your account will be terminated and you must request access again. If you need to request PMS access, please contact Matthew Durrance (mdurrance@emory.edu, x75136). From Our RAS Units The ABOSS RAS recently held their annual teambuilding event. Everyone was grouped into teams to paint sections of the Atlanta skyline, which fostered camaraderie across the multiple functions. Even though each team creatively designed their specific canvas, the final product reflected how multiple perspectives blend to create one successful outcome.

33 ABOSS RAS Staff: o Ali, Yasmin Khalida o Holcombe, Shundra J o Sellis, Mimi o Britt, Stephani o Obertone, Tracy S o Smith, Jean Kaye o Ciliax, Nancy Fox o Olivas, Alexander D. o Smith, Michelle H o Commodore, Ruth o Onken, Kristin Marie o Story, Alice o Crews, Kim E o Patterson, Jason Eugene o Teunis, Larissa o Dzivakwe, Moreblessing o Rogers, Becky B o Washington, Erikka o Falk, Tara o Rushing, Sherri H o White, Gina B Upcoming Events and Important Dates Pre-Award Training: New NIH Clinical Trial Requirements for Grants and Contracts Sessions will be offered in Café Montage in 1599 Clifton as follows: o Tuesday, October 24 th - 2:30 pm to 4:30 pm o Friday, October 27 th - 1:00 to 3:00 pm o Wednesday, November 1 st - 1:00 to 3:00 pm NCURA Webinars, hosted by OSP (See for details) o Wednesday, October 25 th : Managing Sponsored Research Risk in an International Environment We Want to Hear from You! Submit Topics for the Weekly Announcement If you would like to share an update or news item with your RAS colleagues, please forward your text and/or images to Matthew Durrance (matthew.edward.durrance@emory.edu) by the end of the day on Thursday for inclusion in next week s announcement. Quote of the Week Life is short and unpredictable. Eat the dessert first! -Helen Keller

34 Weekly Announcement #173 October 11, 2017 NEWS YOU CAN USE Did You Know? Three new presentations have been added to the Training and Presentation Library located on RASnet; SOM Research Resources 101, Sample Faculty/PI RAS Orientation Presentation, and RAS Training: Subawards and NIH Training. The shared library was created to help and support each other. Please continue to add to our collection and share training and presentation resources you have developed. Please forward any material to Denise Ehlen for inclusion in the Library. FSR Tip of the Week from Rashonda Harris, FGC Associate Director of Operations A best practice when submitting your FSR for a T award is to leave a note in the remarks section when you have no unliquidated obligations. This will inform the sponsored reviewer of your FSR that you have not made an error. Having no unliquidated obligations on a T award is unusual. Here is an example statement, trainees appointment and budget dates match, there are no unliquidated obligations. Upcoming Events and Important Dates NCURA Webinars, hosted by OSP (See for details) o Wednesday, October 25 th : Managing Sponsored Research Risk in an International Environment We Want to Hear from You! Submit Topics for the Weekly Announcement If you would like to share an update or news item with your RAS colleagues, please forward your text and/or images to Matthew Durrance (matthew.edward.durrance@emory.edu) by the end of the day on Thursday for inclusion in next week s announcement. Quote of the Week As a single footstep will not make a path on the earth, so a single thought will not make a pathway in the mind. To make a deep physical path, we walk again and again. To make a deep mental path, we must think over and over the kind of thoughts we wish to dominate our lives. -Henry David Thoreau

35 Weekly Announcement #172 October 3, 2017 NEWS YOU CAN USE Did You Know? Did you know that we host a Training and Presentation Library in RASnet? To access the resource, login to RASnet and select Training and Presentation Library. We are building a shared library to help and support each other. Please add to our collection and share training and presentation resources you have developed. Please forward tip sheets, FAQs, checklists, PowerPoint slides, and other resources to Denise Ehlen for inclusion in the Library. Also, please include the resource authors so we can credit our talented colleagues for their work. Finance Support Center-PDF Issue When submitting tickets with a PDF file attachment, submit the ticket prior to uploading the PDF file. If the PDF file is uploaded at the time the ticket is created, the FSC team will not be able to view the attachment (although it may appear the PDF is already attached) which will result in the ticket being closed. Once the ticket has been submitted, upload the PDF file even if it appears the PDF file has been uploaded twice.

36 FSR Tip of the Week from Rashonda Harris, FGC Associate Director of Operations

37 If your FSR is returned noting overspending of funds, your award may have an outstanding carryforward request pending approval or requiring submission. Although funding appears to be available in Compass, it does not mean all funds are available for use. If permission to carry forward funding is required, a formal request must be made to the sponsor. This request to carry forward funds should also be noted on your FSR. Carry forward requests are permissible in most cases as long as the award is active and not expiring within six months. Upcoming Events and Important Dates NCURA Webinars, hosted by OSP (See for details) o Tuesday, October 10 th : Data Transfer and Use Agreements (DTUAs) o Wednesday, October 25 th : Managing Sponsored Research Risk in an International Environment RAE Three-Day Foundation Course (register in ELMS) o Tuesday, October 10 th o Friday, October 13 th o Tuesday, October 17 th We Want to Hear from You! Submit Topics for the Weekly Announcement If you would like to share an update or news item with your RAS colleagues, please forward your text and/or images to Matthew Durrance (matthew.edward.durrance@emory.edu) by the end of the day on Thursday for inclusion in next week s announcement. Quote of the Week To get up each morning with the resolve to be happy is to set our own conditions to the events of each day. To do this is to condition circumstances instead of being conditioned by them. -Ralph Waldo Emerson

38 Weekly Announcement #171 September 25, 2017 NEWS YOU CAN USE Did You Know? Did you know that Emory now has a Foreign Currency Conversion Policy? Awards often included international A/R. This policy details the process for foreign currency conversions for the underpayment and overpayment of A/R maintenance as well as accounting journal entries. RAS Staff Phone Numbers RAS staff are models of Fantastic Service. Please ensure your phone number is available to PIs, colleagues, and other Emory staff by verifying your number is included in the Emory Online Directory. We have provided a brief job aid (attached and in RASnet) if you need to update your Directory entry. Thank you for providing the best customer service to the Emory community. FSR Tip of the Week from Rashonda Harris, FGC Assistant Director of Operations Did you know that any funds requested 90 days after the end date through NIHs Payment Management System (PMS) are reviewed and approved on an individual basis? As a best practice, be sure all of your FSR expenses post to the GL timely to ensure payment. Research Administration Day The Office of Research Administration would like to take the opportunity, on National Research Administrator Day, to recognize the everyday contributions made by each of you by providing a sweet treat today, Monday, September 25th. Each RAS Unit will have cupcakes delivered directly to them in their respective units. Your RAS Director will let you know when and where to enjoy them. All other Office of Research Administration departments, as well as Finance, Grants and Contracts, are invited to enjoy cake at 1:00 in Café Montage located on the 2nd floor of the 1599 building. Thank you for all you do, The Office of Research Administration Upcoming Events and Important Dates Year-End Closes o Third Close: Saturday, September 30 th NCURA Webinars, hosted by OSP (See for details)

39 o Tuesday, September 26 th : Developing Policies and Procedures o Tuesday, October 10 th : Data Transfer and Use Agreements (DTUAs) RAE Three-Day Foundation Course (register in ELMS) o Tuesday, October 10 th o Friday, October 13 th o Tuesday, October 17 th What Want to Hear from You! Submit Topics for the Weekly Announcement If you would like to share an update or news item with your RAS colleagues, please forward your text and/or images to Matthew Durrance (matthew.edward.durrance@emory.edu) by the end of the day on Thursday for inclusion in next week s announcements. Quote of the Week The good life is a process, not a state of being. It is a direction not a destination. -Carl Rogers

40 RAS Operations Effective Date: 22 September 2017 Version Information: 22 September 2017 by Amanda Riley, version 1 JOB AID: EDITING THE ONLINE DIRECTORY 1. Navigate to 2. Select Incorrect or Missing Information. 3. Follow the first hyperlink below Employees. 1

41 4. Complete the login. 5. Select Personal Information. 2

42 6. Select Personal Details. 7. Select Contact Details. 8. Edit and Save. 3

43 Weekly Announcement #170 September 18, 2017 NEWS YOU CAN USE VPN Tips for Working from Home (Adapted from a message sent by Stephen Kutzer, Director of ECAS IT) The ability to work from any location on campus is important. Having access to your data both on campus and remotely is equally as important. With Back-to-School in full swing it seems a good time to remind everyone to back up their data and ensure that you can continue to work when away from campus. Emory has created an infrastructure that provides secure remote access, but a few steps have to be taken to ensure that access is set up. Backing up and checking remote access before an emergency situation will ensure that your data is secure and you can remain connected with colleagues. How do I install DUO Authentication? In order to access Emory University remote service you must first setup VPN and DUO authentication. Duo is a two-factor authentication system that Emory has implemented on multiple services to increase security. To signup visit It is highly recommended that you do this from a computer, and not the mobile device that you will be enrolling with Duo. How do I access my ? Office365 is Emory s secured, public facing access option. On any computer you can go to You will be prompted to enter your NETID and password and your DUO authentication. This will open up an client that is almost as robust as your business desktop/laptop Outlook. You can see all of your , calendars, folders etc. OWA access does not require a connection to Emory s VPN. How do I access the Virtual Private Network (VPN)? All faculty and staff must request VPN access in advance if they need to work remotely. This access is requested by calling Emory University s help desk at and requesting VPN access for yourself. Once you are initially authorized by central IT, you can VPN from Emory-owned or personal devices. Emory s VPN enables a remote computer to send and receive data as if it were directly connected to the Emory network. You can establish this connection from any computer on any network. Users can go to The computer that you are on will be scanned for adequate virus protection and if it passes that test, you can enter your Emory NETID and network password. Upon successful completion of this process, you will have established your connection to Emory s private network. This process works on PCs and Macs alike. FSR Open Forum In next Thursday s FSR Forum (September 21 st ), RAS-ABOSS and FGC will jointly present a complete, realistic FSR case. The presentation will allow participants to see the same FSR from the perspective of both RAS and FGC.

44 Please join us next Thursday from 3:00PM to 4:00PM. The forum will be held in Room in 1599 Clifton. You may also call into the meeting by dialing , then enter code # FSR Tip of the Week from Rashonda Harris, FGC Assistant Director of Operations When completing an FSR for a multi-year award, as a best practice, verify the F&A rate used throughout the life of the project to ensure that you have not over/under charged your award. Upcoming Events and Important Dates Year-End Closes o Second Close: Thursday, September 21 st o Third Close: Saturday, September 30 th FSR Open Forum o Thursday, September 21 st, 3:00 to 4:00 pm in at 1599 Clifton (Dial in 79999, #837989) NCURA Webinars, hosted by OSP (See for details) o Tuesday, September 26 th : Developing Policies and Procedures o Tuesday, October 10 th : Data Transfer and Use Agreements (DTUAs) RAE Three-Day Foundation Course (register in ELMS) o Tuesday, October 10 th o Friday, October 13 th o Tuesday, October 17 th What Want to Hear from You! Submit Topics for the Weekly Announcement If you would like to share an update or news item with your RAS colleagues, please forward your text and/or images to Matthew Durrance (matthew.edward.durrance@emory.edu) by the end of the day on Thursday for inclusion in next week s announcements. Quote of the Week The difficulty lies, not in the new ideas, but in escaping from the old ones, which ramify, for those brought up as most of us have been, into every corner of our minds. -John Maynard Keynes, The General Theory of Employment, Interest and Money

45 Weekly Announcement #169 September 13, 2017 NEWS YOU CAN USE Updated FGC Staff Assignments FGC Operations has selected Brian Miller as the new Financial Manager. Please see the link below for an updated list of FGC staff assignments.

46 FY2017 Year-End Dates Please keep in mind the following important dates for the FY2017 closeout. Additional resources listed below are also available to you: FY17 Second Close Journal Entry Deadline: Tuesday, September 19, noon After September 19, 2017, any further adjustments by non-central Finance units must have Chief Business Officer approval by Monday, September 25th at 5:00pm. FY17 Second Close: Thursday, September 21 FY17 Final Close: Saturday, September 30 Resources To assist you in achieving a successful year-end close, the following resources are currently available to you: FY17 Year-end Process PowerPoint, a complete list of dates and actions you need to take, including useful tips FY17 Year-end Checklist, organized by date FY17 Year-end Contact List, a contact list of individuals (and addresses) to help with questions about each area associated with the close process FY17 Year-end Webinar, a recorded session outlining the year-end process Important: These are Division of Finance deadlines. Please follow the guidelines of your unit s chief business officer, as your unit s internal deadlines may be earlier. RASnet Soft Freeze Emory s website management tool, Cascade, is currently under a soft freeze while system updates are performed. RAS announcements cannot be posted or updated in RASnet until after September 22 nd. Once the freeze is ended, we will update the website each week with the most recent RAS announcements. Upcoming Research Administration at Emory (RAE) Foundation Class The next RAE Foundation Class will begin Tuesday, October 10 th. The RAE Foundation class is a three-day course for both pre-award and post-award RAS staff. If you have any questions or need more information, you may contact Ashley Myers at ashley.e.myers@emory.edu.

47 You may register for the course in ELMS. The class code is FSR Tip of the Week from Rashonda Harris, FGC Assistant Director of Operations Is your FSR complete and ready for submission? Awesome, did you also ensure that all past years were reconciled? A best practice for all current FSR submissions is to confirm that all prior years are reconciled. Reconciliation of prior years will safeguard all funding and confirm balances, if cumulative are accurate for concurrent future funding. Upcoming Events and Important Dates Year-End Closes o First Close: Monday, September 11 th o Second Close: Thursday, September 21 st o Third Close: Saturday, September 30 th FSR Open Forum o Thursday, September 21 st, 3:00 to 4:00 pm in at 1599 Clifton (Dial in 79999, #837989) NCURA Webinars, hosted by OSP (See for details) o Tuesday, September 26 th : Developing Policies and Procedures o Tuesday, October 10 th : Data Transfer and Use Agreements (DTUAs) RAE Foundation Course (register in ELMS) o Tuesday, October 10 th o Friday, October 13 th o Tuesday, October 17 th What Want to Hear from You! Submit Topics for the Weekly Announcement If you would like to share an update or news item with your RAS colleagues, please forward your text and/or images to Matthew Durrance (matthew.edward.durrance@emory.edu) by the end of the day on Thursday for inclusion in next week s announcements. Quote of the Week We may affirm absolutely that nothing great in the World has been accomplished without passion. - Georg Wilhelm Friedrich Hegel

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49 Department Dept # Staff Unit Manager RAS Winship Cancer Institute Nichola Robinson Carlos Salinas RAS_CI SOM: HMO: Med Onc Nichola Robinson Carlos Salinas RAS_CI SOM: HMO: Hematology Nichola Robinson Carlos Salinas RAS_CI SOM: HMO: BMT Nichola Robinson Carlos Salinas RAS_CI SOM: HMO: Grady Nichola Robinson Carlos Salinas RAS_CI SOM: HMO: Admin Nichola Robinson Carlos Salinas RAS_CI SOM: HMO: Research Nichola Robinson Carlos Salinas RAS_CI SOM: Rad Onc: Admin Nichola Robinson Carlos Salinas RAS_CI SOM: Rad: Admin Nichola Robinson Carlos Salinas RAS_CI SOM: Rad: Abdominal Radiology Nichola Robinson Carlos Salinas RAS_CI SOM: Rad: Breast Imaging Nichola Robinson Carlos Salinas RAS_CI SOM: Rad: Community Radiology Nichola Robinson Carlos Salinas RAS_CI SOM: Rad: Musculoskeletal Nichola Robinson Carlos Salinas RAS_CI SOM: Rad: Neuroradiology Nichola Robinson Carlos Salinas RAS_CI SOM: Rad: Nuclear Medicine Nichola Robinson Carlos Salinas RAS_CI SOM: Rad: Cardio Thoracic Nichola Robinson Carlos Salinas RAS_CI SOM: Rad: Interventional Nichola Robinson Carlos Salinas RAS_CI SOM: Rad: Pediatric Nichola Robinson Carlos Salinas RAS_CI SOM: Rad: Body MR Program Nichola Robinson Carlos Salinas RAS_CI SOM: Rad: Neurointerventional Nichola Robinson Carlos Salinas RAS_CI SOM: Rad: Clinical MD Research Nichola Robinson Carlos Salinas RAS_CI SOM: Rad: Rsch Labs - Gen Nichola Robinson Carlos Salinas RAS_CI SOM: Rad: Rsch Labs - Gen Adm Nichola Robinson Carlos Salinas RAS_CI SOM: Rad: Nuclear Cardiology Nichola Robinson Carlos Salinas RAS_CI SOM: Rad: Radiopharm Disc Lab Nichola Robinson Carlos Salinas RAS_CI SOM: Rad: Med Phys & Quad Img Nichola Robinson Carlos Salinas RAS_CI SOM: Rad: Radiogand & Expert Nichola Robinson Carlos Salinas RAS_CI SOM: Rad: MR Research Lab Nichola Robinson Carlos Salinas RAS_CI SOM: Rad: Physics & Comp Lab Nichola Robinson Carlos Salinas RAS_CI SOM: Rad: Medical Imaging Prg Nichola Robinson Carlos Salinas RAS_CI SOM: Rad: Emergency Radiology Nichola Robinson Carlos Salinas RAS_CI SOM: Rad: Imaging Informatics Nichola Robinson Carlos Salinas RAS_CI SOM: Peds: Administration Kim Jennings Carlos Salinas RAS_PEDS SOM: Peds: PCOG Kim Jennings Carlos Salinas RAS_PEDS SOM: Peds: Neonatology Sandra Igbinovia Carlos Salinas RAS_PEDS SOM: Peds: Rheumatology Sandra Igbinovia Carlos Salinas RAS_PEDS SOM: Peds: Endocrinology Kim Jennings Carlos Salinas RAS_PEDS SOM: Peds: Gastroenterology Sandra Igbinovia Carlos Salinas RAS_PEDS SOM: Peds: Neurology Kim Jennings Carlos Salinas RAS_PEDS SOM: Peds: Nephrology Kim Jennings Carlos Salinas RAS_PEDS SOM: Peds: Children's Hrt Ctr LaKeisha Munnerlyn Carlos Salinas RAS_PEDS SOM: Peds: General LaKeisha Munnerlyn Carlos Salinas RAS_PEDS SOM: Peds: Infectious Disease Kim Jennings Carlos Salinas RAS_PEDS SOM: Peds: Emergency Medicine LaKeisha Munnerlyn Carlos Salinas RAS_PEDS SOM: Peds: Critical Care Kim Jennings Carlos Salinas RAS_PEDS SOM: Peds: Emory LOBP LaKeisha Munnerlyn Carlos Salinas RAS_PEDS SOM: Peds: Allergy Kim Jennings Carlos Salinas RAS_PEDS SOM: Peds: Sleep Kim Jennings Carlos Salinas RAS_PEDS SOM: Peds: Pulmonology Kim Jennings Carlos Salinas RAS_PEDS SOM: Peds: Cystic Fibrosis Kim Jennings Carlos Salinas RAS_PEDS SOM: Peds: Marcus Center Nikya Grandberry Carlos Salinas RAS_PEDS SOM: Peds: Egleston LaKeisha Munnerlyn Carlos Salinas RAS_PEDS SOM: Peds: Solid Tumor LaKeisha Munnerlyn Carlos Salinas RAS_PEDS

50 SOM: Peds: Neuro-Oncology LaKeisha Munnerlyn Carlos Salinas RAS_PEDS SOM: Peds: Leukemia Lymphoma Kim Jennings Carlos Salinas RAS_PEDS SOM: Peds: BMT Nikya Grandberry Carlos Salinas RAS_PEDS SOM: Peds: Survivor Kim Jennings Carlos Salinas RAS_PEDS SOM: Peds: HemThrom Kim Jennings Carlos Salinas RAS_PEDS SOM: Peds: Sickle Cell Kim Jennings Carlos Salinas RAS_PEDS SOM: Peds: Hematology Kim Jennings Carlos Salinas RAS_PEDS SOM: Peds: Gene Therapy Kim Jennings Carlos Salinas RAS_PEDS SOM: Peds: ENT Kim Jennings Carlos Salinas RAS_PEDS SON: General Mary Williams Carlos Salinas RAS_SPH SON: Dean's Office Mary Williams Carlos Salinas RAS_SPH SON: Administrative Initiatv Mary Williams Carlos Salinas RAS_SPH SON: Office of the Dean Mary Williams Carlos Salinas RAS_SPH SON: Nursing Research Mary Williams Carlos Salinas RAS_SPH SON: Education Mary Williams Carlos Salinas RAS_SPH SON: Adult & elder Hlth Dept Mary Williams Carlos Salinas RAS_SPH SON: Family & Community Hlth Mary Williams Carlos Salinas RAS_SPH SON: Academic Advancement Mary Williams Carlos Salinas RAS_SPH SON: Graduation Mary Williams Carlos Salinas RAS_SPH SPH: Behavrl Sciences & Health LaKeisha Munnerlyn Carlos Salinas RAS_SPH SPH: Microbiology & Immunology Mary Williams Carlos Salinas RAS_SPH SPH: Biostatistics Kim Jennings Carlos Salinas RAS_SPH SPH: Environmental Health Sandra Igbinovia Carlos Salinas RAS_SPH SPH: Epidemiology Nikya Grandberry Carlos Salinas RAS_SPH SPH: Health Policy and Mngmnt Nikya Grandberry Carlos Salinas RAS_SPH SPH: Global Health Mary Williams Carlos Salinas RAS_SPH SPH: Global Health Institute Mary Williams Carlos Salinas RAS_SPH

51 Weekly Announcement #168 September 5, 2017 NEWS YOU CAN USE Appreciation Gift for RAS Staff Message from Kathleen: As we enter a new fiscal year, I wanted to take a moment to thank you all for a great FY17! I so appreciate all your efforts and hard work. I am so happy we have such a great RAS team. Let s make FY18 even better! Happy New Year! Coming to you this week! To thank you, each RAS employee will be receiving a 30 oz. double wall vacuum stainless steel tumbler with lid and a copper lining; keeps cold beverages for 24 hours and hot beverages hot for 5 1/2 hours (pictured below). Your RAS Director will be handing them out! Enjoy!

52 FY2017 Year-End Dates Please keep in mind the following important dates for the FY2017 closeout, as well as the resources noted below that are available to you: FY17 First Close: Monday, September 11 FY17 Second Close: Thursday, September 21 FY17 Final Close: Saturday, September 30 Resources To assist you in achieving a successful year-end close, the following resources are currently available to you: FY17 Year-end Process PowerPoint, a complete list of dates and actions you need to take, including useful tips FY17 Year-end Checklist, organized by date FY17 Year-end Contact List, a contact list of individuals (and addresses) to help with questions about each area associated with the close process FY17 Year-end Webinar, a recorded session outlining the year-end process Important: These are Division of Finance deadlines. Please follow the guidelines of your unit s chief business officer, as your unit s internal deadlines may be earlier. FSR Tip of the Week from Rashonda Harris, FGC Assistant Director of Operations To T-Award or not T-Award, that is the question. When completing your T-Award, be sure to reconcile your unliquidated obligations, as they will offset future funding. This means that your award will decrease in new funding by this amount, allowing the unliquidated obligation to roll into the new period for use. Award Volume Increased in FY2017 We want to congratulate everyone in RAS for another highly successful year! Preliminary numbers show that Emory received over $628 million in sponsored awards in FY2017. That is a 9.3% increase from FY2016, and almost 53% increase from ten years ago! Emory could not receive or manage such a large award portfolio without the dedication of everyone in the RAS organization. Thank you for everything you do!

53 Blackboard Decommissioned Emory officially decommissioned Blackboard on September 1 st. If you are looking for something that was previously on the RAS Blackboard website, you can find the same information and files on RASnet, the new RAS website. To gain access to the new, secured website for RAS staff, click on RASNET in the gold header at the top of the page. Your normal Emory login will provide access to the secured site. Upcoming Events and Important Dates FSR Open Forum o Thursday, September 21 st, 3:00 to 4:00 pm in at 1599 Clifton (Dial in 79999, #837989) RAE (register in ELMS) o Tuesday, October 10 th o Friday, October 13 th o Tuesday, October 17 th NCURA Webinars, hosted by OSP (See for details) o Tuesday, September 26 th o Tuesday, October 10 th Year-End Closes o First Close: Monday, September 11 th o Second Close: Thursday, September 21 st o Third Close: Saturday, September 30 th Share an Update If you would like to share an update or news item with your RAS colleagues, please forward your text and/or images to Matthew Durrance (matthew.edward.durrance@emory.edu) by the end of the day on Thursday for inclusion in next week s announcements.

54 Weekly Announcement #167 August 28, 2017 NEWS YOU CAN USE FSR Tip of the Week Fully review your Report once complete to confirm all items are populated, accurately. Example: Report Period, Type, and F&A rates UG FAQs and 2017 CS The latest set of FAQs is out - UniformGuidanceFrequentlyAskedQuestions.pdf. The 2017 CS has cleared OMB and is being packaged by our Tech Office to be up on OMB Home page with no change since last shared with you (except for the updated link for the FAQs). Team Building Event Requests for RAS Highlights or Upcoming Events If you have any RAS highlights or upcoming events that you would like to share, please Nicole George by Thursday, August 31st.

55 Weekly Announcement #166 August 21, 2017 NEWS YOU CAN USE Negotiated Fringe Benefit Rate Approved We have received approval for our FY18 federal fringe rates from DHHS. The table below represents the university s finalized fringe benefit rates for fiscal year Please use these rates for any new proposals. For proposals already routed, please be aware that the new fringe rate will be applied to salary on the award and rebudgeting from other expenses may be necessary. If a proposal using the old rate is currently routing to OSP and the RAS unit wishes to update the rate to reflect the new fringe rate, please work directly with your OSP analyst to update the proposal and the EPEX record. Fringe Benefit Rates for FY18: Type Campus Rates for Federal Labor Charges Campus Rates for Non- Federal Labor Charges Faculty/Staff/Postdoc 27.30% 27.50% Resident 16.00% 23.00% FICA Only 7.65% 7.65% The rate table can be found on the FACS portion of the Controller s Office website at The rates above are effective as of Sept. 1, 2017 and should now be used in all grant proposals. The official signed agreement from DHHS is also now available on the web page linked above. James Goff Director, Cost Analysis & Reporting Office of the Controller F&A Rates - Finance Website A link to F&A Rates can be found on the Finance Website. Please see link below. Facilities & Administrative Rates

56 If you have any RAS highlights or upcoming events that you would like to share, please Nicole George by Thursday, August 17 th. Reminder: FY2017 Year-End Documents University Only As the end of Emory s fiscal year (August 31) approaches, please keep in mind the following important dates, as well as the resources noted below that are available to you: FY17 First Close: Monday, September 11 FY17 Second Close: Thursday, September 21 FY17 Final Close: Saturday, September 30 Resources To assist you in achieving a successful year-end close, the following resources are currently available to you: FY17 Year-end Process PowerPoint, a complete list of dates and actions you need to take, including useful tips FY17 Year-end Checklist, organized by date FY17 Year-end Contact List, a contact list of individuals (and addresses) to help with questions about each area associated with the close process FY17 Year-end Webinar, a recorded session outlining the year-end process You can see each of these resources by: 1. Clicking the blue name above or 2. Clicking on the FY17 Year-end Documents link on the Finance website under the Finance News & Events section.

57 Important: These are Division of Finance deadlines. Please follow the guidelines of your unit s chief business officer, as your unit s internal deadlines may be earlier than those stated here. We hope that these resources help you close the books on this fiscal year successfully and efficiently. FSR Open Forum We are canceling the FSR Open Forum for 8/22 because it coincides with the Georgia research administrators event in Athens. Rashonda Harris, Associate Director of Operations, FGC and Denise Ehlen, Director of Operations, RAS Central will host an FSR Open Forum during the dates and times listed below. 9/21, 3:00 to 4:00 10/19, 3:00 to 4:00 11/14, 2:30 to 3:30 12/18, 2:30 to 3:30 1/24, 3:00 to 4:00 2/21, 3:00 to 4:00 All Open Forums will be held in 1599 Clifton, Bridge Line: Dial-in Number (or extension 79999), Participant Code: This is an opportunity for RAS staff to learn more about the FSR process, seek clarification on policies/procedures, obtain guidance on analyzing FSR data, or ask any/all questions on preparing and submitting the FSR. NIH Update: Questions For Human Subjects Researchers; RPPR Webinar; Fiscal Policy & Salary Cap Guidance; Office of Laboratory Animal Welfare Resources Open Mike 4 Questions For Researchers and Institutions Involved In Human Subjects Research Posted on August 11, 2017 by Mike Lauer Last September, and in January of this year, we wrote about a suite of initiatives aimed at improving the quality and transparency of the NIH-supported research that most directly engages human participants clinical trials. These initiatives include dedicated funding Continue reading Top Stories Fiscal Policy and Salary Cap Guidance for 2017

58 Now that the NIH fiscal year 2017 budget is signed into law, NIH published its final fiscal policy and salary cap guidance for this year. In general, NIH will restore reductions to non-competing continuation awards made this year while we were operating under a pending budget (continuing resolution). Additional details on fiscal operations, including specific funding strategies for ICs and any exceptions,. Continue reading Next Generation Researcher Policy Announcement Coming Soon In June, NIH announced plans for a new initiative to provide additional support to the next generation of researchers. We will be announcing policy details this month. Stay tuned to the Notices published in the NIH Guide for Grants and Contracts. We will also include an announcement here on the NIH Extramural Nexus & Open Mike blog site, when the policy is published. Continue reading Grants Administration & Policy Workshops That Will Have You Asking Why Didn t I Attend Sooner? Update: The two day seminar has reached capacity today. However, the following workshops are still available to attend without seminar registration: Human Research Reviews: Mastering the Process, Intellectual Property Understanding Requirements and Recipient Responsibilities, and Intellectual Property A Hands-on Demonstration of iedison... Continue reading Keep Current with News from the Office of Laboratory Animal Welfare If you are a researcher who works with animal models, or are involved in IACUCs (Institutional Animal Care and Use Committees), you ll want to stay on top of news, training opportunities, and resources from the NIH Office of Laboratory Animal Welfare (OLAW). These include:. Continue reading Calendar August 30: NIH Webinar on Research Performance Progress Reports (RPPRs) Test your Knowledge! Did you know there are three types of Research Performance Progress Reports (RPPRs) that are associated with an NIH grant award? Can you name them? If you said Annual, Interim, & Final RPPRs way to go! What does each one include? How and when do you submit each? What changes have been made in 2017 and what are still to come? On Wednesday, August 30, from 2:00-3:30 ET, NIH experts are planning to answer these questions, along with sharing the latest updates on RPPR policies and process updates. This webinar is designed for principal investigators, signing officials, and delegated officials responsible for the development and submission of progress reports to the NIH. Registration is now open. Continue reading

59 If you have any RAS highlights or upcoming events that you would like to share, please Nicole George by Thursday, August 17 th. Have a great week! Have a great week!

60 Weekly Announcement #165 August 14, 2017 NEWS YOU CAN USE Changing policies impact NIH-funded studies involving human subjects Message to NIH grant applicants/awardees, contractors, researchers and research administrators: If you are conducting NIH-funded research that involves human subjects, or are considering applying to NIH for support of such research, we want to call your attention to important changes that may affect how you: select the right NIH funding opportunity announcement write the research strategy and human subjects sections of your application comply with appropriate policies and regulations First, familiarize yourself with the new PHS Human Subject and Clinical Trial Information form. For application due dates of January 25, 2018, and beyond, you will be required to use an updated application forms package (FORMS-E), which includes the new human subject and clinical trial form. This form requests human subject and clinical trials information at the study level using discrete form fields, which is a change from current practice. Contract proposals will also require this information. Learn about the new form here. Second, take a moment to answer these four questions about your current or proposed research: 1) Does the study involve human participants? 2) Are the participants prospectively assigned to an intervention? 3) Is the study designed to evaluate the effect of the intervention on the participants? 4) Is the effect that will be evaluated a health-related biomedical or behavioral outcome? If the answer to all four questions is yes, then your proposed research meets the NIH definition of a clinical trial. Clarified and broadened in 2014, the definition encompasses a wide range of trial types: mechanistic, exploratory/developmental, pilot/feasibility, behavioral, and more. NIH expanded the clinical trial definition in response to widespread calls from diverse stakeholders for improved reporting of research milestones and outcomes, and for assuring maximal transparency. Need help determining whether your study would be considered by NIH to be a clinical trial? See our webpage on the definition that includes case studies, FAQs and other resources that can help. Still unsure? Contact your NIH program official or the scientific

61 point of contact listed on the funding opportunity announcement to which you are applying. Third, familiarize yourself with NIH policy changes related to enhancing stewardship of clinical trials. NIH made a number of policy changes to improve the stewardship of clinical trials across the life cycle of the trial. We encourage you to familiarize yourself with all that is changing, including: the requirement to apply to an FOA that specifically allows for the submission of clinical trial applications for due dates beginning January 25, Good Clinical Practice training expectations for NIH staff, grantees, and contractors that went into effect January updated peer review criteria that will be included in FOAs for clinical trial applications and solicitations for due dates on/after January 25, new Human Subject Information form requirements for clinical trials that will be included in updated application forms (FORMS-E) for due dates on/after January 25, 2018, and contract solicitations published as of January 25, use of a single IRB for non-exempt, multi-site clinical trials for application due dates on/after January 25, expanded ClinicalTrials.gov registration and reporting to include all NIH supported clinical trials. Improving the design, efficiency, and transparency of clinical trials is important because it: respects our ethical obligation to participants to maximize the use of the knowledge from the trials in which they participate facilitates design of clinical trials while reducing unnecessary duplication promotes broad, timely, and responsible dissemination of research information and results fosters responsible stewardship of the public s investment in biomedical research We have developed a new Clinical Trial Requirements for NIH Grantees and Contractors web page to bring together all the information you need to know. Please review this information carefully. Your attention to detail will be critical to ensuring successful funding of your clinical trial awards. We will be putting out a series of reminder policy notices, training opportunities, and other resources in the NIH Guide to Grants and Contracts, in the NIH Extramural Nexus, and on my blog. The success of clinical trials relies on the public trust in scientific rigor and ethical oversight. We all play a critical role in this process. We are most grateful to you for your help and support. Best,

62 Michael S. Lauer, MD Deputy Director for Extramural Research, NIH Reminder: ORA Annual Celebration August 15, 2017 Dr. David Wynes cordially invites you to the 2017 Office of Research Administration Annual Celebration on August 15th from 11:30a-1:30p at the Emory Conference Center Hotel, Lullwater Ballroom. This is a celebration to acknowledge the accomplishments of ORA and express appreciation for the hard work and dedication of all ORA employees. We look forward to seeing you there and celebrating another great year together! If you have any RAS highlights or upcoming events that you would like to share, please Nicole George by Thursday, August 17 th. Have a great week!

63 Weekly Announcement #164 August 7, 2017 NEWS YOU CAN USE FY2017 Year-End Documents University Only As the end of Emory s fiscal year (August 31) approaches, please keep in mind the following important dates, as well as the resources noted below that are available to you: FY17 First Close: Monday, September 11 FY17 Second Close: Thursday, September 21 FY17 Final Close: Saturday, September 30 Resources To assist you in achieving a successful year-end close, the following resources are currently available to you: FY17 Year-end Process PowerPoint, a complete list of dates and actions you need to take, including useful tips FY17 Year-end Checklist, organized by date FY17 Year-end Contact List, a contact list of individuals (and addresses) to help with questions about each area associated with the close process FY17 Year-end Webinar, a recorded session outlining the year-end process You can see each of these resources by: 1. Clicking the blue name above or

64 2. Clicking on the FY17 Year-end Documents link on the Finance website under the Finance News & Events section. Important: These are Division of Finance deadlines. Please follow the guidelines of your unit s chief business officer, as your unit s internal deadlines may be earlier than those stated here. We hope that these resources help you close the books on this fiscal year successfully and efficiently. Cayuse Course Available The Cayuse course instructs learners on the Cayuse proposal submission system. Cayuse424 does not eliminate the need for Emory Proposal Express (EPEX). EPEX is an internal routing system, while Cayuse424 is an electronic proposal completion and delivery system. ELMS Information: Title: Cayuse Activity Code: Date: Monday, August 14, 2017 Time: 10:00AM-12:00PM RAS Pediatrics New Hire Shantell Rolle, Clinical Trials Pre-Award Specialist I Shantell is a Florida native who relocated to the Atlanta area about two years ago. She studied Healthcare Administration at Florida A & M University and worked in the healthcare industry for 6 years. Although her work involves indirect patient care, Shantell takes pride in knowing that her efforts help to save and improve the lives of patients and families every day. RAS Ice Cream Social and Meet & Greet August 9, 2017 Come join us on August 9 th for an ice cream social with fellow RAS staff!

65 ORA Annual Celebration August 15, 2017

66 Dr. David Wynes cordially invites you to the 2017 Office of Research Administration Annual Celebration! This is a celebration to acknowledge the accomplishments of ORA and express appreciation for the hard work and dedication of all ORA employees. Lunch will be served, so please RSVP no later than Tuesday, August 8 th : We look forward to seeing you there and celebrating another great year together! If you have any RAS highlights or upcoming events that you would like to share, please Nicole George by Thursday, August 10 th. Have a great week!

67 WEEKLY ANNOUNCEMENT #163 JULY 31, 2017 PMS Access Form If you need access to the Payment Management System, please complete section 3 of the attached form and it to Nicole George. She will obtain Bill Lambert s signature and fax your form to PMS. New OTT Reference Documents OTT has released the following reference documents: Purpose/F&A Rate/Rate Type Reference Guide On v. Off-Campus F&A Rate Guidelines Contracts Matrix RAS Ice Cream Social and Meet & Greet Come join us on August 9 th for an ice cream social with fellow RAS staff!

68 Please print or type Action(s) Requested (Select only one) DEPARTMENT OF HEALTH AND HUMAN SERVICES Program Support Center Payment Management System Access Request ***Must be competed correctly and in its entirety in order to be processed*** Establish New User Access Update Existing User Contact Information: Current PMS Username Change Existing User Access: Current PMS Username Deactivate User Access: Current PMS Username if not known, print or type first and last name of person to be deactivated and complete sections 1, 2 and 5 below 1. Name of Institution/Organization EMORY UNIVERSITY 2. Payee Identification Number(s) (PIN) if not known, list EIN: 3235 Is the action requested for all accounts associated with this PIN(s) or EIN? Yes No 3. Request to Establish/Change Access or Update Contact Information for: Name (Please Print) Title Telephone # Address Mailing Address 4. Type of access requested for user (Please complete either Section A OR Section B): A. Please check all that apply (please note inquiry is included). Payment Requests Federal Financial Report (FFR): Federal Cash Transaction Report (FCTR) Access Federal Financial Report (FFR): Financial Status Report (FSR) - Preparer Access Federal Financial Report (FFR): Financial Status Report (FSR) - Certifier Access B. Please check if account should be read ONLY Read Only Access 5. Supervisor s Approval of requested action (recipient organization authorized representative) If you are the highest ranking person in your organization, please sign your own form. Supervisor Name (Please Print) Bill Lambert Supervisor s Signature Supervisor s Title Asst. VP of Fin. Grants and Contracts Supervisor s Telephone Number (404) IF THIS IS A NEW ACCOUNT, PLEASE SEND THIS FORM ALONG WITH YOUR SF-1199A DIRECT DEPOSIT FORM. YOU MAY FAX THE FORMS TO or PLEASE FAX ONE FORM AT A TIME. (1/16) PSC Publishing Services (301) EF

69 Payment Management System Access Request Instructions You can only request access for one individual per form. You will need to submit an individual form for each individual that needs access for your organization. Select the action requested Establish New User Access: This is for an individual that has never had access to the PMS or their access has been deactivated. Change Existing User Access: This is for an individual that is adding/removing a PMS Account Number(s) to an existing username.) Update Existing User Contact Information: This is for an individual that is changing their current profile information ( , phone, etc). Deactivate User Access: This is for an individual that should no longer have PMS Access. Sections 1-3 This is the name and contact information for the individual that access is being requested for. Section 4 - Type of access requested for user Payment Requests: Access to request funds. This access includes access to view inquires. Federal Cash Transaction Report (FCTR): Access to prepare and certify the quarterly FCTR in which recipients report cumulative federal cash disbursements. This report is used by Payment Management Services to manage recipient accounts. This access includes access to view inquires. This report is required for all G and P type accounts. *Federal Financial Report (FFR) Preparer: Access to prepare the expenditure report formerly known as the Financial Status Report (FSR). This access includes access to view inquires. *Federal Financial Report (FFR) Certifier: Access to certify the expenditure report formerly known as the Financial Status Report (FSR). This access includes access to view inquires. *The FFR report is submitted electronically to the federal awarding agency for review and approval/ disapproval. Please check the PMS website at (insert URL) to see if you are required to submit this report in the Payment Management System. Read Only Access This access is Inquiry Only access. This should only be selected if you have not selected any other access. This access automatically comes with all other accesses. Section 5 Supervisor s Approval Supervisor s Approval of requested action (recipient organization authorized representative) If you are the highest ranking person in your organization, please sign your own form. We accept electronic signatures (this does not include signatures created in word processing software). IF THIS IS A NEW ACCOUNT, PLEASE SEND THIS FORM ALONG WITH YOUR SF-1199A DIRECT DEPOSIT FORM. YOU MAY FAX THE FORMS TO or PLEASE FAX ONE FORM AT A TIME. (1/16)

70 7/11/2017 CONTRACTS MATRIX AGREEMENT TYPE RESPONSIBLE OFFICE ROUTING MECHANISM COMMENTS RESEARCH & GRANT PROPOSALS Clinical Trial Agreements OSP/OTT depending on sponsor (industry vs non-industry) EPEX OSP = Any clinical trial not funded by a prime industry sponsor Compassionate Use Clinical Trial Agreements with an industry sponsor Research Agreements OTT OSP/OTT depending on sponsor (industry vs non-industry) OSP Contracts Listserv (ospcontracts@listserv.cc.emory.edu) EPEX OTT Industry Contracts = Any clinical trial funded by a prime industry sponsor OSP = Research agreements not funded by an industry sponsor Incoming Subcontracts OSP/OTT depending on sponsor (industry vs non-industry) EPEX OTT Industry Contracts = Research agreements funded by an industry sponsor OSP = Incoming subcontracts under prime non-industry funding Outgoing Subcontracts CRADA Industry/Governmental Collaboration Research Agreements w/funding component Sponsored Research Service or Related Service Agreements (excluding Core Laboratory Service Centers: Handled by the group that handled the prime award OSP Contracts Group OSP/OTT depending on sponsor (industry vs non-industry) COMPASS/ EMORY EXPRESS 1 EPEX EPEX s/service_centers.html) Teaming Agreements OSP Contracts OSP Contracts Listserv (ospcontracts@listserv.cc.emory.edu) OTT Industry Contracts = Incoming subcontracts under prime industry funding OSP collaborates with OTT in review of IP terms OSP = Research service or related service agreements not funded by an industry sponsor OTT Industry Contracts = Research service or related service agreements funded by an industry sponsor Agreements set forth ground rules for participation in the proposal process, usually related to Federal contract proposal submissions. OSP Contracts monitors listserv and distributes these to the assigned analyst. Industry Grant Proposals OSP EPEX Where submission is to a formal published grant program. SBIR/STTR Proposals OSP EPEX

71 7/11/2017 SBIR/STTR Subcontracts OTT Industry Contracts EPEX -using existing routed proposal Consortium Agreements OSP OSP Contracts Listserv Includes consortium agreements (i) covering the participation in clinical research consortia or (ii) covering the ongoing administration of an award from a government/non-profit entity. OSP Contracts monitors listserv and distributes these to the assigned analyst. (Note exception: OTT Industry Contracts is responsible for all MMRC agreements.) Application Forms to Access Government Databases Related to Sponsored Research Activities Handled by the group that handled the prime award OSP: route to assigned OSP Contracts Analyst OTT: OTT-MTA@emory.edu Unfunded Research Collaboration Agreements OTT OTT-MTA@emory.edu Managed by OTT Contracts Specialist DATA & MATERIALS TRANSFER Data transfer documents that are encompassed in a non-industry sponsored agreement package OSP Route to assigned OSP Contracts Analyst 2 The NIA s Submitter Information and Certifications document is an example of these Incoming Data Use Agreements OTT OTT-MTA@emory.edu See for further instructions. Outgoing Data Use Agreements in which data to be transferred is in part or in whole sourced from database records in the School of Medicine SOM Dean s Office somdta@emory.edu See ements.html for further instructions. If data are also composed of EHC data, EHC s CCO will also sign. Outgoing Data Use Agreements in which the data to be transferred is obtained from Emory Healthcare records or collected in the principal investigator s capacity as an Emory Healthcare clinician Outgoing Data Use Agreements in which data to be transferred is sourced from database records in the School of Public Health EHC somdta@emory.edu Requests will be routed to EHC s CCO. See ements.html for further instructions. RSPH Dean Surbey, Exec Assoc. Dean, Finance Admin psurbey@emory.edu

72 7/11/2017 Outgoing Data Use Agreements in which data to be transferred is sourced from database records in Emory College Clinical Material Transfer Agreements with no funding and an industry provider Non-clinical Material Transfer Agreements OTT Industry Contracts Agreements for the transfer of any drugs devices, etc. to be used in/on/with human subjects. Dr. Ronald Calabrese, Sr. Associate Dean of Research Administration OSP Contracts Listserv OTT Agreements for the transfer of any research materials that won t be used in/on/with human subjects. See for further instructions. NON-DISCLOSURE & LICENSE AGREEMENTS Non-Disclosure Agreements related to anticipated or current institutional research or to institutional research service agreements Non-Disclosure Agreements related to faculty personal external activities Intellectual Property License Agreements Non-Disclosure Agreements required for Product Demonstrations and in order for vendors to respond to procurement RFPs OTT/OSP depending on sponsor (industry vs non-industry) NDA with non-industry party: (ospcontracts@listserv.cc.emory.edu) NDA with industry party for clinical trial: (ospcontracts@listserv.cc.emory.edu) NDA with industry party for other research-related matters: (OTT-MTA@emory.edu) OSP = Non-industry party to NDA OTT = Industry party to NDA -Industry clinical trial NDAs = OTT Industry Contracts -Other industry research-related NDAs = OTT Contracts Specialist SOM Dean s Office ecoi Processed through ecoi & the faculty member is the signatory OTT Initiated by OTT EU Procurement/Contract Administration Rex Hardaway, Director, Contract Administration purrdh@emory.edu SERVICE & BUSINESS ASSOCIATE AGREEMENTS 3

73 7/11/2017 Vendor Agreements for the purchase of goods and services EU Procurement/Contract Administration/OTT EU Procurement/Contract Administration: Rex Hardaway, Director, Contract Administration EU Procurement/Contract Administration = Agreements for purchase of goods and agreements for contracted services performed on a work-for-hire basis where Emory owns all resulting IP (copyrights, patents, etc.). Incoming SOM Software licensing/use agreements Facility Use/Venue Rental Agreements EU Procurement/Contract Administration EU Procurement/Contract Administration OTT: OTT-MTA@emory.edu Rex Hardaway, Director, Contract Administration purrdh@emory.edu Rex Hardaway, Director, Contract Administration purrdh@emory.edu EHC Software licensing/use agreements EHC IT Todd Settlemyre, Mg. IT Budget & Contracts todd.settlemyre@emoryhealthcar e.org Agreements to purchase equipment to be used for patient care SOM Core Lab Services Agreements (see: s/service_centers.html for a list of Core Laboratory Service Centers) SOM HIPAA Business Associate Agreement (BAA) RSPH HIPAA Business Associate Agreement (BAA) Sponsored Trainings/Workshops Agreements (excluding CME activities & industry sponsored clinical training) EHC Purchasing SOM Dean s Office SOM Dean s Office RSPH OTT/OSP depending on the sponsor (industry vs nonindustry). Lee Partridge, Director Materials Management lee.partridge@emoryhealthcare.o rg Zainab Wurie Harvey, Asst. Dir., Faculty Affairs Admin. zwurie@emory.edu Zainab Wurie Harvey, Asst. Dir., Faculty Affairs Admin. zwurie@emory.edu Dean Surbey, Exec Assoc. Dean, Finance Admin psurbey@emory.edu 4 EPEX OTT = Agreements for contracted research services performed by CHOA and GIT; and agreements for contracted research services performed by other universities/non-profits where such parties retain some rights to IP/publications. May seek assistance from Marc Overcash Review with Stephanie Maffett (stephanie.maffett@emory.edu) in OGC & Carol McMahon (carol.e.mcmahon@emory.edu) in OOC Review with Stephanie Maffett (stephanie.maffett@emory.edu) in OGC & Carol McMahon (carol.e.mcmahon@emory.edu) in OOC OSP = agreements not funded by an industry sponsor OTT Industry Contracts = agreements funded by an industry sponsor

74 7/11/2017 Industry Clinical Study Start-Up Agreements OTT Industry Contracts OSP Contracts Listserv -non personal consulting related -university facilities and/or resources will be used -compensation for faculty/staff effort -payment is made to the university Agreements under which activities are primarily at Yerkes Yerkes Martha Walsh, Executive Administrator/CFO VARIOUS CONTRACT S Agreements to establish Academic Affiliations and Programs within the SOM Division of Animal Resources Externship Agreements and Visitor Agreements Incoming & outgoing SOM-Related Employee Lease or Services Agreements Incoming & outgoing RSPH-Related Employee Lease Agreements SOM Dean s Office SOM Dean s Office SOM Dean s Office RSPH Zainab Wurie Harvey, Asst. Dir., Faculty Affairs Admin. zwurie@emory.edu Zainab Wurie Harvey, Asst. Dir., Faculty Affairs Admin. zwurie@emory.edu Zainab Wurie Harvey, Asst. Dir., Faculty Affairs Admin. zwurie@emory.edu Dean Surbey, Exec Assoc. Dean, Finance Admin psurbey@emory.edu Emory SOM employees providing clinical or administrative services on behalf of Emory SOM to a third party (e.g. Children s, Grady, other institutions, etc.) Emory RSPH employees providing services on behalf of Emory to a third party. Incoming & outgoing Emory College- Related Employee Lease Agreements Emory College Office of Faculty Dr. Carla Freeman, Sr. Associate Dean of Faculty cfree01@emory.edu Emory College employees providing services on behalf of Emory to a third party. Agreements under which a SOM faculty member is providing services to an academic or professional journal and is making use of Emory resources (e.g., time, personnel, materials, etc.) SOM Dean s Office Zainab Wurie Harvey, Asst. Dir., Faculty Affairs Admin. zwurie@emory.edu 5

75 7/11/2017 Agreements under which a RSPH faculty member is providing services to an academic or professional journal and is making use of Emory resources (e.g., time, personnel, materials, etc.) Agreements under which an Emory College faculty member is providing services to an academic or professional journal and is making use of Emory resources (e.g., time, personnel, materials, etc.) Agreements to engage professional consulting and other independent contractor services for the benefit of the SOM, including special contracts granting temporary faculty appointments Agreements to engage professional consulting and other independent contractor services for the benefit of the RSPH, including special contracts granting temporary faculty appointments Agreements to engage professional consulting and other independent contractor services for the benefit of Emory College, including special contracts granting temporary faculty appointments Agreements under which Emory is providing clinical training and proctoring for other healthcare professionals on behalf of industry, within SOM or EHC facilities Personal External Consulting Agreements for SOM faculty RSPH SOM Dean s Office RSPH Emory College Office of Faculty SOM Dean s Office Dean Surbey, Exec Assoc. Dean, Finance Admin psurbey@emory.edu Zainab Wurie Harvey, Asst. Dir., Faculty Affairs Admin. zwurie@emory.edu Dean Surbey, Exec Assoc. Dean, Finance Admin psurbey@emory.edu Dr. Carla Freeman, Sr. Associate Dean of Faculty cfree01@emory.edu Zainab Wurie Harvey, Asst. Dir., Faculty Affairs Admin. zwurie@emory.edu Emory College faculty is the signatory. The faculty member should disclose the activity though ecoi. Some examples are SEATEC Letters, Standardized Patient Agreements, and various professional consulting agreements. -non personal consulting related -university facilities and/or resources will be used -faculty/staff effort is required -payment is made to the university SOM Dean s Office ecoi Non-institutional SOM faculty/staff personal external agreements. Processed through ecoi & the faculty member is the signatory. SOM reviews specifically for compliance with policy only. 6

76 7/11/2017 Personal External Consulting Agreements for RSPH faculty RSPH Department Administrative Director Personal External Consulting Agreements for Emory College faculty Emory College faculty member is the signatory. The faculty member should disclosure the activity though ecoi. Investigator Meeting Agreements SOM Dean s Office ecoi Agreements that provide for reimbursement of travel expenses for faculty members and/or study staff to attend meetings pertaining to a clinical trial that Emory is evaluating or has decided to participate in. Processed through ecoi & the faculty member/study staff member is the signatory. CME CME Event Sponsorship Agreements with Sponsors when Event is managed through Emory s CME Office CME Event Sponsorship Agreements with Sponsors when CME Event is managed through an outside CME accrediting organization Agreements with CME Accreditation Providers CME SOM Dean s Office SOM Dean s Office Melissa Boone, Assoc. Dir., Programs mboone2@emory.edu Zainab Wurie Harvey, Asst. Dir., Faculty Affairs Admin. zwurie@emory.edu Zainab Wurie Harvey, Asst. Dir., Faculty Affairs Admin. zwurie@emory.edu Not always necessary because sometimes, the CME accrediting organizations executes them with the sponsor. In some cases though, Emory executes them with the Sponsor. When Dept. uses outside accrediting organization instead of the Emory CME Office MISC Real estate leases CS Real Estate Services Sara Lu, Dir. of Real Estate, Campus Services sara.lu@emory.edu Contractor Affidavits (E-verify certifications) Data Services Sherry Stodghill, Manager, Data Services, Human Resources smcken2@emory.edu 7

77 Purpose/F&A Rate/Rate Type Reference Guide Purpose In EPEX F&A Rate/Rate Type Industry-Initiated Clinical Trial Trial 30% (minimum)/off-campus Adjacent (A Clinical Trial * with a protocol designed by the company funding the trial. The funding company serves as the sponsor.) Investigator-Initiated Clinical Trial Trial Other Sponsored Activities/Off-Campus Adjacent (A Clinical Trial * with a protocol designed by an investigator. The investigator serves as the sponsor.) Registry/Observational Study Research Research/Off-Campus Adjacent (A research study not conducted under an IND/IDE but where patient care/treatment is administered with a protocol designed by a company.) Investigator-Initiated Study (A research study not conducted under Research Research/Off-Campus Adjacent an IND/IDE but where patient care/treatment is administered with a protocol designed by an investigator.) *A Clinical Trial is defined as controlled, clinical testing in human subjects of investigational new drugs, devices, treatments or diagnostics, or comparisons of approved drugs, devices, treatments or diagnostics, to assess their safety, efficacy, benefits, costs, adverse reactions, and/or outcomes which are regulated by the FDA under an IND or an IDE. Note: The Off-Campus Adjacent rate type is applicable for all of the research activities above since they involve administering patient care/treatment conducted in an Emory Healthcare or other healthcare facility including Children s Healthcare of Atlanta and Grady Memorial Hospital. 1

78 Purpose In EPEX F&A Rate/Rate Type Retrospective Chart Review Research Research/On-Campus A research study that involves the review/ analysis of existing medical data/records. No patient care/treatment is administered. Basic Research Research Research/On-Campus A research study that takes place in laboratory or other space on Emory s main campus. Such research may involve animals or human subjects however, no patient care/treatment is administered 2

79 EMORY UNIVERSITY On v. Off-Campus F&A Rate Guidelines I. DEFINITIONS On-Campus A sponsored project designation indicating the general location(s) of the activity that will occur in conducting the project. On-campus locations include space in buildings owned by the University and certain space in buildings leased by some entity of the University. Further criteria for designating leased space as on-campus are provided below. The on-campus designation indicates that any reimbursement of facilities-related costs will occur indirectly, through the application of an F&A rate that includes those costs, rather than through a direct space charge. For most federal sponsors, the on-campus negotiated F&A rate applies to projects designated as on-campus. For many nonfederal sponsors, the published federal on-campus F&A rate also applies. Some awards may have F&A rates that are lower than the otherwise applicable on-campus rate. In these cases, the on-campus designation is still appropriate and has no relation to the applicable F&A rate. Off-Campus A sponsored project designation indicating the general location(s) of the activity that will occur in conducting the project. Off-campus locations include space that is remote (beyond 50 miles) from Emory s campus, the University does not own and no University entity bears a lease cost for occupying the space. Factors indicating that a space is remote include significant physical distance from Emory s campus and use of separate (non-university) services such as mail, telephone, network, and other support services. The off-campus designation indicates that any reimbursement of facilities-related costs will occur directly, through a direct space charge, rather than indirectly through the application of a F&A rate that includes those costs. For most federal sponsors, the offcampus negotiated F&A rate (26% MTDC, representing only Administrative costs) applies to projects designated as off-campus. For many non-federal sponsors, the published federal off-campus F&A rate also applies. Some awards may have F&A rates that are lower than the otherwise applicable off-campus rate. In these cases, the offcampus designation is still appropriate and has no relation to the applicable F&A rate.

80 Off-Campus Adjacent A sponsored project designation indicating the general location(s) of the activity that will occur in conducting the project. Off-campus adjacent locations include space that is within a 50 mile radius of Emory s campus, the University does not own and no University entity bears a lease cost for occupying the space. Off-Campus Adjacent includes facilities owned by Emory Healthcare and Children s Healthcare of Atlanta located on Emory s campus such as Emory University Hospital, The Center for Rehab Medicine, and Egleston Children s Hospital. Other Children s Healthcare of Atlanta locations such as Hughes Spaulding and Scottish Rite are also off-campus adjacent locations. Leased Space Space in a building that the University does not own, but which the University occupies and for which a lease cost is borne. That lease cost may be borne by a central, school, or departmental Emory speedtype. When leased space is used to conduct a sponsored project, that project may be designated as either on-campus or off-campus, based on defined parameters. The existence of a lease does not, in and of itself, indicate an off-campus designation. Leased space = on-campus when that space is contiguous or nearly contiguous to Emory s campus. Factors indicating that a leased space is contiguous include physical proximity to the Emory campus and the use of University-provided support services such as mail, telephone, and network services. Leased space = off-campus when that space is remote from the Emory campus. Factors indicating that leased space is remote include significant physical distance from Emory, and the use of separate (non-university) services such as mail, telephone, network, and other support services. When a leased space is considered off-campus, a direct rent cost should be included in the proposal budgets and charged to benefiting sponsored projects. II. WHICH RATE SHOULD I USE? a. When to use the ON-CAMPUS rate: The on-campus rate applies to projects performed in space that the University owns. The on-campus rate applies to projects performed in leased space that is contiguous or nearly contiguous to Emory s campus. Rent (recurring; i.e., not one-time or short-term facility rental) may not be charged to sponsored projects applying the on-campus rate.

81 b. When to use the OFF-CAMPUS rate: The off-campus rate applies to projects performed in leased space that is remote (beyond 50 miles) from Emory s campus. A direct rent cost should be included in the proposal budgets and charged to benefiting sponsored projects. The off-campus rate applies to projects performed in remote space that the University does not own and for which the University does not bear a lease cost from any University account (sponsored or non-sponsored, central or school/department fund source). In these cases, a rental cost should not be direct charged to the project as there is no real cost to any University entity. c. When to use the OFF-CAMPUS ADJACENT rate: The off-campus adjacent rate applies to projects performed in space within a 50 mile radius of the Emory campus that the University does not own and for which the University does not bear a lease cost from any University account (sponsored or non-sponsored, central or school/department fund source). This rate applies to Emory Healthcare facilities and Children s Healthcare of Atlanta facilities located on Emory s main campus. In these cases, a rental cost should not be direct charged to the project as there is no real cost to any University entity. d. See attached Exhibit A for space classification of various facilities. III. DETERMINING WHETHER A PROJECT SHOULD BE APPORTIONED BETWEEN THE ON- AND OFF-CAMPUS COMPONENTS In select cases, the nature of the project entails activity in multiple locations. When those locations represent both on- and off-campus space (according to the criteria established above), and the proportion of off-campus activity reaches the threshold outlined below, then the project will be apportioned into the on- and off-campus components. Two sponsored project accounts will be established: one for the expenses associated with the on-campus activity and one for the expenses associated with the off-campus activity. The establishment of separate accounts will facilitate the assessment of the appropriate F&A rates. Costs should be charged to the respective accounts in accordance with the proposed and awarded project budget. A project will be apportioned between its on- and off-campus components when it can be demonstrated that at least 25% of the total direct costs of the project relate to activity that will occur in space that meets the off-campus criteria. For purposes of measuring against this threshold, salary, wage, and the associated fringe expense are considered off-campus when the project personnel are conducting the actual work in off-campus space. Non-labor expenses are considered off-campus when the goods/services are received and used in off-

82 campus space. Subcontractor and consultant expenses are excluded from consideration; in all cases, subcontractor and consultant expenses are considered on-campus. Travel expenses should be considered as follows: Travel expense incurred for travel between the University and the off-campus space is considered off-campus. Travel expense incurred for travel between the off-campus space and another offcampus location is considered off-campus. Travel expense incurred for travel between the University and a destination other than the off-campus space is considered off-campus.

83 EXHIBIT A: SPACE CLASSIFICATION On-Campus Space BUILDING NAME ADDRESS 1462 CLIFTON ROAD 1462 CLIFTON RD 1525 CLIFTON 1525 CLIFTON RD 1599 CLIFTON RD 1599 CLIFTON RD ANTHROPOLOGY 1557 DICKEY DR ATWOOD CHEMISTRY CENTER 1515 DICKEY DR BIOCHEMISTRY CONNECTOR 1514 CLIFTON RD BOWDEN HALL 561 SOUTH KILGO CIR CANDLER LIBRARY 550 ASBURY CIR CANDLER SCHOOL OF THEOLOGY/PITTS THEOLOGY LIBRARY 1531 DICKEY DRIVE CANNON CHAPEL 515 KILGO CIR CLAUDIA NANCE ROLLINS BUILDING 401 ROLLINS WAY COX HALL 569 ASBURY CIR EMERSON HALL 1521 DICKEY DR EMORY CHILDREN'S CENTER 2015 UPPERGATE DR EXECUTIVE PARK EXECUTIVE PARK DRIVE SOUTH EXECUTIVE PARK EXECUTIVE PARK EXECUTIVE PARK 6 6 EXECUTIVE PARK DRIVE SOUTH FACULTY OFFICE AT GRADY 49 JESSE HILL, JR. DR GOIZUETA BUSINESS SCHOOL 1300 CLIFTON RD GOODRICH C. WHITE HALL 301 DOWMAN DR GRACE CRUM ROLLINS BUILDING 1518 CLIFTON RD HEALTH SCIENCES RESEARCH BUILDING 1760 HAYGOOD DR HUMAN GENETICS CENTER 2165 N DECATUR RD HUMANITIES HALL 190 FEW CIR JAMES B. WILLIAMS MEDICAL EDUCATION BLDG 100 WOODRUFF CIRCLE LANGUAGE HALL 114 FEW CIR LUCE CENTER 825 HOUSTON MILL RD MATHEMATICS AND SCIENCE CENTER 400 DOWMAN DR MICHAEL C. CARLOS MUSEUM 571 SOUTH KILGO CIR MODERN LANGUAGES 532 KILGO CIR NELL HODGSON WOODRUFF NURSING 1520 CLIFTON RD NORTH DECATUR BUILDING 1784 N DECATUR RD O. WAYNE ROLLINS RESEARCH CENTER 1510 CLIFTON RD OLD THEOLOGY BUILDING 505 KILGO CIR PSYCHOLOGY AND INTERDISCIPLINARY SCIENCES 36 EAGLE ROW RICH MEMORIAL BUILDING 1602 FISHBURNE DR RITA ANNE ROLLINS BUILDING/ETHICS 1531 DICKEY DRIVE ROBERT W. WOODRUFF LIBRARY 540 ASBURY CIR SCHWARTZ CENTER FOR PERFORMING ARTS 1700 N DECATUR RD TARBUTTON HALL 1555 DICKEY DR THE OXFORD SCIENCE BUILDING 150 FEW CIRCLE UNIVERSITY ADMINISTRATION 201 DOWMAN DR VISUAL ARTS 700 PEAVINE CREEK DR WHITEHEAD BIOMEDICAL RESEARCH BLDG 615 MICHAEL ST WOODRUFF HEALTH SCIENCES ADMINISTRATION 1440 CLIFTON RD

84 WOODRUFF MEMORIAL RESEARCH BLDG YERKES BUILDINGS YERKES FIELD STATION YERKES MAIN BUILDING YERKES NEUROSCIENCE BUILDING 101 WOODRUFF CIR 2409 TAYLOR RD 2409 COLLINS HIL RD, LAWRENCEVILLE 954 GATEWOOD RD 954 GATEWOOD RD Off-Campus Adjacent Space BUILDING NAME ADDRESS AUTISM RESOURCE CENTER 1551 SHOUP CT BOISFEUILLET JONES CENTER 200 DOWMAN DR CARTER CENTER CAMPUS 453 FREEDOM PKWY CENTER FOR REHABILITATION MEDICINE 1441 CLIFTON RD CHOA AT EGLESTON 1405 CLIFTON RD CHOA AT SCOTTISH RITE 1001 JOHNSON FERRY RD NE DECATUR PLAZA 101 PONCE DE LEON AVE EMORY CLINIC - SATELLITE LOCATIONS 1195 MEADOW PERCH CT EMORY HOTEL + CONF CNTR 1615 CLIFTON RD EMORY JOHNS CREEK HOSPITAL 6325 HOSPITAL PARKWAY EMORY MEDICAL CARE FOUNDATION 1720 PEACHTREE ST EMORY ORTHOPAEDIC CLINICAL RES CTR 1459 MONTREAL RD EMORY-ADVENTIST HOSPITAL 3949 SOUTH COBB DR EUH EDUCATION ANNEX 531 ASBURY CIR GRADY MEMORIAL HOSPITAL 80 BUTLER ST CHOA HUGHES SPALDING 35 BUTLER ST CHOA HUGHES SPALDING C H ANNEX 191 EDGEWOOD AVE KENNESTONE HOSPITAL 677 CHURCH STREET NE MOREHOUSE SCHOOL OF MEDICINE 720 WESTVIEW DR. SW ORTHOPEDICS AND SPINE CENTER 59 EXECUTIVE PARK DR PIEDMONT HOSPITAL 1968 PEACHTREE RD PONCE DE LEON CENTER 341 PONCE DE LEON AVE THE HOPE CLINIC IN IRVIN COURT 500 IRVIN COURT, SUITE 200 THE TASK FORCE FOR GLOBAL HEALTH 325 SWANTON WAY U.S. CENTERS FOR DISEASE CONTROL AND PREVENTION 1600 CLIFTON RD VETERAN'S AFFAIRS MEDICAL CENTER 1670 CLAIRMONT RD WOODRUFF EXTENSION 46 ARMSTRONG ST Hybrid (Can be On- or Off-Campus Adjacent) Space * BUILDING NAME EMORY CLINIC BUILDING - A EMORY CLINIC BUILDING - B EMORY UNIVERSITY HOSPITAL WESLEY WOODS TOWERS WINSHIP CANCER INSTITUTE ADDRESS 1365 CLIFTON RD 1327 CLIFTON RD 1364 CLIFTON RD 1825 CLIFTON RD 1701 UPPERGATE DR * For research studies involving patient care/treatment, these facilities are classified as Off-Campus Adjacent space. For research studies that don t involve patient care/treatment, these facilities are classified as On-Campus. In some facilities, designation as on or off campus may vary at the room level.

85 WEEKLY ANNOUNCEMENT #162 JULY 24, 2017 RAS Member Only Website We are looking for a new name for our RAS Member Only website. This site will replace Blackboard and will launch soon. The individual who submits the name that s selected will receive a prize. Please submit your suggestions by Friday, August 4 th to ras.centraloperations@emory. ORA Annual Celebration August 15, 2017 Dr. David Wynes cordially invites you to the 2017 Office of Research Administration Annual Celebration! This is a celebration to acknowledge the accomplishments of ORA and express appreciation for the hard work and dedication of all ORA employees. Lunch will be served, so please RSVP no later than Tuesday, August 8 th : We look forward to seeing you there and celebrating another great year together!

86 If you have any RAS highlights or upcoming events that you would like to share, please Nicole George by Thursday, July 27 th. Have a great week!

87 NEWS YOU CAN USE Fiscal Year Roll 2018 On Friday, August 11th, HR Technical Services will run the process to copy earnings distribution forward to the new fiscal year. This will create a row dated 9/1/2017 for all employees who have an active earnings distribution record. Once the fiscal year process has run, departments will not be able to enter earnings distributions changes for effective dates prior to 9/1/2017. Therefore, all changes for August salary distributions should be entered prior to 12 noon on 8/11/2017. After that time, departments needing to enter an August distribution change will have to contact Data Services to have the 9/1 row deleted so that they can enter both the August change and the 9/1 row needed for the new year. After 8/12, the hire processes for both students and staff will create both the August and a 9/1 distribution record for hire dates prior to 9/1/2017. Adjusting these records after the roll forward to the new fiscal year is labor intensive for both the department and Data Services. Please make every effort to get distribution changes entered by the deadline of noon on August 11th. Thanks, Sherry M. Stodghill Mgr, Data Services FSR Open Forum Rashonda Harris, Associate Director of Operations, FGC and Denise Ehlen, Director of Operations, RAS Central will host an FSR Open Forum during the dates and times listed below. 7/26, 3:00 to 4:00 8/22, 2:30 to 3:30 9/21, 3:00 to 4:00 10/19, 3:00 to 4:00 11/14, 2:30 to 3:30 12/18, 2:30 to 3:30 1/24, 3:00 to 4:00 2/21, 3:00 to 4:00 All Open Forums will be held in 1599 Clifton, Bridge Line: Dial-in Number (or extension 79999), Participant Code: This is an opportunity for RAS staff to learn more about the FSR process, seek clarification on policies/procedures, obtain guidance on analyzing FSR data, or ask any/all questions on preparing and submitting the FSR.

88 FDP Pilot Project Participation - Expanded Clearinghouse Message from Holly Sommers, Director, OSP Emory is participating in the Federal Demonstration Partnership s (FDP) Expanded Clearinghouse project. Emory has submitted all of the required reports to the FDP. We just heard from the FDP that a third cohort of institutions is now participating. So, we need to be sure we are not asking for full institutional profiles from these organizations. (Since they are newly added, if you have any materials already in process for Cohort 3 institutions, it s fine to proceed with those materials.) An updated list showing all participating institutions (Cohorts 1, 2, and 3) is attached. In case it is helpful, I ve also reattached the original announcement that describes the processes for the project and the simplified Letter of Intent to use for subawards with these institutions. We are also happy to let you know that the FDP has also updated the online system such that the profiles in the system, including Emory s, are now fully web-based. Previously, each institution completed an Excel file that would be downloaded from the site. But, the information is now contained in much more easily-read web-based pages. If you have any questions, please don t hesitate to contact Holly Sommers. Available Now: Legislative Mandates for the Use of NIH Funding NIH s fiscal year 2017 budget was signed into law on May 5. As we do every year, we have posted a list of the current statutory limits on the use of NIH grant, cooperative agreement, and contract awards. Read NIH Guide Notice NOT-OD for more information about these legislative mandates. REMINDER: Making Institutional Training Tables Easier through XTRACT A feature within era Commons called the xtract module is available to help applicants create training data tables for institutional training grant applications, and to help grantees update these tables for their progress reports (RPPRs). See to learn more. If you have any RAS highlights or upcoming events that you would like to share, please Nicole George by Thursday, July 20 th. Have a great week!

89 [Please Place on Letterhead, if possible] Subrecipient Letter of Intent Subrecipient: Pass-Through Entity: Emory University Subrecipient DUNS: Pass-Through Entity DUNS: Principal Investigator: Principal Investigator: Internal Project Identifier (optional): Internal Project Identifier (optional): Institutional Administrator Institutional Administrator Name/Title: Name/Title: Holly Sommers, Director Phone: Phone: (404) Project Title: Awarding Agency: Total Proposed Amount: Human Subjects [Y/N]: Project Period: Subrecipient Cost Sharing Amount (if applicable): Vertebrate Animals [Y/N]: This proposal has been reviewed and approved by the appropriate official of the Subrecipient identified above and certified to its accuracy and completeness. The appropriate programmatic and administrative personnel of each institution involved in this grant application are aware of the awarding agency s policies, agree to accept the obligation to comply with award terms, conditions and certifications, and are prepared to establish the necessary inter-institutional agreement consistent with that policy. The following documents are attached to this Statement of Intent: Statement of Work Detailed Budget Budget Justification Other: Signature of Subrecipient's Authorized Official Date Name and Title of Authorized Official

90 EMORY UNIVERSITY PARTICIPATION IN THE FEDERAL DEMONSTRATION PARTNERSHIP S EXPANDED CLEARINGHOUSE DEMONSTRATION

91 General Information As a member of the Federal Demonstration Partnership (FDP), Emory University has the opportunity to participate in demonstration projects designed to reduce administrative burden. One example of such demonstrations is Emory s participation in the FDP FCOI Clearinghouse which allows institutions to verify that Emory, along with other participating institutions, has a PHS-compliant Conflict of Interest policy without the need for each institution to sign individual certifications. We have been participating in this FDP FCOI Clearinghouse since shortly after the current PHS FCOI regulations went into effect. Emory will now be joining the FDP Expanded Clearinghouse demonstration! The goal of this demonstration is to reduce administrative burden associated with the requirements related to subrecipient issuance and monitoring that are detailed in the Uniform Guidance. The pilot will address this burden by simplifying access to standard, and certified, institutional information. Through Emory s participation in the pilot, we will be able to eliminate the swapping of subrecipient institutional profiles on a transaction-by-transaction basis and will instead be able to access an online, up-to-date standardized, streamlined subrecipient data repository (an entity profile ). As a member of this pilot, Emory will help the FDP determine whether such a repository effectively reduces the data collection and review burden for both pass-through entities (prime recipients) and subrecipients alike. The entity profile utilized in this demonstration contains standard institutional information which includes: Entity Information o Demographic Information (name, address, type, small business status, parent information, etc.) o Entity Identification Numbers and Codes o Entity Rate Agreements o Department of Defense Registration Numbers o Department of Education Registration Numbers o Assurances and Agency Approvals (Accreditations) o DOD/ONR System Reviews o Entity Key Contacts Entity Certifications o Conflict of Interest o Debarment and Suspension o Lobbying o Affirmative Action Compliance o FFATA Single Audit Information (will eventually also include Financial Questionnaire option) o Single Audit Status & Links

92 o Core info about any findings, deficiencies, material weaknesses Entity Official Certification Implementation Emory will participate in the pilot as both a pass-through entity and a subrecipient. It is important to note that our participation will result in changes to the Emory Subrecipient Monitoring Policy that is currently in effect. These changes are described below. Participation in the pilot means that, as of and after the launch date of the pilot, we will: Not request the Emory-drafted Subrecipient Commitment Form and Institutional Profile for any other institution participating in the pilot. (A list of pilot institutions will be posted on Emory s website.) Rather, we will access institutional information via the FDP s Expanded Clearinghouse repository. We will request a signed transaction-specific (proposal-specific) Letter of Intent (consortium letter), using a simplified template designed specifically for the pilot. The template is available on the OSP website at: request.html. No other letter of intent should be used for pilot institutions. This letter will provide the subrecipient s endorsement of the proposal and should be accompanied by the standard materials required from a subrecipient for a proposal: o Statement of Work o Budget o Any other forms needed for the proposal - small business plans, biosketches or other support, certifications required at time of proposal, etc. Not complete a detailed institutional profile requested from any institution who is also participating in the pilot. (As a member of the pilot, they are agreeing to use the information provided by us via the online entity profile which Emory has provided.) If you are asked by another pilot institution to complete a full institutional profile or questionnaire, please gently remind them that Emory is now a pilot participant. (You may utilize the sample push-back language available on the OSP website if you are asked to complete such a form by a pilot participant.) Will sign a transaction-specific (proposal-specific) Letter of Intent when we are a subrecipient if such Letter of Intent is simplified in nature and doesn t ask for institutional information, beyond our DUNS number, that is provided in our entity profile. At the time of subaward issuance, review all pilot participants institutional information via the online repository rather than through a signed institutional profile. OSP will handle this task and will proceed with our standard risk assessment using the FDP repository rather than Emory s standard institutional profile. Monitoring the Success of the Pilot

93 As with all FDP demonstrations, the FDP will work to determine whether the processes implemented by a demonstration result in reduced burden for participating institutions. As part of those efforts, Emory will be tracking how many subawards we issue to other institutions participating in the pilot. Each institution will track only their outgoing subawards. OSP, as part of the subaward issuance process, will conduct the tracking activities using the tracking sheet provided by the FDP. We will also participate in any evaluations requested by the FDP to determine whether the pilot is a success. Conclusion and Reminders We believe this is an excellent opportunity to both reduce the administrative burden here at Emory and to provide information to the FDP on the results of these efforts. Just remember:

94 FDP Expanded Clearinghouse Pilot - Cohort 1, 2 and 3 Organizations (Cohort 1 live 3/28/16, Cohort 2 live 8/18/16, Cohort 3 live 7/7/17) Primary DUNS Number Cohort Group Arizona State University Cohort 2 Augusta University Research Institute, Inc. (formerly Georgia Regents University) Cohort 1 Ball State University (ERI) Cohort 3 Boston University (Charles River Campus) Cohort 3 Boston University (Medical Campus) Cohort 3 Brandeis University Cohort 1 Brigham and Women's Hospital (Partners Healthcare) Cohort 1 Brown University (WG) Cohort 1 Bucknell University (ERI) Cohort 3 California Institute of Technology Cohort 1 Case Western Reserve University Cohort 2 Cedars-Sinai Medical Center Cohort 1 Charles Drew University of Medicine and Science (ERI) Cohort 3 Clemson University Cohort 2 Colorado State University Cohort 2 Cornell University Cohort 2 Dana-Farber Cancer Institute Cohort 1 Duke University Cohort 1 Emory University Cohort 2 Florida Agricultural and Mechanical University (ERI) Cohort 2 Florida Atlantic University Cohort 3 Florida International University Cohort 2 Florida State University (WG) Cohort 1 Georgia Southern University Research and Service Foundation, Inc. (ERI) Cohort 3 Georgia Tech Research Corporation Cohort 1 Governors State University (ERI) Cohort 3 Harvard Medical School Cohort 1 Harvard T.H. Chan School of Public Health Cohort 1 Harvard University Cohort 1 Icahn School of Medicine at Mount Sinai (WG) Cohort 1 Indiana University-Bloomington Cohort 2 Indiana University-Purdue University, Indianapolis Cohort 2 Institute for Systems Biology (ERI) (WG) Cohort 1 Iowa State University of Science and Technology Cohort 2 Johns Hopkins University (WG) Cohort 1 Loyola University of Chicago (ERI) Cohort 3 Massachusetts General Hospital (Partners Healthcare) Cohort 1 Massachusetts Institute of Technology Cohort 2 McLean Hospital (Partners Healthcare) Cohort 1 Medical University of South Carolina Cohort 2 Michigan State University Cohort 3 Michigan Technological University Cohort 1 Mississippi State University Cohort 3 7/11/2017 Page 1

95 FDP Expanded Clearinghouse Pilot - Cohort 1, 2 and 3 Organizations (Cohort 1 live 3/28/16, Cohort 2 live 8/18/16, Cohort 3 live 7/7/17) Primary DUNS Number Cohort Group Nevada System of Higher Education (Sponsored Programs Office) Cohort 2 New York University School of Medicine Cohort 2 New York University, Washington Square Campus Cohort 1 North Caroline State University Cohort 2 Northern Illinois University (ERI) Cohort 1 Northwestern University Chicago Campus Cohort 2 Northwestern University Evanston Campus (WG) Cohort 1 Oregon Health & Science University Cohort 1 Pennsylvania State University Cohort 2 Pennsylvania State University College of Medicine Cohort 2 Purdue University (WG) Cohort 1 Rensselaer Polytechnic Institute (RPI) Cohort 3 Research Foundation for the State University of New York Alfred State College Cohort 2 Research Foundation for the State University of New York Binghamton University Cohort 2 Research Foundation for the State University of New York Buffalo State College Cohort 2 Research Foundation for the State University of New York College at Old Westbury Cohort 2 Research Foundation for the State University of New York College of Optometry Cohort 2 Research Foundation for the State University of New York Empire State College Cohort 2 Research Foundation for the State University of New York Purchase College Cohort 2 Research Foundation for the State University of New York State University Ag/Tech/Cobleskill Cohort 2 Research Foundation for the State University of New York State University College at Fredonia Cohort 2 Research Foundation for the State University of New York State University Maritime College Cohort 2 Research Foundation for the State University of New York Stony Brook University Cohort 2 Research Foundation for the State University of New York SUNY Brockport Cohort 2 Research Foundation for the State University of New York SUNY College of Environmental Science Cohort 2 and Forestry (ESF) Research Foundation for the State University of New York SUNY Cortland Cohort 2 Research Foundation for the State University of New York SUNY Delhi Cohort 2 Research Foundation for the State University of New York SUNY Downstate Medical Center Cohort 2 Research Foundation for the State University of New York SUNY Geneseo Cohort 2 Research Foundation for the State University of New York SUNY New Paltz Cohort 2 Research Foundation for the State University of New York SUNY Oneonta Cohort 2 Research Foundation for the State University of New York SUNY Oswego Cohort 2 Research Foundation for the State University of New York SUNY Plattsburgh Cohort 2 Research Foundation for the State University of New York SUNY Polytechnic Institute Cohort 2 Research Foundation for the State University of New York SUNY Potsdam Cohort 2 Research Foundation for the State University of New York University at Albany Cohort 2 Research Foundation for the State University of New York University at Buffalo Cohort 2 Research Foundation for the State University of New York Upstate Medical Center Cohort 2 Rockefeller University Cohort 2 Saint Louis University Cohort 3 Southern Illinois University Edwardsville (ERI) Cohort 3 7/11/2017 Page 2

96 FDP Expanded Clearinghouse Pilot - Cohort 1, 2 and 3 Organizations (Cohort 1 live 3/28/16, Cohort 2 live 8/18/16, Cohort 3 live 7/7/17) Primary DUNS Number Cohort Group Stanford University Cohort 2 Syracuse University Cohort 1 Texas A&M Engineering Experiment Station (TEES) Cohort 3 Texas A&M University Cohort 3 Texas Tech University Cohort 2 Tufts Medical Center, Inc Cohort 3 Tufts University Health Sciences Campus (Boston) Cohort 1 Tufts University Medford Cohort 1 University of Alabama Cohort 1 University of Alabama at Birmingham Cohort 2 University of Alabama in Huntsville (WG) Cohort 1 University of Arizona Cohort 3 University of Arkansas for Medical Sciences Cohort 1 University of California, Berkeley Cohort 2 University of California, Davis Cohort 2 University of California, Irvine Cohort 2 University of California, Los Angeles Cohort 2 University of California, Riverside Cohort 2 University of California, San Diego Cohort 3 University of California, San Francisco Cohort 2 University of California, Santa Cruz Cohort 3 University of Central Florida Cohort 2 University of Cincinnati Cohort 1 University of Colorado Boulder Cohort 2 University of Connecticut Cohort 3 University of Florida Cohort 1 University of Hawaii System (includes several campuses) Cohort 2 University of Idaho Cohort 2 University of Illinois at Chicago Cohort 2 University of Illinois Cohort 3 University of Iowa Cohort 2 University of Nevada, Las Vegas (Nevada System of Higher Education) Cohort 2 University of Kansas Center for Research Cohort 1 University of Kansas Medical Center Research Institute Cohort 1 University of Kentucky Cohort 2 University of Maryland, Baltimore Cohort 2 University of Maryland, College Park Cohort 2 University of Massachusetts Medical School Cohort 2 University of Miami All Campuses Dept of Education Cohort 1 University of Miami Coral Gables Campus Cohort 1 University of Miami Miller School of Medicine Cohort 1 University of Miami Rosenstiel School of Marine & Atmospheric Science Cohort 1 7/11/2017 Page 3

97 FDP Expanded Clearinghouse Pilot - Cohort 1, 2 and 3 Organizations (Cohort 1 live 3/28/16, Cohort 2 live 8/18/16, Cohort 3 live 7/7/17) Primary DUNS Number Cohort Group University of Michigan Cohort 2 University of Minnesota Crookston Cohort 1 University of Minnesota Duluth Cohort 1 University of Minnesota Morris Cohort 1 University of Minnesota Twin Cities (WG) Cohort 1 University of Missouri - Columbia Cohort 2 University of Nebraska-Lincoln Cohort 2 University of New Mexico Cohort 3 University of North Carolina at Chapel Hill Cohort 2 University of Notre Dame Cohort 2 University of Oklahoma Cohort 3 University of Pennsylvania Cohort 3 University of Nevada, Reno (Nevada System of Higher Education) Cohort 2 University of Rochester Cohort 2 University of South Alabama (ERI) Cohort 1 University of South Florida Cohort 3 University of Southern California Cohort 3 University of Tennessee Health Science Center Cohort 1 University of Tennessee, Knoxville Cohort 1 University of Texas at Arlington Cohort 3 University of Texas at Austin (WG) Cohort 1 University of Texas at Dallas (ERI) Cohort 2 University of Texas Health Science Center at San Antonio Cohort 2 University of Texas Health Sciences Center, Houston Cohort 3 University of Texas Medical Branch at Galveston Cohort 1 University of Virginia Cohort 3 University of Washington (WG) Cohort 1 University of Wisconsin-Madison (WG) Cohort 1 Vanderbilt University Cohort 1 Vanderbilt University Medical Center (WG) Cohort 1 Virginia Commonwealth University Cohort 3 Washington University in St. Louis Cohort 1 Wayne State University Cohort 1 West Virginia University Cohort 3 West Virginia University Research Corporation Cohort 3 Wright State University Cohort 3 Yale University Cohort 2 WG - FDP Expanded Clearinghouse Working Group Member ERI - Emerging Research Institution 7/11/2017 Page 4

98 ORA Leadership Speaker Series Dennis Liotta and George Painter will be present the next lecture on July 13 th, as part of the ORA Leadership Speaker Series. Breakfast will be provided. Please RSVP at https//goo.gl/tmvt86. FSR Open Forum Rashonda Harris, Associate Director of Operations, FGC and Denise Ehlen, Director of Operations, RAS Central Ops will host an FSR Open Forum from 3:00pm to 4:00pm on Thursday, July 26 th in 1599 Clifton, Room A bridge line will be available: (or extension ), participant code This is an opportunity for RAS staff to learn more about the FSR process, seek clarification on policies/procedures, obtain guidance on analyzing FSR data, or ask any/all questions on preparing and submitting the FSR.

99 RAS Staff Promotion Sonja Griffin in CAPS RAS has been promoted to a Pre Award Administrator III starting July 1 st, Sonja has been with Emory for 20 years. Before moving over to the CAPS RAS, she worked in Emory College s Office of Research Funding Support providing pre award support for Emory College Faculty.

100 Compass 9.2 Tips The below tips come from a June 30 th from the Compass Users Listserv (COMPASS-USERS@LISTSERV.CC.EMORY.EDU). FORMS: REQUEST FOR A REFUND & RESIDUAL TRANSFERS TIPS AND FAQS We have created the following queries that allow users to see all Requests for a Refund and Requests for a Residual Transfer that have been submitted: o EU_GM_REFREQ_IN_PROC o EU_GM_REFREQ_NO_AWD_IN_PROC (Refunds from the On-Account) o EU_GM_RESREQ_IN_PROC There are also exception queries available that will list requests that have been pending at an approval stop for more than three (3) business days. o EU_GM_REFREQ_EXCEPTION o EU_GM_REFREQ_NO_AWD_EXCEPTION (Refunds from the On- Account) o EU_GM_RESREQ_EXCEPTION IMPORTANT: A Salesforce ticket must be submitted for changes to the approval workflow for Requests for Refunds and Residual Transfers. This includes changes in personnel due to new hires, employee moves, and separation from the University within the RAS units, FGC, and the Grants Cash Application and A/R Teams. Access the Refund and Request for Residual Transfers FAQ for additional information on this topic. REVIEWING COMMENTS FOR DENIED RSTs REMINDER: When RSTs are rejected or denied, the submitter can view the comments or justification from the Review RST page. The link that is attached to the denial message in the notification will automatically navigate to the RST Update page, but the comments are not viewable on this page. Follow the steps below to review comments for denied RSTs: 1. Navigate to: RSTs>Review RST 2. Search for the denied RST

101 3. Locate the Approver Comment History box on the bottom, right-side of the page and click on the Workflow Comment History link 4. If the person denying the RST entered a comment, the comment will display Emory Travel Policy Changes Travel Services and the Office of Business Practice Improvement will be evaluating travel policies as it relates to both domestic and international travel to ensure we are meeting standards and, also, providing ease to our Emory staff and faculty during their travels. The process will be ongoing throughout 2017, and we will keep you informed as we progress. In the meantime, two immediate travel policy changes have been made. These address issues within two policies in response to recent travel challenges. These changes largely address Sponsored Programs, but may also affect standard travel and are oriented around the following: Lodging Policy Changes: Additional day and partial day lodging will be permitted in specific instances to ensure the safety and security of travelers, as well as provide an appropriate place of rest during lengthy trips. Sponsored Program Policy Changes: For travel funded through a Sponsoring Agency, alcohol will be allowable in certain circumstances when not prohibited by the sponsor. Alcohol is prohibited on federal grants. Please take the time to click-through on each policy and read it in detail, so you may better understand how they may affect your future travels. For questions or concerns regarding these travel policy changes, contact Jim Klein, Interim Assistant Vice President for Procurement Services/Director of Business Services. ORA Leadership Speaker Series Dennis Liotta and George Painter will be present the next lecture on July 31 st, as part of the ORA Leadership Speaker Series. Breakfast will be provided. Please RSVP at

102 RAS Staff Promotion Cindy Sergent-Rogers, in the Cancer & Imaging RAS, has been promoted to a Post Award Research Administrator III. Cindy joined Emory in December She has 17 years of experience in higher education with 11 of those years in Research Administration. She has held roles in Post Award Research Administration at the University of Nevada, Las Vegas and the University of Michigan.

103 NEWS YOU CAN USE FSR Transition Message from Kathleen Bienkowski In an effort to reduce redundancy of work between FGC and RAS to maximize process efficiency and resource utilization, FGC and RAS leadership have partnered to develop a plan to eliminate the final reviews of Annual and Final FSRs currently done in FGC. As RAS units are at different stages of maturity related to FSR responsibility, this plan includes a phased approach, which will last until February The more mature RAS units are currently expected to submit complete, correct ARTs and final FSRs to FGC within 60 days after the close of the award to allow time for FGC to complete a high level review prior to timely submission to the sponsor. These RAS units also conduct FSR reviews within the unit by a Manager or Director prior to submission to FGC. As such, the plan to remove the final review by FGC represents no additional work for the RAS, but will increase the RAS' level of accountability to "get it right the first time. However, the RAS will have more time to review, address issues and submit the ART/FSRs to FGC, as the RAS submission timeframe will be increased from 60 days to 85 days. Additionally, the RAS is best positioned to complete ARTs and FSRs accurately as they are most familiar with the awards. FGC will still be responsible for managing invoicing and submitting Annual and Final FSRs to the sponsors. Also, FGC will remain the post-award contact point for Emory with our sponsors. FGC staff will consult with RAS staff in sponsor communications and include them in calls with sponsors as needed. As mentioned above, the new model will be implemented via a phased approach. We have started planning with the first two RAS units to transition (PHN and YRK). The other RAS units will transition to the new model as listed below. TIMELINE FOR FGC TO DISCONTINUE FINAL REVIEW FOR ANNUAL AND FINAL FSRS Summer 2017 December 1, 2017 February 1, 2018 PHN YRK DOM C&I PEDS HSS BSCI ABOSS CAPS TIMELINE FOR FGC TO DISCONTINUE FINAL REVIEW FOR ANNUAL AND FINAL FSRS Summer 2017 December 1, 2017 February 1, 2018 PHN YRK DOM C&I PEDS HSS BSCI ABOSS CAPS To enable this transition and to ensure success:

104 Additional training and support will be provided to RAS, RAS staff will have additional authority to open/close project activity status and to make budget adjustments, FGC will provide RAS units with feedback on current ARTs/FSRs to facilitate the transition, FGC will complete a review of a random sample of FSRs each month for quality assurance purposes, and FGC will share the results of the QA reviews with Directors to enable ongoing continuous process improvement. Watch the Announcement Board for additional updates and information. Please direct any questions to your unit management or Denise Ehlen. Reminder from OSP, OTT and FGC Please remember to adhere to the Guidelines for Interaction with Sponsors. OSP, OTT, and FGC are the approved primary authorized points of contact with external sponsors. GUIDELINES FOR INTERACTION WITH SPONSORS Office of Sponsored Programs/Office of Technology Transfer The Office of Sponsored Programs (OSP) and Office of Technology Transfer (OTT) should always be the primary contact with external sponsors for pre-award matters for all official correspondence. Additionally, OSP/OTT should be the primary contact whenever there is simply any potential for the dialogue to be interpreted as an official communication from the university. In general, this includes the following circumstances Proposal submission, Submission of Just-in-Time or similar materials to sponsors, Responses to requests from sponsors for any other additional information, Prior approval requests, and/or Correspondence related to awards. There may be times, however, when it is acceptable, or even advantageous, for a RAS staff member to have direct or informal communications with a sponsor. These circumstances can include: During development of proposals - Communication with the sponsor may be necessary to seek clarity on proposal preparation guidelines and sponsor requirements. Such communications should be included in EPEX at the time of proposal routing. (OSP/OTT remain available to help with these types of inquiries, as well.) During development of subaward proposals Communication with the sponsor is likely necessary to reach agreement on the budget and statement of work for a proposal. Care should be taken in these situations to ensure that the prime

105 applicant is aware that any materials provided by Emory for discussion purposes are in draft form until endorsed by OSP. or hard copy submission of a proposal after it has been signed/approved by OSP - In these cases, the communication is for transmission of endorsed materials only (OSP should be copied on any such s). Submission of certain requests, whether prior approval or otherwise, where a formal request letter has been drafted and signed by an OSP or OTT representative - In these cases, the communication is for transmission of endorsed materials only and the communication should note that the letter has been signed by an authorized official of the university. Other situations where it has been determined to be appropriate or advantageous for the communication to come from the PI or a RAS staff member - In these cases, OSP/OTT will explicitly request such a communication. If there are any questions on the above exceptions, clarification should be sought from OSP or OTT, as applicable, before any communication is initiated with a sponsor. Finance Grants & Contracts Finance - Grants & Contracts (FGC) should always be the primary contact with external sponsors related to post award issues: Invoicing, Financial Reporting, and/or Closeouts. There may be cases where the request from the sponsor (related to science, progress, or milestone completion) requires FGC to work with the RAS and/or PI in order to formulate a response, but the communication to the sponsor should be sent from FGC. New IDS Fee Schedule Change Message from Susan Rogers, Director of Investigational Drug Service (IDS) Effective July 1, 2017, there will changes to the IDS fee schedule for costs incurred in PI-initiated, federal, foundation, and industry-sponsored studies. Please see attached document or view at > New IDS Fee Schedule Change. Important Message from NSF The National Science Foundation (NSF) is moving its Data Center IT servers to the Foundation s new headquarters in Alexandria, Virginia, from June 30 at 8:00 PM EDT through July 4 at 6:00 PM EDT, to prepare for NSF staff relocation in August This move has been scheduled around a holiday weekend to minimize the systems downtime and reduce the impact on the research community and NSF staff.

106 Please be advised that the NSF website, FastLane, and Research.gov will be unavailable from Friday, June 30 at 8:00 PM EDT until Tuesday, July 4 at 6:00 PM EDT. During this outage period, there will be no access to these websites, proposals cannot be submitted in FastLane, and project reports and cash requests cannot be submitted in Research.gov. However, previously saved information and uploaded documents in FastLane and Research.gov, including in-process proposals and reports, will be accessible after the Data Center move. We encourage you to share this information with your colleagues. For IT system-related questions, please contact the NSF Help Desk at or rgov@nsf.gov. Any policy-related questions should be directed to policy@nsf.gov. For additional information about NSF s relocation, please see We appreciate your understanding and apologize for any inconvenience. Reminder: Satisfaction Survey Process Survey responses are reviewed each week on Monday. Comments are sorted by RAS Central Operations, and communicated to the director via the Action Plans Template. PIs are informed of expected turnaround times for submissions at the end of the survey. The same escalation process applies to responses. If you have any RAS highlights or upcoming events that you would like to share, please Nicole George by Thursday, June 29 th. Have a great week!

107 NEWS YOU CAN USE FSR Open Forum Rashonda Harris, Associate Director of Operations, FGC and Denise Ehlen, Director of Operations, RAS Central will host an FSR Open Forum from 2:30 to 3:30 pm on Thursday, June 22 nd in 1599 Clifton Room 4A. A bridge line will be available: , participant code This is an opportunity for RAS staff to learn more about the FSR process, seek clarification on policies/procedures, obtain guidance on analyzing FSR data, or ask any/all questions on preparing and submitting the FSR. Reminder: New Blackboard Focus Group We need your help! Emory is decommissioning Blackboard in August 2017 and RAS Central Operations will transition to a new and improved portal. Please consider sharing your knowledge and expertise in a New Blackboard focus group. What: New Blackboard Focus Group When: Monday, June 26, 2017 Time: 9:00-11:00a We need your feedback to ensure the new portal is meets your needs (i.e., is intuitive, presents the information in a logical manner and is easy to navigate). Whether you recently joined a RAS or are a seasoned research administrator, we encourage you to volunteer. Light refreshments will be served. By tomorrow, Tuesday, June 20 th, please ras.centraloperations@emory.edu to volunteer. Include your name, RAS, and title. We will contact all volunteers with an update by Thursday, June 22 nd. If you have any RAS highlights or upcoming events that you would like to share, please Nicole George by Thursday, June 22 nd. Have a great week!

108 NEWS YOU CAN USE New Tutorials on Preparing and Submitting Your NIH Grant Application New to the NIH grant process? Ever wish someone would explain and walk you through applying for NIH grants step by step? If so, we hope our newest resource will be the next best thing to joining you for an in-person lesson. Please check out this link for more information - mpaign=may17 New Blackboard Focus Group We need your help! Emory is decommissioning Blackboard in August 2017 and RAS Central Operations will transition to a new and improved portal. Please consider sharing your knowledge and expertise in a New Blackboard focus group. What: New Blackboard Focus Group When: Monday, June 26, 2017 Time: 9:00-11:00a We need your feedback to ensure the new portal is meets your needs (i.e., is intuitive, presents the information in a logical manner and is easy to navigate). Whether you recently joined a RAS or are a seasoned research administrator, we encourage you to volunteer. Light refreshments will be served. By Tuesday, June 20 th, please ras.centraloperations@emory.edu to volunteer. Include your name, RAS, and title. We will contact all volunteers with an update by Thursday, June 22 nd. If you have any RAS highlights or upcoming events that you would like to share, please Nicole George by Thursday, June 15 th. Have a great week!

109 NEWS YOU CAN USE Proposed FY18 Fringe Rates We recently submitted our federal fringe benefit rate proposal to the Federal Government. The proposed federal fringe rates for FY 2018 are shown below: Faculty/Staff/Post-Docs 27.30% Residents 16.00% Part-Time 7.65% Please keep in mind that these are proposed rates and have not been approved by the federal government yet. We normally submit the federal proposal in the spring and it is approved later in the summer. However, as with past rates, we anticipate approval of the rate as submitted. Therefore, please use these new rates in any proposals with budgets in FY18. If there is any change in the fringe rate after final approval by the government, we will communicate the revised rate at that time. You will notice an increase in our rate from prior years. Fringe proposals always incorporate variances from prior years into the calculations. Because of these mechanics and the inherent fluctuations associated with benefits costs, we will often see rates move significantly year over year. For non-federal purposes, the proposed campus fringe rate for faculty/staff/post-docs is 27.5%, pending approval by the Board. Confirmation of both rates will be communicated once approvals are received. Please let me know if you have any questions or concerns, James Goff, Director, Cost Analysis & Reporting ABOSS Promotion Tara Falk has been promoted to a Clinical Trials Pre-Award Specialist III. If you have any RAS highlights or upcoming events that you would like to share, please Nicole George by Thursday, June 8 th. Have a great week!

110 NEWS YOU CAN USE SOP Update: 2011 Developing Interim Financial Status Report Interim FSRs should be posted to the I Drive, rather than Compass. Please see updated SOP _3/orgs/RASSC/2011_Developing%20Interim%20Financial%20Status%20Rep ort_v4.1%281%29.pdf. Reminder: Pre-Award Salary Contact Information The current pre-award salary contact information list can be accessed in Blackboard URL _3/orgs/RASSC/RAS-Pre- Award%20Salary%20Contact%20Info_May% pdf. Please contact the person(s) named in the list when seeking pre-award salary information. If you have any RAS highlights or upcoming events that you would like to share, please Nicole George by Thursday, June 1 st. Have a great week!

111 NEWS YOU CAN USE Reminder: Professional Development Plan Per the recommendation from HR and the Learning and Organizational Development group that all Emory employees have a completed development plan, RAS leadership has created a plan and timeline to ensure we meet this objective for all RAS staff. RAS management, the RAS Training Team, Emory HR and Learning and OD look forward to supporting you in your career development at Emory. Please see below and contact your manager if you have any questions. o Development Plan Timeline for RAS May o Employees draft their development plan for FY18 o Please use this template for your plan: June/July o Manager reviews plans August o Conduct/participate in performance reviews/development meetings February 2018 o Minimum: 6-month review of plans (preferred: monthly/quarterly) June 2018 o Employee updates/creates new plan for FY19 If you have any RAS highlights or upcoming events that you would like to share, please Nicole George by Thursday, May 25 th. Have a great week!

112 NEWS YOU CAN USE Reminder about F&A Effective Date in EPEX It was brought to the attention of OSP that individuals are editing the Rate Effective Date (Rate Effdt) in EPEX when budgets are being built. This date should very rarely be changed it is based on our rate agreement and really should not change over time. Please remember that the correct date in this field is the date the RATE goes (went) into effect, and not the date of the agreement itself. The 56% On-Campus Research rate, for instance, has been in effect since 9/1/12, so the date shown above is correct. When we negotiate a new rate, we will have the system updated to reflect the thencurrent rates and their effective dates. But, again, those dates will reflect the date each rate becomes effective and will not be the date of the agreement. (It is very important that this field contains the correct date. The Compass system calculates F&A for expenses based on this date. If the date is incorrect, F&A may well not calculate correctly.) If you have any question, please contact Holly Sommers. Management Reports, RAS View Data Reports and NIH Pending Progress Report April Management Reports are available in the RAS Operations folder. Please note that the Projects in Deficit report is unavailable. RAS Views Data Reports are available on Blackboard in RAS Operations > Management Reports > RAS Management Reports April 2017 > Raw Reports NIH Pending Progress Reports are available on Blackboard in RAS Operations > NIH Pending Progress Reports. If you have any RAS highlights or upcoming events that you would like to share, please Nicole George by Thursday, May 18th. Have a great week!

113 NEWS YOU CAN USE Getting Ready for the Next NIH Forms From time to time we need to update our application forms to maintain consistency with Grants.gov and Office of Management and Budget federal-wide requirements, and to incorporate changes in NIH policies and processes. NIH issued a Guide notice on April 27, announcing how we are gearing up for a transition from the current forms ( FORMS- D ) to the next iteration of forms for due dates on or after January 25, Highlights of the new FORMS-E will include: Consolidation of human subjects, inclusion enrollment, and clinical trial information previously collected across multiple agency forms Expansion and use of discrete form fields for clinical trial information to o provide the level of information needed for peer review; o lead applicants through clinical trial information collection requirements; o present key information to reviewers and agency staff in a consistent format; and o align with ClinicalTrials.gov (where possible) and position us for future data exchange with ClinicalTrials.gov Incorporation of recent Grants.gov changes to R&R Budget and SBIR/STTR Information forms We will begin posting funding opportunities with the new FORMS-E packages in October. Read the NIH Guide Notice for more information: NOT-OD New NIH FORMS-E Grant Application Forms and Instructions Coming for Due Dates On or After January 25, 2018 Clinical Trials Invoicing The clinical trial invoicing interface went live on Monday May 1st. This interface will create COMPASS system invoices for clinical trials based on invoices generated and sent to the sponsor in OCR. This will facilitate the cash application process when the payment from the sponsor arrives for these projects. In addition, the interface will also update the project budget automatically based on the amount of the invoice. If you have questions, contact Bill Lambert (BLAMBRT@emory.edu), Assistant Vice President for Finance: Grants/Contracts. Tamara Hill Selected to Receive an NCURA GLOBAL Fellowship Tamara Hill is the Sr. Director for the Cancer & Imaging RAS. She is one of two individuals who have been selected nationally to participate in the 2017 NCURA Global Fellowship Program. The NCURA Global Fellowship program is a joint initiative between NCURA and other research administration societies. The Fellowship program has two underlying objectives: (i) the training of research administrators, and (ii) enhancing global research collaboration. This program is intended to reduce barriers to global research administration and create an administrative environment conducive to global research collaboration. There is an ever increasing amount of global research collaboration, and this fellowship hopes to create a pool of individuals who are able to interpret a multitude of various sponsor requirements and assist their institution with

114 administrative compliance from application submission through financial reporting and closeout. The program will provide Tamara with an opportunity to travel to another country s research organization and immerse herself in a program of mutual learning and knowledge exchange during a two-week visit. Being selected for this fellowship is a high honor. Many congratulations to Tamara! (This entry was posted in Announcements, NCURA and tagged fellowship, global, research.) Public Health & Nursing New Hire Toiya Jones, Post-Award Research Administrator II Toiya began her career in research administration with Emory University in July 2014 where she worked as a Sr. Accountant and Financial Analyst in FGC (formerly OGCA). Toiya has over sixteen years of accounting and finance experience. She received her bachelor s degree in Economics from Georgia State University and her master s degree in Accounting and Financial Management from Keller Graduate School of Management. If you have any RAS highlights or upcoming events that you would like to share, please Nicole George by Thursday, May 11th. Have a great week!

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116 NEWS YOU CAN USE ecoi Update Beginning April 26, 2017, each person accessing the ecoi System whose training certification is more than 4 years old will be notified that they must complete a required Training & Certification. PHS Regulations require that this training be completed at least every four years. Upon accessing the ecoi System, these users will receive a pop-up message informing them that the training is required. The user WILL NOT be able to proceed to other business in the system until this training is complete. It is a very short training, requiring only a brief review of the relevant Federal Regulations and Emory Policies on Conflict of Interest in Research. If you have any questions or experience any problems, please contact the COI main line at (404) or their list serve at COI-Office@listserv.cc.emory.edu. Revised EPEX Proposal Checklist and Attachments Guide RAS, OCR, OSP, and OTT have reviewed and updated the EPEX Proposal Checklist and Attachments Guides found in the Proposal Toolkit. Some requirements have changed. Please review these resources to ensure prompt proposal review and award processing. The revised Checklist includes the process for entering a proposal in EPEX. This new checklist replaces an older Checklist for Entering a Proposal into EPEX and provides greater guidance to users. The new checklist provides useful information about most sections of the EPEX form particularly for industry contracts. The information serves as both a convenient reference for experienced administrators and helpful instructions for new administrators. Relevant Emory policies are also cited directly for quick reference. You can download the new checklist from Blackboard (Blackboard Main Menu > Pre Award SOPs, Templates & Job Aids > Proposal Preparation Toolkit). The revised EPEX Attachment Guide provides additional guidance on OSP, OTT, and OCR requirements. You can download the new checklist from Blackboard (Blackboard Main Menu > Pre Award SOPs, Templates & Job Aids > Proposal Preparation Toolkit). Activity Status Review Process Message from FGC The list below provides an overview of the FGC activity status/request process. All requests must be submitted in Salesforce. In order to receive s from Salesforce; you must remove your PROD . FGC utilizes a template that will notify the requester and advise the status is opened along with the closing date. The template recommends users contact all approvers to ensure your item completes the workflow process. Activity status updates: 1st request, activity status is opened for 10 days. 2nd request, activity status is opened for 5 days and will include RAS manager.

117 3rd request, activity status is opened for 5 days and will include The FGC Operations Associate Director and the RAS Director. Any request beyond 3rd time, activity status is opened for an additional 5 days and will include the FGC Operations Associate Director, the RAS Director, the FGC AVP, and the RAS AVP. Contact Rashonda Harris (rharr30@emory.edu) with questions. NCE New Processes Message from Tammie Bain, Assistant Director for Industry Contracts For industry funded clinical trials without a specific expiration date (and for which we entered a provisional expiration date in Compass), we are happy to let you know that a couple of things have changed in our processes. FGC is now setting up those new clinical trial awards, with a provisional expiration date, for a period of ten years. Additionally, you may now extend these provisional periods for up to an additional ten years (rather than one year increments). We do ask that you give it your best guess and limit the timeframe to what you might expect. We hope that this eases some of the administrative burden for everyone involved with this process! Tammie Bain now approves the NCEs for industry contracts. She truly appreciates your patience and, most of all, your help and guidance while learning these processes! If you have any questions or concerns about this or any other process (or any particular contract), please do not hesitate to let her know. Her phone number is PACT Submissions to FGC Message from FGC regarding PACT submissions FGC will run a PACT for anything submitted for processing prior to 12/31/16. Any items submitted prior to 12/31/16 of priority, which require expedition can be escalated. To escalate your item, please submit a salesforce ticket. If your item is in workflow, contact your assigned Financial Manager and Rashonda Harris. They will work with the assigned staff member to expedite. All others will be processed as soon as possible. If you have any questions, please contact Rashonda Harris at rharr30@emory.edu or REDCap Offline for Upgrade LITS will upgrade REDCap on the evening of Tuesday, May 16th. The upgrade will start May 16th at 9:00 PM (EST) and end at approximately 11:00 PM (EST). During this time redcap.emory.edu will be offline and unavailable. Excellence Through Leadership Program

118 Congratulations to Diane Samuel, Peds RAS Director, on completing Emory's ETL (Excellence Through Leadership) program! Well done, Diane!!! If you have any RAS highlights or upcoming events that you would like to share, please Nicole George by Thursday, May 4 th. Have a great week!

119 Checklist for Entering a Proposal into EPEX Step # Description Preparer or N/A Record Values/Notes for future reference I. Complete all required fields in the General Proposal Information section A. Proposal Title B. Name of the Principal Investigator (PI) C. Department i. Division/Sub-Dept Name D. Sponsor E. Proposal Type F. Proposal Dates G. Number of Budget Periods H. Total Proposed Budget Requested I. Deadline Date J. Answer all questions: i. Identify and ensure approval has been obtained for all cost shares ii. Identify space and ensure approval has been obtained for all space building/renovation requirements a. Building Number/Name and Room Number iii. Possible inventions disclosed iv. Confidential information documented v. Animal (including primates) and human subject use in research is identified vi. Identify the use of third party materials vii. Use of human embryonic cells identified viii. Conflict of Interest information forms have been completed ix. Identify if Veteran s Administration space, patients, or resources are used PAGE 1 VERSION 1.0 RESEARCH ADMINISTRATION SERVICES OCT-15

120 CHECKLIST FOR ENTERING A PROPOSAL INTO EPEX x. Indicate if study requires Office of Clinical Research (OCR) review xi. Export control/international work documented K. Enter Key Words II. Complete all required fields in the Project Specific Information section A. Key Personnel i. Proposed effort for key personnel (ensure the correct HR record is chosen for key personnel with more than one HR record) ii. Verify PIs meet eligibility requirements (according to iii. School policy) Verify Emory employees are not paid as consultants B. Apply correct F&A rate i. F&A Split? If yes, detail below: a. Administrative Home b. Percent of IDC: c. School of Medicine d. Yerkes e. Rollins School of Public Health f. School of Nursing g. Emory College h. Grady i. EVPHA j. Other C. Project role D. If more than one project, be sure to enter this information for each project (note: if there are investigators from more than one School, there should be separate projects for each) PAGE 2 VERSION 1.0 OCT-15

121 Proposal Preparation Toolkit Administering Office: RAS Central Operations Effective Date: Version Information: 10/12/2015 v1, 4/20/2017 v4 References/Resources: Compass 9.2 EPEX Job Aides: EPEX ATTACHMENTS GUIDE All documents required for proposal review by Departments, Schools/Units, OCR, OTT, and OSP must be attached to the EPEX record prior to routing the proposal. OSP/OTT will begin reviewing a proposal once the EPEX record and all final documents required for submission are received in OSP/OTT. These include, but are not limited to the following: STANDARD ATTACHMENTS FOR FEDERAL AND NON FEDERAL RESEARCH PROPOSALS 1. PA Announcement/Agency Guidelines (except Parent R01, R21) 2. Internal Budget, if required 3. Emory Budget Justification for NIH R&R, All Other Agencies 4. ecoi (Completed pdf report and any paper COIs) 5. CAYUSE Draft or Draft Agency Package (Complete except for final science) 6. ADDITIONAL (if there is a subcontract and Emory is the prime recipient) A. Subcontract Internal Budget B. Subcontract Budget Justification C. Subcontract Commitment Form and Institutional Profile, if applicable SUBCONTRACT ATTACHMENTS IF EMORY IS THE SUBCONTRACTOR ON ANOTHER INSTITUTION S PROPOSAL 1. Emory Internal Budget 2. Personnel or Budget Justification, as applicable 3. SOW 4. Consortium Letter (Emory s or theirs) Facepage/Checklist, if required by prime Could include PHS Consortium Letter completed in Word format for OSP to edit and sign 5. ecoi Complete PDF Report 6. Documentation from Prime Confirming Emory s Allowable Budget on Project INDUSTRY SPONSOR ATTACHMENTS 1. Internal Budget 2. Personnel or Budget Justification, as applicable 3. Protocol or SOW, if applicable 4. Draft Contract Agreement in Word, if applicable, for OTT Negotiations 5. ecoi Complete PDF Report (for each individual) Note that a contract cannot be executed, and the proposal will not be approved, until the ecoi form is uploaded indicating either No SFI or Assigned to Case File. 6. Documentation (from Industry) Confirming Emory s Allowable Budget on Project Proposal Preparation Toolkit: EPEX Attachments Guide Page 1

122 OCR ADDITIONAL ATTACHMENTS, IF THE PROPOSAL MUST ROUTE THROUGH OCR 1. PI Effort Calculation Sheet 2. OCR Submission Form 3. Emory Draft Informed Consent, if applicable 4. Protocol (Final Version), if applicable 5. Any FDA IND/IDE and CMS Documentation, if applicable OTHER MISCELLANEOUS, AS APPLICABLE (TO ANY OF THE ABOVE) 1. VA MOU, if the PI or Key Personnel have 8/8ths VA Appointments, Routing MOU (does not require signature) 2. (s) Documenting Commitments (financial, time, resources) 3. s Documenting PI Non-compliance (with/to recommended changes/deviations from RFP) 4. Any Other Agency/Sponsor-specific Required Documents 5. Copy of Grant-specific IRB or IACUC Approval Documentation (for any submission that indicates approval has been obtained for human or animal subjects use, include for RPPR or other progress report submissions) 6. Documentation of Faculty Appointments/Promotions (if SOM) Proposal Preparation Toolkit: EPEX Attachments Guide Page 2

123 NEWS YOU CAN USE ecoi Update The software update for ecoi that was scheduled forapril 20, 2017 did not occur due to technical challenges. The Renewal Training & Certification module was not implemented. Once the issues are resolved, we will inform you of the date that the Renewal Training & Certification will be available. Until that time, please continue to use the system as normal. If you have any questions or experience any problems, please contact the COI main line at (404) or their list serve at COI- Thank you for your patience, The COI Review Office I Drive Reminder As a friendly reminder, all grant-related supporting documents should be saved to the relevant folder on the I Drive. There is no need to upload documents into COMPASS. Announcement from FGC and the Finance Service Center Submitting inquiries to the Finance Service Center increases FGC response time overall. Please follow these steps to ensure timely action on Salesforce tickets submitted to the Finance Service Center. 1. Submit a ticket in Salesforce at Please do NOT submit inquiries to the FSC address. 2. Select the correct award department and include the relevant award/project number. If you have any RAS highlights or upcoming events that you would like to share, please Nicole George by Thursday, April 27 th. Have a great week!

124 NEWS YOU CAN USE Required ecoi Training & Certification On April 20, 2017 each person accessing the ecoi System will be notified that they must complete a required Training & Certification. PHS Regulations require that this training be completed at least every four years. Upon accessing the ecoi System, each user will receive a pop-up message informing them that the training is required. The user WILL NOT be able to proceed to other business in the system until this training is complete. It is a very short training, requiring only a brief review of the relevant Federal Regulations and Emory Policies on Conflict of Interest in Research. If you have any questions or experience any problems, please contact the COI main line at (404) or their listserv at COI-Office@listserv.cc.emory.edu. Announcement from OCR: New Requirements for ClinicalTrials.gov A revised FDA Final Rule and NIH Policy on Clinical Trials Registration and Results Information Submission became effective on January Click here to read the letter routed to all Principal Investigators and Research Coordinators on March 29, 2017 by Jeffrey Lennox, Associate Dean for Clinical Research and David Wynes, Vice President of Research Administration. These requirements apply to Principal Investigator-initiated clinical trials where Emory is considered the sponsor. To ensure that PI-initiated studies are in compliance, Emory has established a ClinicalTrials.gov Service Center. For all awards issued on or after September 1, 2017, the service center in OCR will manage all PI-initiated studies where Emory is considered the sponsor. The NIH allows direct charging of compliance costs. All Emory studies will be charged a fee of $3,500. This service center fee must be incorporated in the budget as a direct charge effective immediately. Template language for use in budgets for the ClinicalTrials.gov Service Center fee is available on OCR s website ( Please use this language verbatim. The NIH also issued a companion policy requirement that language on the dissemination of clinical trial information must be included in new or competing applications submitted on or after January 18, Template language for dissemination of clinical trial information can be accessed on OCR s website at Please use this language verbatim. If you have questions regarding the new ClinicalTrials.gov requirements, contact OCR@emory.edu. Fantastic Service Behaviors Reminder The RAS/FGC training team has coordinated with the Learning & OD group to offer Fantastic Service Behaviors to RAS, OCR, and FGC staff. This is a unique opportunity

125 to participate in professional development with our RAS and OCR colleagues. We share the same commitment to service. We collaborate to achieve our shared goal to provide Emory with best-in-class research administration support services. To enroll in a session, please select the date and location from the list below. *Please note: The sessions are limited to 25 participants.* Date Location Enrollment Link April 26, 1599 Clifton Road, 2nd Floor, Café Montage May 17, 2017 The School of Medicine, 100 Woodruff Circle, 1st June 7, 2017 Floor, Room 153A The School of Medicine, 100 Woodruff Circle, 1st Floor, Room 178P If you have any questions, please reach out to Martha Lopez RAS Picnic Reminder Management Reports, RAS View Data Reports and NIH Pending Progress Report March Management Reports are available in the RAS Operations folder. Please note that the Projects in Deficit report is unavailable. RAS Views Data Reports are available on Blackboard in RAS Operations > Management Reports > RAS Management Reports March 2017 > Raw Reports

126 NIH Pending Progress Reports are available on Blackboard in RAS Operations > NIH Pending Progress Reports. RAS Cancer & Imaging New Hire Maleika Huff, Post-Award Research Administrator III Maleika Huff comes to Emory University from the University of Cincinnati. Maleika brings over fifteen years of research administration experience to Emory. In her most recent position, she worked with a team of Directors on the Catalyst System Implementation Project to establish and maintain efficient business processes for over 80 project staff and consultants. Her experience also includes serving as Accountant II servicing the Departments of Pathology, Dermatology, and Student Affairs in the College of Medicine. She received her BA in Psychology from the University of Cincinnati. If you have any RAS highlights or upcoming events that you would like to share, please Nicole George by Thursday, April 13 th. Have a great week!

127 To: Principal Investigators and Research Coordinators From: Jeffrey L. Lennox, MD, Associate Dean for Clinical Research, School of Medicine David L. Wynes, PhD, Vice President of Research Administration, Emory University Re: New Requirements for ClinicalTrials.gov Date: March 29, 2017 A revised FDA Final Rule and NIH Policy on Clinical Trials Registration and Results Information Submission became effective on January 18, These requirements apply to Principal Investigator (PI)-initiated clinical trials where Emory is considered the sponsor. The NIH also issued a companion policy requiring that language on the dissemination of clinical trial information be included in new or competing applications submitted on or after January 18, The FDA and NIH have established strict timelines for updating ClinicalTrials.gov and have incorporated heavy penalties for failing to meet these timelines. The additional workload for these requirements is significant and places new responsibilities on PIs. To ensure that PI-initiated studies are in compliance, Emory has established a ClinicalTrials.gov Service Center. For all awards issued on or after September 1, 2017, the service center in OCR will manage all PI-initiated studies where Emory is considered the sponsor. The NIH allows direct charging the costs of complying with the new clinical trial reporting requirements and at Emory such studies will be charged a fee of $3,500. This amount reflects the work necessary to comply throughout the life of the study and is not the full cost since the service center is being subsidized by the institution. This service center fee needs to be incorporated in the budget as a direct charge covering the support needed to facilitate the registration, periodic updates, and results reporting within ClinicalTrials.gov for the duration of the study. The PI will continue to review the accuracy of the information entered by the service center and document their approval in ClinicalTrials.gov. Template language for the dissemination of clinical trial information and the ClinicalTrials.gov Service Center fee are now available on OCR s website at If you have any questions, please contact OCR@emory.edu. Emory University Tel Mailstop 1599/001/1AG Fax Clifton Road NE, 5 th Floor Atlanta, Georgia An equal opportunity, affirmative action university - EEO/AA/Disability/Veteran Employer

128 NIH Grant Application & Progress Report Template Language for Adherence to ClinicalTrials.gov Requirements New Competing Clinical Trials: (New applications submitted on or after January 18, 2017) ClinicalTrials.gov (must include this heading) The proposed project will require registration in ClinicalTrials.gov. Registration information will be submitted within 21 days of enrollment of the first subject and summary results information will be reported within one year of the primary completion date. (Add to the Budget Justification section for new or competing applications submitted on or after January 18, 2017) ClinicalTrials.gov ($3,500) $3500 is requested for the support needed to facilitate the registration, periodic updates, and results reporting within ClinicalTrials.gov for the duration of the study. Progress Reports on NIH Clinical Trials: (New or competing applications submitted on or after January 18, 2017) ClinicalTrials.gov (must include this heading) The following project is registered in ClinicalTrials.gov: Insert ClinicalTrials.gov registry number (NCT#), the brief title listed in ClinicalTrials.gov, and the responsible party s name, organization, and address.

129 NEWS YOU CAN USE Joint Announcement from OSP, OTT and FGC Joint Announcement from Kerry Peluso and Holly Sommers, Office of Sponsored Programs Todd Sherer and Cale Lennon, Office of Technology Transfer Bill Lambert, Finance -- Grants & Contracts GUIDELINES FOR INTERACTION WITH SPONSORS Office of Sponsored Programs/Office of Technology Transfer The Office of Sponsored Programs (OSP) and Office of Technology Transfer (OTT) should always be the primary contact with external sponsors for pre-award matters for all official correspondence. Additionally, OSP/OTT should be the primary contact whenever there is simply any potential for the dialogue to be interpreted as an official communication from the university. In general, this includes the following circumstances Proposal submission, Submission of Just-in-Time or similar materials to sponsors, Responses to requests from sponsors for any other additional information, Prior approval requests, and/or Correspondence related to awards. There may be times, however, when it is acceptable, or even advantageous, for a RAS staff member to have direct or informal communications with a sponsor. These circumstances can include: During development of proposals - Communication with the sponsor may be necessary to seek clarity on proposal preparation guidelines and sponsor requirements. Such communications should be included in EPEX at the time of proposal routing. (OSP/OTT remain available to help with these types of inquiries, as well.) During development of subaward proposals Communication with the sponsor is likely necessary to reach agreement on the budget and statement of work for a proposal. Care should be taken in these situations to ensure that the prime applicant is aware that any materials provided by Emory for discussion purposes are in draft form until endorsed by OSP. or hard copy submission of a proposal after it has been signed/approved by OSP - In these cases, the communication is for transmission of endorsed materials only (OSP should be copied on any such s). Submission of certain requests, whether prior approval or otherwise, where a formal request letter has been drafted and signed by an OSP or OTT

130 representative - In these cases, the communication is for transmission of endorsed materials only and the communication should note that the letter has been signed by an authorized official of the university. Other situations where it has been determined to be appropriate or advantageous for the communication to come from the PI or a RAS staff member - In these cases, OSP/OTT will explicitly request such a communication. If there are any questions on the above exceptions, clarification should be sought from OSP or OTT, as applicable, before any communication is initiated with a sponsor. Finance Grants & Contracts Finance - Grants & Contracts (FGC) should always be the primary contact with external sponsors related to post award issues: Invoicing, Financial Reporting, and/or Closeouts. There may be cases where the request from the sponsor (related to science, progress, or milestone completion) requires FGC to work with the RAS and/or PI in order to formulate a response, but the communication to the sponsor should be sent from FGC. Post-Award ART Reminder from FGC Please remember to submit ARTs to FGC by the deadline (RAS-milestone). You can submit incomplete ARTs if the action is pending in workflow. A screen shot must be provided if your action is pending. ART templates, checklists, and training resources can be accessed at 20_1&content_id=_ _1. Any questions regarding an ART you are drafting or a recently submitted ART can be directed to your assigned FGC staff member. Announcement from the School of Medicine Business and Finance Research The attached document provides additional information on SOM approvals and approvers for key research administration functions. The document also outlines questions in EPEX that trigger SOM workflow. Please contact Fran Davis (athom11@emory.edu) with questions. Central/RAS Communication/Escalation Model This announcement serves as a friendly reminder to introduce questions within RAS units to managers and directors prior to reaching out to colleagues in OSP or FGC. This helps build and retain knowledge within RAS units and relieves administrative burden in partner units. The RAS / Central Escalation/Communication model can be found here.

131 Listserv Subscriptions Please ensure that you are subscribed to the following listservs: ERAZ RESADMIN-ANNOUNCEMENTS COMPASS-USERS How to Subscribe: Send an with a blank subject line and the following in the body (i.e., no signatures) from the account to which you wish to receive messages. To: listserv@listserv.cc.emory.edu Subject: Body: Subscribe ERAZ Subscribe RESADMIN-ANNOUNCEMENTS Subscribe COMPASS-USERS RAS Basic Sciences New Hire Message from Beatriz Ibanez-Alvarez, Basic Sciences Director We are pleased to announce that Vaneita Adams joined the RAS: Basic Sciences team as a Research Administrator III as of Monday, April 3, Vaneita comes to us from the RAS: Medicine and has been contributing to Emory University for 16 years. Vaneita brings extensive research administration experience, with over 10 years of experience in the field, including working with DOD contracts and awards. She recalls submitting grants using the paper FedEx deliveries! Vaneita said that one of her greatest joys is to see the satisfaction in an investigator s eyes when the PI receives confirmation that their grant has been awarded. Vaneita graduated from National University, California in 1997, with an MBA major in health care administration. She is also a Certified Research Administrator (CRA). If you have any RAS highlights or upcoming events that you would like to share, please Nicole George by Thursday, April 13 th. Have a great week!

132 Joint Announcement from OSP, OTT and FGC Joint Announcement from Kerry Peluso and Holly Sommers, Office of Sponsored Programs Todd Sherer and Cale Lennon, Office of Technology Transfer Bill Lambert, Finance -- Grants & Contracts GUIDELINES FOR INTERACTION WITH SPONSORS Office of Sponsored Programs/Office of Technology Transfer The Office of Sponsored Programs (OSP) and Office of Technology Transfer (OTT) should always be the primary contact with external sponsors for pre-award matters for all official correspondence. Additionally, OSP/OTT should be the primary contact whenever there is simply any potential for the dialogue to be interpreted as an official communication from the university. In general, this includes the following circumstances Proposal submission, Submission of Just-in-Time or similar materials to sponsors, Responses to requests from sponsors for any other additional information, Prior approval requests, and/or Correspondence related to awards. There may be times, however, when it is acceptable, or even advantageous, for a RAS staff member to have direct or informal communications with a sponsor. These circumstances can include: During development of proposals - Communication with the sponsor may be necessary to seek clarity on proposal preparation guidelines and sponsor requirements. Such communications should be included in EPEX at the time of proposal routing. (OSP/OTT remain available to help with these types of inquiries, as well.) During development of subaward proposals Communication with the sponsor is likely necessary to reach agreement on the budget and statement of work for a proposal. Care should be taken in these situations to ensure that the prime applicant is aware that any materials provided by Emory for discussion purposes are in draft form until endorsed by OSP. or hard copy submission of a proposal after it has been signed/approved by OSP - In these cases, the communication is for transmission of endorsed materials only (OSP should be copied on any such s). Submission of certain requests, whether prior approval or otherwise, where a formal request letter has been drafted and signed by an OSP or OTT representative - In these cases, the communication is for transmission of

133 endorsed materials only and the communication should note that the letter has been signed by an authorized official of the university. Other situations where it has been determined to be appropriate or advantageous for the communication to come from the PI or a RAS staff member - In these cases, OSP/OTT will explicitly request such a communication. If there are any questions on the above exceptions, clarification should be sought from OSP or OTT, as applicable, before any communication is initiated with a sponsor. Finance Grants & Contracts Finance - Grants & Contracts (FGC) should always be the primary contact with external sponsors related to post award issues: Invoicing, Financial Reporting, and/or Closeouts. There may be cases where the request from the sponsor (related to science, progress, or milestone completion) requires FGC to work with the RAS and/or PI in order to formulate a response, but the communication to the sponsor should be sent from FGC.

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135 1 B&F Research SOM /RAS Approval List Functions SOM Approver Comments Carryforward Request N/A RAS Change in PI Assigned to Analyst SOM Approval Needed Commitments Sharen Olsen/Fran Davis SOM Approval Needed (Only for SOM Depts) Compass Workflow Sharen Olsen/Fran Davis SOM Approval Needed Cost Transfers(RST) Fran Davis/Sandra Page SOM Approval Needed (Depends on Compass Workflow) Cost Transfers(Journal Entry) Emory Express Fran Davis/Sandra Page Sharen Olsen/Fran Davis SOM Approval Needed (Depends on Compass Workflow) SOM Approval Needed (Depends on Compass Workflow) (Purchase Orders) EPEX Workflow Fran Davis/Sharen Olsen SOM Approval Needed Expense Request Fran Davis/Sharen Olsen SOM Approval Needed (Depends on Compass Workflow) Emory Express Access N/A RAS F&A Waiver Sharen Olsen SOM Approval Needed ICA Assigned to Analyst/Fran SOM Approval Needed Davis NCE N/A RAS OCR Fees, HIC, G&A journals OCR/Mike Riordan OCR Fees Processed by OCR HIC, WIRB, G&A Processed by SOM PAN N/A RAS Participant Stipend Sharen Olsen/Fran Davis SOM Approval Needed Payment Vouchers Fran Davis/Sharen Olsen SOM Approval Needed (Depends on Compass Workflow) PI Eligibility (For routing purposes only, not faculty Assigned to Analyst SOM Approval Needed appointment) Proposals (EPEX) Assigned to Analyst/Fran Davis Re-budgeting Request N/A RAS RAS (except for questions that trigger workflow to the SOM). See Below. Refund to Sponsor Fran Davis/Sharen Olsen SOM Approval Needed Relinquishments Fran Davis/Sharen Olsen SOM Approval Needed Request for New N/A RAS Projects Residual Transfers Blair Harrigan Will be completed by the SOM Speed Type Request Brian Hoffmeister Will be completed by the SOM Business and Finance Research SOM Review for RAS and SOM approvers-v2 Mar 27, 2017

136 2 Questions in EPEX that trigger SOM in workflow Reason for Routing EPEX Question Cost share (Salary and Non- EPEX # 1) Does the proposal commit non-salary cost sharing, Salary) matching or in-kind contributions? If Yes, please specify in Please provide cost share type comments if cost sharing, matching or in-kind contributions are or (mandatory or nonmandatory) and appropriate are not required by sponsor. speed type. EPEX # 1a) 1a) Non-RAS administrators should answer "no" to If the cost share is within the this question home department (i.e Is the non-salary cost sharing commitment required from a department routing the grant), department outside the PI's home department or from the School check no. then answer "Yes", otherwise answer "No". If Yes, please indicate in comments which schools, units and departments will provide funding and ad-hoc the relevant department/school administrator as an Approver. If you already have written confirmation of that Unit's commitment then you should answer "no" to this question and attach the confirmation Please provide cost share type (mandatory or nonmandatory) and appropriate speed type. If the cost share is within the home department (i.e department routing the grant), check no. EPEX # 2) Does the proposal commit salary cost sharing, matching or in-kind contributions? If Yes, please specify in comments if cost sharing, matching or in-kind contributions are or are not required by sponsor. EPEX # 2a) Non-RAS administrators should answer "no" to this question Is the salary cost sharing commitment required from a department outside the PI's home department or from the School then answer "Yes", otherwise answer "No". **If Yes, please indicate in comments which schools, units and departments will provide funding and ad-hoc the relevant department/school administrator as an Approver. If you already have written confirmation of that Unit's commitment then you should answer "no" to this question and attach the confirmation. ((See below) Business and Finance Research SOM Review for RAS and SOM approvers-v2 Mar 27, 2017

137 F&A Waiver This question pertains to a waiver of IDC only. If the sponsor pays any portion of IDC, check NO. If the sponsor does not pay IDC and the G&A assessment is applicable, check no. Please use boxes 1 or 19 to document G&A and list the appropriate Speed type. Space New space or renovation funded by School/Unit (Will primarily see changes for functionalities) Collaboration Please add collaborating unit. Document if some or all of the work is being performed in the collaborating unit. VA Involvement **Please attach MOU for any faculty with a VA appointment(see below) Questions in EPEX that trigger SOM in workflow EPEX # 4) Does the proposal involve a waiver of any portion of Facilities and Administration (F&A) cost recovery? (Also known as Indirect costs or IDCs). F&A waiver policy can be found at EPEX # 5) Will new or additional space or renovation of existing space be required for the proposal? If Yes, please specify in comments. EPEX #6) Does the proposal involve collaboration between investigators in more than one School or Operating Unit which meets the threshold defined in the Emory University Policy. As at July 2013 the threshold for sharing F&A cost was $10,000. The current Policy on F&A Costs in Collaborative Research can be found at EPEX # 17) Is this proposal utilizing Veteran's Administration (VA) space, patients, resources and/or VA time? If yes, please state if the work will fully or partially be done at the VA in comments. 3 RAS/Non-RAS Unit If a proposal is coming from a RAS and is checked NO, and no other questions pertaining to the SOM are applicable, the SOM will issue an approval to continue workflow. EPEX #20) Is this proposal coming from a Research Administration Services Unit? **The SOM will accept electronic MOU s only. ** Electronic signatures are required on the MOU if a faculty member regardless of number of 8 th s **If collaborating with another unit, please disclose which collaborating faculty has VA appointments. **Clarification regarding question 2a: If cost share is identified OUTSIDE of the PI s home department, check yes. Business and Finance Research SOM Review for RAS and SOM approvers-v2 Mar 27, 2017

138 NEWS YOU CAN USE Message from FGC Finance Grants & Contracts is actively processing closeouts for awards ended as of January 1, PACTS are required for awards ending as of this date and forward. No PACTS will be required for awards ending prior to this date unless you are requesting a refund or residual balance transfer. RAS ABOSS New Hire Kim Crews, Post-Award Research Administrator II Kim comes to Emory s ABOSS RAS unit from the American Cancer Society. In her previous role at ACS, Kim provided administrative support to various grant projects including intramural and extramural grant programs including CDC- and AstraZenecafunded grants. She also managed post-award activities for a nationwide community grant program of the corporate center of the American Cancer Society. Kim has over 11 years in research administration. She received her BA in Psychology with a minor in Sociology from Georgia State University. If you have any RAS highlights or upcoming events that you would like to share, please Nicole George by Thursday, April 6 th. Have a great week!

139 NEWS YOU CAN USE Message from David L. Wynes To support ORA s goal to invest in the training and development of all staff and leadership within the division, the Senior Leadership team has been looking at ways in which we can identify and develop future ORA leaders. ORA is launching a leadership speaker series, which will begin April 13th, 2017, at 9:00 am in WHSCAB Auditorium. We plan to have a session every 2-3 months thereafter, details of which will be ed as well as posted on the ORA website. In an effort to provide these professional development opportunities to all staff across ORA, the leadership speaker series is open to all ORA employees. Please check with your supervisor to assure that essential ORA business functions are adequately staffed prior to making arrangements to attend these sessions. Our first in the series will include an introduction of how to manage your professional development, what it means to be high potential, as well as our distinguished guest speaker Professor Peter Topping, from Goizueta Business School who will give a lecture on the general topic of leadership. We look forward to your participation and hope that you will find it valuable. RAS Comments in egts--launching 4/1/2017 The new RAS Comment function in the OSP Grants Tracking System (egts) is now LIVE. Detailed instructions for entering RAS Comments in egts can be found in the attached document. SAM Kiosk/Finance Support Center (Salesforce) Reminder Only FGC forms should be submitted through the Finance Support Center. If your request should be routed to OSP (PAN, NCE, Effort Change Form, Change in Scope Request, and/or Change in Principal Investigator), submit the request through the SAM Kiosk including required signatures and attachments. If your request should be routed to FGC, download the form from the SAM Kiosk, complete the form including required signatures and submit the form through the Finance Support Center (Salesforce) by creating a ticket and attaching the completed form. Pediatrics Recent Hire Chen Zhang, Clinical Trials Pre-Award Specialist I Chen has double master degrees in Statistics and Mathematical Risk Management from Georgia State University.

140 If you have any RAS highlights or upcoming events that you would like to share, please Nicole George by Thursday, March 30 th. Have a great week!

141 RAS Central / Operations Memorandum To: RAS Staff From: Denise Ehlen, RAS Central Date: 3/22/2017 Copy: Holly Sommers, OSP RAS COMMENTS IN EGTS The new RAS Comment function in the OSP Grants Tracking System (egts) is now LIVE. RAS staff should begin entering comments on April 1, Do not hesitate to contact me if you have questions. Message from Holly Sommers, OSP Director NEW RAS COMMENT FUNCTION IN OSP GRANTS TRACKING SYSTEM A new function has been added to the OSP Grant Tracking System to allow RAS staff to enter comments directly in the system when they have updates on the status of a pending award. This process will replace the need for RAS staff members to OSP Analysts with that information and subsequently have OSP Analysts enter the information in the system. RAS staff should begin entering comments on April 1, In addition to recording the information in the system and having the comments available for export in existing reports, the system will also send an containing the text of the comment to the OSP Analyst so that they will be updated as to the current status. To utilize this new function, RAS staff will take the following steps. 1. Log in to ORA Web Services function on the OSP webpage. Once there, navigate to the RAS Comment entry page under the RAS tab at the top of the screen. Select the RAS Comments Grants option. RAS Central Memorandum RAS Comments in egts 3/22/2017 Page 1

142 This will take you to the RAS Comments entry screen. 2. Under Proposal Information, select the record for which you wish to provide a status update. Note, only those records that are currently pending in the system will be an option in the dropdown box. [The OSP Prop ID is the system-generated ID assigned when a grant is entered into the system. For New or Renewal awards it will be based on the proposal ID assigned by Compass to the proposal when routed. For Continuation awards, the OSP Prop ID will be the continuation proposal number, if a continuation proposal was routed; in cases where a continuation proposal was not needed, the OSP Prop ID will be based on the Award ID. In all cases, if multiple awards are received for a single record, a record number will be appended to the proposal ID (e.g., RAS Central Memorandum RAS Comments in egts 3/22/2017 Page 2

143 ).] When a record has been selected, the current information for that record will automatically populate on the screen, including the basic information and OSP comments. 3. To enter a comment for the record, scroll down the screen to the Enter a RAS Comment section. Any previously, entered RAS Comments will be displayed in the section above this field. 4. When a comment is saved, the text of the comment will be automatically sent to the assigned OSP Analyst via in addition to being recorded in the system. A sample is attached to these instructions. RAS Central Memorandum RAS Comments in egts 3/22/2017 Page 3

144 5. Once saved, RAS Comments will be included in the data exports for the weekly automatic OSP Pending Awards Export, as well as the on-demand OSP Pending Awards Export available in the ORA Web Services section of the OSP website. From: To: Subject: Date: Sommers, Holly Has a new RAS Comment Submitted by Sommers, Elisabeth Wednesday, February 01, :18:08 AM Has a new RAS Comment Submitted by Sommers, Elisabeth The Comment is as follows: Date/Time: 02/01/ :16 am Comment: RAS Comments are entered in this box. They will be displayed in reverse chronological order (most recent on top based on the date/time stamp) in the section above once the comment is saved. RAS Central Memorandum RAS Comments in egts 3/22/2017 Page 4

145 NEWS YOU CAN USE ORA Annual Report The 2016 ORA Annual Report is available on the ORA website - RAS ABOSS New Hire Alice Story, Post-Award Research Administrator II Alice previously worked in state government managing a HRSA grant, contract processes, and continuous quality improvement. She has a Juris Master in Health Law from Emory University School of Law, Master of Public Health in Health Policy and Management from the University of Arkansas for Medical Sciences, and Bachelor of Science in Biology from Spelman College. Management Reports, RAS View Data Reports and NIH Pending Progress Report February Management Reports are available in the RAS Operations folder. Please note that the Projects in Deficit report is unavailable. RAS Views Data Reports are available on Blackboard in RAS Operations > Management Reports > RAS Management Reports February 2017 > Raw Reports NIH Pending Progress Reports are available on Blackboard in RAS Operations > NIH Pending Progress Reports. RAS Spring Picnic - CANCELLED Due to the forecast of rain on Wednesday, March 22nd, the RAS Spring Picnic is CANCELLED and will be rescheduled in the near future. If anyone have any questions or concerns, please contact Tundra Ivy at tundra.ivy@emory.edu. If you have any RAS highlights or upcoming events that you would like to share, please Nicole George by Thursday, March 16 th. Have a great week!

146 NEWS YOU CAN USE RAS Spring Picnic

147 Article: A prescription for better health: go alfresco - Harvard Health Shuttle Infornation If you have any RAS highlights or upcoming events that you would like to share, please Nicole George by Thursday, March 16 th. Have a great week!

148 A prescription for better health: go alfresco - Harvard Health of 2 3/13/2017 1:54 PM CART FREE HEALTHBEAT SIGNUP SHOP SIGN IN

149 A prescription for better health: go alfresco - Harvard Health of 2 3/13/2017 1:54 PM Home Sign up for HEALTHbeat Subscribe Special Health Reports Subscriptions Customer Service About Us Licensing/Permissions Privacy Policy Harvard University. All rights reserved.

150 NEWS YOU CAN USE Message from Kathleen Bienkowski Hi all! Per the recommendation from HR and the Learning and Organizational Development group that all Emory employees have a completed development plan, RAS leadership has created a plan and timeline to ensure we meet this objective for all RAS staff. RAS management, the RAS Training Team, Emory HR and Learning and OD look forward to supporting you in your career development at Emory. Please see below and contact your manager if you have any questions. o Development Plan Timeline for RAS March-April o Employees take on-line course on building their development plan (optional) How to enroll: Navigate to ELMS ( Login. Select Search Catalog. Type in plan in the Title: Field. Developing and Planning (on-line) will the first course listed. Choose Enroll. Follow the online instructions to review the course description and complete enrollment. May o Employees draft their development plan for FY18 o Please use this template for your plan: June/July o Manager reviews plans August o Conduct/participate in performance reviews/development meetings February 2018 o Minimum: 6-month review of plans (preferred: monthly/quarterly) June 2018 o Employee updates/creates new plan for FY19 SOM MOUs Pre-Award Staff often must develop VA MOUs (an NIH required document that assures the federal government that there is no possibility of overlap in effort and/or dual compensation for the same work). The School of Medicine has posted a number of resources related to VA MOUs: The Veterans Affairs MOU RAS Unit User Guide ( 0Guide_2016_08-04.pdf ) provides detailed instructions for initiating the proposed MOU.

151 If you have questions, please contact Fran Davis, Director of the HHS RAS or Patricia Haugaard, Assistant Dean of Research in the School of Medicine RAS Public Health & Nursing Recent Hire Katie Carey, Post-Award Research Administrator II Katie joined Emory after amassing 10 years of pre and post award administration experience at the University of Cincinnati. She graduated from Rice University in 2004 with a BA in Cellular & Molecular Biology. While working as a Research/Lab Technician at University of Cincinnati for three years, her career interests veered towards post award support of sponsored research portfolios along with pre award submission facilitation. If you have any RAS highlights or upcoming events that you would like to share, please Nicole George by Thursday, March 9 th. Have a great week!

152 NEWS YOU CAN USE RAS Central Operations Project Manager/Operations Support Message from Denise Ehlen, RAS Director of Operations/Projects I am pleased to announce that Amanda Exum has accepted the Project Manager/Operations Support position in RAS Central Operations. Beginning March 1, she will manage and execute special projects and provide operations support related to pre- and post-award research administration operations. Prior to this role, Amanda served as Post Award Administrator III on the PMS Subaccount Transition Project in RAS Central Operations. She has also worked in the Cancer & Imaging RAS, as well as Finance: Grants & Contracts (previously OGCA). She possesses project management experience and brings knowledge from both central and departmental post award administration. Amanda holds a bachelor s degree in finance. RAS CAPS New Hires Message from Kady Weingart, CAPS Director I am pleased to announce that Anna Glover (Post Award Administrator II) and Elizabeth LaScala (Post Award Administrator III) joined RAS-CAPS. Anna will be responsible for managing grants in the Professional Schools as well as some smaller departments in the College. Anna comes to CAPS from RAS Central where she worked on the Payment Management System Transition Project preparing ARTs, FFRs and completing closeouts. She joined Emory in January Prior to Emory, Anna was with Georgia Tech as a Grants and Contracts Accountant and Contract Specialist giving her both pre and post award experience. She holds a bachelor s degree in Accounting from the University of Georgia. Elizabeth will be responsible for managing grants in Biology. Elizabeth comes to us from RAS Public Health and Nursing where she managed post award activities for Global Health and Behavioral Science and Health Education. She joined Emory in August Prior to Emory, Elizabeth began her career in research administration at the University of Alabama in Tuscaloosa. She provided contract and grant administrative support within the Graduate School and College of Engineering. Eight of her ten years at UA were spent supporting research activities within the Computer Science department and the Center for Advanced Public Safety, UA s largest research center. OnBase: How to print from OnBase? Instructions on how to print from OnBase can be found here:

153 If you have any RAS highlights or upcoming events that you would like to share, please Nicole George by Thursday, March 2 nd. Have a great week!

154 NEWS YOU CAN USE Message from Kathleen Basic Sciences RAS Director Please join me in welcoming Beatriz Ibanez-Alvarez to Emory! Beatriz has accepted the position of Director for the Basic Sciences RAS unit and will be joining us on March 13th! Beatriz has over ten years of experience in both pre- and post- award administration. Prior to joining Emory, Beatriz was a Senior Business Administrator with the University of Cincinnati, College of Medicine. There, she oversaw accounting, pre-award, and post-award functions for various departments and units within the college. Beatriz holds an MBA in Accounting from University of Cincinnati and an MBA in Finance and International Business from Wright State University. We are pleased to have her on the RAS Team! Tamara Hill and Beatriz will be working together to ensure a smooth leadership transition once Beatriz is on board. RAS ABOSS New Hire Becky Rogers, Post-Award Research Administrator II Becky comes to Emory's ABOSS RAS unit from Georgia Southern University. She has eight years of experience in Post Award Research Administration and Grant and Contract Accounting. She earned her BA in Accounting from Georgia Southern, as well as her Master's in Public Administration. She is a Certified Financial Research Administrator and has worked with a variety of funding agencies spanning federal, state, and private funding. RAS Referral Bonus Program Update and Reminder!!! Congratulations to Lymari Capestany Figueroa, Terrance Malone, Kimberly Randle! They have each received $500 for referring a new employee who joined the RAS over the past few months! Please see attached overview of the RAS Referral Bonus program, and please keep those referrals coming! You could end up with some extra money in your pocket!!!

155 Emory OTT's 11th Annual Celebration of Technology & Innovation You re Invited! Emory University s Office of Technology Transfer will be hosting its 11 th Annual Awards Celebration on Thursday, March 2 nd, 2017 at the Emory Conference Center. Please join us in celebrating the past year s achievements and honoring our faculty inventors. To RSVP: An electronic version of the flyer can be found here: Management Reports, RAS Views Data Reports and NIH Pending Progress Reports January Management Reports are available in the RAS Operations folder. Please note that the Projects in Deficit report is unavailable. RAS Views Data Reports are available on Blackboard in RAS Operations > Management Reports > RAS Management Reports January 2017 > Raw Reports NIH Pending Progress Reports are available on Blackboard in RAS Operations > NIH Pending Progress Reports. If you have any RAS highlights or upcoming events that you would like to share, please Nicole George by Thursday, February 23rd. Have a great week!

156 RAS REFERRAL BONUS PROGRAM Effective: August 1, 2016 The RAS Referral Bonus program has been developed to address the RAS organization s critical hiring needs. The program encourages RAS employees to refer qualified candidates for open RAS positions. If a RAS employee refers a qualified candidate, he or she will receive a $500 bonus (before applicable taxes) in the next pay cycle after the candidate is hired and remains in the position in good standing for 30 calendar days. ELIGIBILITY Current, regular full-time and part-time RAS employees in individual contributor roles (i.e., no direct reports) are eligible for this program RAS Managers, Directors, Assistant and Associate Directors and AVP are not eligible for this program. REFERRAL PROCESS In order for a RAS employee to be paid a referral bonus, the candidate must complete the Referral Source section of the Applicant Data form which will be sent to the candidate once they have been invited for an interview. (See below for further instructions) 1. Select Employee Referral from the drop down box in the Referral Source 2. Enter current Employee Referral s Name along with the Employee Referral s ID number (mandatory) and the Referral s Telephone Number. 3. Please make sure to click the Save button located at the end of the form once this information has been entered. ADDITIONAL INFORMATION Referral bonuses will be paid for referring external candidates only. o Bonuses will not be paid to employees referring current Emory employees or those who have worked for Emory within the previous five years. Information on this program will be kept current and available for reference on Blackboard Human Resources & Training Folder RAS Referral Bonus Program Document RAS Management reserves the right to amend, terminate or suspend this program at any time. August 2016

157 NEWS YOU CAN USE Upcoming ART and PACT Training Sessions Enrollment Now Open! Your FGC/RAS Training Team will host sessions in March covering the use of the Award Review Tool (ART) and the Projects and Awards Closeout Tool (PACT). Please find session information for each course below. Each session is now open for enrollment through elms. Award Review Tool (ART) Date: Wednesday, March 8, 2017 Time: 9 am 12 pm Location: 1599 Clifton Rd. Room: Projects and Awards Closeout Tool (PACT) Date: Thursday, March 9, 2017 Time: 9 am 12 pm Location: 1599 Clifton Rd. Room: For more information or resources related to ART and PACT, visit the Award Management Tools page on FGC s website Please do not hesitate to contact Christopher Baker or Martha Lopez for further assistance or information regarding these sessions. Fantastic Service Behaviors - Announcement & Enrollment Links The RAS/FGC training team has coordinated with the Learning & OD group to offer Fantastic Service Behaviors to RAS, OCR, and FGC staff. This is a unique opportunity to participate in professional development with our RAS and OCR colleagues. We share the same commitment to service. We collaborate to achieve our shared goal to provide Emory with best-in-class research administration support services. To enroll in a session, please select the date and location from the list below. *Please note: The sessions are limited to 25 participants.* Date Location Enrollment Link March 8, 2017 March 9, 2017 Woodruff Health Sciences Center Library, 1462 Clifton Road, Room CR101 Woodruff Health Sciences Center Library, 1462 Clifton Road, Room CR

158 March 15, 2017 March 16, 2017 March 21, 2017 March 29, 2017 School of Medicine, 100 Woodruff Circle, 1st Floor, Room 190P Café Montage, 1599 Clifton Road School of Medicine, 100 Woodruff Circle, 1st Floor, Room 170A School of Medicine, 100 Woodruff Circle, 1st Floor, Room 190P March 30, Clifton Road, Room 5C April 12, 2017 April 13, 2017 School of Medicine, 100 Woodruff Circle, 1st Floor, 190P Café Montage, 1599 Clifton Road April 26, 2017 May 17, 2017 June 7, Clifton Road, 2nd Floor, Café Montage The School of Medicine, 100 Woodruff Circle, 1st Floor, Room 153A The School of Medicine, 100 Woodruff Circle, 1st Floor, Room 178P If you have any questions, please reach out to Martha Lopez or Chris Baker. RAS Cancer & Imaging New Hire Monica Hollman, Pre-Award Research Administrator II Monica joined Emory in December Starting her career in education, she transitioned to Vanderbilt University Medical School s department of Genetics & Health Policy. Prior to joining the RAS team, she worked for 10 years in the non-profit sector. Monica holds a BA from Hampton University and a Master s of Public Administration from Tennessee State University. RAS CAPS New Hires Chryssi Laguines, Pre-Award Manager Chryssi has worked in research administration for over 11 years, most recently with the University of Georgia in Sponsored Projects Administration. Additionally at Emory, she worked in the DOM RAS as a Pre-Award Administrator III from Prior to joining Emory in 2014, Chryssi worked at the University of Georgia in the College of Public Health and Office of Sponsored Programs.

159 Vincent Speaks, Pre-Award Administrator III Vincent began his career in the federal sector of Research Administration in 2004 as a Jr. Grants Management Specialist with the Eunice Kennedy Shriver, National Institute of Child Health and Human Development of NIH. Over the course of his career, he has worked in many areas of the federal government. Prior to joining CAPS, Vincent worked as the Grants and Contracts officer III supervisor for Georgia State University s College of Arts and Sciences. RAS HSS New Hire Fhaierr Steele, Pre-Award Research Administrator II Fhaierr joins the Hospital Specialty and Services RAS from the Office of Finance Systems and Data Analytics as the Interim Assistant Manager of Proposal Data and Customer Support. There she supported the Central offices of OSP, DMG, FGC and the PSGrants helpdesk for six years. Fhaierr s career in research administration began at the University of Michigan in the Prevention Research Center of Michigan and the Flint Fathers and Sons Program. Fhaierr studied Business Marketing at Ball State University and graduated with a Bachelor of Science in Business Administration from the University of Detroit Mercy. If you have any RAS highlights or upcoming events that you would like to share, please Nicole George by Thursday, February 16 th. Have a great week!

160 NEWS YOU CAN USE Compass: Important Update: Corporate Card Late Fee What Do I Need to Know? During the upgrade we experienced system issues that resulted in delays in processing some expense reports for payment. As a result, some Corporate Cardholders may have incurred late fees. The Project Team leadership has agreed to cover late fees on Corporate Cards if all of the following conditions are met: 1. Late fees were incurred on the November 14 th statement, December 14 th statement, January 14 th statement or the February 14 th statement. 2. The expense report for late fees is submitted into workflow by February 28, 2017 (the cutoff date has been extended to 2/28/2017) and, 3. Department/unit approvers agree that the Compass Upgrade processing delays have resulted in the late fee. Please keep in mind that late fees on a Corporate Card do not impact personal credit scores. What Do I Need to Do? 1. Prepare your expense report based on the guidelines in the job aid and submit by February 28, Job aid: How do I Create an Expense Report? 2. Enter Your department # - Compass Upgrade Delay in the Report Description field and in the Description line field. (Ex Compass Upgrade Delay) 3. Select the SpeedType for your department and use the Expense Type for Credit Card Fees. If department/unit approvers agree that the Compass Upgrade processing delays have resulted in the late fee, the transaction should be approved. The Compass project will reimburse the department for those charges posted. Important Note: The Project Team will complete a Journal Funds Transfer in February 2017 to cover department approved Corp Card late fee charges that follow these guidelines. 4. If department/unit approvers do NOT agree that the Compass Upgrade processing delays have resulted in the late fees, the transaction should not be approved the Cardholder will be responsible for covering the late fees.

161 4. In cases where the Corporate Cardholder is responsible for the late fees, the expense report will be pushed back to the submitter and will need to be resubmitted using the instructions in the following job aid: How to Manage Corporate Card Fees? Questions or Concerns? Please click here to log a ticket with the Finance Support Center. We are here to help you be successful during the transition. RAS Public Health & Nursing New Hire K La Albers, Post-Award Research Administrator II K La joins Emory University from Middle Tennessee State University, Office of Research Services and Sponsored Programs, where she was a Post-Award Research Administrator. K La has earned a Bachelor s degree from The University of Memphis, and a graduate degree from Middle Tennessee State University. Her primary assignment in RAS-PHN is the School of Nursing. Reminder: RAS T-Shirts The due date for submitting your t-shirt size is Wednesday, February 8 th at 2:00 p.m. You can access the spreadsheet by clicking the following link: RNLr_4UB8oz-I/edit?usp=sharing This spreadsheet is being viewed by all of RAS. If you do not want your size publicized, please Tundra Ivy. If you have any RAS highlights or upcoming events that you would like to share, please Nicole George by Thursday, February 9 th. Have a great week!

162 NEWS YOU CAN USE ACTSI Information and Brochure This information is being shared upon request from ACTSI so that everyone is familiar with ACTSI and the work they do so that we can try to connect PI s with them early on in their clinical research preparations as opportunities present themselves. ACTSI's Clinical Research Network (CRN) supports investigators to conduct clinical and translational studies that advance the understanding, prevention, and treatment of human disease. The CRN offers dedicated space and high quality research nursing, lab, bionutrition and exercise physiology services at a reasonable cost Units are located at Emory University Hospital, Grady Memorial Hospital, Emory University Midtown, Morehouse School of Medicine, University of Georgia, and Children's Healthcare of Atlanta Study sponsors: Federal agencies, healthcare industry, and foundations or associations Resources are available to Emory, GA Tech, Morehouse School of Medicine, CHOA, and University of Georgia faculty Services: clinical research infrastructure, research nurse support, biosample processing and -80C storage, bionutrition support, including dietary intake analysis, dietary education, body composition and exercise testing, bioinformatics and biostatistics support, a pilot grant program for human research, a TL1 and KL2 program to support training/research of pre- and postdoctoral trainees (TL1) and junior faculty (KL2), respectively, formal training opportunities for predoctoral and postdoctoral trainees and faculty (Certificate in Translational Research and Masters of Science in Clinical Research degree program), and more For students and health sciences trainees, these units provide unique opportunities to learn how laboratory discoveries are translated into improved patient outcomes For more information, o Jane Clark, New Protocol Submissions , CRN@emory.edu o Debora Clem, Administrative Director ; dclem@emory.edu If you have any RAS highlights or upcoming events that you would like to share, please Nicole George by Thursday, February 2nd. Have a great week!

163 ACTSI's Clinical Research Network supports investigators to conduct clinical and translational studies that advance the understanding, prevention, and treatment of human disease. For students and health sciences trainees, these units provide unique opportunities to learn how laboratory discoveries are translated into improved patient outcomes. The Clinical Research Network (CRN) offers dedicated space and high quality research nursing, lab, bionutrition, and exercise physiology services at a reasonable cost. The CRN supports studies funded by federal agencies, industry sponsors, and foundations/associations. Investigators from Emory University, Morehouse School of Medicine, Georgia Institute of Technology, Children's Healthcare of Atlanta, and the University of Georgia are eligible to request CRN support. Please contact us to see how we may be able to support your research. Clinical research and education may be conducted across our state-wide clinical research network and nationally through other CTSA Hubs. making research a little bit easier through great service by skilled professionals CLINICAL RESEARCH NETWORK Administrative Director Debora Clem dclem@emory.edu To learn more about the Clinical Research Network and how we can help turn your ideas into research, visit us at: New Protocol Submissions: Jane Clark, Program & Research Manager CRN@emory.edu ACTSI is supported by a grant from the NIH/National Center for Advancing Translational Sciences (NCATS) (UL1TR000454).

164 WHO ARE WE? The Atlanta Clinical & Translational Science Institute (ACTSI) Clinical Research Network (CRN) facilitates high-quality research, thus ensuring that patients can benefit from new and better treatments. We help researchers set up clinical studies quickly, support the life-sciences industry to deliver their research programs, provide health professionals with research training, and work with patients to ensure their needs are at the very center of all research activity. Clinical Sites: - Emory University Hospital - Grady Memorial Hospital - Emory University Midtown - Morehouse School of Medicine - University of Georgia - Children's Healthcare of Atlanta Services Nursing - Medication administration - IV access and infusions - Routine and complex vital sign monitoring - Admission and shift assessments - PK sampling - Phlebotomy training - Telemetry monitoring - Protocol order set compilation LabORATORY - Sample processing to fit protocol needs - Short- and long-term sample storage - Barcoding and tracking of biosamples - Shipping of samples for analyses - DNA extraction - Training in Good Laboratory Practice (GLP) - After-hours processing available upon request Bionutrition/Exercise Physiology - Bone density and body composition (idxa) - Exercise treadmill testing - Energy expenditure measurements - Dietary intake assessment - Feeding studies - Experienced research nutritionist Study Design - Studio consultation with senior investigators for development, design, and conduct of protocols - Biostatistical support and DSMB creation - Study subject recruitment and retention PROGRAM DIRECTORS E m o r y U n i v e r s i t y H o s p i t a l T h o m a s R. Z i e g l e r, M D G r a d y M e m o r i a l H o s p i t a l G u i l l e r m o E. U m p i e r r e z, M D E m o r y U n i v e r s i t y H o s p i t a l M i d t o w n G r e g S. M a r t i n, M D, M S c M o r e h o u s e S c h o o l o f M e d i c i n e P r i s c i l l a S. J o h n s o n, P h D, M S N U n i v e r s i t y o f G e o r g i a B r a d l e y G. P h i l l i p s, P h a r m D C h i l d r e n ' s H e a l t h c a r e o f A t l a n t a A n n e M. F i t z p a t r i c k, P h D

165 NEWS YOU CAN USE Note from FGC Regarding Encumbrances and ARTs Encumbrances are not required to be cleared when submitting an ART for your final FSR. Simply confirm that no additional charges will post against the unliquidated amount and your ART will be accepted by FGC Operations. I-Drive/AutoCapture Update Office of Research and LITS supported RAS users will receive the new I-Drive network mapping automatically via a Group Policy Script, along with automatically receiving the new AutoCapture client using Microsoft SCCM. NOTE Computers that were off will receive the new AutoStore 7 Client and drive mappings upon start up. Some users may need to reboot their computer to receive the new I Drive mapping, which is \\eu-securefile-ts\autostore-ts\images. If RAS units NOT supported by LITS: Client Services (F&A IT) access the I drive, they must manually map to the new I Drive location, which is \\eu-securefile-ts\autostorets\images, and install the new AutoCapture client. The new client is available at \\eusecurefile\utspackages\autostore7. If you experience any issues, please contact your local IT support. If you have any RAS highlights or upcoming events that you would like to share, please Nicole George by Thursday, January 26 th. Have a great week!

166 NEWS YOU CAN USE PACT Tool The PACT tool was just updated on the FGC site. Finance Support Center (FSC) Online Access The below message was included in the November 17 th Compass Tips and Tricks, but we are including it in this week s BB announcement in case anyone missed it: Finance Support Center (FSC) Online Access If you saved the FSC community website as a favorite and receive an error message the next time you click on it, you may have inadvertently bookmarked the wrong link. The FSC community website link redirects, and if you have that redirected link bookmarked, you will end up going to a logout page or a maintenance page. Follow the steps outlined in the job aid to ensure that you are not bookmarking the redirect link. JOB AID: How To Bookmark the FSC community website Corporate Card Late Fee Communication What Do I Need to Know? During the upgrade we experienced system issues that resulted in delays in processing some expense reports for payment. As a result, some Corporate Cardholders may have incurred late fees. The Project Team leadership has agreed to cover late fees on Corporate Cards if all of the following conditions are met: 1. Late fees were incurred on the November 14 th statement, December 14 th statement or the January 14 th statement, 2. The expense report for late fees is submitted into workflow by January 31, 2017 (this date is the final cutoff) and, 3. Department/unit approvers agree that the Compass Upgrade processing delays have resulted in the late fee. Please keep in mind that late fees on a Corporate Card do not impact personal credit scores.