New Faculty Orientation 2014: Research and Scholarship

The University of Southern Mississippi
Research and Scholarship
Gordon C. Cannon
Vice President for Research
P.O. Box 5116
Administration Building 202
Tel. No. 601-266-5116
Fax No. 601-467-4377
gordon.cannon@usm.edu

Vice President for Research
Asst. VP for Research
Admin.
Proposal
Development
Post-award
Compliance
Contracts and
Grants
Accounting
Office of Research
Integrity
Animal Care
(IACUC)
Institutional
Research Board
Responsible
Conduct of
Research
Office of
Technology
Development
USM Research
Foundation
Intellectual
Property
Management
Research
Support
Center for
Research
Support
Environm.
Health and
Safety
University
Research
Centers
Inst. f.
Disability
Studies
MS Network f.
Cancer Control
NCS4
CLTT
Executive
Secretary
Financial
Assistant
University Research
Council
Organizational Chart

Publish or Perish
Publish and Flourish

USM Research Expenditures
FY 2010 $66,337,353
FY 2011 $70,865,692
FY 2012 $69,762,807
FY 2013 $58,496.381
FYFF$58,496,381
Research

Upcoming Workshops
IRB Review: Mock Review
Tuesday September 9, 5:00 – 6:00 pm
Wednesday September 10, 12:00 -1:00 pm
NIH R03 and R15 Writing Advice from funded PIs
Monday September. 22, 11:30 am – 1:00 pm
Plagiarism in the Humanities and the Arts
Tuesday October 28, 12:15 – 1:00 pm
Grant Management
Wednesday November 12, 11:30 am – 1:00 pm
Finding Funding with the Pivot Database
Monday November 17, 12:00 – 1:00 pm
IRB Review: Mock Review
Friday November 21, 2:00 3:00 pm

New Grant Development Program
Research
$2,000 External Proposal Development Grant
(interdisciplinary, multi-PI preferred)
Details on web page
Annual Deadline is April 15

PI Travel Support
Research
Visits to Program Officers
(Federal Funding Agencies)
Request Form
Four-Color “Leave Behind”
Follow-up Report

Center for Undergraduate Research
Research Opportunities
for All Undergraduates
Formal Venue
Affiliated Faculty

Dos, Don’ts and Some Suggestions
for Managing
Your Grant-Supported Research

Start early!!!
Request For Proposals (RFP)
Meet with Sponsored Program Administration (SPA)
Make sure they have RFP!
Give them your best guess for a budget early!
(I suggest a month in advance)
Budget Justification - give this much thought!
(Even if not required I suggest you prepare one)
Project and Proposal Development

Human Subjects – IRB
(Institutional Review Board)
Animal Welfare - IACUC
(Institutional Animal Care and Use Committee)
Biological Hazard - IBC
(Institutional Biosafety Committee)
Radiological Control - IRC
(Institutional Radiation Safety Committee)
Export Control
(“I’ve called to speak to you about your torpedo”)
Important Checklist

Each step takes time!
Always assume something will go wrong!
(e.g. signature authority not available)
Signed IAF and budget must be at SPA 5 working
days before deadline
Feel free to tinker with narrative as needed until
close to deadline
Approval Chain

“In the conduct of research and scholarship, all faculty members have the
right to academic freedom as outlined by the University Faculty Handbook.
Faculty members have the right to conduct research and scholarly activities
and to disseminate the results of their work without suppression or
modification by external sponsors.
Along with these freedoms come corresponding responsibilities.
It is important to adhere to both the spirit and the letter of Research Policies”
Paraphrased from Seaton Hall PI Handbook

Academic release time
(requires negotiations with Chair/Director, Dean)
(Office of VPR does not recommend 100% release)
Issues with Facilities and Administrative Costs
(F&A Costs = indirects = overhead) On campus 46.5% MTDC
Off Campus 28%
Full F&A is expected (unless prohibited by agency)!
(lower rates, waivers require approval by Chair/Director, Dean, VPR)
Institutional matching
(requires approval by Chair/Director, Dean, VPR)
Sub-awardee budget and institutional approval
Possible IAF Delays

Hard copies: Consider mailing time, number of
copies, etc.
Electronic submission: grants.gov; fastlane.nsf.gov
You are responsible for uploading your proposal
documents!
(you will give SPA grants administrator access)
SPA grants administrator submits the proposal.
(keep SPA - GA in the loop!)
Cannon’s corollary to Murphy’s Law:
The likelihood that network or fastlane difficulties will occur increases
exponentially as the deadline approaches.
The Submission Process

The Program Manager Call:
“Intends to recommend funding but ……”
Budget and scope change
(usually small window for negotiation - make the best of it!)
Make changes in consultation with your SPA GA
(provide all the extras program manager needs; then wait…..)
Can you start the work? Need an award letter!!
(sometimes pre-award spending period, but need strong assurance
from agency that award will be made)
The Proposal Is Reviewed Positively

GR account number is set up at SPA.
You and any qualified person(s) you designate
will be granted signature authority.
Set up your own simple spreadsheet (Excel) so
that you can track expenditures yourself!
(Soarfin works but is cumbersome)
Finally the Award Letter Arrives

Summer Salary for PIs
Must be budgeted to the degree allowable by agency
(NSF: 2 person months total per year for all NSF-funded projects combined)
PI’s responsibility to set up PAF for summer pay

If work is not completed by the end of the project
period: Request a no-cost extension
(has to be approved by granting agency; requesting time solely to spend
residual funds is NOT an acceptable reason!)
Post-work period budget revisions: the number
one red flag for OMB that triggers a general audit.
Grant Must Be Spent
Within the Award Dates

Budget category switching
(requires agency approval; latitude varies by agency)
USM monitors category changes
(necessary and helpful tool for tracking changes)
For allowable changes:
fill out an internal budget modification form
Grant Must Be Spent on Budgeted Items

Contact appropriate vendors and USM Purchasing
Department.
(state purchasing policies must be followed in all instances)
Equipment over $5,000 must be bought on bid.
(exception: sole source vendor)
Equipment bought on grants is the property of the
State and University; PI is responsible!
(PI must cooperate with their home department and USM Property
Accounting for inventory policies/procedures, periodic state audits!)
Equipment must not be removed from campus
without proper permissions.
(from Chair/Director, Dean)
Equipment Purchases

Likely overlap in services and goods purchased.
Be careful in your spending!!!
(No need to buy multiples of each supply item for multiple projects)
(Travel by assistant to Ireland to study court records for one
funded historical study and then continue on to France for another
unfunded study: Gets dicey!)
Best advice: always be upfront, ask agency contact
before making expenditure.
“It’s better to ask forgiveness than permission” –
NOT true for funded research!
Multiple Projects - Multiple Grants

Students and assistants: How to manage?
(e.g. grant ends, graduate assistant is not ready to graduate. Can
you just switch to another project? Maybe, if the student’s efforts
will truly be related to the second project. Keep a brief justification
for such changes!)
Who has the expertise to call you on this?
(Maybe no one at USM, so why should you care?)
When OMB comes a-calling, they have the
resources to obtain expert evaluation of your
actions! University of Central Florida Case
Multiple Projects-Multiple Grants, cont.

Normally detailed in budget justification of
proposal.
Most agencies have rules.
Must conform to USM and state travel
regulations.
(Grant-funded travel does not exempt you and your students
from state travel regulations!)
PI and Student Travel

Accounting rules that govern federal government
funding of university research.
(Why can’t I hire a secretary from my grant?)
(Why can’t I buy an office computer for the office secretary from my
grant?)
(Why must I file monthly time and effort reports?)
You need to work with the university accountants to
ensure compliance.
Avonelle Pugh – never said it but probably thought:
“It’s not my A-21”.
A-21 Task force.
OMB Circulars A-21 and A-110

Multidisciplinary projects with multiple PIs.
Everyone’s roles and responsibilities should be
defined before proposal is submitted and stated
in proposal text (if practical).
Have a documented plan for budgeting and
spending!
Multi-PI Grants

HHS definition of COI: “When outside activities
interfere with scholar’s university duties”
Conflict of Commitment:
outside employment
(Human Resources, President must approve;
Rule of thumb: ~8 hours per week allowed)
Financial conflict of interest
Conflicts of Interest (COI)
and Commitment (COC)

Research
Notebooks, other data archives
(university-issued and –owned computers)
(Data Management Plan required by agencies)
Intellectual property protection
(new first-to-file patent regulations)
Who owns the data?
Documentation in case of dispute
Unintentional misinterpretation of data
(intentional misinterpretation, sloppy data documentation could
lead to misconduct)
Data Management

Research
All agencies require progress and final reports.
(Usually technical and/or financial reports; frequency depends on
agency)
Technical reports: written and submitted by the PI.
(Timely submission is crucial! NSF blocks submission of new grants by
all PIs on grant if reports are late! Copies of the final report to SPA)
Financial reports: assembled, submitted by USM
Office of Contracts and Grants Accounting
(OCGA).
(some universities recommend PI review)
Other deliverables: Software, Maps, Databases, etc.
Reports and Reporting Periods

New Faculty Orientation 2014: Research and Scholarship

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New Faculty Orientation 2014: Research and Scholarship