two years post reorganization VUVUMC Collaborations Sponsored Programs Administration October 2 2018 Guiding principles Dont let it break Improvise continuously as one does something to do something without formal guidelines ID: 793124
Download The PPT/PDF document "Making it up as we go along:" is the property of its rightful owner. Permission is granted to download and print the materials on this web site for personal, non-commercial use only, and to display it on your personal computer provided you do not modify the materials and that you retain all copyright notices contained in the materials. By downloading content from our website, you accept the terms of this agreement.
Slide1
Making it up as we go along: two years post re-organization
VU-VUMC Collaborations
Sponsored Programs Administration
October 2, 2018
Slide2Guiding principles
Don’t let it break
:
Improvise
continuously as one does something; to do something without formal guidelines,
structure
, rules, etc
.
Do
no harm
:
The
principle of “do no harm” is that the wellbeing of the people we are trying to help
must be
the focus of our efforts to help
them
Uphold highest standards for research compliance
:
New relationships bring new challenges
Slide3What were we expecting on April 30, 2016?
VU outgoing subcontracts to VUMC
VUMC incoming subcontracts to VU
Despite having established a process to handle ongoing collaborations prior to separation, we experienced many implementation problems for the next 10-12 months.
How’s it going today?
Slide4VU-VUMC Subcontracting Update
Data for July 1, 2017 - May 31, 2018
SPA processed
202 VUMC incoming
subawards
to VUSPA processed 143 VU outgoing
subawards
to VUMC
Slide5@ PROPOSAL
VU Department submits Proposal to prime sponsor (
submits COEUS Proposal & creates PEER G Log
)
Includes VUMC as “Outgoing Sub Organization”
If not included in Proposal, then request VUMC as an “Add-On Subrecipient”
For review in SPA, VUMC provides VU Department with:
Signed
Subrecepient
Statement of Collaborative Intent (SSCI)Statement of WorkBudgetBudget Justification @ AWARDIn PEER, locate G Log for ProposalCreate a Contract Request from the G Log: When completing the Contract Request, attach the 1) Prime Award Notice (NOGA), 2) SSCI, 3) SOW, 4) Budget and 5) Budget JustificationSPA Subcontracts will prepare a DRAFT agreement. After review by the VU Department and PI, SPA Subcontracts will send the Final Draft to the VUMC Department to obtain VUMC institutional signaturesVUMC Office of Contracts Management returns VUMC executed subcontract to VU Subcontracts to fully execute.
Today’s process for VUMC outgoing subawards
Slide6Today’s process for VUMC incoming
subawards
@ PROPOSAL
VU Department submits Proposal in COEUS for an Incoming
Subaward (and, creates a PEER G Log)VU Department completes LOI provided by VUMC Department
SPA reviews and approves the LOI, Budget, Budget Justification and SOW and returns them to the VU Department
VU Department provides materials to VUMC Department
@ AWARD
VUMC Department will work with VUMC OCM to prepare a DRAFT Subaward agreementVUMC OCM will send the DRAFT agreement to VU DepartmentIn PEER, VU Department locates G Log for ProposalCreate a Contract Request from the G Log When completing the Contract Request, attach the 1) DRAFT agreement, 2) Budget, 3) Budget Justification and 4) SOWSPA Subcontracts will review the DRAFT agreement, after reviewing - send to the VU Department & PI to review and approve, and then the VU AOR signsSPA Subcontracts sends the partially-executed agreement to VUMC OCM to obtain VUMC institutional signaturesVUMC Office of Contracts Management returns fully-executed S
ubaward to SPA Subcontracts; SPA Subcontracts distributes fully-executed subaward
Slide7What about sponsored billing agreements?
A
Sponsored Billing Agreement
does
not
flow down any of the terms of the prime award to the non-grantee institution; it is simply a mechanism whereby the grantee institution can reimburse the non-grantee institution for the salary and fringe of certain project personnel (in most instances). Thus, the prime grantee institution retains full responsibility for compliance issues related to the personnel covered by the billing agreement.
Sponsored Billing Agreements
are now primarily used to support staff who are not performing substantive work for a project at the other institution.
Must
not be Key Personnel.Examples include VUMC employed post-docstechnical staffnon-PhD students seeking advanced degrees (OSHE)Usually not anticipated at the time the initial Proposal is submitted to the prime sponsor.No indirect costs for the other institution.
Slide8Opportunities for improvement
Could VU and VUMC use the same generic
Letter of Intent
(LOI) form?
What is the purpose of the LOI for Sponsored Billing Agreements?
Do we really need a COEUS Proposal for an Incoming Sponsored Billing Agreement?
Do we really need a COEUS
Award
for an incoming
Sponsored Billing Agreement?For an Outgoing Billing Agreement, do we really need it attached to the G Log for the prime proposal?Who is best positioned to sign an LOI for a Sponsored Billing Agreement?
Slide9What can be unique about training grants?
All training grants are submitted
by VU
since all students are VU.
If a PI on a
T32 grant is employed by VUMC, VU COEUS Support must make sure they are added in the PEOPLE TABLE
with 1) a VU NET ID and 2) BRET as the home department.
This is only a requirement for the PI(s). VUMC employed mentors may be added using the Rolodex.
For
F31 grants, if the Sponsor is VUMC employed, they must also be added as a VU person with a VU Net ID and not through the Rolodex.
Slide10What Else are we asked about?
We initially expected
Sponsored Billing Agreements
to play a prominent role in VUMC funding of VU doctoral students working as
Research Assistants
on VUMC grants but -
Process
was
not sustainable
due to frequent changes in sources of fundingMaster bills for graduate student support for VU graduate students mentored/paid by VUMC employed faculty are handled as Non-Sponsored Billing Agreements (NSBAs) by the Dean’s office of each schoolEmployee Service Agreements (ESAs) and Non-Sponsored Billing Agreements (NSBAs) are handled by the VU department and VU Finance (vu-esa_nsba@vanderbilt.edu). ESAs and NSBAs involve gift, endowment or operating funds being transferred and include a 10% surcharge.
Slide11Do we ever submit proposals on behalf of vumc employed faculty?
All
F
aculty and Postdoctoral appointments are made by VU.
Some
Faculty and Postdoctoral Fellows may be employed by VUMC.Some sponsors will only make awards to degree-granting institutions.Only VU is degree-granting. VUMC does not grant degrees.
In cases where only VU is eligible to submit a
non-governmental
Proposal to an agency, a VUMC Investigator may submit the Proposal through VU using a secondary appointment in a VU Department. If a VUMC Investigator does not have a secondary appointment, the Proposal may be submitted through the office of the Vice Provost for Research.
VU will issue a Subaward to VUMC for the full amount of the award and receive an administrative payment in return (amount established by an MOU.)
Slide12THE END
Questions?
Thank you.