Session Slides - Office of the Vice Provost
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Transcript Session Slides - Office of the Vice Provost
Mechanisms of Collaboration:
Proposals that include more than one
department or school, or a collaboration
with Tufts affiliates
JANUARY 21, 2014
SERIES 4, SESSION 1 OF AAPLS
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APPLICANTS & ADMINISTRATORS
PREAWARD LUNCHEON SERIES
Speakers
Zoya Davis-Hamilton, CRA, EdD
Senior Associate Director, Research Administration
Office of the Vice Provost
Tufts University
[email protected]
Frederick Frankhauser, JD, MBA, RPh
Director, Grants & Contracts
Research Administration
Tufts Medical Center
[email protected]
Session Overview
Steps necessary at the proposal stage for:
1.
Proposals that include more than one department or school
at Tufts
2.
Collaborative submissions with Tufts affiliates
Scenarios of budgeting for a person’s effort via a
scope budget, subcontract or a joint appointment
Challenges of F&A cost calculations
Multi-Department/School Proposals
Require One Internal Sponsor Coordination Form
(ISCF)
Answer “Yes” to the question “Is this a multi-account
proposal?” on p. 1 of ISCF and specify number of
accounts
Work with department administrator(s) in
collaborating department(s) to confirm budget
amounts
Attach supporting budgets in Excel for each
department/school (i.e. “scope” account)
ISCF Approval Signatures (Boston/Grafton)
For Multi-PI proposals, all PIs from Tufts University must sign
For Fellowship proposals, both the student and the faculty mentor must
sign the form
Co-Investigators are only required to sign the form if they are from
departments or schools that are different from the PI’s department
Only the Department Chair from the PI’s or lead PI’s department must
sign the form
Dean, Director or Designate must sign the form for:
Proposals with cost sharing and/or F&A rate that is reduced from the federally
negotiated indirect cost rate
1.
The signature indicates approval of cost sharing or a reduced F&A rate
Proposals that will have a “scope” account
2.
The Dean, Director or Designate for all schools involved in the proposal must sign the form
Multi-department/school Proposals (cont.)
Use appropriate F&A rate for each component of
the budget (Medford and the HNRCA have
different rates:
http://viceprovost.tufts.edu/researchadmin/writeand-submit-proposal/budget-figures-and-rates/)
Show one combined budget on ISCF and in the
proposal to the agency
List base, rate and amount for each portion of the
budget in grants.gov, PHS and other agency budget
forms
Challenges of F&A Calculation
F&A rates differ between campuses
For subcontracts, F&A rate of subcontract
organization is used on subcontract direct costs
In addition, Tufts University charges F&A on the first
$25,000 of each subcontract
Subcontract F&A amount is direct cost for Tufts
University but is not factored into the direct cost
limit on NIH proposals
(http://grants.nih.gov/grants/guide/noticefiles/NOT-OD-05-004.html)
Tufts University Affiliates
Tufts University School of Medicine has a number of
affiliated clinical sites
20 teaching hospitals across Massachusetts and one
in Maine (Maine Medical Center)
Tufts Medical Center is the principal teaching
hospital for Tufts University School of Medicine
http://medicine.tufts.edu/Clinical-Affiliates
Proposals with Tufts Affiliates
Collaborator(s) from Tufts affiliates may assume the
following roles in the proposal:
No measurable effort – Other Significant Contributor
Subcontract when work will take place on affiliate’s premises
Joint Appointment (JA) if a person is employed by Tufts
Medical Center and work will take place at Tufts University
1.
2.
3.
These can be executed vice-versa
Proposal Paperwork
Resources, Equipment & Biosketch(es) are necessary for
the collaborators
No additional paperwork for OSC or JA at the proposal
stage
For subcontracts:
1.
2.
3.
Subcontract organization’s business office must approve and issue/sign
a Consortium Letter of Intent/Statement of Intent
Subcontract budget and budget justification are required for nonmodular proposals
Subcontract total direct/indirect amounts per year and personnel
justification is required for modular proposals
Tufts Medical Center
Tufts Medical Center (TMC) is the principal teaching
hospital for Tufts University School of Medicine
TMC provides care for all patients from the tiniest
newborns at the full-service pediatric hospital,
Floating Hospital for Children, to centenarians in the
specialized Geriatrics clinic
TMC conducts groundbreaking medical and health
policy research and is in the top 15 % of independent
institutions receiving federal research funding
Business Process for Collaborative Proposals at
Tufts Medical Center
Need notice of what is being done in order for an
agreement to be drafted
Agreement, Scope of Work & Budget
drafted/negotiated/ reviewed
IRB/IACUC review
Most Common Problems
Finding the correct people to contact
Often find out after the protocol has been submitted
to the IRB
Questions?