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Grant Coordinator Meeting

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Incentives are available in the form of cash cards. Please allow two business days to process your request. Incentives may be obtained by completing a Research ... – PowerPoint PPT presentation

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Title: Grant Coordinator Meeting


1
Grant CoordinatorMeeting
  • May 24 _at_ 130 pm
  • 132 Fluor Daniel Building

2
- Agenda -
  • NIH Conflict of Interest Policy Status Update
    Chip Hood
  • Research Fund Policy for Research Subjects
    Stephanie Wald
  • Faculty Gift Credit Betsy Mudge
  • Kuali Coeus Update Bindu Rangaraju
  • Export Control Tami Hemingway
  • Avoiding Compliance PitfallsTracy Arwood
  • Restructuring of EHS Tracy Arwood
  •  

3
NIH Conflict of Interest Policy Status Update
Becca Hanus
4
Research Fund Policy for Research Subjects
Stephanie Wald
5
Research Subjects
  • It is common in certain types of research to
    provide an incentive to individuals to
    participate in research studies.
  • When participants are necessary for the success
    of the research project, an incentive may be
    offered provided they are included as part of the
    grant proposal and IRB approval was obtained.
  • Research incentives given can typically range
    from 25 to 50.
  • This policy is intended to provide guidance as to
    the appropriate acquisition and distribution of
    research subject incentives. We are proposing it
    as interim policy and will be subject to review
    next Fall.

6
Obtaining Research Subject Incentives
  • Incentives are available in the form of cash
    cards. Please allow two business days to process
    your request.
  • Incentives may be obtained by completing a
    Research Subject Incentive Request Form and
    submitting it to the Cash and Treasury Services
    Department.
  • Incentives should only be requested when
    disbursement of such funds is expected to
    commence within the current month. If the project
    continues throughout the year, multiple incentive
    requests should be made to provide for a
    reasonable and timely accounting of the funds.

7
Obtaining Research Subject Incentives Cont.
  • All request forms submitted must be signed by an
    authorized approver. Their signature indicates
    that the appropriate business officer is aware of
    the request and that documentation has been
    provided to them.
  • A copy of the approval letter issued by the
    Institutional Review Board (IRB) must accompany
    the request.

8
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9
Research Subject Incentive - Restrictions
  • All amounts received must be used for the purpose
    of providing an incentive to research subjects
    participating in an approved study.
  • Incentives may not be used for any purpose other
    than the one outlined on the Research Subject
    Incentive Request Form.
  • Unused cash cards cannot be used to pay research
    participants in subsequent, unrelated studies.
  • Cash cards should be given as an incentive as
    opposed to other cash-like instruments.

10
Distribution of Incentives
  • Researchers are required to keep a Research
    Subject Incentive Distribution Log for all
    amounts disbursed. This log will maintain subject
    confidentiality by the use of identifiers.
  • The Internal Revenue Service (IRS) requires
    Research Subject Incentives aggregating 600 or
    more paid to an individual during a calendar year
    to be reported on IRS Form 1099-MISC,
    Miscellaneous Income. If this should occur an
    additional reporting requirement is necessary.
    The subjects name, address, social security
    number, and payment amount must be sent to the
    Cash and Treasury Services Department no later
    than January 15th of the subsequent calendar
    year.

11
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12
Substantiation Process
  • A Research Incentive Distribution Log along with
    all supporting documents should be submitted to
    the department for which the study was performed
    and the Cash and Treasury Services Department
    within 15 days of the completion of the study or
    by January 15th if the study exceeds one calendar
    year.
  • Funds must be substantiated before any new
    advances will be issued.
  • If no supporting documentation exists and the
    funds were not distributed to participants with a
    list, a memo of justification is required
    detailing why this documentation is not available
    and how the funds were spent.

13
Repayment of Incentives
  • Incentives distributed must be repaid no more
    than 30 calendar days from the issue date.
  • Incentives are to be repaid through BuyWays by
    entering a voucher payable to Clemson University
    Cash and Treasury Services.
  • Any unexpended/undistributed cash cards should be
    returned to the Cash and Treasury Services
    Department.

14
For More Information
  • Visit our website at http//www.clemson.edu/cfo/ca
    sh-treasury/cash-receipting/index.html
  • Contact

15
Questions
16
Faculty Gift Credit
Betsy Mudge
17
Background
  • Faculty requested documentation of their role in
    fundraising
  • February 2012 Members of Development, CUF,
    Provost Office, and Office of Institutional
    Research agreed on guidelines
  • April 2012 Meeting with Provost and Deans
  • May 2012 Implementation Date

18
Guidelines
  • Who receives credit?
  • Faculty members who work with DOs to solicit
    gifts
  • Faculty members who notify DOs in advance of
    gifts received
  • Development Officer and Faculty member receive
    acknowledgement for 100 of closed amount

19
Development Officer Responsibilities
  • Record faculty name(s) on gift
  • Up to 3 faculty members
  • Cash, Gift-in-Kinds, and pledges
  • Work with faculty to fill out forms and paperwork
    to book gift within 30 days of receipt
  • Work in partnership with faculty member when
    soliciting and stewarding the gift

20
Faculty Member Responsibilities
  • Obtain appropriate approval before soliciting
    gift
  • For unsolicited gifts, contact Development
    Officer within 30 days of receipt
  • For gifts (cash, pledges, GIKs) of 10K and
    above, faculty members receive credit in RE and
    FAS

21
When does it show up in FAS?
  • May 1, 2012
  • Begin documentation in RE (gift receiving system)
  • August 2012
  • Test download into FAS
  • April 30, 2013
  • Office of VP of Academic Affairs downloads data
    into FAS
  • Faculty name, amount of gift, donor name

22
What if I want my gift included in the research
annual report?
  • Fill out form

23
Kuali Coeus Update
Bindu Rangaraju
24
Kuali Coeus Clemsons New eRA
Together Towards Tomorrow
25
Session Objectives
  • Communicate goals for Kuali Coeus
  • Introduce Kuali Coeus Features
  • Project timeline
  • User engagement of research community in the
    project

26
Project Goals
  • Cradle to Grave System
  • Simplify proposal generation, submission and
    management
  • System-to-System Submission
  • Make it possible to grow research at Clemson
  • Eliminate the need for redundant effort in
    departments
  • Eliminate need for shadow systems
  • Report generation capability through out the life
    of the project

27
Kuali Coeus Overview
28
Kuali Coeus Elements
29
KC Implementation Timeline
30
Phased Approach
Module Implementation
Phase II -Institutional Proposal -Proposal
Log -Awards
Phase I -Project Planning -Project Governance
Committees -Implementation Plan -Timeline
Phase III -Proposal Development -Budgets -Grants
.gov s2s
Phase IV -IRB -IACUC -COI -Interface KC Awards
to CUBS
31
KC - Implementation Plan
  • Overall Goal Deliver an integrated research
    administration system that meets researcher and
    institutional needs
  • Deliverables
  • Processes that maintain compliance, increase
    efficiency and reduce administrative burden for
    all
  • Reporting capabilities
  • Training and Ongoing support for all users

32
Implementation Principles Components
  • Campus Engagement
  • Engage Campus stakeholders
  • Engage faculty early, seek advice and guidance
  • Gather feedback, document validate
  • Brainstorm solutions collaboratively
  • Communicate
  • Product
  • Configure product to meet reasonable campus needs
  • Enable and promote consistency in processes and
    reporting
  • Minimal customization of the core product
  • Integrate with Peoplesoft Financials

Go-Live
Post Go-Live
Discovery
33
KC - Implementation Challenges
  • Be patient with staff through the implementation
  • We are all in this together, as a Community
  • Give all implementers a virtual Hug
  • Functional Staff, Departmental Staff and System
    Implementation Team
  • Anticipating a Kuality implementation

34
KC Where Are We Now!!
Module Implementation
Phase II -Institutional Proposal -Proposal
Log -Awards
Phase I -Project Planning -Project Governance
Committees -Implementation Plan -Timeline
Phase III -Proposal Development -Budgets -Grants
.gov s2s
Phase IV -IRB -IACUC -COI -Interface KC Awards
to CUBS
We Are Here!!
35
User Involvement
Configuration
User Function
36
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37
  • We Value Your
  • Email
  • Bindu Rangaraju
  • Bindu_at_clemson.edu
  • 864-650-1467

38
Export Control
Tami Hemingway
39
U.S. Export Controls
  • Laws and Regulations implemented to further
    national security and U.S. foreign policy

40
What is an export?
  • Tangible Shipments outside of the U.S., its
    territories and possessions
  • Release of technology or code to a non-U.S.
    person within the U.S. Deemed Export
  • Providing a service to a non-U.S. person

41
International Traffic in Arms Regulations
  • ITAR controls items designed primarily for a
    military purpose as well as all satellites
  • ITAR controlled items are found on the United
    States Munitions List (USML)

42
Export Administration Regulations
  • The EAR control items designed primarily for a
    civilian purpose but which may also be used in a
    harmful way Dual Use
  • EAR controlled items are found on the Commerce
    Control List (CCL)

43
Foreign Assets Control Regulations
  • The FACR regulate U.S. sanctions and embargoes
    against specific countries or persons in
    furtherance of U.S. foreign policy
  • General and specific licenses determine items
    that may be exported or imported to or from
    embargoed countries or with whom funds may be
    exchanged

44
Fundamental research
  • Basic and applied research in science and
    engineering conducted at accredited institutions
    of higher learning in the United States the
    results of which are ordinarily published

45
Fundamental Research Exclusion
  • Fundamental research results are not subject to
    export control regulations
  • FRE does not apply to export controlled inputs
    used in the research
  • Publication restrictions or restrictions on
    participation in the research based on
    citizenship will destroy the availability of this
    safe harbor

46
Restricted Parties
  • BIS
  • Denied Persons List
  • Entity List
  • Unverified List
  • DDTC
  • AECA Debarred List
  • OFAC
  • Specially Designated Nationals List

47
Anti Boycott compliance
  • Applies primarily to the Arab League boycott of
    Israel
  • Conduct that may be penalized
  • Agreements to refuse or actual refusal to
  • do business with or in Israel or with blacklisted
    companies.
  • discriminate or actual discrimination against
    other persons based on race, religion, sex,
    national origin or nationality.
  • furnish or actually furnish information about
    business relationships with or in Israel or with
    blacklisted companies.
  • furnish or actually furnish information about the
    race, religion, sex, or national origin of
    another person.
  • Implement letters of credit containing prohibited
    boycott terms or conditions.

48
Export Control Assessment
  • What is it?
  • What do we want to do with it?
  • Who is it going to?
  • Where is it going to and what is the end use?

49
Pre Award
  • RFP/BAA (DOD, NASA, DOE, Private)
  • Publication Restrictions (includes NDAs)
  • Non-US person participation restrictions
  • End Use/End User (chemical, biological, missile,
    nuclear WMD)
  • Foreign funding/reviews
  • Export Controlled deliverables anticipated
  • SOW includes travel to embargoed country

50
Post Award
  • International Travel
  • Export controlled equipment or technology under
    MTA, loan or purchase
  • Payments to a restricted entity
  • Anti Boycott Language

51
Contact
  • Export Control Officer
  • Tami Hemingway
  • 656-4084
  • theming_at_clemson.edu
  • www.clemson.edu/research/compliance/export/

52
Avoiding CompliancePitfalls in Pre-Award
  • Tracy Arwood
  • Compliance Office

53
Compliance Review Approval
  • IRB research with human subjects
  • IACUC research, teaching or testing with
    vertebrate animals
  • IBC research involving rDNA and biohazards
    (more?)

54
Human Subjects Research (HSR)
  • Research means a systematic investigation,
    including research development, testing and
    evaluation, designed to develop or contribute to
    generalizable knowledge.
  • Human subject means a living individual about
    whom an investigator (whether professional or
    student) conducting research obtains
  • Data through intervention or interaction with the
    individual, or
  • Identifiable private information.

55
Institutional Review Board - IRB
  • Use of surveys, interviews, or focus groups
  • Observation of public or private behavior
  • Educational practices
  • Use of existing data sets when identifiable
  • Medical chart reviews
  • Taste and food quality evaluation or consumer
    acceptance studies
  • Clinical trials
  • Collection of blood or biological specimens
  • Studies of new drugs or medical devices

56
IRB Review Types
  • Exempt (or administrative, etc.)
  • Expedited
  • Full Committee/Board Review

57
IACUC
  • Use of live vertebrate animals inbiomedical
    teaching, biomedical research, agricultural
    teaching, agricultural research, or field studies
  • Euthanasia methods
  • Humane endpoints
  • Hazardous agents
  • Surgical or non-surgical procedures on animals
  • Name of animal species
  • Laboratory, research, or farm animals

58
IACUC review
  • Veterinary Consult
  • Designated (Member) Review
  • Full Committee

59
IBC
  • Recombinant DNA
  • DNA molecules
  • Biological hazards/infectious agents
  • Chemical hazardous materials used with vertebrate
    animals
  • Select agents and toxins
  • DNA modified (exotic or non-exotic)
    micro-organisms
  • Transgenic plants or animals
  • Names of infectious agents, such as Salmonella,
    E. coli, Streptococcus, Ricin, or influenza virus
  • Use of human blood, tissue, and any human bodily
    fluids
  • Human cell lines
  • Nanomaterials for these categories

60
IBC Review Types
  • Exempt
  • Experiments that Require IBC Notice Simultaneous
    with Initiation
  • Full Review
  • Designated for non-recombinant DNA research
    only

61
Other Things to Consider
  • Submission deadlines
  • Collaborative/Sub-awards
  • International
  • Training
  • Others???

62
Restructuring of EHS
  • Tracy Arwood
  • Compliance Office

63
Thank You forAttending
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