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The Office of Research and Sponsored Programs. Call Anita Baxley at 792-3838.
The Office of Research Development; call 792-5828.
For the research manual: http://research.musc.edu/orsp/manual.pdf
- Alternatively browse by going to the RESEARCH page, click on RESEARCH OFFICES, then Office Of Research and Sponsored Programs, then click on Policies and Procedures.
A “Blue Sheet” is the Proposal Data Sheet, which is an internal routing and approval form to accompany grant/contract application which must be signed by the Principal Investigator and the Chair(s), and in some cases, the Dean(s).
The purposes of the proposal data sheet are fourfold:
- The Chair’s endorsement authorizes the PI to conduct the research and authorizes ORSP to process the proposal.
- To obtain compliance related information not addressed on grant and contract applications, i.e., conflict of interest, classified research, export controls, select agents, identification of federal space, etc.
- To assist in screening of information related to fiscal issues, i.e., certain space is considered federal space, which affects F&A (indirect cost) rates.
- To obtain information for the database so faculty may retrieve institutional data for grant development purposes and to provide information to the ORSP database for the monthly and annual statistical and financial reports.
The MUSC RESEARCH POLICIES AND PROCEDURES MANUAL provides directions on how to complete the Proposal Data Sheet in section 3.2.
An electronic proposal data format is in progress; schedule target date is July 1, 2006
The MUSC Board of Trustees Policy for the Administration of Research and Other Sponsored Programs indicate the following individuals have the limited power of attorney to endorse sponsored agreements: The President, The Provost, The Associate Provost for Research, the Director(s) and Assistant Directors of ORSP.
Route the grant application and proposal data sheet to the Office of Research and Sponsored Programs. Proposals for corporate sponsors should be sent to the Corporate Office, in Room 401 of the Wachovia Bank Building. Federal, foundation and state grants go to the main office, located at Room 606, Harborview Tower.
Yes. Pursuant to the Board of Trustee policy all documents meant to bind the University must first be reviewed and approved by the Legal Department. (The Provost, Associate Provost for Research and Director of Research and Assistant Directors of Research have a Limited Power of Attorney to bind the University in grants and contracts). Failure to have such a review and approval puts the faculty member/employee at personal risk for any adverse consequences arising from the relationship.
The grant application and proposal data sheet are submitted by the Principal Investigator to the Chair. The Chair indicates his/her approval by endorsing the Proposal Data Sheet. If the grant contains faculty from other departments or colleges, each chair from the other departments must have the opportunity to review and approve the application.
All grants, contracts, and agreements, whether training, research, applied research, demonstration projects, construction projects, instrumentation grants, clinical trials and whether funded by corporations, foundations, or federal agencies must be channeled through ORSP, which is the authorized department with the legal right to bind the University with a sponsor.
The grant application and proposal data sheet are submitted by the Principal Investigator to the Chair. The Chair indicates his/her approval by endorsing the Proposal Data Sheet. (If the grant contains faculty from other departments or colleges, each chair from the other departments must have the opportunity to review and approve the application.)
All grants, contracts, and agreements, whether training, research, applied research, demonstration projects, construction projects, instrumentation grants, clinical trials, and whether funded by corporations, foundations, or federal agencies must be channeled through ORSP, which is the office with the legal right to bind the University with a sponsor.
The submission process for corporately sponsored research is the same as that for federal, foundation, and State grants. Corporate agreements may require a confidentiality disclosure agreement (CDA) prior to allowing the investigator to review the clinical trial protocol. The confidentiality agreement or confidentiality disclosure agreements (CDA) should be submitted through ORSP and will become part of the research file (grant application and the Proposal Data Sheet ). Please be sure to involve ORSP early in the process of development and negotiations.
Three business days.
The University Research Council approved a policy to require research submission to ORSP three business days prior to the Sponsor’s deadline. Grants not submitted within the three day deadline will be reviewed and signed on a first-come, first-serve basis. With e-research administration, electronic submissions received after a deadline are functionally, electronically, prohibited from entering the system, which is controlled by the sponsor.
http://research.musc.edu/ori/irb/home.htm.
To paraphrase a ORSP broadcast message of 5/13/04: “For modular grants, a detailed budget is no longer required by ORSP at the time of submission of the grant application. It will be required prior to award.” The reason a budget is required is that key personnel are still subject to review and ensure anticipated cost are consistent with the Cost Accounting Standards.
Educational institutions receiving more than $25M in federal grants per year are required to prepare a cumulative Cost Accounting Standards Disclosure Statement, which is a formal description of the university’s cost accounting practices, how it distinguishes direct cost from administrative cost, and methodologies for accumulating and allocating those costs.
MUSC's Disclosure Statement may be found at http//:research.musc.edu/cas/ds_2pdf.
For Federal grants under expanded authority,
Federal sponsors allow institutions to approve research costs up
to 90 days in advance of the budget period, at the department's
risk.
The purpose of the 90 day preaward cost, for example, is to allow the investigator to forward fund research in order cover gaps in the budget period, or to order equipment in advance of the award.
The timely delivery of instruments which are required for the research can help facilitate the research. Preaward costs are just that: preaward. Request for preaward costs cannot be submitted at the end of a grant to prolong the period of expenditures.
A Preaward letter to the Director of ORSP should state the amount of preaward cost, the purpose of the preaward cost and a statement that the department will be responsible if the proposal is not funded. The Director will review and, subject to approval, will communicate the approval of the preaward cost to the NIH grants management official.
(a) Instruments/equipment costing at least $5,000 with an expected life of one year;
(b) Patient care;
(c) Subcontracts are exempt after the first $25K.
Cost transfers over 90 days old and which appear to be transferred from an over-expended grant; cost transfers from a corporate grant to federal grant is prohibited by federal OMB circular A-21; expenditures not related to the grant; and discrepancies between time and effort reports and personnel actions are major reasons for grant disallowances. See Section 2.5.4 in the Research Manual.
Yes. The PI is responsible for providing an alternate fund source for dis-allowed expenses. In the event that the PI does not have alternate funds, he/she needs to appeal to his academic Division Director, his academic Department Chairman, or to the College Dean for funds to support the expense.
Effort reporting is a federally required
reporting confirmation of an individua's time spent conducting
the activities of the university.
It is important because 75% to 85% of all grant
expenditures are for personnel cost. It's a tool to help identify
significant differences between estimated time attributed to a
grant, as compared to the actual time attributed to a grant activity.
Unadjusted variances between estimated and actual account for the
major reasons for cost disallowances.
The effort reporting policy can be found at: www.musc.edu/fanda/cfoadminpolicymanual (Policy#4-5.02)
It is MUSC‘s term to describe all sponsored project accounts and the accounts will start with MUCR in the “entity field” and the “project field” will begin with a “6” or “8”; For example: MUCR 2860000 84950 5924 01
Unrestricted funds are funds other than designated grants and contracts and are subject to the State’s regulations.
Non-sponsored funds and budgets are not restricted by sponsor’s terms; however, there may be institutional and/or state policy restrictions on expenditures of unrestricted funds.
Prior to 1988, investigators had to write to NIH grant management officials to request budget approvals for no-cost extensions, preaward cost, major budget revisions (usually involving the purchase of new instruments) and other kinds of fiscal issues, in advance. NIH
now allows the institutional officials on the MUSC campus to review
and decide these issues by delegating to the institutional official
expanded authority which is delegated to the University. The
Director and Assistant Directors of research will address expanded
authority issues.
A one time no-cost extension (NCE) up to
twelve months is allowed when the grant is under expanded authorities.
A viable no-cost extension includes a statement of the estimated
remaining funds, how the funds will be used, and the changes
in time and effort of key individuals. A statement that one just
wants to spend the money is disallowable under NIH policy. For
more guidance on no-cost extension requests, guidelines have
been posted at http://research.musc.edu/orsp/NCE
Guide.pdf
The Director and Associate Directors of ORSP
make the decision and communicate with NIH grant management officials
when NCEs have been approved.
Federal grants: Most federal grants require the submission of a technical, invention and financial report, usually due 90 days after termination. The investigator is responsible for the submission of the technical and invention report. OGCA will prepare the financial report for the investigator’s review.
Foundation grants: Foundation grants usually have a set of terms and conditions describing the dates and times that technical reports and financial reports are due. The terms vary from foundation to foundation.
Clinical Trials: Most clinical trials will terminate upon completion of the number of subjects and submission of case report forms, or by early termination of the study. Residual funds may be transferred to an investigator’s residual fund by contacting Cynthia McDonald at 792-7191.
Time and effort reports and variances in personnel actions; and cost transfers over 90 days involving overexpended budgets. Cost transfers from corporate accounts to federal accounts are prohibited under Federal cost principles OMB Circular A-21.
The MUSC Office of Research Development helps faculty members and trainees identify extramural funding opportunities, obtain the appropriate forms and guidelines, and assemble their proposals. The Office of Research Development is in the Basic Sciences Building, Suite 101; the main telephone number is 792-5828. The Research INKlings Newsletter is a monthly subscription about useful research information that is available on-line. The Research Development Web Page has links to additional sites for funding opportunities, for example, the NIH Guide to Grants and Contracts (http://www.nih.gov/grants/guide/index.html), the Community of Science (http://www.cos.com), the Foundation Center's Grantmaker Information (http://fdncenter.org/grantmaker), GrantsNet (http://www.grantsnet.org/), and Science's Nextwave http://nextwave.sciencemag.org/.
Grants are a form of assistance, as distinguished from contracts, which are a form of procurement. A grant is conceived by the investigator, who defines the scope of work and retains control over the activities and results. A contract is conceived, procured and closely monitored by the sponsor. Federal contracts are subject to an extensive body of laws that govern terms, conditions, sanctions, and remedies. The contractual scope of work is determined by the sponsor, who generally retains ownership of the results. The Office of Research and Sponsored Programs, located at 401 UDC Building, tel. 792-3838, has institutional power of attorney for managing both grants and contracts on behalf of the university.
A grant has enforceable terms and conditions; a gift has none. Gifts are properties, instruments, and cash falling under the charitable giving acts. Types of gifts include bequests, charitable remainder trusts, and deferred annuities, as well as employee annual giving, alumni contributions, memorial gifts, and corporate contributions. Gifts may be unrestricted or earmarked as to type of use, but do not involve a budget, scope of work, reporting requirement, or any type of quid pro quo. Gifts to MUSC are received and managed by the Health Sciences Foundation (Sebring-Aimer House; 792-4275), rather than by the Office of Research and Sponsored Programs. If a gift is designated to advance research at MUSC, a transfer of funds with a budget and project period may be negotiated between the Health Sciences Foundation and the Office of Research and Sponsored Programs, with the advice of the designated faculty member.
Yes. The University Research Committee (URC) manages MUSC's institutional research grants program. Types of funding include "starter grants" for junior investigators and for investigators new to MUSC, as well as "pilot project grants" to explore new research directions, test hypotheses, and obtain pilot data, in order to form the basis for an extramural proposal. Maximum awards are $25,000 (direct costs only). Small equipment grants may also be provided. A special program supports small grants for research conducted by medical residents. Each URC program has three deadlines per year. Guidelines and review procedures are consistent with the National Institutes of Health model of peer review. Application forms are available from the Office of Research and Sponsored Programs, on the Web. For more information, visit the University Research Committee Web Site, or call the Office of Research and Sponsored Programs (792-3838).
Yes. The Interim Funding Committee is a subcommittee of the University Research Committee (URC). This subcommittee considers requests for "bridge grants" three times a year. Maintaining support for productive research laboratories or teams is important to the university because they represent demonstrated competitive areas that are integral to the university's funded research base. For information, go to the URC Web Site, or call the Office of Research and Sponsored Programs (792-3838).
Yes. The Office of Research Development offers several forms of grant-writing assistance. Descriptions of institutional facilities and resources are available on disk and (in the near future) on the Web. Biographical sketches and lists of other support can be generated in the appropriate format, on request Personnel in the office also provide editorial assistance on request. A grant-writing consultant, who has extensive experience with the National Institutes of Health, provides workshops on grantsmanship as well as one-on-one consultation; he is available by phone, fax, and e-mail, as well as during campus visits three times a year. Appointments are made through the Office of Research Development (792-5828). The Office of Research Development schedules additional workshops on grant-writing and proposal preparation during the year, which are publicized through the Research INKlings newsletter, e-mail broadcast messages, and flyers. Personnel in the Office of Research Development take a hands-on, primary role in writing grant applications to enhance the institutional infrastructure that supports research, for example, shared research instrumentation and specialized resources, renovation, construction, and training grant proposals.
The business manager of the faculty member's department or college of primary appointment is usually an appropriate starting point in developing a budget that meets the needs of the proposed project and complies with the sponsor's requirements. Information about job classifications and pay-scales is available on the Web from the (ohrweb.ohr.state.sc.us/OHR/OHR-index.phtm). Current fringe benefit and indirect cost rates are posted on the Web at research.musc.edu/orsp/Faqs.htm. The MUSC Research Policies and Procedures Manual contains a section on developing a budget. The Office of Research and Sponsored Programs (792-3838) also has assigned grant coordinators to each department and college to assist faculty in completing budgets, certifications, assurances, and other critical components of a grant or contract proposal. The grants coordinator contact list is posted at research.musc.edu/orsp/staff.htm
As indicated in the answer to the preceding question, the departmental or college business manager and the grants coordinator assigned to the faculty member's area are the primary sources of information and assistance concerning budgetary and contractual matters. The grants coordinator in the Office of Research and Sponsored Programs can be contacted at 792-3838. The grants coordinator contact list is available on the Web at http://research.musc.edu/orsp/faqs_frm.htm.
The MUSC Faculty Expertise Database uses technology developed and maintained by the Community of Science. Faculty members can search the MUSC Faculty Expertise Database, or add and update their own expertise record in the database, on the Office of Research Development's Web Site. Faculty expertise databases at other institutions or worldwide can be searched at the Web Site of the Community of Science (http://www.cos.com). Additional features associated with the Community of Science and the MUSC Faculty Expertise Database include ability to generate a weekly e-mail notification with a customized list of funding opportunities based on specified criteria provided by the individual COS member against the Funding Opportunities Database also maintained by the Community of Science.
Any research involving human subjects must have the approval of the Institutional Review Board (IRB) for Human Research. Human subject review and approval are coordinated by the MUSC Office of Research Integrity (ORI), located at 501 UDC Building, tel. 792-4148 (http://research.musc.edu/ori/index.html). MUSC has an approved Federal Wide Assurace (FWA) on file with the the Office for Human Research Protections (OHRP) of the Public Health Service (PHS). The State of South Carolina has certain laws that further protect human subjects. The IRB is responsible for applying state and local laws in conjunction with federal regulations. The MUSC IRB is the University Affiliate for the Ralph H. Johnson Veterans Administration Medical Center (VAMC). Studies to be conducted at the VAMC must also be reviewed by the VAMC Office of Research and Development, 101 Strom Thurmond Building, tel. 577-5011, ext. 7346.
Any research involving the use of animals must have the approval of the Institutional Animal Care and Use Committee (IACUC). MUSC has an approved Animal Welfare Assurance on file with the Office for Protection from Research Risks (OPRR) of the Public Health Service (PHS). The IACUC oversees all activities involving the use of animals in research at MUSC. All of MUSC's laboratory animal facilities are operated by the Division of Laboratory Animal Medicine (DLAR). DLAR also manages the laboratory animal facilities of the Ralph H. Johnson Veterans Administration Medical Center (VAMC). DLAR's program and facilities are fully accredited by the American Association for Accreditation of Laboratory Animal Care (AAALAC), and approved by the US Department of Agriculture. For questions regarding IACUC review and approval, contact the Office of Research Integrity (ORI), 501 UDC Building, tel. 792-4148. For questions regarding laboratory animal services and procurement, contact DLAR at 876-8511.
Investigators planning to use infectious agents (regardless of risk group), recombinant DNA (rDNA), or biotoxins, must register their use with MUSC’s Institutional Biosafety Committee (IBC). For use of infectious agents, the NIH/CDC publication, Biosafety in Microbiological and Biomedical Laboratories provides recommended biosafety standards for specific organisms. Experiments that propose to use rDNA, fall under the NIH Guidelines for Research Involving Recombinant DNA Molecules (NIH Guidelines). For further information about the oversight provided by the Institutional Biosafety Committee (IBC) at 792-4148.
Laboratory safety is a primary responsibility of the laboratory director. The laboratory director must ensure that everyone who works in his or her laboratory (students, fellows, technicians, co-investigators, collaborators and consultants) has received adequate and appropriate training in laboratory safety and good laboratory practices. Everyone who comes to work at MUSC, whether paid, volunteer or student status, must receive training according to Occupational Safety and Health Administration (OSHA) guidelines. The Occupational Safety and Health Division, tel. 792-3602, (http://wren.musc.edu/docs2/safety.html) has institutional responsibility in all matters involving environmental health and safety, as well as violations of accepted rules or practices, including the authority to stop any act that jeopardizes the safety of any student, patient, faculty, staff, or visitor on the MUSC campus. The Occupational Safety and Health Division is assisted and advised by the University Safety Committee, which has responsibility for reviewing and recommending changes in existing policies or structural alterations required to eliminate or control hazards, and for preventive efforts designed to create and maintain interest in safety. The MUSC Occupational Safety and Health Manual is available on the Web at http://wren.musc.edu/docs1/oshm/toc.html.
The Office of Research and Sponsored Programs has institutional oversight for invoking the "pre-award cost" privileges enabled by the Expanded Authorities Provisions of the Federal Demonstration Project. To initiate an expenditure in advance of the anticipated award, the Principal Investigator makes a written request through the Department Chair to the Office of Research and Sponsored Programs. The memo should request an advance expenditure of x dollars to start y grant, with the proviso that the department will guarantee the funds if for any reason the funding goes awry.
MUSC's Institutional Research Resources are under the auspices of the Office of the Associate Provost for Research. Designated University Research Resource Facilities (URRF) receive institutional subsidies, and are periodically evaluated and reviewed by a faculty oversight committee. Capabilities and instrumentation include: Biomolecular computing, electron microscopy, mass spectrometry, mono- and polyclonal antibody production, nuclear magnetic resonance spectroscopy, nucleic acid analysis, protein sequencing and synthesis, and facilities to create and house transgenic and gene knockout animal models, Shared equipment grants have recently been obtained to establish new facilities for cellular sorting and analysis, and for surface plasmon resonance spectroscopy (BIAcore®). Additional research resources are available through the General Clinical Research Center, individual departments, and specialized research and service centers, such as the Hollings Cancer Center or the Pharmaceutical Development Center. MUSC's broad range of available research resources is available othe web at research.musc.edu/boilerplate.html#specrr.
A Memorandum of Understanding (MOU) between the Veterans Administration and MUSC is required for every MUSC/VA joint faculty appointment. This arrangement alleviates the need to send proposals through two separate agencies. Examples of calculations for MOUs are outlined in the Policies and Procedures Manual, on the Web at http://research.musc.edu/orsp/manual.pdf.
The MUSC Foundation for Research Development (FRD) is responsible for managing intellectual property developed by MUSC faculty, staff, trainees, and students. The FRD staff provides services in identifying, evaluating, protecting, marketing, and licensing inventions, copyrightable material, and tangible results of research, as described in the MUSC Intellectual Property Policy. This policy can be found in the MUSC Faculty Handbook. The MUSC Foundation for Research Development has offices at Cannon Park Place, Suite 305, 261 Calhoun Street (across from Rutledge Tower); tel. 876-1900; fax 876-1905. The Foundation's Web address is http://www.musc.edu/frd/.
A conflict of interest in science refers to situations in which financial and other personal considerations may compromise, or have the appearance of compromising, an investigator's professional judgment in conducting research or reporting results. MUSC's Investigator Significant Financial Interest Disclosure Policy requires a specific disclosure of financial interest in each instance when an investigator proposes to do research for or associated with a for-profit entity from which the investigator has received cumulative remuneration valued at $10,000 or more, or in which the investigator has an ownership interest equivalent to 5% or more. A disclosure form is an integral piece of the MUSC Proposal Data Sheet ("the blue sheet"), which is routed to the Office of Research and Sponsored Programs. Disclosures of significant financial interest are forwarded to the MUSC Conflict of Interest Resolution Committee (CIRC). MUSC's financial disclosure policy is consistent with the guidelines of the National Institutes of Health and the National Science Foundation. For additional information, contact the Office of Research Integrity, tel. 792-4148, or http://research.musc.edu/ori/index.html.
Indirect costs are those costs incurred for common or joint objectives, which therefore cannot be readily and specifically identified with a particular sponsored project. Indirect costs include items such as water, electricity, heat, local telephone services, office supplies, and administration. Grants, contracts, and other sponsored programs are charged an appropriate share of these costs through application of MUSC's negotiated indirect cost rate. Applying the designated indirect cost rate to the project budget is important, because this is how MUSC recoups the cost of administrative and facility support relating to a sponsored project. Currently, the State of South Carolina allows its state agencies (including colleges and universities) to retain the funds generated by indirect cost recoveries on grants for research and student aid (not training and public service). At MUSC, indirect cost reimbursements are used to enhance the university's research mission, by supporting shared research resources, training stipends, the University Research Committee's (URC) program providing institutional research grants, mandatory cost-sharing, and research renovations and construction, in addition to supporting the services provided by the Offices of Research Development, Research and Sponsored Programs, Research Integrity and Risk Protection, and Grants and Contracts Accounting. At MUSC each college, department and principal investigator also receives a share of the indirect cost returns to enhance the research enterprise. For more information, please see the Direct and Indirect Costing Policies and Procedures.
A cost is allowable if it is reasonable, allocable, and treated consistently, and if it conforms with Circular A-21, Cost Principles for Educational Institutions, as well as the terms of the specific grant or contract involved. For instance, costs may be allocable, but unallowable based on Circular A-21. All the criteria must be met before a cost is deemed allowable. With regard to costs deemed unallowable per the federal regulations, the University is required to code those costs as unallowable for purposes of the Facilities & Administrative (Indirect) Cost Rate Study. The federal regulations do not restrict the University in procuring such goods or services. You should be concerned that you are coding allowable and unallowable expenses appropriately to ensure that MUSC recovers all allowable expenses, and that there is no impropriety that could result in penalties for the University and, in some cases, the individual. For more information, see the Direct and Indirect Costing Policies and Procedures and the Guide to Determining Allowable Costs Training Manual.
The financial status of a grant account can be obtained either directly from the grant accountant in the Office of Grants and Contracts Accounting (792-2850), or from the Summary III report distributed to each department on a monthly basis. For more information, see the Distribution of Grants and Contracts by Accountant.
Overspending a grant account is called a "cost overrun." A cost overrun puts a department in the position of covering those expenses with other funds that are not restricted for this purpose. This constitutes voluntary cost-sharing. Voluntary cost-sharing must be monitored closely, because it has a negative impact on the University in the form of lost indirect cost recovery. If a grant is under-spent, various scenarios could occur, depending on the actual terms of the grant or contract. For example, the funds may need to be sent back to the sponsor, or the funds may be transferable to another sponsored agreement or to an unrestricted account. For more information, see the Guide to Determining Allowable Costs Training.
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