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The Office of Research Support publishes ORS News Notes to share information concerning proposal policy updates.
2007
2006
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2007
April 13. Mandatory Use of the Sponsored Projects System
New requirements from federal sponsors for effort and conflict of interest monitoring are converging to make it necessary for the Office of Research Support to gather a more complete set of information on all sponsored projects, both proposed and awarded. We gather and keep our data in the Sponsored Projects System (SPS) which has been in use at Duke since 1998. Until now, most of the data for campus proposals and awards has been entered into SPS by ORS staff in an abbreviated format.
While this has been sufficient in the past it is no longer. As of
July 1, 2007, campus departments will be required to use SPS to prepare and route for approval all proposals to all sponsors.
There are benefits to be gained by departments from the use of SPS for proposal preparation. SPS holds all the University’s institutional data and business rules relevant to sponsored projects and connects to University enterprise data so that individual and departmental information consistently and automatically populates many of the required administrative parts of a proposal. Accurate budgets are easy to create because current fringe benefit rates and F&A rates are automatically calculated. Finally, SPS automatically routes completed proposals for all required approvals, eliminating the need for faxing or carrying proposals and Duke Proposal Approval forms around to collaborating departments for sign off.
With the move to electronic submission via Grants.gov on the part of many federal sponsors, a number of campus departments have already made the transition to the use of SPS. To facilitate this process, ORS held a series of small group SPS training sessions throughout the fall semester.
In the months leading up to the July 1st deadline for mandatory use of SPS, we have scheduled another series of small group training sessions. The new schedule includes comprehensive training sessions for SPS beginners as well as a series of targeted sessions, “How to Enter Salary Rows in SPS” and “How to Route Proposals in SPS,” both of which are designed to give in-depth training on these two critical aspects of SPS. Please click here to access the workshop schedule. (Registration is required to ensure a place.)
Individual training and consultations for departments are also available. Please contact Keith Hurka-Owen by email or phone (681-8687) to discuss the possibilities. He will also assist you with setting up user accounts and departmental routing.
Schedule for SPS Training Sessions
To register for any or all of these workshop sessions, please contact Monique Brown by email or phone (681-8685).
I. The Electronic Proposal Submission Process: How to Use SPS and Grants.Duke - To use Grants.duke, faculty members and grant managers must know how to use SPS. ORS has scheduled the following series of training sessions on How to Use SPS & Grants.Duke. All sessions will be held in CSEM 314 Conference Room, 3rd floor, North Building from 2-4pm on the dates below:
- SPS 101, Tue May 8
- SPS 101, Tue May 15
- SPS 101, Tue May 22
- SPS 101, Wed May 30
- SPS 101, Tue June 5
- SPS 101, Tue June 19
- SPS 101, Wed June 27
II. How to Enter Salary Rows in SPS: Variations on a Theme - As we move to mandatory use of SPS on Campus, it is important that we enter the budget information consistently and accurately. This one hour workshop will present the most acceptable options for enter salaries for 12-month and 9-month employees. All sessions will be held in CSEM 314 Conference Room, 3rd floor, North Building from 2-3pm on the dates below:
- SPS: Entering Salary, Wed May 9
- SPS: Entering Salary, Wed May 16
- SPS: Entering Salary, Thu May 24
- SPS: Entering Salary, Thu May 31
- SPS: Entering Salary, Thu June 6
- SPS: Entering Salary, Wed June 20
- SPS: Entering Salary, Thu June 28
III. How to Route Proposals in SPS - This one hour workshop is primarily for grants and business managers who will be directly involved in the routing process. Since the DPAF will no longer be required, departmental approvals will need to be collected electronically in SPS. This workshop will address how to initiate the routing process and what actions are required when proposals are routed to departments for review and approval. All sessions will be held in CSEM 314 Conference Room, 3rd floor, North Building from 2-3pm on the dates below:
- SPS: Routing for Approvals, Thu May 10
- SPS: Routing for Approvals, Thu May 17
- SPS: Routing for Approvals, Thu June 7
- SPS: Routing for Approvals, Thu June 21
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2006
Oct. 6. NIH will Issue Non-Competing Grant Awards at 80% of Previously Committed Levels under the Current Continuing Resolution
Until a final decision is made regarding FY 2007 appropriations, the National Institutes of Health will issue non-competing research grant awards at a level below that indicated on the most recent Notice of Award (generally up to 80% of the previously committed level). This action is being taken because Congress was unable to pass its FY07 appropriations bill before recessing for the November elections. “NIH will consider upward adjustments to these levels after the final appropriation is enacted, but expects institutions to monitor their expenditures carefully during this period.”
To help with the management of what may become a permanent reduction in funding for this fiscal year, ORS will require revised budgets for NIH non-competing awards that come in with a 20% reduction. NIH NOT-OD-07-004.
Oct. 5. NIH, AHRQ, NIOSH, and CDC Announce Change in Standing Receipt Dates Beginning in January 2007
The National Institutes of Health, the Agency for Healthcare Research and Quality, the National Institute for Occupational Safety and Health, and the Centers for Disease Control and Prevention have revised their standard deadline dates for new grant applications. The new staggered dates will become effective on 1 January 2007 and will apply to both paper and electronic applications. Please note also that the new deadlines are receipt dates, NOT postmark dates. NIH NOT-OD-07-001.
- Program Project and Center Grant Deadlines (P Series): Jan 25, May 25, Sep 25.
- Institutional Ruth L. Kirschstein National Research Service Awards Deadlines (T Series): Jan 25, May 25, Sep 25.
- Research Grants (R10, R18, R24, R25, S and G Series, C06, M01): Jan 25, May 25, Sep 25.
- R01 Deadlines: Feb 5, Jun 5, Oct 5.
- Research Career Development Awards Deadlines (K series): Feb 12, Jun 12, Oct 12.
- NIH Pathway to Independence Award (K99/R00) Deadlines: Feb 12, Jun 12, Oct 12.
- Research Grants (R03, R21, R33, R21/R33, R34, R36): Feb 16, Jun 16, Oct 16.
- Academic Research Enhancement Award (AREA) (R15): Feb 25, Jun 25, Oct 25.
- Small Business Innovation Research (SBIR), Small Business Technology Transfer (STTR) Grants (R43, R44, R41, R42): Apr 5, Aug 5, Dec 5.
- Individual Ruth L. Kirschstein National Research Service Awards (Standard F series): Apr 8, Aug 8, Dec 8.
- Conference Grants and Conference Cooperative Agreements (R13, U13): Apr 12, Aug 12, Dec 12.
- Deadlines for all AIDS/AIDS-Related grant submission remain unchanged: Jan 2, May 1, Sep 1.
Aug. 18. RCC 2006 Continuing Education Training Module for PIs Announced on 8/16/06
Completion of the RCC 2006 Continuing Education for PIs Training Module is mandatory for all Principal Investigators (PI).
- On 8/16/06, the RCC training flag was cleared out in the SPS database.
- Once the PI has passed the quiz, SPS will be updated to reflect their successful completion of this training.
The ORS will not be allowed to process any awards for the PI until the new training module has been completed. Module link: http://rcc.compliance.duke.edu/Training/PI/index.html
July 25. eSNAP Updates permit Electronic Submission of NIH Progress Reports
NIH Progress Reports can now be submitted electronically through NIH eRA Commons. In order to submit electronically, the PI must be a registered user.
- The PI will logon to Commons and select the eSNAP tab on the menu bar. The screen that appears next is Manage eSNAP and has a list of all awarded grants for the PI. The grants eligible for eSNAP submission are displayed as a hypertext link.
- Click on the grant you want to submit and complete the six (6) report sections: Upload Science, Organization Information, Performance Sites, Key Personnel, Research Subject, SNAP Questions, and Inclusion Enrollment.
- When all the information is entered, the PI can check for errors by using the Validate button and make any necessary changes.
- When the PI has completed the Progress Report, click on the Submit button to send the Progress Report electronically to ORS for final review.
- ORS will send the approved Progress Report electronically to NIH.
To aid awardees and their staffs, the NIH Office of Extramural Research has published the eSNAP Users Guide (pdf, 64 pages).
NOTE: The eSNAP information provided here is quite brief. Always call ORS and speak with the Assistant Director assigned to work with your faculty for additional information or instructions. We plan to have the next Grant Manager meeting in late August and will have an eSNAP demonstration for you.
Last updated, July 2, 2007.
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