SODM Research News
In an effort to unclutter your inboxes, the SODM Research Newsletter will no longer be emailed to your inbox. Instead, up to date information can be found on this page. Time-sensitive or urgent notices will continue to be sent via email as well as posted. You can always look back at previous newsletters and archived items.
As always, please feel free to direct any questions or concerns firstname.lastname@example.org.
New 3-Day Submission Policy in Effect
Beginning July 1, 2021, the Office of Research and Technology Management has implemented a new policy regarding the time required when submitting proposals to external sponsors. Per the policy, submissions for external funding must be fully routed in the Sparta system (meaning the funding proposal, follow-on submission, or LOI) must be in the central Research Administration queue 3-days prior to the sponsor's submission deadline. Failure to abide by this policy will most likely result in a submission not being forwarded to the external sponsor.
Exceptions can be requested for limited situations and the process is detailed in the policy notice. Exception requests will be reviewed by the Vice President for Research and it's expected that very few will be granted, especially for programs that have standard, published deadline dates (e.g. Federal sponsors like the NIH or NSF). Therefore, please take this into account as you plan your submission, as the Sparta routing within the SODM takes additional time as well.
Considering this policy, if you plan on applying for funding please let the appropriate people know including your Department Chair, Department Assistant, and Tricia Mehosky Ribeiro so that a timeline can be put in place to ensure this policy is met. If you have any questions, please contact Tricia Mehosky Ribeiro.
Reminder on Required Disclosures
As many are aware, the topic of disclosures of support is front-of-mind for many sponsors, especially the Federal government. Unfortunately, guidance is at times difficult to discern and there have been many questions about when and where to disclose information. To help faculty, the Office of Research and Technology Management (ORTM) has created a guide to help with reporting requirements including FAQs, resources, and information on the most common types of support and how to disclose.
Process for Starting/Restarting In-Person Research
As those of you conducting human subjects research are aware, research that involves contact/interventions which cannot be performed remotely, and are not essential to a participant's health, was restricted by the University as of March 17 due to COVID-19. There is now a process in place by which PIs can request approval to start new in-person projects or restart their currently approved in-person process.
The full instructions may be found on the CWRU COVID-19 Research website. Please take a moment to review the process if you plan to start or re-start in-person research.
Part of the process is the completion of a safety plan document (found on the COVID-19 website) which requires the Dean’s review and signature. In order to facilitate this process, please follow the steps below.
If you have a Safety Plan that requires the Dean’s signature, please forward the following to Tricia Mehosky Ribeiro:
- Safety Plan signed by the PI
- Approved protocol (most recent version if IRB approval is in place) or submitted protocol (if still pending)
- SpartaIRB identification number – STUDYxxxxxxxx and/or MODxxxxxxxx
Please feel free to reach out to Tricia if you have any questions.
Updated Fringe Benefit and F&A Rates for FY2022
The Office of Research Administration has announced updated fringe benefit rates for FY2022, (July 1, 2022 - June 30, 2022). Beginning July 1, the following rates will be in effect:
Federal fringe rate - 29%
Non-Federal fringe rate - 33%.
Please be sure to use the updated rates for all of your sponsored project budgets.
Details of all University Rates can be found on the Commonly Requested Info sheet posted by ORA.
Update to NIH Biosketches and Other Support
The NIH has announced upcoming changes to the biosketch and other support templates and required information. The NIH expects the updated biosketch and other support templates to be used as of May 25, 2021. However, they will be required for any submission on or after January 25, 2022. Failure to follow the appropriate formats on or after January 25, 2022 may cause NIH to withdraw applications from or delay consideration of funding.
Some of the main changes are below:
- Renaming of Section B to “Positions and Honors” (the term “Scientific Appointments” is removed)
- Instructions are updated to stress the need to include all affiliations, foreign and domestic.
- Removal of Section D. Research Support.
- If needed, details of relevant projects may be included in the Personal Statement (Section A).
- New template will separate funded from in-kind/unfunded support
- If there are foreign activities/resources, supporting docs needs to be submitted along with the OS document.
- Support should detail the support being provided and must be translated if not in English.
- A signature will be required. All KP must sign their own Other Support document before it is submitted
- This includes both new submissions and RPPRs if OS is changing for KP.
The NIH is working to get both the biosketch and other support templates into SciENcv (part of MyNCBI) the documents can be created in that system. As of now, there is no info on whether the NIH will require you to use SciENcv (NSF requires it now for their biosketches), but that may be coming eventually.
If you have any questions, please contact Tricia Mehosky Ribeiro.
IT Purchases on Sponsored Projects
Please remember if you are purchasing IT items for your projects, you must complete that purchase with the assistance of the SODM IT department. Per Andrew in IT, if your grant purchase “has hardware, software, or other technology need, [SODM IT requires that] the applicant fills out a New Technology Request via the Contact SODM IT tool”. Please contact SODM IT if you have any questions about this.
Launchpad to Sunset on July 23, 2020
Utech has decided to sunset Launchpad on July 23. 2020. Monthly Financial Reports will still be available at the link below or from the ERP Financials Website at https://case.edu/erpfinancials/financials-reporting. The ERP Financials web page also provides sample reports and descriptions of each report. Existing report security has already been setup on the new page so the same reports will still be available with no action required by users.
Please see the message from UTech below:
In an effort to streamline our services, we have decided to sunset Launchpad on Thursday July 23rd, 2020. Even though Launchpad is going away, all of the services contained within Launchpad can be found elsewhere.
If you use the quicklinks, please bookmark any service that you use for easy access. You can also use the search feature on https://case.edu
If you use news and events, that information can be viewed at https://thedaily.case.edu
If you use the PeopleSoft Financial Reports, those reports can now be accessed at https://webapps.case.edu/finreports
Any questions regarding other Launchpad functionality please contact the University Help Desk at 368-HELP or email@example.com.
Updates on COVID-19 and Its Impact on Research
As updates and guidance specific to research are made available, we will do our best to post the information here. If you have specific questions about your research, please contact Tricia Ribeiro at 368-7573 or firstname.lastname@example.org.
With the rapidly changing situation, there are a number of sites serving as hubs for information. Please check these sites for the most up-to-date info.
Case Western Reserve University Sites
CWRU has a central site for all information that has been shared University-wide. Please check there first, as it will most likely be the first one updated: https://case.edu/studentlife/healthcounseling/health-services/health-updates.
The Office of Research and Technology Management (ORTM) has created a site that is being updated with the latest information specific to research: https://case.edu/research/about/hot-topics/coronavirus-and-your-research-program.
Human Resources (HR) has created a website with FAQs regarding the transition of most employees to remote work: https://case.edu/hr/faqs/covid-19-and-work.
NIH Coronavirus Information Hub: https://grants.nih.gov/grants/natural_disasters/corona-virus.htm
PCORI Applicant and Awardee FAQ: https://www.pcori.org/funding-opportunities/applicant-and-awardee-faqs-related-covid-19
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Guidance Specific to Research in the SODM
Below are links to guidance that is applicable to active projects in the SODM. Other sponsors have posted information as well. Links to that information can be found on the ORTM site noted above.
3/30/2020: Due to the rapid changes and notices, please see the sites listed above for the most recent information. Any info that is not reflected in the links above will be posted here if needed.
3/19/2020: The OMB has issued Memo M-20-17 which clarifies the flexibilities allowed to federal granting agencys in assisting their awardees.
3/17/2020: Email on Research Restrictions and Additional Guidance from Dr. Sue Rivera, Vice President for Research and Technology Management.
3/13/2020: NIH Guidance on Travel and Meetings
This guidance addresses a number of administrative questions that have come up with regards to NIH projects.
3/12/2020: NSF has developed a new website for the research community with detailed guidance on the Coronavirus (COVID-19). This includes guidance for awardee organizations, researchers and reviewers of NSF proposals. Please note that this website will be updated as new developments arise.
3/11/2020: Diane Domanovics, Assistant Vice President for Sponsored Projects, sent the information below in an email to the Research Directors of all the schools. That email in its entirety has been posted below for your information.Good Afternoon:
Guidance for the federal agencies has be issued from OMB, thought I would share the attached. Also, listed below is some helpful information you may be interested in regarding COVID-19. Stephanie (Endy, Associate VP for Research) is also maintaining a website which includes helpful information and it can be found here - https://case.edu/research/about/hot-topics/coronavirus-and-your-research-program.
Feel free to share this information as appropriate. If further information is provided, I will send along.
NIH LATE APPLICATION POLICY Due to Public Health Emergency for United States for 2019 Novel Coronavirus (COVID-19)
General Frequently Asked Questions (FAQs) - Proposal Submission and Award Management Related to COVID-19
Specific Funding Opportunities relating to COVID-19
NIH - Notice of Special Interest (NOSI) regarding the Availability of Urgent Competitive Revisions for Research on the 2019 Novel Coronavirus (2019-nCoV)
NSF 20-052 - Dear Colleague Letter on the Coronavirus Disease 2019 (COVID-19)
Get Help to Get Funded!
Would you like some help finding research funding? Let the Office of Research and Competitive Awards Development help with the process from identifying potential sponsors and program announcement to application preparation and submission. The office, led by James Southworth and Sally Garrett-Kayro, focuses on non-federal research sponsors and has already helped quite a few SODM faculty submit and are ready to help you too! You can review a presentation they recently gave to the SODM Faculty Research Committee that provides some details on their office and their goal of increasing non-federal research dollars to campus.
Unified Search Tool
A Unified Search Tool has been launched to assist faculty in finding additional funding opportunities, research events, and professional development opportunities. The site can be found at cwru.inforeadyscale.com. If you would like to publicize a funding opportunity, research event or professional development please send an email to email@example.com.
Biomedical Innovation and Entrepreneur Club
The Biomedical Innovation and Entrepreneurship Club (BIEC) is a casual happy hour hosted monthly by the School of Medicine Office of Translation and Innovation to inform and inspire students, staff, post-docs and faculty. The focus is biomedical innovations, and the events include one hour of casual discussion with an expert, plus one hour of networking and happy hour food and beer. These are hosted on campus and free to all.
Examples of our previous events: technology transfer and licensing, LaunchNet and ThinkBox, alumni entrepreneur panels, innovation symposium
Reminder! Understand the SODM Business Meals Policy
The SODM Office of Finance and Administration has issued a reminder regarding the reimbursement of local meal expenses using University funds. This same policy also applies to meals charged to sponsored projects funds.
In the majority of cases, local meal expenses (meaning meal expenses incurred while an employee is not on travel status) are unallowable. Such expenses would only be permitted if the meals were specifically requested in the project budget and approved by the sponsor. It is extremely uncommon for meals to be allowed on research projects. Other projects, such are large clinical trials, conference grants, or training grants may include a component that allows for local meals.
If you are unsure or have questions about the allowabilty of an expense on a sponsored project, please contact Tricia Mehosky Ribeiro. As with meal expenses billed to non-sponsored speedtypes, if an expense is determined to be unallowable on a sponsored project speedtype, it will be moved to the project's cost share.
Linking eRA Commons Profile to ORCID
The NIH Office of Extramural Research encourages everybody from graduate students to senior scientists to register for an ORCID account and link it to their eRA Commons personal profile. Starting October 1, 2019, ORCID identifiers will be required for individuals supported by institutional research training, career development, and other research education awards. xTrain appointments will not be accepted for agency review if potential appointees do not have an ORCID iD linked to their eRA personal profile. ORCID iDs will also be required for PD/PIs on individual fellowship and career development applications submitted for due dates on or after January 25, 2020.
HIPAA and Compliance Refresher (Slides posted below)
Representatives from the CWRU IRB Office and the Compliance Office recently presented a HIPAA and Compliance overview to SODM faculty, staff, and students. If you missed the event, please feel free to take a look at the slides from the IRB Office and University Compliance.
Information on Submitting an NIH RPPR with Human Subjects
If you are PI on an NIH-funded project that involves human subjects, you already know that the NIH implemented the Human Subjects System (HSS) last year as a way to obtain more details about planned studies during proposal and timely information about subject enrollment.in active projects. With this change in system, PIs who have submitted RPPRs in the past year have had to take an extra step in order to update their enrollment data by going outside of the NIH Commons to ASSIST system. Until now, there's not been much guidance on how this needs to be done.
In late January, the NIH posted more information on this process that includes instructions. Please review the NIH eRA blog posting to ensure that all of the needed data gets to the NIH with your RPPR.
NIH Online Training and Information
The NIH offers lots of content to answer your research questions. While there are numerous options, a few that may be of interest are:
- Introduction to the Principles and Practice of Clinical Research: Training on the safe, effective conduct of Clinical Research. The course focuses on the spectrum of clinical research and the research process by highlighting biostatistical and epidemiologic methods, study design, protocol preparation, patient monitoring, quality assurance, ethical and legal issues, and much more.
- Grant Application How-To and Tips for Success Video Series: Quickly learn how to access application forms, ensure your application is a good fit for an announcement, and make an important final check of your application after submitting.
- Protecting Human Research Participants: Though as of September 2018 the NIH has discontinued the formal training program, archived content is available for review. Please note that if you are looking to obtain certification in human subjects protection, CWRU offers the CITI program. More information on available training and obtaining credit can be found on the CREC website.
- All About Grants Podcasts: Interviews by and between NIH staff members discussing the ins-and-outs of the grant process.
There have been a number of new offerings on campus for research education as we kick off the new academic year. Topics include research administration, financial processes, IRB issues, and more! Check out the following links and register today!
- CWRU Research Events Calendar: Main listing and registration site for CWRU and UH training.
- CWRU Administrative Professionals Series (CAPS): This program covers sponsored projects, financials, travel, and other areas of core University processes in short sessions. Most are in-person classes, but a few are now online. There is an option of obtaining a certificate if the full curriculum is completed.
- Professional Development Series: Offered by CWRU HR, classes aim to advance individual and team performance.