8-January-2001 meeting - items discussed:
- RAG News included the following: Tom Zimmer, College of Ed. CFAO, accepted a new position as the Chief Financial Officer at the Colorado Historical Society in Denver. Pat Sturko accepted a position at the University of Idaho as the Director of Administrative Services. We wish both of them good luck. Also, the College of Pharmacy and the Graduate School/Office of Research both have Finance officer positions open.
- We had a lengthy discussion on cost-sharing simply as a reminder on the University's obligation report cost-sharing and the role of departmental administrators, P.I.'s, OGRD, and SPFO. SPFO will input into the cost-sharing system (which in turns generates a cost-sharing inquiry request form) any mandatory cost-sharing and any voluntary cost-sharing that is either included in the budget, budget justification, project description, or any other document that explicitly commits cost-sharing effort on the project. We do realize that this is an issue that makes a lot of work for folks and this is a national issues as well and many institutions are grappling with the proper reporting of cost-sharing. OGRD will review the NCURA cost-sharing video-tape and make sure the discussion is consistent with that tape. In addition, Dan will inquire with Doyle from DMG Maximus regarding this issue as well to make sure that WSU is consistent with the terms related in the F&A proposal.
- OGRD provided guidelines for grant transfers when PI's are moving from WSU to a new institution. These will help the faculty and departmental administrators through a sometimes confusing process. These guidelines were developed, at this point, for NIH, USDA, and NSF.
- OGRD discussed the lasted eRA (Electronic Research Administration) process that it has developed for workshop and seminar signup via a web database. This process helps an individual sign-up for a class, confirms via the web and an e-mail that the individual is signed up and then provides OGRD with a class roster - very helpful. We received good feedback on this process at this point. See the Spring 2001 Workshops link on our homepage to sign up. Discussion related to on-line award tracking was discussed as well and OGRD will look into how to provide this service with the current on-line log database that is currently being used by OGRD. Also an on-line GUARANTY form was discussed that OGRD is looking into as well.
- The Faculty Seed Grant was announced which has been previously announced to the Faculty but wanted the RAG to know. The forms can be found at the following url New Faculty Seed Grant Guidelines
- Andrea Comely asked the departmental administrators to fill out an AWARD distribution list asking the following (Department, contact name, e-mail address, and phone number). If you have not done so please send an e-mail to Andrea Comley in our office with this information acomley@wsu.edu
- NCURA is putting on another video conference on January 23rd, 2001 from 8:30-12:30 entitled "Electronic Research Administration - Where are We Today and What Can We Expect Tomorrow? Please see our website Spring 2001 Workshops to sign up.
- Dan discussed the procedures for disclosing intellectual property to the Office of Intellectual Property Administration (OIPA) to the RAG in order to raise their level of awareness to the importance of this issue. Disclosing requirements are outlined in the Faculty manual for the Faculty but thought it important for DA's as well.
- The same issue was brought related to Conflicts of Interest (COI) and the Washington State Ethics law. There is a COI committee that manages, reduces, or elimates COI's and that process is coordinated with the faculty, OGRD, and the Vice-Provost for Research with the COI committee. The Ethics law is a completely SEPARATE issue that is managed by the individual involved and the University does not get involved. OGRD, however, is developing a certification for faculty involved in a COI that they are aware of and will abide by the Ethics law. OGRD will request that this form be completed prior to OGRD signing a research agreement that has a COI.
- Denise will have another budget certification class in March and will be letting people know, via the web, when that class will be scheduled.
- Dan discussed Consortium guidelines. For those departments and/or colleges interested in developing a consortium that is strictly funded by membership fees then guidelines are available at OGRD related to F&A, responsibility, etc.
- SPFO news: Still have two positions open 1.) Program Assistant position to manage Effort Certification and 2.) Principal Accountant position
- Human Subjects (IRB) accreditation is forthcoming from the Feds similar to the AALAC accreditation. This will simply mean more work for Gov't Assurances folks at OGRD - FYI.
- The F&A proposal is due at the end of the month and there are some outstanding items that still need to be discussed, ie, raising the equip. threshold, applying rules for F&A to various sites on campus, do we have separate rates set up for instruction and other activities, do we have separate rates for branch campuses, QTR, charging clerical and admin, depreciation methods, etc. A meeting is setup with SPFO, OGRD, BA, and the VPR for review and recommendation. The DMG Consultants are on campus for a few days reviewing F&A issues with Barry Johnston and will be working with some of the departments on space questions.
- Funding for the OGRD Director's search and additional resources will be the first priority for Dr. Hedge in the next fiscal year.
- We currently have completed a standard Confidentiality Agreement. This can be found at http://www.ogrd.wsu.edu/agreement.asp . There was important discussion that reviewed proprietary/confidential information that P.I.'s provide and the need to use this form in order to protect intellectual property rights. Also if industry collaborators want to provide proprietary/confidential information to WSU - this is the form to use. It is important that these companies know that we are a public institution and a state agency required to follow the Public Records Act RCW 42.17.250 et seq. (http://www.leg.wa.gov/wsladm/rcw.htm).
- OGRD is also developing a standard Consortium Agreement based on our standard research agreement but also modeled after the MIT Consort. Agreement.
- OGRD is close to completing a master agreement with Boeing which will provide great efficiencies.
- Mary Hoffman updated us on the research administration training (Life Cycle of an Award) that she is coordinating and she is coming along well - trying to coordinate input, speakers, content, OGRD and SPFO, etc. She is anticipating that immediately following the next RAG (January 8th) meeting that a "run through" will be ready.
- Andrea Comley asked that if faculty and/or departmental administrators would like to track their FEDX shipments via e-mail that if you provided your e-mail address to her when submitting a proposal she can add you to that particular shipment information.
- Joan Root brought us up to date on SPFO activities. Behind in setups, working hard to catch up - have been authorized for OT and timeslip; Guaranty's are helpful to setting up accounts quickly if departments need an account number; Acct. Principal vacancy soon to be filled - getting names from HRS; just lost Effort Cert. Employee and will be trying to fill that position;
Our next meeting is scheduled for February 12th at 9:00 am.
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