|06/27/2006||ORO Processing Time Announcement|
|08/20/2007||Message from the Office of Sponsored Programs|
|10/09/2007||Revised Proposal Award Processing Form (4 Page Form)|
|10/29/2008||Review Documentation and Cost Sharing Disclosure|
|12/22/2009||Updated SUSB 299 (aka 4 Page Form)|
|12/23/2009||Signature for Faculty with Veterans Affairs (VA) Appointments|
|09/28/2010||Continuing the COEUS Roll-out|
|06/27/2006 ORO Processing Time Announcement|
|The following announcement is from Dr. Wadie Bahou.|
In order to ensure smooth processing of extramural research applications the School of Medicine requires that all grant and contract proposals including Four-Page Forms (SUSB299) and Conflict of Interest Disclosure Statements (COID's) be submitted to the HSC Outreach Office (room # 4-172A) for Dean's endorsement AT LEAST five-business days in advance of deadline. While the Dean's Office will attempt to process grants arriving within the five-business day window, timely endorsement cannot be guaranteed.
|08/20/2007 Message from the Office of Sponsored Programs|
|Pursuant to a directive from Richard Fine, Dean, School of Medicine (SOM) , and effective September 4, 2007, the SOM's Office of Scientific Affairs (OSA) will be assuming responsibility for providing the Dean's Review of externally funded grant and contract proposals. Therefore, the Office of Sponsored Programs (OSP) will no longer be staffing the Outreach Office. Ms. Elaine Dunn from OSA will be your point of contact for all proposals to be submitted through the Research Foundation. The SOM will continue to provide a courier service for proposals submitted through the Dean's Office requiring OSP sign-off on West Campus. In summary, Elaine Dunn will be coordinating the Dean's review of proposals: the Research Foundation will be conducting its reviews on West Campus. The transition is expected to be transparent to principal investigators and departmental administrators. The Office of Sponsored Programs has enjoyed this collaborative effort over the last 10 years and we wish OSA and SOM every success with this new endeavor. We also look forward to working with Elaine in this new capacity.|
Should anyone have any questions, please do not hesitate to contact me at 2-4402, or via e-mail at IStrand@notes.cc.sunysb.edu
|10/09/2007 Revised Proposal Award Processing Form (4 Page Form)|
|The following announcement is from Ivar Strand.|
This note is to inform the campus community that the Office of Sponsored Programs has made some modifications to Section V, Proposed Research Activity Information on the Proposal/Award Processing Form (aka "4 page form"). These changes are needed to 1) ensure that the proper approvals are in place when faculty/staff are using the facilities of SB Southamton, 2) identify the use of Veterans Administration's patients, personnel or facilities and 3) alert the Department of Information Technology of any special IT needs.
Kindly utilize this revised form on all submissions effective 11/1/07.
|10/29/2008 Review Documentation and Cost Sharing Disclosure|
|The following announcement is from Dr. Richard Fine.
Find below what is generally needed for SOM Deans' review for a new grant application (or anytime Research Foundation asks for a new, fully executed 4-pg form):
A very basic covering memo indicating who to contact with questions (if other than PI) and any brief explanation deemed appropriate, is always helpful.
Reminder of Standing SOM Policy:
- Proposal submitted 5 days prior to any other deadline (in advance of RF's 5 day requirement).
- 4-pg form (SUSB299) - most current version taken from RF website, fully completed and endorsed.
- If there is Hospital/Clinical use, signature of Dr. Greene (or designee) is required on pg 2.
- If there are matching funds or cost sharing, an explanation and authorized signature is needed on pg 2 (as well as on pg 4).
- CID's - most current version taken from RF website, fully completed and endorsed; for all faculty listed on the 4-pg form (State, RF, and those with faculty-equivalent title).
- Unpaid consultants with zero effort do not need to be listed, per current RF policy
- CID's should be the most current version or the questions from the newest version needs to be included
- Budget (show annual base salary and effort, and detail to support total costs represented on pg1 of 4-pg form - including indirect costs).
- NIH modular grants do not require a detailed budget; most PI's submit a printout of the modular budget pages and the justification
- Budget justification.
- Includes explanation of personnel, their role and effort and is required with modular budgets
- Facilities/ resources page.
The SOM established policy for voluntary effort cost-sharing is not to exceed 5% in aggregate per annum.
Effort cost-sharing in excess of the 5% cap will require additional consultation with the SOM. Please contact Glen Itzkowitz regarding this issue well in advance of the 5 day SOM review of applications deadline.
|12/22/2009 Updated SUSB 299 (aka 4 Page Form)|
|The Office of Sponsored Programs has updated the SUSB 299 Proposal Award Processing Form to include two additional questions.
Yes or No: This proposal is affiliated with the Center of Excellence in Wireless and Information Technology. It requires the signature of Center's Director.
Page 2 (Section V):
Yes or No: The transporting of materials, technical information, or equipment off campus?
Here is a link to the updated form: http://www.stonybrook.edu/research/forms/osp/299.shtml
OSA Editors Note:
Please be aware of the new Four Page Form SUSB 299 R-10 (12/2009) posted on the OVPR/OSP web site. Per RF, all proposals that are started and signed as of 12/14/2009 need to use this new form. Older forms will not be accepted with the first signatures after this date.
|12/23/2009 Signature for Faculty with Veterans Affairs (VA) Appointments|
|The NIH 398 Policy has within it Special Instructions for Joint University and Department of Veterans Affairs (VA) Appointments. The policy states that:
Individuals with joint university and VA appointments may request the university's share of their salary in proportion to the effort devoted to the research project. The individual's salary with the university determines the base for computing that request. Signature by the institutional official on the application certifies that: (1) the individual is applying as part of a joint appointment specified by a formal Memorandum of Understanding between the university and the VA; and (2) there is no possibility of dual compensation for the same work, or of an actual or apparent conflict of interest regarding such work. Additional information may be requested by the awarding components.
NIH Link: http://grants.nih.gov/grants/funding/phs398/phs398.html, PART I - Instructions for Preparing and Submitting an Application
In keeping with NIH requirements regarding the provisions for faculty whom are joint appointed at the VAMC, a new electronic system has been developed and tested to ensure such compliance. During the SOM review process, effective calendar year January 1, 2010, joint appointees' will be routed an electronic form that will digitally collect the appropriate certifications from their Dept Chair and the cognizant VA Scientific Research Officer. This system is the result of collaboration between the VAMC Northport and the SOM. Currently, the number of affected SOM faculty is relatively low, however there is potential for this group of individuals to increase in number. Hence it is of institutional importance that we are in compliance with this regulation.
It is the principal investigator's and the department's responsibility to insure that all joint University/VA faculty listed on the budget page have disclosed the SUNYSB/VA effort information on the budget page and justification and have included the MOU form as part of the application.
The Principal Investigator's signature on the application and on the SUNYSB Proposal Award Processing Form (also known as the 4pg Form, or SUSB299) certifies that: (1) any individual included in the proposal who has a joint University/VA appointment has disclosed the nature and extent of the appointment with a formal Memorandum of Understanding between the University and the Department of Veterans Affairs (VA); and (2) there is no possibility of dual compensation for the same work, or of an actual or apparent conflict of interest regarding such work. Section V, Page 2 of the 4pg form includes a checkbox, item number 6 regarding Use of Veterans Administration.
The MOU documents the terms of the VA and SBU appointments for a faculty member who has responsibilities at both the VA and SBU. This MOU is for proposal estimating purposes only. Effort and appointment terms may change when actual budget and workload requirements are known.
With each application submitted for SOM endorsement and entered into the Proposal Data Base, email notification with a link to the MOU form will be generated. Click on the link to access the MOU form. Complete the information for the fields entitled VA Hours/Week.
When done, press the Submit button. Once the MOU form is successfully submitted, an email notice will be sent to the appropriate SBU department administrator (or their designee) and VA administrator (or designee) for their approval via electronic endorsement. At this time the proposal application will be on Hold for SOM signature pending receipt of the email endorsements. When all have been received, the proposal will move forward for SOM endorsement and proceed as usual. Therefore we urge you to be deadline mindful in submitting proposal review materials to the SOM outreach office.
When submitting an application to the NIH, follow the instructions specified in Guidelines for the PHS 398 for all participating individuals with joint appointments.
On Modular Grants, disclosure of the SUNYSB/VA appointment and the Memorandum of Understanding should be included in the Budget Narrative. Either through the description in the Budget Narrative or the Memorandum of Understanding, it should be disclosed to NIH what portion of the time committed will be out of SUNYSB's effort and what portion will be out of VA time.
Questions and Contacts
The form is self-explanatory; discussions regarding the effort distribution should be between the faculty member and the administrator. In the case of problems with accessing the form, or if you encounter a problem, please contact Glen Itzkowitz at (631) 444-1217 or email email@example.com.
|09/28/2010 Continuing the COEUS Roll-out|
To All Faculty and Staff:
Dear Campus Colleagues:
In its effort to reduce faculty members' time and make the process of preparing proposals less burdensome, the Office of Sponsored Programs identified the COEUS grant proposal submission system as a tool integral to achieving that goal and is happy to continue the roll-out, demonstrations and training sessions of the system.
As many of you know, the Proposal Development module of COEUS was rolled out on a voluntary basis back on April 2, 2010. Since that time, many of you have chosen to use COEUS, either strictly for electronic routing of your proposal for internal approvals or for system-to-system submission to Grants.gov. We are now moving to the next step of the roll-out.
Effective, January 1, 2011, the Office of Sponsored Programs will require institutional routing of all proposals through COEUS. The SUSB-299 form ("4 page form") will no longer be accepted. Using COEUS for routing will still allow you to utilize existing methods of proposal submission (Fastlane, Grants.gov via Adobe, etc.), securing Stony Brook University approvals. While we encourage all of you to use the COEUS' system to system (S2S) connection for Grants.gov submissions, it will not be mandatory.
Benefits of using COEUS include:
You can learn more about the COEUS product and the roll-out by accessing our website at http://www.stonybrook.edu/research/news/2010-04-coeus-live.shtml To date, the Office of Sponsored Programs has conducted 27 departmental/school demonstrations of the product and 8 hands on training sessions. We will be updating our website to provide enhanced training material, checklists, FAQs, and required internal forms that will be accessible from within the COEUS application.
- Provides the faculty with an internet based program that allows them to share proposal information with other faculty, administrators and OSP
- Reduces the time required to acquire signatures from multi-departmental or multi-PI/Co-PI submissions and allows faculty to work on the science up until submission to sponsor
- Ability to create proposal templates and utilize the copy function to save time
- Robust budgeting module with F&A (IDC), fringe benefit and inflationary rates pre-loaded
- Enhanced ability to provide detailed reports to the Deans, Chairs, Faculty and Staff
- Provides the faculty with an electronic storage system of all of their proposals
- Provides on-line tracking and status of proposal development and routing
- With System to System submissions:
- Grants.gov forms are pre-loaded and connectivity issues are mitigated
- Coeus provides the ability for research faculty to work on the science concurrent with an administrator or designee working on other areas, such as the budget.
For those of you that would like a departmental demonstration of COEUS or to register for hands-on training, please contact Kathryn Belmonte at firstname.lastname@example.org or via telephone at 2-4402. Please contact me directly should you have any other questions or to provide feedback on the COEUS tool.
Office of Sponsored Programs