Announcements

Announcements

  • Announcing the new Research Administration Forum (RAF)

    Attention Faculty and Administrators!

    Announcing the new Research Administration Forum (RAF), an important meeting series to share updates on UAB processes and procedures, research hot topics, new federal regulations, and other critical details from the Office of the Vice President for Research.

    Research Administration Forum

    The first RAF is Wed. October 9, 2019 at 2:00PM in the Spain-Wallace Auditorium.

    Do not miss out on critical updates - Ensure your research thrives!

    • New forms and changes in the IRB will reduce your administrative burden
    • New Federal guidelines that will affect how you perform research and collaborate
    • New UAB procedures will impact your next grant submission
    Posted by Office of the Vice President for Research | 09/17/19
  • Facilities & Administrative Rate Policy Revisions Apply to All Extramurally Funded Projects Effective October 1, 2019

    Facilities & Administrative Rate Policy Revisions Apply to All Extramurally Funded Projects Effective October 1, 2019

         The December 1999 Indirect Cost Reimbursement Policy has been updated to address federal Uniform Guidance (OMB 2 CFR 200), provide detailed definitions of the specific rates that determine F&A reimbursement, and serve as a single resource for those who develop sponsored project budgets and manage sponsored awards.  The revised policy, now titled Facilities & Administrative Rate Policy, applies to all extramurally funded projects effective October 1, 2019.  UAB is committed to ensuring that all extramurally funded projects, including clinical trials, are classified appropriately and seek reimbursement of facilities and administrative costs at the applicable federally negotiated rate or approved institutionally established rate. For more information, visit the UAB Office of Sponsored Programs Facilities and Administrative (F&A) Costs webpage.

    Posted by Office of Sponsored Programs | 09/11/19
  • IRB Personnel eForm - Guidance Materials and Updates

    The IRB has begun implementing the personnel eForm.  Beginning September 1, 2019, the eForm will be required for all initial applications and personnel changes to existing protocols. 

    Step-by-step instructions have been posted on the IRB website on the IRAP Guidance page.

    The recording of the personnel eForm training webinar that was presented on July 22, 2019 and the slides from the town hall that was held on July 23, 2019 have been posted as well.  Go to the IRAP main page and click the IRAP Training button. 

    A few notes about the form:

    • General personnel changes should be completed on section two (labeled Personnel). There is a picklist that includes all personnel who are active in Oracle or have been previously included on an existing protocol. 
    • Section three (labeled Other Personnel) should only be used to add personnel from UAB or some of UAB’s partner institutions (e.g. Children’s of Alabama) whose names are not available in the picklist. If a form is submitted with existing personnel in the Other Personnel section, the form will be returned to you for revision and resubmission.
    • There have been a large number of Personnel Amendment submissions created in IRAP that remain in a status of Application Initiated. This indicates that a submission was created, but the Submit button was not clicked.  Once a Personnel Amendment has been created, another one cannot be created until the first one has been reviewed by the IRB.  We will be contacting PIs to request that these submissions be completed or deleted.   
    • The most common issues that the OIRB has encountered when reviewing personnel amendments is missing protocol responsibilities and/or training. When adding personnel, please check the appropriate boxes and answer the questions with dropdown boxes to indicate the individual’s roles and responsibilities.  Also, training records are displayed in the form for most personnel.  Please use this information to verify whether someone’s training is current.  The IRB cannot approve personnel additions without current training.  If someone has taken training but it is not displayed, use the upload function to include their completion certificates.
    Posted by Office of the Institutional Review Board for Human Use | 08/26/19
  • Michael Hill named associate director of the UAB Office of the Conflict of Interest Review Board

    Michael Hill has been selected as the associate director of the Office of the Conflict of Interest Review Board (OCIRB), beginning September 1, 2019.

    Mr. Hill comes to this position with over fourteen years of research administration experience.  Most recently, Mr. Hill has been the manager of operations and systems in the Office of the IRB (OIRB), a position he has held since 2016.  Mr. Hill has also served as a clinical trials administrator in the OIRB, a program coordinator in the UAB School of Optometry, and a site auditor for a multicenter clinical research network.

    Hill is a graduate of UAB with a Bachelor of Science in psychology and a Master of Public Administration.

    Members of the search committee for this position included Dr. Karen Iles, director of the OCIRB, Mr. Jonathan Miller, assistant vice president for research regulatory oversight, and Dr. J. Michael Wyss, professor in the department of Cell, Developmental and Integrative Biology and chair of the Conflict of Interest Review Board.

    Posted by Office of the Conflict of Interest Review Board | 08/09/19
  • Reminder - Please take the IRAP Research Administration System Survey

    Reminder – Please take the IRAP Research Administration System Survey!

    The campus-wide online IRAP Assessment Survey ends tomorrow July 26th! This survey gives you an opportunity to improve your work tools while helping to shape the future of electronic research administration at UAB. The survey will capture your thoughts about our current system, as well as future features and functions important to you.

    Participation is fast and easy and takes no more than 7 minutes! We assure 100% anonymity unless you voluntarily provide your information to be contacted.

    Thanks for your feedback!

    TAKE THE SURVEY

    Posted by Office of Sponsored Programs | 07/25/19
  • Updated OSP Submission Forms - UAB Extramural Support Checklist and UAB Expedited Checklist

    New versions of the UAB Extramural Support Checklist and UAB Expedited Checklist are available on the Office of Sponsored Programs (OSP) Forms page. Please see the version notes below for details.

    UAB Extramural Support Checklist

    • The question in #23 asking “Will the federally funded CRU be utilized?” and its associated checkboxes were removed.
    • The Transfer In checkbox on the signature page was relabeled to Transfer In/Out, requiring the Dean’s signature for both Transfer In and Transfer Out submissions.

    UAB Expedited Checklist

    • The question asking “Graduate Student Fellowship?” and its associated checkboxes were removed.
    • The Trainee/Assignee fields for name, email, and phone were removed.
    • BlazerID fields were added for:
      • Principal Investigator
      • Primary Contact
      • Secondary Contact
      • Award Manager

    Please use the latest versions of each form for your submissions to OSP. If you have any questions or concerns regarding these changes, please contact askosp@uab.edu or call (205) 934-5266.

    Posted by Office of Sponsored Programs | 07/24/19
  • For Your NIAID Competitive Renewal Applications - "There is a 20 percent cap"

    Be mindful that all NIAID competing renewal budgets are limited to an increase of no more than 20% from the previous award. NIAID caps R01 renewal budgets at 20 percent over the direct costs of the last noncompeting award minus supplements, equipment, alterations and renovations costs, and facilities and administrative (F&A) costs for all subawards. Please read notices below for more information. https://www.niaid.nih.gov/grants-contracts/apply-renewal#A5 https://www.niaid.nih.gov/grants-contracts/renewal-application-budget-cap
    Posted by Office of Sponsored Programs | 07/16/19
  • If you use the IRAP System, we want to hear from you!

    The Office of the Vice President for Research is conducting a campus wide online needs assessment of the IRAP system beginning July 10th through July 26th. This survey gives you an opportunity to improve your work tools while helping to shape the future of electronic research administration at UAB. The survey will capture what you like about our current system, as well as features and functions that may be important to you.

    Participation is fast and easy and will only take 7 minutes! We assure 100% anonymity unless you voluntarily provide your information to be contacted.

    Thanks for your feedback!

    TAKE THE SURVEY

    Posted by Office of Sponsored Programs | 07/10/19
  • IRB Announces Launch of Personnel eForm

    The UAB Institutional Review Board for Human Use (IRB) is pleased to announce the launch of the IRAP IRB Personnel eForm. The new form will be available for use beginning July 31, 2019. The Personnel eForm will streamline the process to add and remove UAB, Children’s of Alabama, VA and Lakeshore personnel. These features will streamline the process for you to identify and make changes to personnel, and increase the efficiency of the IRB staff.

    Key features of the eForm include the following:

    • View personnel training statuses in real time
    • Culls list of training to only those pertinent to IRB review and COI
    • Shows expiration dates of training with visual cue (highlighted red)
    • Checkboxes for responsibilities
    • Will help identify responsible personnel for COI review to minimize administrative burden

    The eForm will be mandatory for all submissions received on or after September 1, 2019.

    A town hall will be held on July 23, 2019 at 1:30 pm in the Finley Conference Center to demo the form and allow the opportunity for questions.

    For those who are unable attend the live session, OIRB will also host a webinar on July 22, 2019 at 1:00 pm that will be recorded for future viewings. The webinar login information can be accessed on the IRB website at the following web address: http://www.uab.edu/irb.

    Current submission forms will be revised to remove the personnel section for UAB, CoA, Lakeshore, and VA personnel. External personnel will still need to be identified in the Human Subjects Protocol or Protocol Revision / Amendment Form and cannot be added or changed via an eForm at this time.

    Additional eForms are in development and implementation dates will be announced in the near future.

    For questions, please contact Michael Hill, Manager of Operations and Systems at mhillirb@uab.edu .

    Posted by Office of the Institutional Review Board for Human Use | 07/10/19
  • Important Notice Regarding Incomplete Submissions to OSP

    Notice: 

    Due to an increase of incomplete submissions, effective Monday, February 11, 2019, OSP will no longer accept submissions that include missing documents and/or unsigned or incomplete Extramural Checklists.    

    Statement of Purpose

    Extramural Checklists are required by UAB in order for OSP to accept and set up records in the system(s) and begin the review process for grants and contracts.  It is used entirely for internal review; it is never transmitted to a sponsor.  The form has several purposes:

    • It provides basic information regarding the project for review by the department head and other administrators.
    • It ensures that all compliance obligations have been identified, considered and met, or are pending.
    • It provides the signature approvals, including Principal Investigator certification/assurances, necessary to submit an application for external funding.
    • It contains important information for institutional databases which facilitate reporting on institutional, school, department, and faculty metrics.
    Posted by Office of Sponsored Programs | 01/25/19
  • Office of Sponsored Programs Open Position - Federal Grants and Contracts Senior Specialist

    The Office of Sponsored Programs has posted a Federal Grants and Contracts Senior Specialist position. The details of the posting can be found at this link https://uab.taleo.net/careersection/ext/jobdetail.ftl?job=T58987&tz=GMT-06%3A00&tzname. If you or someone you know is interested, please apply for the position through the Taleo system at https://www.uab.edu/humanresources/home/careers.

    Posted by Office of Sponsored Programs | 01/09/19
  • UAB’s Research Office Monitoring Partial Government Shutdown

    UAB’s Research Office Monitoring Partial Government Shutdown

    At UAB, we feel the need to communicate the current situation under the partial shutdown of the federal government.  UAB’s Research Office is monitoring it and working to assess potential impacts so the institution and our research community can be informed and respond appropriately. Only select government agencies, which do not have a final fiscal year 2019 budget, are affected.  At this time, we are reviewing information about federal offices’ operations. UAB will continue to assess and forecast what a potential prolonged partial government shutdown may mean to our research community and will update and advise faculty, staff, and students. The UAB Research News Digest will be utilized to communicate updates and information as they are available. If you have specific questions or concerns related to the shutdown, please email uabresearch@uab.edu.

    FAQs

    • Which of our funding agencies are open and which are closed?

    Because Congress finalized the budgets this fall for the National Institutes of Health, the Department of Defense, and the Education Department, these important funding agencies are still open, therefore, there is little impact for UAB from these agencies. For other federal agencies without finalized budgets, like the National Science Foundation and NASA, only essential federal personnel are working, and each agency defines “essential” differently. You can see how every agency operates in a shutdown by looking at the agency contingency plans on the White House Office of Management and Budget website.

    • Would the shutdown affect faculty and staff in other ways?

    With regard to grant deadlines, faculty should heed deadlines for grant proposals they’re already working on as those deadlines likely will not change.  It is very important that faculty continue to work on grant applications, so they are ready to submit for the standard deadlines.  Any NIH proposals and existing RFAs from NSF and NASA will continue with the posted deadline.  New funding opportunity announcements will not be issued from closed agencies.
    In regard to regulatory functions, the FDA has scaled back operations.  Emergency INDs and IND amendments will continue to be reviewed, but other decisions for drugs and devices (e.g., issuance of INDs and IDEs) could be delayed.  Once the government re-opens, an influx of submissions to UAB regulatory units (e.g., IACUC, IRB, CIRB) could result in a slowdown of reviews.  Communicate any special needs with the UAB staff member assigned to your submission. 

    • What about researchers who are currently working under federal contracts and grants? Should they continue to work?

    Yes, researchers should continue to work on their grants and contracts unless their agency or program officer has advised them otherwise. Faculty with questions should keep in close touch with their OSP Officers and check the website for updates.

    • What would a shutdown mean for students?

    Fortunately, federal financial aid is not impacted. The Education Department has a finalized budget for fiscal year 2019 and will operate as usual.

    Posted by Office of the Vice President for Research | 01/07/19
  • McClintock named new director of the UAB Office of the IRB

    Adam McClintock has been named director of the UAB Office of the Institutional Review Board for Human Use (IRB) following a national search.

    McClintock currently serves as the human research protections manager for OhioHealth Research & Innovation Institute, and previously served as the operations manager in the Office of Responsible Research Practices at The Ohio State University.  Mr. McClintock will start his new position on January 28, 2019.

    “I am honored to join the leadership team within the UAB Office of the Vice President for Research, in such a vibrant environment for human subjects research,” McClintock said. “I am eager to begin working with the talented and dedicated individuals who make up the Office of the IRB.”

    McClintock is a graduate of The Ohio State University, where he earned a Bachelor of Science degree in psychology, and a Master of Business Administration with a focus on business analytics and lean leadership.  He holds the Certified IRB Professional certification and has 13 years of experience in human research protections.

    “The protection of the participants of our research is of paramount importance to UAB,” said Vice President for Research Chris Brown, Ph.D.  “We are fortunate to have attracted Mr. McClintock to join us and lead our Office of the IRB.”

    Members of the search committee included Michael Bertram, Ph.D., MBA, associate director for administration of the Comprehensive Cancer Center, Leslie Cooper, CIP, associate director of the Office of the IRB, Jennifer A Croker, PhD, director of administration and fiscal affairs of the Center for Clinical and Translational Science, Ryan Irvin, Ph.D., M.S., associate professor in the Department of Epidemiology and faculty senate representative, Cynthia Joiner, PhD, MPH, RN, assistant vice chair for research and assistant professor in the Department of Medicine, Jonathan Miller, MPPA, CIP, assistant vice president for research regulatory oversight, and David Schwebel, PhD, associate dean for research in the College of Arts and Sciences and professor in the Department of Psychology.

    Posted by Office of the Vice President for Research | 12/19/18
  • Office of Sponsored Programs - Federal Grants and Contracts Officer Position

    The Office of Sponsored Programs has posted a federal grants officer position. The details of the posting can be found at this link https://uab.taleo.net/careersection/ext/jobdetail.ftl?job=T58314&tz=GMT-06%3A00&tzname=. If you are interested in applying for the position, please do so through the Taleo system at https://www.uab.edu/humanresources/home/careers.

    Posted by Office of Sponsored Programs | 12/06/18
  • Cystic Fibrosis Foundation (CFF) Funding Opportunity - Deadline March 12, 2019

    The Cystic Fibrosis Foundation (CFF) recently announced a funding opportunity for Advancing Gene Editing Technologies and Tools for Cystic Fibrosis. The application deadline is 5:00 PM Eastern on March 12, 2019, through proposalCENTRAL.

    “The Cystic Fibrosis Foundation (CFF) is aggressively pursuing genome editing as a therapeutic strategy to treat individuals with cystic fibrosis.  To this end, the Cystic Fibrosis Foundation is announcing an upcoming new Request For Applications for ‘Advancing Gene Editing Technologies and Tools for Cystic Fibrosis.’  This RFA will provide funding opportunities for up to 3 years of funding for Research Grants, Pilots and Feasibility studies, Postdoctoral Fellowships, and Collaborative Program Grants.   

    CFF encourages investigators involved in gene editing to apply and requires no previous experience in CF research.  A goal of the program will be to connect experts in gene editing with experts in CF to create a collaborative network of investigators who can synergize to move the editing field forward.”

    You may review the original announcement here (PDF). Please see proposalCENTRAL for full application guidelines for each program.

    Posted by Office of Sponsored Programs | 11/14/18
  • New Mailbox for CDA Submissions

    Confidentiality Disclosure Agreement (CDA) processing has transitioned from the Office of Industry Engagement (OIE) to the Office of Sponsored Programs (OSP).  In an effort to continue the efficient processing of CDAs, OSP has created a new CDA submission email. The new address is cdas@uab.edu and will be hosted by OSP. Please note that the previous email (oie@uab.edu) is still in effect for the OIE.

    The only change is the CDA submission process.

    For detailed information concerning required documentation for CDA submissions, please see the OSP CDA webpage

    Posted by Office of Sponsored Programs | 11/02/18
  • OSP Announces the NIH RPPR (Annual Progress Reports) Review Plan

    Beginning in May 2018, the UAB Office of Sponsored Programs initiated the RPPR Review Plan to review all RPPR submissions to ensure each progress report meets NIH compliance and guidelines.

    Along with a completed Expedited Checklist (PDF) to osp@uab.edu, Principal Investigators should submit RPPR submissions through eRA Commons at least 7 business days prior to the NIH deadline date. OSP will provide back to the PI a detailed review summary indicating changes needed prior to submission to NIH. Final RPPR reports should be uploaded at least 2 business days prior to the NIH deadline.

    https://www.cancer.gov/grants-training/manage-award/report-audit/rppr

    https://grants.nih.gov/grants/guide/notice-files/NOT-OD-17-074.html

    Posted by Office of Sponsored Programs | 08/06/18
  • Crohn's & Colitis Foundation Visiting IBD Research Fellowship (VIRF) Program

    Program overview
    The Crohn's & Colitis Foundation's Visiting IBD Research Fellowship (VIRF) is a program designed to promote career advancement for talented junior investigators dedicated to inflammatory bowel disease (IBD) research, and to enable knowledge-sharing among leaders in the IBD field. The Foundation encourages outstanding young scientists and clinicians who would like to expand their expertise in IBD research to participate in this short-term research training (3–12 weeks), carried out in a cutting-edge, NIH-funded laboratory under the mentorship of a leader in IBD research. VIRF is supported through an independent educational program grant from Gilead Sciences, Inc.
    Who can apply?
    Junior faculty and fellows (clinical or research), authorized to work in the United States.
    Who can be the host/mentor?
    • Primary investigator in a NIH-funded laboratory
    • Senior research scientist, specializing in IBD research, or technology that can be applied to IBD
    How to apply?
    Submit the application on ProposalCENTRAL
    • Application deadline: September 30, 2018 at 8 p.m. EST
    With guidance from its National Scientific Advisory Committee, the Foundation will select and support up to five of the most qualified applicants to participate in the program in 2019.
    For more information:
    Download program guidelines

    Posted by Office of Sponsored Programs | 07/18/18
  • Proposed Composite Fringe Benefit Rates (CFB) for FY 2018/2019

    The FY 18/19 proposed CFB rates may be found on the Cost Analysis web page using the following link:  http://financialaffairs.uab.edu/content.asp?id=1552929. On the OSP website, General Information (PDF) and Fringe Benefit Rates were revised to reflect the proposed rates.

    Posted by Office of Sponsored Programs | 04/05/18
  • OSP Federal Grant Officer and Specialist Department Assignments Updated

    In an effort to more efficiently and effectively support the UAB research community, the UAB Office of Sponsored Programs is balancing the workload by revising the department assignments for Federal Grant Officers and Sr. Specialists effective April 2, 2018.

    OSP Federal Grant Officers provide pre-award guidance and support for researchers applying for grants from federal sponsors, as well as non-financial post-award activities. Federal Grant Sr. Specialists are responsible for outgoing federal grant subawards, and NIH RPPR review and submission.

    This change allocates more OSP personnel dedicated to federal grants, with fewer assigned departments, resulting in improved response times and more effective departmental engagement.

    The updated listing of OSP Federal Grant Officers and Sr. Specialists can be found on the OSP staff page on the UAB OSP website.

    Posted by Office of Sponsored Programs | 04/04/18
  • Elimination of the Facilities and Administrative (F&A) Offset Form

    To: Principal Investigators, Deans, Directors, and Administrators

    From:        Christopher S. Brown, PhD

                    Vice President for Research

                    Allen Bolton, Jr., MPH, MBA

                    Vice President for Financial Affairs and Administration

    Re: Elimination of the Facilities and Administrative (F&A) Offset Form

    Date:         March 28, 2018

    Effective April 16, 2018, UAB is eliminating the F&A Offset Form.  In its place, the Cost Sharing Commitment Form should be used.  This step clarifies the sources and amounts of proposed cost-sharing/matching and reinforces the importance of the recovery of F&A costs on extramural funding.

    • Consistent with University policy, full recovery of F&A costs (aka indirects) is expected on all grants and contracts. 
    • UAB faculty and staff are directed to develop sponsored project budgets using the appropriate F&A reimbursement rate. 
    • For industry sponsored projects, a total cost model is recommended. Please contact your OSP officer for a budget template.

    F&A reimbursements, built into the University budget, cover such expenses as libraries, physical plant operation and maintenance, utility costs, general, departmental, units/school and sponsored projects’ administrative expenses, and depreciation for buildings and equipment.  The F&A costs recovered on grants and contracts allow the institution to maintain and operate the campus. It is the obligation of all faculty seeking extramural support to bring in grant funding along with the attendant F&A costs.

    UAB’s F&A cost reimbursement rate is driven by its negotiated rate agreement with the Department of Health and Human Services (DHHS).

    All sponsored projects are subject to federal and other audits. Account setup, billing and other post-award financial activities are managed by UAB’s Grants and Contracts Accounting (GCA) department.

    cc:          Melinda Cotten, Assistant Vice President for Sponsored Programs

                    Stephanie Mullins, CPA, Chief Financial Officer and Associate Vice President for Financial Affairs

    This is a link to the Memo regarding the Elimination of the Facilities and Administrative (F&A) Offset Form

    Posted by Office of Sponsored Programs | 03/29/18
  • OSP Reduces Administrative Burden - Changes to the Data Use Agreement Process

    OSP Reduces Administrative Burden - Changes to the Data Use Agreement Process

    Consistent with the Office of Sponsored Programs (OSP) commitment to streamline research administration processes, OSP is introducing a new method for proposing and requesting Data Use Agreements (DUA).  This effort cuts the OSP required departmental forms from two forms to one formThe goal of this change is to reduce administrative burden for faculty and staff and also shorten the time for implementation of the DUA. 

    Effective 3/22/18 (although you can continue the current process until April 30, 2018), all DUA submissions will only need the following form.

    To expedite the review and signature process, the following documents should be part of the complete submission package:

    • If providing data (“Provider”), then a project description that details the work to be done by the Recipient.
    • If receiving data (“Receiver”), then a project description that details the work that will be done by the UAB.
    • If you are both providing data and receiving data, then a project description that details the work to be done by both parties.
    • Any DUA template or other documentation associated with the exchange of data.

    OSP has also implemented an initial review of all DUA submissions to make sure it has been submitted correctly and that it is assigned to the correct OSP officer.

    This will be the one of the 2018 enhancements to make your interactions with OSP a positive experience.  Please contact askosp@uab.edu with questions or concerns.

    Key Term:  A Data Use Agreement (DUA) is a legal contract used to facilitate the transfer of nonpublic or otherwise restricted data that has been developed by UAB or another entity such as another academic institution, nonprofit, government, or private industry. Please see our DUA Webpage for specific guidance and an easy to follow decision tree.

    Posted by Office of Sponsored Programs | 03/22/18
  • UAB Extramural Support Checklist Updated

    The Office of Sponsored Programs has updated its UAB Extramural Support Checklist. The older version of the UAB Extramural Support Checklist is discontinued and will no longer be accepted after April 15, 2018. Please begin using the updated version of the checklist located on the Office of Sponsored Programs Forms webpage. Please also review the updated Extramural Checklist Instructions & Glossary.

    Posted by Office of Sponsored Programs | 03/12/18
  • OSP Streamlines Federal Subaward Process

    In a continuing effort to improve processes and gain efficiencies in research administrative processes, the UAB Office of Sponsored Programs is pleased to announce the new federal grant outgoing subaward submission process. This improved process utilizes the newly created Federal Grant Outgoing Subaward Form . This form should be submitted by research department personnel to initiate the creation of both new federal grant subawards and subaward amendments. A separate form, along with supporting documents, should be submitted for each outgoing subaward.

    In addition, subawards@uab.edu, a dedicated federal grant subaward mailbox, has been created to ensure submissions are assigned and activated in a timely manner. As a result, all requests for subawards or related amendments must be submitted to subawards@uab.edu with the Federal Grant Outgoing Subaward Form and supporting documentation. For detailed information concerning required documentation for federal grant subawards, please see the OSP website.

    OSP has also eliminated the requirement to submit a Subrecipient Third Party Determination with each federal grant subaward, as the decision to use the subaward rests with the PI at the time of proposal submission, or when project SOW changes are needed by the PI. Departments may choose to continue to use and maintain this important document, or something similar, in departmental project files.

    The new process will begin Monday, February 19, 2018. OSP will offer two training sessions to review the new form and mailbox. The first class is scheduled for Thursday, February 15th at 1:30pm, and the second class will be held on Friday, February 16th at 10:30am. Please register through the UAB Learning System (LMS). You can find the course by searching the LMS Catalog by title: New OSP Subaward Request Form and OSP Subaward Box.

    As a reminder, an important component of the federal grant subaward process occurs at proposal submission with the inclusion of a separate LOI for each outgoing subrecipient. For additional information, please see the UAB policy “Establishing a Subrecipient Agreement

    For additional information, please contact your OSP Federal Grant Sr. Specialist, or contact askosp@uab.edu.   

    Posted by Office of Sponsored Programs | 02/05/18
  • Reminder! Including Subawards in Proposals

    If your proposal includes external collaborations with one or more other organizations in carrying out the grant-supported research, UAB, as the direct and primary recipient of federal and nonfederal grant funds, is accountable to the Sponsor for the performance of the project, the appropriate expenditure of grant funds by all parties, applicable reporting requirements, and all other obligations as specified in the award. Section 3 of the UAB Policy for Establishing a Subrecipient Agreement requires the signed Letter of Intent.

    Requirement - UAB follows the NIH policy and must collect relevant documents from any potential Subaward institution(s) for submission to the sponsor during the proposal stage, including:

    • Letter of Intent (LOI): Required of potential Subaward institutions during the proposal stage. This signed form serves as confirmation that the Subaward institution is prepared to make every effort to enter into an appropriate agreement, should an award be made. The signature (or electronic equivalent) of the AOR/SO on the Letter of Intent signifies that the applicant organization and all proposed consortium participants understand and agree with the following statement:

    "The appropriate programmatic and administrative personnel of each organization involved in this grant application are aware of the NIH consortium agreement policy and are prepared to establish the necessary inter-organizational agreement(s) consistent with that policy."

    • Scope of Work (SOW): Required of the potential Subaward in order to outline expected work to be completed. Please see SOW guidelines below for more information.
    • Budget and Budget Justification: In order to complete the UAB Budget and Budget Justification, the proposed subaward should have a budget in order to categorize and justify expected costs of conducting research.
    Posted by Office of Sponsored Programs | 01/19/18
  • IRAP Upgrade - October 20th, 2017

    ​IRAP will be off-line from 12 noon on Friday, October 20th through 6 AM on Monday, October 23rd for a system upgrade that includes a new budget model for funding proposals.  Additionally this upgrade will facilitate continued development of system to system submissions to NIH using IRAP.  Other changes will enhance performance, all customization of module names, and update browser compatibility.  

    Below is a more detailed list of changes:

    Module Name Customization
    • My Proposals is now "OSP/OIE/Grants & Contracts"
    • My External Interests is now "CIRB/Financial Interests"
    • My Human Subjects is now "IRB/Human Subjects"
    • My Lab Animals is now "IACUC/Lab Animals"
    • My Technology Transfer is now "MTO/Material Transfers"

    Proposal Tracking

    • Personnel page updates - new look and feel
    • Budget and Award page updates - new look and feel
    • Subproject information is now located under the budget/awards folders
    • Improved integration between Subprojects and Parent projects

    Technology Transfer Menu - Agreement Portal can now be found by selecting Material Transfers

    Many of the tabs available under My Profile have been hidden.  Please see the Faculty Profiles website (http://www.uab.edu/faculty/profiles) for additional options on managing CV related information.

    Posted by Integrated Research Administration | 10/16/17
  • OSP News and Updates

    OFFICE OF SPONSORED PROGRAMS NEWS & UPDATES

    SEPTEMBER 2017

     

    IN THIS EDITION

    ·        OSP Town Hall

    ·        Federal Grant Applications & Grants.gov Workspace

    ·        How to Correct OSP IRAP Records

     

     

    OSP TOWN HALL

    The Office of Sponsored Programs will hold a town hall on October 20, 2017.

        When:  11:00 AM

        Where: Volker Hall Lecture Room B

     

    FEDERAL GRANT APPLICATIONS & GRANTS.GOV WORKSPACE

    As of December 31, 2017, Grants.gov will officially retire the legacy PDF package as a method for applying for a federal grant.

    Therefore, as of November 30, 2017, all federal grant proposals submitted to the Office of Sponsored Programs (OSP) should be submitted through one of the following portals:

    ·        Grants.gov Workspace - for all non-NIH and non-NSF proposals that do not offer ASSIST or Fastlane as an option in the Funding Opportunity Announcement (FOA).

    ·        NIH ASSIST - for all NIH proposals and for all non-NIH (ex: AHRQ) proposals that offer ASSIST as an option. If you have the option of using either ASSIST or Workspace for applying, ASSIST is the best and preferred option.

    ·        NSF Fastlane - for all National Science Foundation (NSF) proposals.
    Note: Eventually Research.gov will replace FastLane. However, that is years away. FastLane will continue to be available to NSF grantees in the foreseeable future, as its capabilities are moved to Research.gov. Additionally, Research.gov offers single sign on with FastLane so you can seamlessly access both systems when logged into Research.gov.

    ·        Only exception: If a federal grant FOA does not indicate any of these portals as an option, the legacy PDF package can still be submitted until retired by the federal government on December 31, 2017.

    TRAINING: OSP will have the first Grants.gov Workspace training on September 26, 2017. Go to the UAB LMS site for information and registration. You may review this and other OSP training opportunities here.

    Keep in mind, you will still submit the UAB Extramural Support Checklist and the Responsible Personnel List (RPL) to the OSP email address (osp@uab.edu) to indicate that you have a proposal ready for review and to obtain an OSP IRAP number. You will include the appropriate document number on the Checklist for the OSP officer so they can retrieve and review your application in the appropriate portal.

     

    HOW TO CORRECT OSP IRAP RECORDS

    In an effort to streamline processes, OSP no longer requires a revised RPL for changes regarding inclusion of animals or human subjects. To add or remove humans or animals involvement on a project record, please send a detailed email to OSP with the IRAP number. For more information, please contact your OSP Officer.

     

     

     

    Posted by Office of Sponsored Programs | 09/21/17
  • OSP News and Updates - November 29, 2016

    • Unit Assignments/OSP: OSP Officers are assigned by unit to more evenly distribute the workload.  The listing will help you identify the appropriate contact(s) when you need assistance in proposal preparation, contract assignment, or help with post award issues and questions.
    • Training Needs Survey: OSP would like your feedback on campus training needs in the area of sponsored projects.  We encourage you to complete this short survey so that we can develop a comprehensive training program. 
    • Fee for Service (FFS)- Amended policy for research related FFS to be retroactive to 7/1/16: The F&A rate is changing from 30% to 15%.  Executed fee-for-service agreements assessed at the 30% F&A rate will be retroactively corrected to 15% F&A rate.  To assist the campus in determining to which office to send your FFS, we have developed a decision tree.  Please note submission through OSP requires completion and attachment of the Extramural Checklist including the Responsible Personnel List.
    • Uniform Guidance (UG) Brochure: A Uniform Guidance Quick Guide brochure has been developed with faculty and administrators in mind.  This brochure highlights the most important aspects of UG that faculty need to know regarding federal funding.  We hope you find it useful. Please print 2-sided in color for best effect.
    • At-Risk Accounts for Industry Sponsored Clinical Trial Agreements: Along with three academic departments, OSP, the IRAP support team, and GCA have been piloting a pending account process for industry sponsored clinical trial agreements for the last several months.  “At-Risk Accounts” (aka “Pending Accounts”) are used to assist in tracking the actual cost of conducting a clinical trial, therefore, it is very important that the clinical departments use the At-Risk Account to facilitate appropriate accounting for expenditures associated with study activation including, study start-up fees and personnel expenses. 
      Effective January 1, 2017, this process will be rolled out across campus.

      What is the Process?
      1. OSP receives your complete submission; including a signed Extramural Checklist for an Industry sponsored clinical trial.
      2. The OSP Officer reviews the Extramural Checklist and updates IRAP, which triggers a notification to grants and contracts accounting.
      3. Accounting sets up the At-Risk Account and notifies the PI/department. The start date of the pending/at risk account will be 1 year prior to the receipt date of the checklist by OSP to enable sites to charge activities related to study start up. And the account will remain ‘pending’ for 1 year after creation unless the account is either activated or terminated.
      4. Department/Site applies start-up charges to the new account and then continues to use when becomes active. This includes start-up fees for IRB, Pharmacy, Radiology, etc., as well as personnel expenses associated with the time required for study activation procedures.
    • Reminder Regarding Revised Responsible Personnel List (RPL) Instructions: Revised RPL submissions are submitted when you are adding or removing responsible personnel from an existing project.  When submitting a Revised RPL, please only include the names of those Responsible individuals being added to or removed from the project. For each individual, list the name, BlazerID, and project role and check the Add or Remove box, as applicable.  Do not list everyone on the proposal; only list changes.  For full instructions, please click here.
    Attachments:
    Posted by Office of Sponsored Programs | 11/29/16
  • Research Administration Announces Melinda Cotten as Assistant Vice President for Sponsored Programs

    ​Dr. Richard Marchase, Vice President for Research and Economic Development, is pleased to announce the appointment of Melinda Cotten as Assistant Vice President of Sponsored Programs. She will be starting on September 19, 2016. Ms. Cotten will be working with her staff in assisting UAB researchers in their efforts to secure and fulfill extramurally funded sponsored programs by performing pre-award and non-financial post-award administration. With a focus on customer-centric approaches for continuously improving UAB’s processing of submissions, Cotten’s extensive experience will be critical to ensuring the continued success of the UAB research community, and maintaining UAB’s national position as a top research university.
    Posted by Office of the Vice President for Research | 09/12/16
  • Reminder Regarding ASSIST Grant Applications

    As the February 5th deadline for new NIH R01 submissions approaches, OSP would like to remind you that all competing, single-project NIH grant applications can now be submitted through ASSIST.
    Posted by Office of Sponsored Programs | 01/25/16
  • Request for Nominations for Director of the Center for Structural Biology (CSB)

    ​The UAB CSB Internal Search Committee invites nominations of UAB faculty members for the position of Director of the Center for Structural Biology (CSB).  The CSB was established in 2011, and is one of 24 University-wide Interdisciplinary Research Centers (UWIRCs); it has been led by Lawrence J. DeLucas, Ph.D., since its inception.  The mission of the Center for Structural Biology is to support research and education through exploration of structure/function relationships for biological macromolecules and the development of novel technologies for biomedical research which enhance UAB’s basic and translational research goals.  Center membership includes more than 125 faculty and non-faculty members and hosts a number of on-site core facilities, as well as access to a national laboratory x-ray beam.
     
    The Director will oversee all of the interdisciplinary center activities, be a member of the Council of Center Directors and be responsible for interfacing with participating schools and managing the budget.  Nominations, including self-nominations, should include a CV and a one (1) page summary outlining the qualifications of the proposed Director and summarizing ideas and plans if appointed to the position.  The decision will be made after review and interviews by the Search Committee.
     
    Nominations should be submitted to Jamie Seitz (jbseitz@uab.edu) by Friday, January 29, 2016. 
    Posted by Office of the Vice President for Research | 01/19/16
  • MTO Change in Process for Finalized Agreement Documents

    The Material Transfer Office is changing the process for providing finalized agreements to the campus. Previously the finalized documents were emailed to the investigator, now the investigator will be notified that the finalized agreement is available for viewing through an eReport.

    Details can be found on the IRAP Website.

    Posted by Office of the Vice President for Research | 12/10/15
  • UAB Institutional Signing Official Change Effective November 9, 2015

    Effective Monday, November 9, 2015, please use the following name and title on all OSP submissions for external sponsors requiring the name of the UAB Institutional Signing Official:
    Richard B. Marchase, Ph.D.
    Vice President for Research and Economic Development
     The remaining contact information, address, email and phone numbers, should remain the same:
    Address:
    AB 1170
    1720 2nd Avenue South
    Birmingham, AL   35294-0111
    Email:  osp@uab.edu
    Phone:  205.934.5266
    Fax:  205-975-5977

    Any submissions in progress, in route or received by the OSP, will be updated to reflect the correct signing official.

    If you have any questions please contact the OSP at askosp@uab.edu.

    Posted by Office of Sponsored Programs | 11/05/15
  • Research Infrastracture Update

    IRAP - the Integrated Research Administration Portal - is an electronic tool that uses interconnected software modules to enhance each phase of the research process at UAB, from alerting investigators to new funding opportunities with the SPIN and SMARTS modules, to facilitating transfer agreements on research materials. Many documents can be shared across modules, eliminating the need to fill out redundant forms. Significantly, IRAP’s battery of more than 130 reports gives investigators granular data on the status of their submissions, so they always know where they are in the process. IRAP also allows administrators to improve workflows and procedures by finding and fixing bottlenecks in the system. In turn, this helps Research Administration offices work to deliver a better customer experience and to focus on improving customer service overall.
    Posted by Office of the Vice President for Research | 10/30/15
  • Notice of Proposed Rulemaking for the Federal Policy for Protection of Human Subjects

    ​A Notice of Proposed Rulemaking (NPRM) has been published seeking comments on proposed changes to the Federal Policy for the Protection of Human Subjects. The UAB Office of the IRB (OIRB) is requesting input from the UAB research community on the proposed changes in order to respond most effectively to the NPRM. The proposed rule includes significant changes to the regulations governing human subjects research. Among these changes are more relaxed requirements for certain categories of lower risk research and more stringent requirements for informed consent, especially in regard to use of biospecimens.
    Posted by Office of the Institutional Review Board for Human Use | 10/30/15
  • New UAB Institutional Core Facility Program Launched

    The UAB Office of the Vice President for Research and Economic Development (OVPRED) announces the launch of the UAB Institutional Core Facility Program (ICFP), created to promote the development and operation of outstanding Core Facilities that can serve the needs of UAB investigators.
    Posted by Office of the Vice President for Research | 10/02/15
  • Change in State Law Regarding Age of Consent

    On May 7, 2015, Governor Bentley signed into law Act 2015-167, which lowered the age of consent to 18 years old (previously 19 years) for IRB-approved research conducted by an accredited college or university. This means that 18 year olds may now consent for themselves to participate in research conducted at UAB under IRB approval. The IRB has updated most of its forms with this information and will continue to revise policies and procedures to recognize this change in the law. The revised forms must be used for all submissions received in the OIRB after September 1, 2015.
    Posted by Office of the Institutional Review Board for Human Use | 06/26/15
  • IRB Form Changes - June 2015

    UAB IRB forms have been revised as of June, 2015. New versions of these forms will be required for all submissions received after September 1, 2015. These include: Human Subjects Protocol, Investigator's Progress Report, Sample Consent Form, Checklists for new submissions for both full and expedited reviews, Checklists for renewal submissions for both full and expedited reviews.
    Posted by Office of the Institutional Review Board for Human Use | 06/26/15
  • Policy Update: Definition of a Principal Investigator

    Effective May 18, 2015 UAB’s Definition of a Principal Investigator policy is modified with regard to UAB employees in the 02 (Full-time Temporary) employment status or other UAB employment categories. See the full policy at the link or via the UAB Policies & Procedures Library.

    Case-by-case inquiries should be addressed to askosp@uab.edu.
    Posted by Office of Sponsored Programs | 06/01/15
  • Expired Form FDA 1572 continued use approved

    ​On April 30, 2015 the Form FDA 1572 on the FDA website at http://www.fda.gov/AboutFDA/ReportsManualsForms/Forms/ListFormsAlphabetically/ is expired.

    The FDA is in the process of updating and posting a new Form FDA 1572. Even though it is expired, the FDA approved continued use of the current form.

    We will monitor the FDA website and will post notice of the new form's release, when available.

    Posted by Office of the Institutional Review Board for Human Use | 05/06/15
  • Additional OSP Dropbox Enhancements

    The Office of Sponsored Programs is pleased to announce additional enhancements to the OSP dropbox for electronic SF424 grant applications to grants.gov. The link to access the OSP dropbox is OSP Drop Box for Electronic Submissions to Grants.gov . The revised OSP dropbox user guide can be found at OSP Dropbox Quick Submission Guide. New enhancements to the dropbox include:

    • The attribute page has been modified to prompt the user to create a record and then upload the files. When the proposal record is created the attribute page is refreshed with the comment “Submit Successful*” with a footnote to continue to upload files (“*Please continue on to the Upload Files section and attach your proposal documents”).

    • Once the proposal record is created, the Upload file tab is now used to upload the proposal documents.

    • The upload file history can now be viewed using the “File History” section.  This allows users to verify that the upload was successful.

    If you have any questions regarding the new OSP dropbox functionality, please contact your OSP federal officer or askosp@uab.edu

    Posted by Office of Sponsored Programs | 04/21/15
  • IRAP Help Sessions

    The IRAP team is pleased to announce that they will be offering IRAP help sessions most Tuesdays from 2:00 PM to 4:00 PM in Cudworth Building (Continuing Education Center) 1919 University Blvd. Room 305. http://www.uab.edu/map/cudworth-building.  
     
    Bring your questions about how to use IRAP, how can IRAP help you do your job, eReports, Material Transfer Request eforms, IACUC eforms, etc.
     
    Since seating limited please log into the UAB Faculty and Staff Learning System to register for the help session that you would like to attend:  http://www.uab.edu/learningsystem Log in with your Blazer ID and Password.  Click on Catalog and search for IRAP.  Select IRAP Help Sessions.Click on Show Class Schedule and register for one of the help sessions.
     
    If you would like to schedule one-on-one training, group training, additional help, or training at a more convenient time/place please contact us.  The IRAP team is happy to provide training outside of these help sessions. 
     
    If you have any questions about these help sessions or IRAP please contact Molly Lerew at mmoran@uab.edu or 934-0693. 
    Posted by Integrated Research Administration | 04/17/15
  • Subrecipients Under Uniform Guidance

    ​Per the new Uniform Guidance regulations, which became effective December 26, 2014, UAB “…must make case-by-case determinations whether each agreement it makes for disbursement of federal program funds casts the party receiving the funds in the role of a subrecipient or a contractor.” See Changes in Financial Management of Sponsored Projects Presentation 2 (12/14/2014) for additional information.
     
    Two documents have been developed to help determine whether a subaward (subcontract) or a fee-for-service/procurement contract is more appropriate. The Statement of Work (SOW) Template assures that there is a complete description of the work to be performed.  The Third Party Agreement Determination Form, in combination with the SOW, can then be used to determine (and document consideration of) the appropriate type of agreement.  To request OSP to disburse federal funds awarded after December 26, 2014 as a subaward, send a copy of the completed Third Party Agreement Determination Form, the SOW, and all other Subaward Required Documents (per subaward) to osp@uab.edu. NOTE: The UAB PI and OSP Assigned Number must be included in the email subject line and all documents completed and included in order for the OSP to accept the submission as complete.  If you determine the disbursement should be as a contract (fee-for-service or procurement) include the SOW and Third Party Agreement Determination Form with the other documents you send to University Contracts.
     
    Effective April 9, 2015, you will be asked to complete the Third Party Agreement Determination Form for any outstanding subawards or subaward requests for any post UG awards received by UAB. If you anticipate or are notified that an award is forthcoming that included a third party in the role of subrecipient you may expedite the process by reviewing the SOW and completing the Form appropriately. Going forward the SOW Template and Form should be used for any subrecipient at preparation of an application or submission in order to determine the appropriate role and costs for the subrecipient.
    Posted by Office of Sponsored Programs | 04/09/15
  • OSP Dropbox Enhancements Added for SF424 Grant Applications to Grants.gov

    The Office of Sponsored Programs is pleased to announce an enhanced OSP dropbox now available to the UAB Research Community for electronic SF424 grant application to grants.gov. The new link to access the OSP dropbox is OSP Drop Box for Electronic Submission to Grants.gov (https://irap-apps.ad.uab.edu/OSPDropbox/Pages/Login.aspx). OSP has developed user instructions for the enhanced dropbox which are located at OSP Dropbox Quick Submission Guide. Enhancements to the dropbox “Create Proposal” screen include:
    • New Investigator search options including search by first 2 characters, and automatic population of the blazer id and department fields
    • Placeholder text describing what users should provide in each required field.
    • OSP Assigned Number box added to distinguish final submissions.
    • Budget type added to identify modular and detailed budget submissions.
    If you have any questions regarding the new OSP dropbox functionality, please contact your OSP federal officer or askosp@uab.edu.  
    Posted by Office of Sponsored Programs | 03/16/15
  • Funding Application Submissions to the Office of Sponsored Programs (OSP)

    In a continuing effort to partner with UAB faculty to ensure the timely and efficient processing of funding application submissions to the OSP, and in conjunction with the recently announced OSP Review Plan, the following changes are effective Wednesday, December 3, 2014;

    Submissions to the OSP must include all required documents or the submission will be placed in an IRAP status of “Incomplete Submission” and will not be review or processed until the complete submission is received. A listing of required documents for each submission type can be found at OSP Required Documents - Federal and Non Profit and OSP Required Documents for Non-Federal and For Profit. In order to be considered complete funding application submissions that:

    • require SF424 application forms must be submitted to the OSP Dropbox simultaneously with the submission of other required documents to osp@uab.edu Use the sponsor's application portal instead (e.g., Grants.gov Workspace). Provide OSP with the application number or identifier in your submission email or at the top of the Extramural Checklist.
    • are ASSIST submissions must include the application identifier in the application package e-mail; and
    • are NSF submissions must be in FastLane’s view/edit mode.

    The PI and Support Staff Contact will receive an email notification documenting the incomplete submission, and identifying the specific missing documents. Note an incomplete submission:

    • does not get the submission into a queue;
    • will not be routed to an OSP officer or specialist until all required documents are received. The OSP Review Plan timeline does not begin until all required documents for the submission are received.

    The missing required documents should be submitted to osp@uab.edu along with the OSP assigned number provided with the incomplete submission email notification as expeditiously as possible to ensure a timely routing of the submission for review.

    Should you have any questions, please contact your OSP officer or askosp@uab.edu.

    Posted by Office of Sponsored Programs | 12/03/14
  • OSP Update Just-In-Time and Other Support Instructions

    ​The Office of Sponsored Programs website has recently been updated to include Just In Time (JIT) instructions to assist researchers in gaining a better understanding of the Just In Time (JIT) process.  Embedded in the Just In Time (JIT) instructions  are three important links to additional information and FAQs; Other Support Instructions,  A Sample Other Support Document, and JIT / Other Support FAQs. These documents are available on the OSP website under “Quicklinks” the “Researcher’s Toolkit” / Federal / NIH. If you have any questions, please contact OSP at 934-5266, your NIH officer or askosp@uab.edu .
    Posted by Office of Sponsored Programs | 08/06/14
  • Changes to Consent Form May 2014

    ​The following are changes to the Sample Consent Form, version 05/29/14

    • Font has been changed to Calibri to comply with Institutional style guidelines.
    • Header:  The header has been updated to include Sponsor Protocol No., when applicable.
    • Risks and Discomforts:  Clarification to instructions in Randomization section and revisions to the example paragraph have been made.
    • Confidentiality:  
      • Change in language regarding publishing results of research
      • Updated Billing Compliance language
      • Addition of clinical trials indicator in medical records
    • Voluntary Participation and Withdrawal:  Instructions have been updated.
    • Cost of Participation:  Addition of sample language regarding Category B medical devices.
    • Signatures:  Several changes in the guidance.
    • HIPAA Authorization Form:  Revision to consent cancellation language.

    Click here for a more detailed summary of the changes.

    The sample consent form is available online by clicking this link.

    Posted by Office of the Institutional Review Board for Human Use | 06/04/14
  • FDA 1572 Updated

    Version date 07/2013, available at the following link:
    Posted by Office of the Institutional Review Board for Human Use | 01/01/13
 
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