The following notes summarize research-related policies, processes, and best practices from meetings of unit administrative staff with proposal development (pre-award) and/or grants management (post-award) responsibilities.
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- Award notices for Appleby-Mosher funding for faculty research and Roscoe Martin funding for graduate-student research have been issued.
- No There are no programmatic changes from last year. Requests Requests for extensions to spend funds are reviewed and approved on a case-by-case basis.
- In addition, the Dean’s Office will support two additional emerging projects as part of the Tenth Decade Project.
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- In general, any project seeking external funding should be initiated with a proposal via the Office of Sponsored Programs, including a project description or scope of work, budget, budget justification, and IRR form. The resulting award could take the form of either a grant, contract, or cooperative agreement.
- Grants constitute the majority of awards received by Syracuse University and are less restrictive than contracts or cooperative agreements.
- There are two types of contracts:
- Fixed-Price: Contracts are made at a set amount, regardless of the actual costs to complete the scope of work. The University is paid this set amount. If the Principal investigator (PI) completes the work for less, then the University retains the residual balance. If the costs to complete work exceed the set amount, then the University must do so at its own expense, and the PI's department or college is responsible for paying the difference. If a fixed-price contract is accepted, it is critical that the deliverables be based on reports of project progress, rather than in terms of anticipated results.
- Cost Reimbursement: This type of contract specifically defines the maximum amount of funds authorized for the project. If actual project costs are less, the University will only be reimbursed its actual costs. If project costs exceed the proposed estimate, the University must report only on the costs incurred, not to exceed the amount authorized. However, the University may still be obligated to complete the proposed work.
NOVEMBER 22, 2022
In attendance: Lynnell Cabezas (ASPI), Yetunde Dozier (CEPA), Katrina Fiacchi (CPR), Jill Ferguson (Dean’s Office), Jackie Nocevski (Campbell), Karen Tavernese (ASI), Debbie Toole (Geography)
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- The Office of Research has begun implementation of Cayuse as the University's new information management system for sponsored projects, including pre-award, post-award, and research compliance (human subjects protections/IRB, animal research/IACUC, etc.).
- First priority is bringing the Institutional Review Board (IRB)-related processes into the system; currently those processes are paper-based.
- The timeline for full implementation has not been announced.
Reminder: Maxwell Administrator New Award Checklist on Answers
- The Administrator New Award Checklist is an internal resource to aid Maxwell administrators at the start-up of a sponsored project. In using the checklist, the administrator will: (1) review the award information to ensure accuracy, (2) discuss award set-up and management with the Principal Investigator (PI), (3) confirm all compliance requirements are met, (4) ensure all needed project accounts are established, and (5) ensure expenses are appropriately allocated and documented.
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New Rebudgeting Spreadsheet from OSP
- When required, complete the Sponsor Required Budget Revision Form and submit it to Caroline McMullin (Maxwell's OSP RA) for review. Caroline will then work with program staff and other offices as necessary on the revision and submission of budget modification to the sponsor. https://sponsoredprograms.syr.edu/awards/manage-awards/post-award-management/post-award-modifications/rebudgeting/
Reminder: Maxwell Administrator New Award Checklist on Answers
- The Administrator New Award Checklist is an internal resource to aid Maxwell administrators at the start-up of a sponsored project. In using the checklist, the administrator will: (1) review the award information to ensure accuracy, (2) discuss award set-up and management with the Principal Investigator (PI), (3) confirm all compliance requirements are met, (4) ensure all needed project accounts are established, and (5) ensure expenses are appropriately allocated and documented.
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JANUARY 26, 2021
In attendance: Peg Austin (CPR), Karen Cimilluca (ASI), Jill Ferguson (Dean’s Office), Katrina Fiacchi (CPR), Kathy Forrest (ASI), Juanita Horan (Moynihan), Heather Macknik (PAIA), Jacquie Meyer (Political Science), Jackie Nocevski (Campbell), Debbie Toole (Geography), Roxanne Tupper (PARCC)
cc: Alexandra Punch (Lerner), Amy Schmidt (CCE), Anthony Terrinoni (ASPI)
New Campus-level Grants Trainings and Workshops for Spring Semester
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NOVEMBER 24, 2020
In attendance: Peg Austin (CPR), Karen Cimilluca (ASI), Jill Ferguson (Dean’s Office), Katrina Fiacchi (CPR), Kathy Forrest (ASI), Juanita Horan (Moynihan), Heather Macknik (PAIA), Jacquie Meyer (Political Science), Anthony Terrinoni (ASPI)
cc: Jackie Nocevski (Campbell), Alexandra Punch (Lerner), Debbie Toole (Geography), Amy Schmidt (CCE), Roxanne Tupper (PARCC)
University Travel Policy: High-Risk Destinations
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OCTOBER 27, 2020
In attendance: Peg Austin (CPR), Karen Cimilluca (ASI), Jill Ferguson (Dean’s Office), Katrina Fiacchi (CPR), Kathy Forrest (ASI), Heather Macknik (PAIA), Jacquie Meyer (Political Science), Jackie Nocevski (Campbell)
cc: Juanita Horan (Moynihan), Alexandra Punch (Lerner), Debbie Toole (Geography), Amy Schmidt (CCE), Roxanne Tupper (PARCC), Anthony Terrinoni (ASPI)
Essential Travel
University-sponsored travel must be approved by the relevant chair, associate dean for research and the interim vice president for research.
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- Submit an application for Approval for Essential Research Travel, allowing at least 5 business days for such approvals. Deans (or dean’s designees) will make a recommendation as to the essential nature of the travel request and forward that recommendation to the interim vice president for research. The VPR will make the final determination and notify both the traveler and the dean or department chair making the request.
- For research outside of the Syracuse area, including international travel: If the location's current public-safety requirements are less restrictive, the researcher must follow NYS requirements. It is up to the researcher to find out what the requirements/restrictions are.
FY 2020 Research Expenditures, Awards, and Proposal
The Office of Research will post its FY 2020 Annual Report here in the coming weeks.
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SEPTEMBER 29, 2020
In attendance: Karen Cimilluca (ASI), Jill Ferguson (Dean’s Office), Kathy Forrest (ASI), Juanita Horan (Moynihan), Heather Macknik (PAIA), Jacquie Meyer (Political Science), Anthony Terrinoni (ASPI)
cc: Peg Austin (CPR), Katrina Fiacchi (CPR), Jackie Nocevski (Campbell), Alexandra Punch (Lerner), Debbie Toole (Geography), Amy Schmidt (CCE), Roxanne Tupper (PARCC)
Resuming Face-to-Face Human Participant Research
- Effective August 31, 2020, research involving human participants that was halted by the COVID-19 emergency may resume and new human participant research may begin (see Resuming Face-to-Face Human Participant Research). Any human participant research being conducted in person requires the submission and approval of a Return to Face-to-Face Research Plan prior to the conduct of in-person research.
- For the latest on the research guidance for the university’s phased re-opening see the Return to Campus Research Guidance web page.
National Listing of Institutional and Agency Responses to COVID-19 and Additional Resources
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There really aren’t any guidelines for when to hire since so much depends on the particular needs of the faculty. Part of what also plays into the timing, especially on the full GAs is who they are looking for. Do they want a newly recruited student (if so, they should be working with their home department in that case) or do they need an ABD student who won’t need tuition? For the latter, it probably makes more sense to start looking after April 15th when most incoming students/GAs will be solidified and departments should have a good idea what their needs for the department will be for the fall. If they want a new student, then they should be working with their home department earlier in the spring/late winter depending on the admissions cycle. All that said, I think April 1st is a little early for having fall GA letters out, at least for returning students. I don’t usually even start sending letters for returning students until after April 15th. I think May 1st for fall assistantships sounds reasonable. For summer, I actually think May is a little late, especially if they are going to be working right after classes end in early May.
Also, it’s more typical for faculty to hire RAs for a full academic year. We get some that are fall/spring, but they are less common. Especially for students who would still be funded by their home department otherwise, it makes things a lot easier to do full academic years and not splitting whenever possible. I think it’s easier for the faculty as well, although of course it depends on their funding situation. In the case where they are splitting and need a spring-only GA, they probably are going to want to get this nailed down at the same time as the fall assistantships. It’s really going to depend on what students are available and meet their needs.
Standing Invitation for Peer Demos
- Results from 2019 member survey showed interest in the following topics (with # of “interested” votes):
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AUGUST 25, 2020
In attendance: Peg Austin (CPR), Katrina Fiacchi (CPR), Jill Ferguson (Dean’s Office), Kathy Forrest (ASI), Heather Macknik (PAIA), Jackie Nocevski (Campbell), Jacquie Meyer (Political Science)
cc: Karen Cimilluca (ASI), Juanita Horan (Moynihan), Alexandra Punch (Lerner), Debbie Toole (Geography), Amy Schmidt (CCE), Anthony Terrinoni (ASPI), Roxanne Tupper (PARCC)
Grant Proposal Budgets and IRRs
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JULY 28, 2020
In attendance: Peg Austin (CPR), Karen Cimilluca (ASI), Jill Ferguson (Dean’s Office), Kathy Forrest (ASI), Heather Macknik (PAIA), Jackie Nocevski (Campbell), Roxanne Tupper (PARCC)
cc: Katrina Fiacchi (CPR), Juanita Horan (Moynihan), Jacquie Meyer (Political Science), Alexandra Punch (Lerner), Debbie Toole (Geography), Amy Schmidt (CCE), Anthony Terrinoni (ASPI)
Tenth Decade Project Special Call for Proposals
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JUNE 23, 2020
In attendance: Peg Austin (CPR), Karen Cimilluca (ASI), Jill Ferguson (Dean’s Office), Katrina Fiacchi (CPR), Kathy Forrest (ASI), Juanita Horan (Moynihan), Heather Macknik (PAIA), Jacquie Meyer (Political Science), Jackie Nocevski (Campbell), Roxanne Tupper (PARCC)
cc: Alexandra Punch (Lerner), Debbie Toole (Geography), Amy Schmidt (CCE), Anthony Terrinoni (ASPI)
Chartstring Changes Crossing Fiscal Years
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MAY 26, 2020
In attendance: Peg Austin (CPR), Jill Ferguson (Dean’s Office), Katrina Fiacchi (CPR), Kathy Forrest (ASI), Heather Macknik (PAIA), Jacquie Meyer (Political Science), Roxanne Tupper (PARCC)
cc: Juanita Horan (Moynihan), Alexandra Punch (Lerner), Debbie Toole (Geography), Amy Schmidt (CCE), Anthony Terrinoni (ASPI), Karen Cimilluca (ASI), Jackie Nocevski (Campbell)
Reminder: University's Fiscal 2020 Year-End Accounting Closing Procedures and Dates
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La’retta Castro’s last day with the Aging Studies Institute (ASI) was December 21. The job listing for the Assistant Director position can be found here: https://www.sujobopps.com/postings/83463
Sunju Raybeck’s last day with the Campbell Institute of Global Affairs was January 28. The job listing for the Administrative Assistant (S4) position can be found here: https://www.sujobopps.com/postings/83525
Policy Review: Special Considerations for Graduate Assistants – Fringe Benefits and Tuition
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