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The following notes document the proceedings of the Maxwell Research Administrator Network Monthly Meetings.  Unit administrative staff with proposal development (pre-award) and/or grants management (post-award) responsibilities address together the research-related policies, processes, and best practices for Maxwell.

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cc: Peg Austin (CPR), Katrina Fiacchi (CPR), , Debbie Toole (Geography), Emily Graham (Lerner), , Anthony Terrinoni (ASPI), Juanita Horan (Moynihan)

Intros

  • Liz Lance, Director of Research Development for the Social Sciences, Office of Research

Round Robin - recent awards and future proposals

  • Put large upcoming projects on our radar so we know they’re coming
  • CQMMI may be able to assist with recent awards
  • Intros to RAs for Liz
    • Tara (PARCC)
    • Ashley (ECON)
    • Debbie (Geo) – Chie and Andre working on NSF submission
    • Karen (ASI) - P30 center grant resubmission
    • Lynnell (ASPI) – Johannes - CNY Humanities Corridor, NSF recently submitted
    • Jackie W (Anthro) – Armstrong - Air force, NSF; DeCourse - NEH
    • Jackie N (Campbell) - Shana - Carnegie
    • Christina (Hist) - University of Michigan, CNY Humanities Corridor
    • Jacquie M (Poli Sci) - Yael – Guggenheim; GA APSA - Dissertation Completion (Georgiev)
    • Yetunde (CEPA) – Golden – USDA

Review of CQMMI – Christiane Page

  • Associate Director CQMMI, within Moynihan
  • Housed in Maxwell
  • Wants to help anyone at Maxwell/SU who wants to do collaborative research
    • Spec - Methods - Sub - Data Management Planning
  • CQMMI can offer DMP, incl pre & post award services
    • NSF is requiring DMP, NIH - DMSP
    • Have worked with other gov't agency, private funders
    • Especially interested on helping on the pre award side
      • Help figure out a DMP that meets the award
    • Will help with DMP throughout the life of the data - teaching, etc
  • Free consultations – email qdr@syr.edu
  • Qualitative data repository - https://qdr.syr.edu/
  • Have worked with IRBs - anonymization, protection
  • Do their own research - NSF and private funders
  • DT - do you help grad students?
    • Need access to NVIBA, Adobe Cloud, MacCDQ, etc
    • Materials - tape recorders, etc
    • University software cannot be download on personal computers
    • CP -
      • have materials, please reach out
      • there are proprietary issues for software, can help with some licensing
      • CQMMI is thinking of a system that is more student friendly
      • Looking into hands on tech to do qualitative research

Updates

  • Appleby-Mosher
    • JD working on DI access for all admins to AM program code
    • Track AM funds unless you have discussed with me a handoff
    • Zero out last year's funds in July
  • ASI SPA
    • Was due April 8th - no applicants
    • $2k plus fringe
  • Dean’s Office SPA
    • Due April 22, Decisions May 6
    • $2k
    • May apply while other applications pending but can only accept one
  • Grad student union agreement
    • New stipend rates - Shana would like us to begin using these for next year
    • Unclear whether or not fringe rates will change
    • VG to update on Answers
    • JM - Have received comm from DO - Table for GA, summer money, by each dept, how many assistantships
    • AD - Econ sends out letters - can they send new letters? Not per email from Peter/Gabby
    • VG - to FUP if updated letters can go out - to have new rates in writing
    • JW - in the past has received a stipend form from Julie to submit for May payment - was 4/21 last year - hasn't received yet?
    • KT - When does the union agreement go into effect - summer stipend?  Can we pay what was budgeted in grants for summer pay?
    • CP - Have been paying what grad school says, splitting by hr - will be looking for two academic year students and probably a couple more - can help if people can't fund their students
    • KT - new fringe rates prob released June 30
    • CC - Have been told (Carol) pot would be determined 2/9 grad student stipend *16 for summer funding - 16 of the grad student awards - $83,313 - this was for this year - what about increase?  Will pots increase?  Admin letters all went out as unofficial based on this
  • New OSP template
    • Reminder to pull from website prior to creating a new budget, to ensure you have the most recent copy
    • If I find a new one, please send to all of us
  • OR Newsletter
    • Until May 19 - 3 page limit on biosketches
    • NSF updates summary
    • Research computing series - as a reminder please engage with ICT
  • DI training video
    • Anne Marie Domingue-Kratz from roll out team
  • RAN Teams
    • Questions require more detailed information/backstory
    • Avenue for more meaningful/detailed responses
    • Holding on this right now since Liz and I are working out the best file sharing system for our projects and info
    • General RAN info may be included as a separate channel
    • Either way we will have a repository and method for chat
    • Wondering if a listserv may also serve another purpose? Yes

General Discussion Topics

  • NCURA
    • Does anyone know how bulk registration works?
  • Hiring grad students
    • ESF students - casual grad assistant - have to choose code that charges FICA for summer - when full time don’t get charged taxes
    • Undergrads
    • During the year - enter in ONbase
    • Contracts?
    • Hourly?
    • When/how to use each?
    • Tracking use of funds?
    • DT - uses equation from Mary Pat - based on total and rate and fringe - hourly, time clock
    • KT - uses casual exempt temp contract - pay system
    • JM - full time students not charged fringe
  • KT - NIH - any proposal submitted Jan 25 - common form for CV and C&P
    • Liz added more about form H, form I
    • ScienCV will be required the way it is for NSF
  • LL - Review criteria will also be changing in Jan - faculty will need more help on technical pieces while they address that

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  • Tracking?
  • Appleby-Mosher - Will the money be transferred?
    • Working on creating chartstring for centers/institutes - Julie figuring out how
    • VG to administer/help with those not affiliated with center/institutes
    • Every dept has a code for CUSE grants 24015 - so was possible
    • AM has its own program code?
    • Admins need/want their own authorization
  • Important for admins to be notified of all additional funding
    • Supplemental funds
    • Endowed professorship
    • University professorship
    • Chairs, Grad Dir, Und Dir
    • Retention funds
    • Distinguished Professor
    • Departments pay the grad/und directors
  • SG - we can send out lists of some - AM, RM - can also be more clear about other letters
  • Important to share this feedback with new budget admin
  • Dept admins need to communicate with center/institutes admins
  • DT - issue with collaboration with Falk
    • Trying to pay faculty for third week of August - summer
    • Payroll kept trying to change it to academic year
    • Didn't get paid and ran against deadline for PAR
    • May be an issue with how payroll cuts things off (KT)
    • ERS doesn't like half pays (JM)
  • Grad student union contract - coming up on the deadline - April

Intros

  • Vanessa
  • Shana
  • Director of Res Development - Liz Lance - 3/18
    • Pre award/ideation
    • ASI P30 renewal
    • Large/individual projects
    • Individual Faculty - development

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  • Appleby-Mosher
    • Should be tracking balances and zeroing out 22-23 funds by end of June
    • 23-24 funds available now and I am available to assist with administering for faculty supported by dept admins
    • We will be asking for a final report of how the funds were spent
    • For now all can ask me for any AM DataInsights reports that are needed
    • Julie is working on transfer of funds for centers/institute admins - feasibility of creating a new chart string
    • already using AM funds from this year from fund 11 - can JTE (PA - move to personal notes)
  • Roscoe Martin
    • Checks going out once approvals received or confirmation of no approvals
    • If used for summer specific purposes, this does disqualify GAs from Grad School pre-dissertation/dissertation summer fellowship funding
  • Maxwell DO Summer Project Assistantships
    • CFP late March - early April - deadline will be mid April - after ASI awarded
  • If a faculty member gets internal funding, shouldn't it go to research subsidy? (DT)
    • Employees should not get a personal check
    • RAP can be submitted for faculty teaching engagements - ASPI Grad Seminar
  • Some funds need to go into research subsidy - that is why there may be different mycodes for different projects?

General Discussion Topics

  • Put large upcoming projects on our radar so we know it's coming
    • Approvals
    • Connecting people - e.g. Matt Frew
  • NCURA Region II 2024 Regional Meeting will be held at the Kimpton Hotel Monaco Pittsburgh in Pittsburgh, PA, from November 10-13, 2024
    • Full Annual meeting in August - universities and colleges only so very helpful - bigger picture - NIH/NSF do their own sessions (always full)
    • Right before some NSF deadlines in Mid-August - let faculty know
    • Regional smaller - may not be as many pertinent sessions - more intimate - good for networking
    • SRA - May
  • InfoReady Training Webinar - Awards and Progress Reports - March 19 1-2pm
  • Future RAN Meetings
    • Monthly? yes
    • Hybrid? yes
    • Wed 1pm - first Wednesday
    • Agenda - upcoming deadlines, ERS tricks and tips, other tips/tricks, fringe rate changes
  • RAN Teams? YES
    • General chat channel for questions/ideas/info between meetings? Purely task-oriented questions
    • Shared OneNote notebook for meeting minutes (also posted on answers)? No interest
    • Repository for shared files? Yes
    • Max Research Admin Contact list? Yes
    • Scheduled meetings and repository for chats/recordings? Yes
  • RAN Meeting notes
    • All on one page with expand macros on answers page? May be ideal for searching all min - yes keep as they are
    • One file for each meeting? Word?  PDF?  May be easier to navigate between days/save?  No
  • Process Capture
    • Teams/OneDrive repository? Answers? Yes
    • I could use the information on how to do things?
    • Curious if people are doing things differently and what I can learn from that?
    • Development of best practices?
    • Update of changes?
    • I could email in advance for agenda items - or these could be added to a shared OneNote notebook

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  • Contact Shana Gadarian with questions concerning research administration (pre-award and post-award) and the Office of Research Development at resdev@syr.edu with questions concerning research development support. 

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SU Office of Research Development

  • The Office of Research Development is responsible for supporting Syracuse University’s proposal, research and faculty development efforts. This includes facilitating team-based collaboration around strategic funding opportunities and managing the University’s internal funding competitions, including both seed grant programs and externally funded limited submissions.

RD and RA Org Chart Changes 

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New NIH Data Management and Sharing Policy Effective Jan. 25, 2023

  • The National Institutes of Health (NIH) has released a new policy for data management and sharing that applies to all research funded or conducted in whole or in part by NIH that results in the generation of scientific data. The Syracuse University Libraries and Office of Research have developed Syracuse University guidance to aid researchers on adhering to the new policies. 
  • Please share this important information with your faculty, as appropriate. 

New NSF Proposals & Awards Policies & Procedures Guide (PAPPG) (NSF 23-1) Effective Jan. 30, 2023

Requests to Waive Indirect Cost Recovery 

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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

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

 https://sponsoredprograms.syr.edu/develop-and-submit-proposals/the-specifics/budget-development/preparing-your-budget/personnel-compensation/fringe-benefits/ 

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