Notices and Announcements

Here you will find a repository of news and announcements related to research at the University of Delaware from 2011 to the present.

1. UPDATE: Provisional F&A Rate Agreement (Tuesday, June 29, 2021)

June 29, 2021

Dear Colleagues,  

The University of Delaware’s new Negotiated Rate Agreement is now available, which includes FY22-FY25 Facilities & Administrative (F&A) Rates and FY22 Fringe Benefit rates. The new rate agreement with the Department of Health and Human Services is located on the Research Office (RO) website for your reference. You will also find the new rates on the RO website in the UD Proposal Development Guide (see Budgets & Rates).

Effective immediately, all new proposals will use the fixed fringe and predetermined F&A rates, which have been programmed into PeopleSoft. The FY22 fixed fringe rates will be applied to existing awards. Existing awards will continue at the F&A rates at which they were awarded, unless there are competing segments.

Several job aids have been revised for use by the research community regarding the F&A and fringe rates:

  1. Please find an updated FY21-22 Salary Reference Sheet
  2. The Research Office has modified the budget template found on our website under Frequently Asked Questions, Getting Started, “How do I construct a budget?” to include the updated rates.
  3. The Research Office has also updated the budget justification template found on our website under Budgets & Rates, Budget Justification Template.
  4. Please find an updated excel F&A rate chart for FY20 to FY25 found on our website.

If you have any questions, please contact your Contract & Grant Analyst.

Sincerely,

Jeffrey Friedland
Associate Vice President,
Research Administration

If you have any questions or concerns, please contact Jeffrey Friedland

1. Updated Guidance to NIH’s Biographical Sketch and Other Support Changes (Monday, May 24, 2021)

In an effort to support strong collaboration between Federal research agencies, NIH has made every effort to align the Biographical Sketch (Biosketch), Other Support format page and Application Form Instructions with guidance issued by the Office of Science and Technology Policy Joint Committee on the Research Environment.

As a result, NIH has updated its application forms and instructions to support the need for applicants and recipients to provide full transparency and disclosure of all research activities, foreign and domestic.

If you have questions regarding this guidance, please contact your Contract & Grant Analyst.

1. UD Exchange Roll-Out News (Monday, May 24, 2021)

As part of the UD Exchange (UDX) roll-out, internal controls have been improved for requisitions using sponsored program funds. UDX requisitions that use sponsored program funding will route to RO for approval as follows:
 

  • Subcontracts or Consultants: a C&G will review
  • Other Accounts:
    If the requisition total is > $10,000, an SRA will review
  • Additional Project End Dates Controls:
    Between 90 days prior to the end of the project through the project end date, equipment requisitions will route to an SRA; 1-45 days after the end of the project will only allow requisitions for publications, printing or subcontracts; 46-60 days after the end date of the project will only allow subcontracts; requisitions 61+ days after project end date will not move forward.

 

We look forward to the decreased compliance risk brought about with these changes and invite you to contact your Contract & Grant Analyst with any questions.

If you have any questions or concerns, please contact Chris White

1. Monthly VPFIN Sponsored Program Expenditures Report (Monday, May 24, 2021)

As a reminder, the report tabs of the VPFIN Sponsored Program Expenditure Report, has drill down functionality. The report is available in COGNOS for you to run based on your business needs. Information regarding COGNOS can be found on the IRE website. The reports/ folders are located in COGNOS Public Folders/Research Office Financial Reports/Monthly Reports/Summary Pages. The folders are summary pages that include drill throughs, summaries and detail reports. The COGNOS role of BUSINESS MANAGER has been applied to each folder.

For questions on how to run a COGNOS report, please contact IRE. If you have questions regarding the data, please contact Devora Frisby

1. Effective March 22: NSF Enabled Three New Proposal Types (Thursday, March 25, 2021)

March 25, 2021

Dear Colleagues,  

Effective March 22, the National Science Foundation (NSF) enabled three new proposal types in the Research.gov Proposal Submission System and in the recently launched Research.gov Proposal Preparation Demo Site. These are the Facilitation Awards for Scientists and Engineers with Disabilities (FASED), Equipment, and Travel proposal types. New automated compliance checks and associated error and warning messages for these proposal types were also implemented. In addition, proposal withdrawal functionality was added for both single submission (with or without subawards) and separately submitted collaborative proposals from multiple organizations. New training resources have also been added to the Research.gov Research.gov/About Proposal Preparation and Submission page.

FASED, Equipment, and Travel Proposals

  • Proposers can now select a FASED, Equipment, or Travel proposal type in the Research.gov Proposal Submission System proposal setup wizard, in addition to the existing Research.gov proposal type options:
    • Research
    • Rapid Response Research (RAPID)
    • EArly-concept Grants for Exploratory Research (EAGER)
    • Research Advanced by Interdisciplinary Science and Engineering (RAISE)
  • All supported proposal types are available in the Research.gov Proposal Preparation Demo Site.
  • New automated compliance checks for FASED, Equipment, and Travel proposal types have been added to Research.gov and are listed on the Research.govAutomated Proposal Compliance Checks for Proposals dated March 22, 2021 on the Automated Compliance Checking of NSF Proposals page. 
    • A reminder: Error messages prohibit proposal submission to NSF, whereas warning messages still permit proposal submission.  
  • Refer to the Proposal & Award Policies & Procedures Guide (PAPPG) (NSF 20-1) for FASED, Equipment, and Travel proposal requirements.

 

Proposal Withdrawal Functionality

  • Proposing organizations can now withdraw both single submission (with or without subawards) and separately submitted collaborative proposals from multiple organizations in Research.gov.
  • Organizations no longer need to contact the NSF Help Desk to initiate Research.gov proposal withdrawal actions.
  • A new Proposal Withdrawal section has been added to the Frequently Asked Questions (FAQs) on the Research.gov About Proposal Preparation and Submission page left navigation menu. 
  • Refer to PAPPG Chapter IV.A. for proposal withdrawal requirements.

 

Training Resources

What's Ahead?

Research.gov is being developed incrementally, and features are expanding to support the transition of all proposal preparation and submission functionality from FastLane to Research.gov in accordance with NSF Important Notice 147: Research.gov Implementation Update issued September 22, 2020. Please refer to theResearch.gov Proposal Submission Capabilities to see what is in development.

Questions? If you have IT system-related questions, please contact the NSF Help Desk at 1-800-381-1532 (7:00 AM – 9:00 PM ET; Monday – Friday except federal holidays) or via rgov@nsf.gov. Policy-related questions should be directed to policy@nsf.gov. or contact your assigned UD Contract & Grants Specialist.

1. Automated Closeout Report Enhancements (Monday, October 26, 2020)

 

AUTOMATED CLOSEOUT REPORT ENHANCEMENTS

 

October 23, 2020

Dear Colleagues,

The Automated Closeout Report (ACR) has been enhanced and will be available with the enhancements as of November 2, 2020. Through a collaborative effort, additions such as the Project Start Date and ACR Due Date have been included within the body of the ACR report for clarity and better internal controls.

The primary ACR enhancements are as follows:

  • Updated the webform title to “Automated Closeout Report”
  • Updated the overall webform instructions
  • Added the Project Title, Project Start Date, and ACR Due Date
  • Update the Equipment Inventory section instructions and corrected the issue that was causing equipment transactions to appear twice (x2) in the transaction results.
  • Updated the Cost-Share/Match section instructions
  • Updated the After End Date Charges and Potential Unallowables Charges section instructions
  • Added Y/N questions to the Confirm Final Expenditure section

ACR Escalation Process

The ACR escalation process will be effective as of November 2, 2020. The details of the communication timeline are provided for your review and as a reference. The use of sweep purpose codes is to be used in conjunction with the new escalation process whereby the college/departments will receive advanced notifications outlining unverified costs during closeout, and to which their units still have the opportunity to respond to and resolve prior to the finalization of the closeout.

Communication Timeline

If you have any questions, please contact your
Sponsored Research Accountant at ro-postaward@udel.edu.

If you have any questions or concerns, please contact Jeff Friedland

1. New Account Code for Non-IBS Salaries (Tuesday, October 20, 2020)

 

NEW ACCOUNT CODE FOR NON-IBS SALARIES

 

October 22, 2020

Dear Colleagues,

Through a collaborative effort, dedicated supplemental compensation accounts have been created to assist with the proper identification of an employee’s Institutional Base Salary.

The 14 new account codes should be used in the LAM to accurately track all supplemental pay for UD employees (excluding summer salary for faculty paid via supplemental contracts).

Before, if an employee held a secondary appointment, the compensation for that appointment was distributed on the same account code (typically 121100/120200) as the compensation for the primary job. This can present problems when reporting an employee’s institutional base salary (IBS) on an effort report.

Now, an employee’s secondary appointment that is beyond the employee’s primary responsibilities can be captured through the 14 account codes outlined below.

ACCOUNT

DESCRIPTION

120210

Professional Staff Full-time Admin Supplement (Non S Contract) — This account is used to record administrative supplement for full-time exempt employees

120310

Professional Staff Part-time Admin Supplement (Non S Contract) — This account is used to record administrative supplement for part-time exempt employees

121010

CHAIR ADMN SUPL (NON S CONTR) – This account is used to record administrative supplement for chairpersons

121020

CHAIR NINTH SUP (NON S CONTR) – This account is used to record ninths for chairpersons

121110

FACULTY ADMN SUPL (NON S CONTR) – This account is used to record administrative supplement for full-time faculty

121120

FACULTY NINTH SUP (NON S CONTR) – This account is used to record ninths for full-time faculty

121210

FAC P/T ADMN SUPL (NON S CONTR) – This account is used to record administrative supplement for part-time faculty

121220

FAC P/T NINTH SUP (NON S CONTR) – This account is used to record ninths for part-time faculty

121610

CTR DIR ADMN SUPL (NON S CONTR) – This account is used to record administrative supplement for center directors

121620

CTR DIR NINTH SUP (NON S CONTR) – This account is used to record ninths for center directors

124510

F/T NON-EX37.5 ADM SUP (NON SC) – This account is used to record administrative supplement for full-time (37.5 hrs/week) non-exempt employees enrolled in 403b

124610

P/T NON-EX37.5 ADM SUP (NON SC) – This account is used to record administrative supplement for part-time (less than 37.5 hrs/week) non-exempt employees enrolled in 403b

124710

F/T NON-EX40 ADM SUP (NON SC) – This account is used to record administrative supplement for full-time (40 hrs/week) non-exempt employees enrolled in 403b

124810

P/T NON-EX40 ADMN SUP (NON SC) – This account is used to record administrative supplement for part-time (less than 40 hrs/week) non-exempt employees enrolled in 403b

For questions related to LAM, please send an email to lam-system@udel.edu. For questions about effort reporting, please send an email to Effort Certification effortcert@udel.edu.

If you have any questions or concerns, please contact Samuel Mobry

1. Enforcement of NSF Formats Begin October 5 (Tuesday, September 22, 2020)

 

ENFORCEMENT OF NSF FORMATS BEGIN OCTOBER 5

 

September 22, 2020

Dear Colleagues,

Effective October 5, 2020, all proposals submitted to the National Science Foundation (NSF) will be required to include NSF-approved formats for the preparation of the Biographical Sketch and Current and Pending Support proposal documents. The NSF-approved formats are SciENcv: Science Experts Network Curriculum Vitae and an NSF fillable PDF the.

All other PAPPG (NSF 20-1) changes were effective on June 1, 2020. Please refer to the complete list of PAPPG (NSF 20-1) significant changes and clarifications which include the IT system changes and other policy-related changes. A set of Frequently Asked Questions (FAQs) on proposal preparation and award administration related to NSF PAPPG (NSF 20-1) is also available and includes Biographical Sketch and Current and Pending Support information.

NSF RESOURCES

NSF ANNOUNCEMENTS

  • Effective October 5, 2020, Biographical Sketch and Current and Pending Support documentation must also be in an NSF-approved formats
  • Effective October 5, 2020, PIs and co-PIs must include an NSF-approved format for Current and Pending Support when notifying NSF that active other support has changed since the award was made, or since the most recent annual report.
  • Effective October 5, 2020, are available on the Automated Compliance Checking of NSF Proposals website.
  • A revised NSF Grants.gov Application Guide will be published on September 16th and effective October 5, 2020.

Questions? Policy-related questions should be directed to policy@nsf.gov. If you have IT system-related or technical questions regarding the SciENcv or NSF fillable PDF formats, please contact the NSF Help Desk at 1-800-673-6188 (7:00 AM – 9:00 PM ET; Monday – Friday except federal holidays) or via fastlane@nsf.gov.

If you have any questions or concerns, please contact Jeff Friedland

1. OPERA Update (Monday, August 17, 2020)

Dear Colleagues,  

The University has continued to focus on improving services for research administration under the Operational Excellence in Research Administration (OPERA) initiative. Throughout this initiative, the Research Office has worked closely with colleagues across campus to reevaluate and enhance various processes and resources. Our goal has been to increase support to faculty by increasing efficiency and reducing administrative burden in several areas.

As a result, we are announcing new policy enhancements and resources available effective immediately:

 

New Policy Enhancements and Resources Key Impacts
Effort Reporting Policy The Effort Reporting Policy deadline language was revised to:

  • It is expected that effort reports are properly completed within 90 days from distribution. If effort is not certified within 120 days from distribution, the cost will be moved to non-sponsored departmental/unit funding pending final resolution. Extenuating circumstances that prevent timely certification should be brought to the attention of the Manager of Financial Compliance.
Bolster Compliance & Promote Efficiency
Sponsored Projects Cost Transfer Policy The Sponsored Projects Cost Transfer Policy was updated to clarify definitions, allowability considerations, and supporting documentation requirements. Bolster Compliance & Mitigate Financial Risk
Cost Sharing Policy The Cost Sharing Policy was updated to remove the mandatory 1% effort requirement. Principal Investigators and other senior/key personnel must demonstrate effort on their proposals and awards. This effort may be reflected as direct salary or Cost Sharing on an award.  Reduce Administrative Burden

 

We will continue to provide updates as the OPERA initiative progresses. Please reach out to the Research Office with any questions or ongoing feedback.

If you have any questions or concerns, please contact Jeff Friedland

1. NOW AVAILABLE: Cost Sharing and Single Copy Docs Submitted in Research.gov (Wednesday, July 29, 2020)

 

NOW AVAILABLE ON RESEARCH.GOV

July 29, 2020

Dear Colleagues,

Effective July 27, 2020, the National Science Foundation (NSF) enabled cost sharing (Line M on the proposal budget) for programs with mandatory cost sharing requirements on proposals submitted in Research.gov. In addition, enhancements were deployed to the proposal Cover Sheet and proposal upload screens to support Single Copy Documents, which include Deviation Authorization, Special Exception – Natural or Anthropogenic Event, Proprietary or Privileged Information, Disclosure of Lobbying Activities, and Additional Single Copy Documents. New associated automated compliance error and warning messages as well as business rules were also implemented. 

Research.gov Support for Full Research Proposals

Research.gov now supports all Full Research proposals that conform to standard Proposal & Award Policies & Procedures Guide (PAPPG) (NSF 20-1) requirements for formatting and document content including:

  • Single submissions from one organization (available since April 2018)
  • Single submission collaborative proposals with subawards (available since June 2019)
  • Separately submitted collaborative proposals from multiple organizations (available since March 2020)

Cost Sharing

The requirement to include cost sharing in a proposal is identified in the program solicitation, and Line M on the proposal budget will only be available for the select few programs that require cost sharing. Line M will appear in year one of the prime organization's proposal budget when the selected funding opportunity includes a mandatory cost sharing requirement. Please see PAPPG Chapter II.C.2.g.xii. for additional information about NSF's cost sharing policy.

New system-related cost sharing Frequently Asked Questions (FAQs) are available in the “Proposal Sections” FAQ topic on the Research.gov About Proposal Preparation and Submission webpage. A new automated compliance warning message and business rules for cost sharing have also been added. Please refer to the updated Research.gov Compliance Checklist dated July 27, 2020 on theAutomated Compliance Checking of NSF Proposals webpage. Compliance checks triggering an error will prohibit proposal submission to NSF, whereas checks triggering a warning will allow proposal submission to NSF.   

Single Copy Documents

Single Copy Documents are for certain categories of information that are submitted in conjunction with a proposal and are for NSF use only. They are not provided to reviewers for use in the review of the proposal. Please see PAPPG (NSF 20-1) for Single Copy Document requirements. Research.gov system-related details for Single Copy Documents are included below:

  • Deviation Authorization (PAPPG Chapter II.A.):
    • The Deviation Authorization link can be accessed both in the Optional proposal section as well as via the Deviation Authorization tab in the left navigation pane Optional menu.
    • Once the Deviation Authorization link is clicked in either location, a text entry field with a 256-character limit will be available on the screen.
    • After the Deviation Authorization text entry field is saved, the text is converted to a PDF file. Editing the text entry field and clicking save will generate a new PDF file.
  • Special Exception – Natural or Anthropogenic Event (PAPPG Chapter I.F.3.):
    • When the Special Exception to the Deadline Date Policy checkbox is selected on the Cover Sheet and the Cover Sheet is saved, the Special Exception – Natural or Anthropogenic Event upload section will be accessible either through a link in the blue information message at the top of the Cover Sheet, or by a link in the Other Information section of the Cover Sheet.
    • After a compliant Natural or Anthropogenic Event document has been uploaded, 

the listed deadline due date is bypassed allowing the Authorized Organizational Representative to submit the proposal in Research.gov after the listed deadline.

    • An error preventing proposal submission will be triggered if the Special Exception to the Deadline Date Policy checkbox is selected on the Cover Sheet, but a compliant document has not been uploaded in the Special Exception – Natural or Anthropogenic Event upload section. 
    • Note that checking the Special Exception to the Deadline Date Policy box on the Cover Sheet and uploading a Special Exception – Natural or Anthropogenic Event document will allow proposal submission after the listed deadline in Research.gov, however acceptance remains at the discretion of the NSF Program Officer.
  • Proprietary or Privileged Information (PAPPG Chapter II.D.1.)
    • When the Proprietary or Privileged Information checkbox is selected on the Cover Sheet and the Cover Sheet is saved, the Proprietary or Privileged Information upload section will be accessible either through a link in the blue information message at the top of the Cover Sheet, or by a link in the Other Information section of the Cover Sheet.
    • An error preventing proposal submission will be triggered if the Proprietary or Privileged Information checkbox is selected on the Cover Sheet, but a compliant document has not been uploaded in the Proprietary or Privileged Information upload section.
  • Disclosure of Lobbying Activities (PAPPG Chapter I.G.2. and PAPPG Chapter II.C.1.d.)
    • When the Disclosure of Lobbying Activities checkbox is selected on the Cover Sheet and the Cover Sheet is saved, the Disclosure of Lobbying Activities upload section will be accessible either through a link in the blue information message at the top of the Cover Sheet, or by a link in the Other Information section of the Cover Sheet. 
    • An error preventing proposal submission will be triggered if the Disclosure of Lobbying Activities checkbox is selected on the Cover Sheet, but a compliant document has not been uploaded in the Disclosure of Lobbying Activities upload section.
  • Additional Single Copy Documents
    • The Additional Single Copy Documents link can be accessed both in the Optional proposal section as well as via the Single Copy Documents tab in the left navigation pane Optional menu. Once the Additional Single Copy Documents link is clicked in either location, an upload section will be available on the screen.
    • The Additional Single Copy Documents section supports multiple file uploads.

Other Related Changes for Single Copy Documents

What's Ahead in the Research.gov Proposal Submission System?

Features supporting the following types of proposals are planned for a late fall 2020 release in Research.gov:

  • Rapid Response Research (RAPID)
  • EArly-concept Grants for Exploratory Research (EAGER)
  • Research Advanced by Interdisciplinary Science and Engineering (RAISE)

NSF is also currently developing a Research.gov demo site that will be available for training purposes. Stay tuned for additional information about these exciting developments in the coming months!

Help NSF Build Research.gov

Research.gov is being developed incrementally, and features are expanding with the goal of transitioning all proposal preparation and submission functionality from FastLane to Research.gov. NSF strongly encourages the use of Research.gov where possible and wants feedback on your experience, so we can continue to make improvements. Please submit your feedback on the Research.gov Feedbackpage (select “Proposal Preparation & Submission” under the Site Area dropdown menu).

Sincerely,

Jeffrey Friedland
Associate Vice President, Research Administration

If you have any questions or concerns, please contact Jeff Friedland

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