OSRA News & Updates
WRG Sponsored Programs Beta Launch POSTED 03/10/2017
OSRA is excited to announce that WRG-SP will be available for our pre-selected Beta User group beginning Monday, April 3rd. This follows the successful submission of S2S grants to NIH by our early adopter Alpha User group. For more information on WRG-SP, see here.
Coming Soon: Automated Grant Account Creation POSTED 03/10/2017
Beginning mid-March OSRA will utilize the Sponsored Programs Module within the Weill Research Gateway (WRG-SP) to initiate automated WBS creation in SAP. This is a significant advancement in our business process, increasing efficiency by eliminating the lengthy manual account creation process. The goal of this change implementation is the expectation of a reduction in account creation errors and shorter turnaround times.
What do I need to know?
- This process change will eliminate the use of JIRA for account creation.
- As accounts are created, departments, centers and institutes will receive a notification from their Research & Financial Administrator through WRG-SP inclusive of all pertinent information, including the WBS element number.
- As OSRA implements additional functionality in WRG-SP, departments will obtain access to award records and have complete visibility into award processing and account creation in real time.
- Once automation goes-live, WBS access will be available based on security privileges as assigned in WBG. In accordance with institutional guidelines and audit requirements requests for changes/additions to account access must be submitted through the GRC by the department, institute or center.
WRG Sponsored Programs Faculty Town Hall Presentation POSTED 12/8/2016
This November the Office of Sponsored Research Administration hosted two Faculty Town Hall presentations on the new Sponsored Programs Module within the WRG. The new module will replace many current research management systems and have a significant impact on grant and contract development and submission. The sessions covered important changes in system functionality, administrative policies, and new processes associated with the new system.
If you were unable to attend, the presentation is now available on the WCM website here.
Weill Research Gateway: Sponsored Programs Faculty Town Hall POSTED 11/4/2016
On Thursday November 3rd OSRA hosted the first of two Faculty Town Halls to introduce the Weill Research Gateway: Sponsored Programs module to the research community. The second session will occur on Tuesday November 15th at 4:30pm, please RSVP here.
These Faculty sessions follow months of engagement with stakeholders in the research administration community, including representatives from our departments and divisions. More updates will follow at the upcoming RAPID meeting on 11/14 and in our engagement wrap up sessions in late November/early December.
Institutional Review of Grant Transactions Moving to OSRA POSTED 9/9/2016
The Office of Sponsored Research Administration has taken over institutional approval of Petty Cash, Shopping Cart, Travel Reimbursement and Payment Requisitions on WBS/Grant Accounts, a transition that began in early 2016. This process will be managed by our Research & Financial Administrators under the Quality Assurance Team. This will not affect the departmental routing and review processes, but instead moves institutional review from Finance/Accounting to the Office of Sponsored Research Administration.
Any questions or concerns may be directed to Mohammad Mansour (email@example.com).
New Fringe Benefit Rates for Fiscal Year 2017 POSTED 7/11/2016
WCMs newly negotiated fringe benefit rates are now available on OSRA’s Indirect Costs Rates and Fringe Benefits web page, here. Effective 7/1/2016 for Federal, State and Private grants and contracts, the Faculty and Staff rate is 28.5% and the Postdoc rate is 22%. For new incoming awards with budget periods spanning both fiscal year 2016 (before 7/1/2016) and fiscal year 2017 (on or after 7/1/2016), fringe benefit costs should be pro-rated so that the appropriate rate is applied to each portion of the budget period. For assistance with this matter, please reach out to your assigned Research and Financial Administration (RFA) found here.
As a reminder our current negotiated indirect cost rates will remain in effect through 2020.
Weill Research Gateway (WRG) Sponsored Programs Module Focus Group & Testing POSTED 6/10/2016
The WRG Sponsored Programs Core Business Team comprised of leadership in OSRA and RAC-ITS hosted a successful Focus Group and User Acceptance Testing Session on Tuesday June 7th. Departmental representatives from across the college participated in a review of the first iteration of the new Sponsored Programs module. Future sessions will be held in the coming months, if you are interested in participating please reach out to Stephen Hunt at firstname.lastname@example.org
JIRA Account Creation Process Enhancements POSTED 6/10/2016
Mohammad Ali Mansour, Quality Assurance and Compliance Specialist in OSRA, worked closely with our colleagues in Finance and ITS to better streamline the JIRA ticketing process to track account creation. Formerly a divided labor between OSRA and Grant Accounting in Finance, OSRA now performs full account creation in SAP as an extension of the award review and set up process. Given this refinement and other automations, OSRA reduced the number of JIRA ticket stops from six to three and reduced the number of departmental notifications to one. Tickets are initiated and audited in OSRA, sent for PCard update and then closed. Once closed, departments are notified of completion and provided with their WBS number. The standard timeline for account creation is five business days from ticket creation. For any questions or updates regarding an account creation, please contact your assigned Research and Financial Administrator
New Advance Account Request Form POSTED 4/25/2016
A new streamlined Advance Account Request Form is now available for download on the OSRA forms page. Advance Accounts are available for expected awards in advance of official award receipt and/or execution. This process benefits awards that are prone to processing delays, such as incoming subaward agreements and non‐federal award agreements that require negotiation. Advance Accounts will be established for an initial three month period, after which time circumstances will be evaluated to determine if the account will be extended or if expenses will be moved to the provided fund number. The new form requires signature approval from either a Departmental Administrator or Center/Institute Director; PI signature is optional.
This streamlined process is intended to reduce the administrative burden associated with Advance Account setup, but it should be noted that there are risks associated in establishing an advance account as awards may be cancelled or modified. It is important that all expenditures are allowable and allocable and that they occur within the period allowed by the sponsor. Any expenses a sponsor deems unallowable must be removed from the account. Advance Account Request Form must include an alternate fund to which costs can be moved.
Any questions or concerns may be direct to your assigned Grants Specialist or email@example.com.
OSRA Rapid Presentation POSTED 4/15/2016
OSRA’s Contracts Intake Consolidation Application and OSRA Updates presentations from 4/11/2016 are now available for download here.
Forms Reduction Indirect Cost Waivers Posted 3/15/2016
The Office of Sponsored Research Administration is pleased to announce that the indirect cost waiver form is no longer required for grant applications to sponsors with a published indirect cost rate that is lower than the institution’s federally negotiated rate. Effective immediately, OSRA will only require a copy of the sponsor’s guidelines verifying their indirect cost rate policy and rate.
OSRA welcomes two new Research & Financial Administrators Posted 2/8/2016
Suzanna Lee, Research & Financial Administrator (RFA)
Suzanna joins OSRA following her time as a Grants Program Assistant at the American Federation for Aging Research Foundation. She has several years of grants and systems experience at Memorial Sloan Kettering Cancer Center. She is a graduate of Hofstra University.
Jessie Heller, Research & Financial Administrator (RFA)
Jessie joins OSRA following her time as a Post Award Administrator at the University of Texas, Austin where she managed grants in the Department of Biology. She is a graduate of Binghamton University.
Grants.Gov and Assist Training Posted 1/7/2016
Felicia Sosa, OSRA’s Manager for Grants and Contracts, and the OSRA Grants Specialists are available to meet with faculty and staff requiring training in Grants.gov and ASSIST application completion. Please reach out to your assigned Grants Specialist or firstname.lastname@example.org to set up a training session.
Weill Research Gateway (WRG) Sponsored Programs Module Posted 11/16/2015
At the November 9th RAPID meeting, Aleta Gunsul, Director of the Office of Sponsored Research Administration, announced that work is now underway on the new WRG Sponsored Program modules. The modules include proposal development (PD) and proposal tracking (PT). Implementation of proposal development and NIH system to system (S2S) grant submission tools represent first time endeavors for Weill Cornell Medicine. WRG is part of an institution wide Research Administration initiative to replace and integrate many of our Research Administration Systems. Watch for email updates and website announcements requesting participation in a series of focus groups and prototype review sessions.
OSRA RAPID Presentation Posted 11/11/2015
OSRA's NIH Updates and OSRA Announcements presentation is now available for download here.
Enhancements to Investigator Contracts Report Posted 3/15/2016
Effective March 4, 2016 the JCTO and OSRA are issuing an enhanced weekly Investigator Contract Status Report. In response to faculty and research staff feedback, the usability of the report has been significantly improved to create a better user experience.
Key features include:
- A streamlined design with greater ease of readability and easy viewing on a mobile device.
- A single communication outlining investigator’s JCTO and OSRA agreements.
- No attachment to open
E2RA is kicking off! Posted 3/14/2016
The OETRA Office for Education and Training in Research Administration at Weill Cornell Medicine is very enthusiastic to launch the first educational program for research administrators: E2RA 2016 - Education & Excellence for Research Administrators.
The E2RA 2016 program is opened to new research administrators and seasoned ones and provides a comprehensive and in-depth presentation of essential responsibilities related to grants that fall under research administrators’ preview.
OETRA is launching two E2RA courses: E2RA Spring 2016 session and E2RA Summer 2016 session. Get registered NOW!
Check out all you need to know about E2RA at E2RA is launching at Weill Cornell Medicine!
PERFORMANCE METRICS ON GRANT SUBMISSIONS POSTED 1/7/2016
Stephen Hunt, OSRA Assistant Director for Policy, Compliance and Reporting, and Mohammad Mansour, OSRA Quality Assurance Specialist, have begun meeting with departments to share submission metrics and discuss ways to improve application turnaround times. Of primary focus is OSRA’s Grant Application Review and Submission SOP. If your department would like to schedule a collaborative metrics review and planning meeting please contact Mohammad at email@example.com.
Office for Education and Training in Research Administration (OETRA) POSTED 12/7/2015
The Office for Education and Training in Research Administration (OETRA) is a new office at Weill Cornell Research that is under the direction of Adam Garriga, Chief Administrative Officer of Research. OETRA is dedicated to bring education and support to research administrators, faculty members and post doctorates in the complex environment of research administration.
Education and training are the cornerstones for professional development and excellence at work. OETRA will offer comprehensive educational programs integrating critical information, strengthening one’s knowledge and skills, providing useful tools, new analytical approaches and higher visibility to existing trainings and guides from the central offices of Weill Cornell Medicine Research. Until the OETRA website is ready, here is some valuable information.
First Educational Program
OETRA’s inaugural educational program will be launched early 2016 and will be specifically designed for research administrators from departments and central offices at Weill Cornell Medicine Research.
The program will allow research administrators to gain expertise and practical skills for grant applications, post-award obligations and grant financial management. By the end of the program, they will be skilled to perform their key tasks and responsibilities with more accuracy, efficiency and accountability.
If you have any questions do not hesitate to reach out to:
Helene Brazier-Mitouart, PhD
Office for Education and Training in Research Administration OETRA
Petty Cash Posted 11/9/2015
Weill Cornell Medicine’s new Petty Cash process announced by Joe Schwartz at the October 12th RAPID meeting took effect on November 1st. All Petty Cash requests on WBS accounts must be submitted to GCA_PettyCash@med.cornell.edu for review by OSRA. The full SOP is available on the OSRA Policy page.
Annual Compliance Checklist Posted 11/9/2015
Introducing the new Annual Compliance Checklist for grants that do not require a formal progress report. This tool represents an interim step toward eliminating the Electronic Routing Form and further streamlines workflow for managing active grant awards. The form is available for download on the OSRA forms page.
Salary Cap Increased to $187,000 POSTED 03/21/2017
The NIH has released notice NOT-OD-17-049 announcing that effective January 8th, 2017 the new salary cap has increased from $185,100 to $187,000.
All NIH grant applications moving forward should employ this new cost cap for all personnel with a base salary over $187,000.
All awards received with a start date on or after January 8th should employ this new cost cap for all personnel with a base salary over $187,000. For awards with active periods both before and after January 8th (i.e. 11/1/16 – 10/31/2017) it is highly recommended that departments prorate salary, employing the $185,100 cap prior to January 8th and $187,000 cap after.
Continuing Resolution POSTED 03/21/2017
Per notice NOT-OD-17-001, NIH is currently operating under a Continuing Resolution. Therefore the NIH will issue non-competing research grant awards at a level below that indicated on the most recent Notice of Award (generally up to 90% of the previously committed level). Upward adjustments to awarded levels will be considered after FY 2017 appropriations are enacted.
Change to Standard Due Dates for F31 Diversity Applications POSTED 1/4/2017
NIH has released notice NOT-OD-17-029 announcing that effective for calendar year 2017 due dates and beyond, the standard application due dates for F31-Diversity Application will be the same as all other F Series Fellowship applications – April 8, August 8, and December 8.
Please reach out to your assigned Specialist in OSRA or to [firstname.lastname@example.org] with any questions or concerns.
NRSA STIPEND LEVELS FOR POSTDOCTORAL TRAINEES & FELLOWS POSTED 12/12/2016
NHLBI has released notice NOT-OD-17-002 announcing the process whereby recipients of Kirschstein-NRSA institution training grants and individual fellowship awards supporting currently active postdoctoral trainees or fellows with 0, 1, or 2 years of experience as of December 1, 2016, will receive increased stipends. Eligible NRSA awardees may request one-time supplemental funding to support the stipend increase using the Parent Announcement for Administrative Supplements to Existing NIH Grants, [PA-16-287].
For Institutional Training Grants, applications may be submitted based only on the number of appointees at levels 0, 1, and 2. Applicants may not increase the number of appointees under the current award as a result of this supplemental funding notice.
For Individual NRSA Postdoctoral Fellowships, applications may be submitted to cover projected stipend increases for individual NRSA postdoctoral fellows at levels 0, 1, and 2. Applicants should only request funds to cover increases in stipends for postdoctoral fellows at levels 0, 1, and 2 from December 1, 2016 up to the end date of the current budget year of the award.
Any WCM investigator with currently active and eligible Kirschstein-NRSA institutional training grant or individual fellowship are encouraged to contact their Grants & Contracts Specialist in OSRA, or email email@example.com, to discuss the process of submitting an Administrative Supplement as soon as possible.
FINAL RESEARCH PERFORMANCE PROGRESS REPORT (RPPR) POSTED 11/18/2016
The NIH will soon transition to a Final RPPR for Grant Closeout. This is a significant change to the scientific reporting requirements at Closeout, replacing a brief summary with the RPPR format. Some differences are expected between the standard Annual RPPR and the Final RPPR, for example Section D – Participants, Section F – Changes, and Section H – Budget will not be part of the Final RPPR, however the a new Section I – Outcomes will be included.
Implementation is tentatively scheduled for January 1st, 2017. More information will follow as it is made available by NIH.
eRA COMMONS PRIOR APPROVAL LINK POSTED 11/18/2016
A new prior approval link will soon be available in the eRA Commons to manage two request types: Application Withdrawal and a Request of 500K or More in Direct Costs in a Single Year for Unsolicited Grant Submissions (i.e. the Parent R01). The Application Withdrawal link will allow faculty to request withdrawal of an application directly in the eRA Commons, then track its status to completion.
The 500K Request link will not be available in the eRA Commons until first authorized by the NIH Program Officer. NIH continues to require that all such requests be submitted to the NIH Program Officer at least six weeks prior to application submission.
See more, here: https://era.nih.gov/era_training/era_videos.cfm#withdrawal
ELIMINATION OF MOST APPLICATION APPENDIX MATERIALS POSTED 11/18/2016
New NIH policy will eliminate most allowable Appendix materials for grant applications submitted for due dates on or after January 25, 2017. Please see notice [NOT-OD-16-129 ]for a full list of allowable materials.
CHANGES IN POLICY ON POST-SUBMISSION MATERIALS POSTED 11/18/2016
New NIH policy will revise the list of acceptable post-submission materials for grant applications submitted for due dates on or after January 25, 2017. Please see notice [NOT-OD-16-130] for a full list of allowable materials.
NIH RELEASES SF424 GRANT PACKAGE ADOBE FORMS D POSTED 4/15/2016
The updated Grants.gov package Adobe Forms Version D is now available for download. The new form will be required for grants due on or after May 25th, 2016, including the upcoming New R01 and R21 submission deadlines on June 6th and June 16th, respectively. Full instructions including a summary of changes can be found on the NIH Application Guidance page, here. We encourage all applicants to start early and familiarize themselves with the new forms to avoid any submission delays.
As some opportunities and special RFAs/PARs may still employ Adobe Forms C, applicants are highly encouraged to download application forms directly from the program announcement to ensure the appropriate package is used. Program announcements and funding opportunities can be found on the NIH funding page,here. Please reach out to your assigned Grants & Contracts Specialist in OSRA or to firstname.lastname@example.org with any questions or concerns.
NHLBI Announces New Salary Cap for Mentored Career Awards in FY2016 POSTED 4/15/2016
NHLBI has released notice NOT-HL-16-309, announcing that effective immediately, the Institute will increase its salary contribution up to a maximum of $100,000 for all applicable K-series awards activities that NHLBI currently supports, including K01, K02, K08, K12, K22, K23, K25 and K99 awards. The Institute is also allowing current K awardees to submit revised budgets to include this new salary cap. Submission of a revised budget is not a guaranteed commitment of funding, but does allow an opportunity to request an adjustment. As per the notice, “Requested salaries must be consistent with the institution's policies on compensation. The maximum funding level must be allowed by the applicant institution. This policy applies to both new and non-competing awards that are funded in FY2016 and thereafter.”
Any WCM investigator with currently active NHLBI K-award support is encouraged to contact their Grants & Contracts Specialist in OSRA, or email email@example.com, to discuss the possibility of submitting a revised budget.
New NIH Rigor and Transparency Requirements POSTED 1/26/2016
The National Institutes of Health’s new Rigor and Transparency Requirements are now in effect and must be addressed in all grant applications and progress reports. The SF424 Application Guide and the Research Performance Progress Report (RPPR) Guide now contain revised instructions to meet the new requirements. A summary document addressing major changes can be found here.
The new Rigor and Transparency requirements coincide with the release of a new Grants Policy Statement and several modifications to other grant application and management processes. We urge all faculty and administrative staff to review this information carefully. Full Guide documents are available at the links below.
NIH SALARY CAP INCREASES TO $185,100 POSTED 1/7/2016
The NIH salary cap will increase from $183,300 to $185,100 effective January 10th, 2016. Please see the full NIH notice available here.
How does this affect my grants?
Applications: All grant applications with a start date on or after January 10th should employ this new cost cap for all personnel with a base salary over $185,100.
Awards: All awards received with a start date on or after January 10th should employ this new cost cap for all personnel with a base salary over $185,100. For awards with active periods both before and after January 10th (i.e. 11/1/15 – 10/31/2016) it is highly recommended that departments prorate salary, employing the $183,300 cap prior to January 10th and $185,100 cap after.
Any questions or concerns about this update can be directed to your assigned Grants Specialist or firstname.lastname@example.org.
New NIH Grants Policy Statement and SF424 Application Guide POSTED 12/7/2015
Please review our major highlights document, available for download here.
Important NIH Updates: Posted 11/9/2015
- Updated training and data tables and the launch of xTRACT (NOT-OD-16-007 and xTRACT) – effective 12/1/2015
- Rigor and Transparency requirements (NOT-OD-16-011 and NOT-OD-16-012) – effective 1/25/2016
- NIH Definition of a Child revised to under the age of 18 (NOT-OD-16-010) – effective 1/25/2016
- Simplification of the Vertebrate Animals Section (NOT-OD-16-006) – effective 1/25/2016
- Adobe Package D, PHS Assignment Request Form and other major initiatives (Phase II of NOT-OD-16-004) – effective 5/25/2016
General Inquiries: email@example.com