Q&A Follow Up September MRAM

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5 years 2 months
Submitted by mdavis25 on

Greetings Colleagues, 

The September 2022 MRAM materials are published for your review.  

  • PAFC Hot Topic: Cost Share
  • Federal Common Biosketch and Current & Pending (Other) Support Data and Forms
  • Grants.gov Downtime Reminder
  • Change of PI

PAFC Hot Topic: Cost Share

Q1: How much will Cost Share Management change with FT for Grants Managers?
A1: After FT Go Live, cost share will no longer be managed within the eFECS Cost Share Module and the entire eFECS suite will be retired. Cost share will be managed in Workday. We will have additional information, references, and training materials on new cost share processes as those processes are finalized and as we draw nearer to FT Go Live.

Q2: If a letter of institutional support mentions they are supporting a project with a certain dollar amount per year, is that considered as cost share? the award itself does not require cost share. thanks.
A2: Yes, a quantified commitment of University resources included in the proposal is considered a cost share commitment, that includes letters of institutional support included in the proposal. The only exception would be in situations where the sponsor specifically states in their terms, conditions, and policies that such a reference is not considered cost share.

Q3:I f a funder "strongly encourages" cost share, and we commit a non-dollar amount, do we need a cost share addendum? For example, if we say we will support a postdoc, but don't give a dollar amount.
A3:If a contribution of UW resources is not quantified, – there isn’t a dollar or effort amount – then the contribution would not be considered cost share and no cost share addendum is required. A cost share addendum is only required to set up cost share commitments in the University’s financial system. The CORE training Understanding Cost Share at the UW: When is it really cost share? provides an overview and examples of language that does and does not create a cost share commitment.

Federal Common Biosketch and Current & Pending (Other) Support Data and Forms

Q1: Will NIH be adopting these new guidelines and forms?
A1: We anticipate NIH will adopt guidelines and forms consistent with these but, until they are published by NIH, we can’t be sure.

Q2: Just to clarify--the updates from this process will (potentially) be applied across federal agencies? Would DOD be included in this?
A2: Yes, we anticipate other federal agencies (including DoD) will adopt guidelines and forms consistent with these but, until they are published, we can’t be sure.

Q3: Will the "Easy Come, Easy Go: SciENcv and My Bibliography webinar be offered again in the future?
A3: It will not be offered, but a recording and transcript will be available in the near future.

Grants.gov System Downtime Reminder

Q: Can the application be uploaded into ASSIST and ready to be submitted on the 30th?
A: With the NIH due date adjusted to Oct. 3, the internal deadline under GIM 19 for the application to be ready to submit becomes Sept. 28. NIH has indicated that application preparation can proceed in ASSIST when Grants.gov is offline.

Change of PI

Q1: I need to Change PI but there is no award yet. What do I do?
A1: Route a Non-Competing Revision eGC1 with the new PI. Reference the previous eGC1 in the eGC1 Additional Information section "Previous eGC1" and include relevant comments in the eGC1 Campus Comments section. Attach all sponsor-required documentation and concurrence as applicable.

Q2What are some sample reasons why a PI might change? 
A2: Examples of why a PI might need to change: 

  • The PI has left the UW or is no longer able to serve as the PI of the award
  • The eGC1 Application PI (e.g., post-doctoral fellow) has transitioned to a permanent UW position and can now serve as the eGC1 PI per School policy
  • A Multiple PI listed on an award is going to serve as the eGC1 PI

Q3: Do we use the same process if we are changing a person named on an NIH Notice of Award (NOA) who is not a PI (including if they are listed as a Co-I)?
A3: When you need to change Key Personnel named on an award please follow instructions for Key Personnel Changes. This is the same for Co-I named as Key Personnel. 

Q4: What if a Co-I has left the UW? 
A4:If a Co-I is Key Personnel on the award, follow instructions for Key Personnel Changes, including when a Co-I has left the UW. Ensure all personnel on the PI, Personnel, & Organizations page of the eGC1 are up-to-date.

Q5: What if UW is a subcontract and our investigator is a Co-I on the main award (not PI).
A5: Yes, the process is the same. In this instance we are seeking the approval of the UW sponsor (the Pass-Through Entity) to change the UW PI.

Q6: Does this new policy replace the previous guidance from each School?
A5: This guidance is not meant to replace guidance within your school or unit.

Q6: Does this new procedure apply for industry sponsored clinical trials as well as NIH sponsored awards?
A6: Yes.

Q7: Do we need a [Change of PI Request] form if the application PI is different from the eGC1 PI? This usually happens when a postdoc is transitioning to a permanent position at UW when they submit a proposal as a postdoc.
A7: Yes. You will follow the Change of PI process if the Application PI will become the eGC1 PI. If the Application PI is the named PI on the award, prior sponsor approval would not be necessary. Similarly, if a Multiple PI on the eGC1 will become the eGC1 PI, you will also follow the Change of PI process. Prior sponsor approval may be necessary to update the award.

Q8: Do we complete the change of PI form before or after sponsor approval?
A8: It depends. Many sponsors require a formal concurrence request for a change in PI. In these instances the Change of PI form should be completed prior to seeking sponsor approval. Sponsors that do not have a formal process may provide the approval prior to completing the form. Check your award and other sponsor requirements to determine how to proceed.

Q9: Does the Change of PI process require a Dean to sign off on the form? If no eGC1, then how is Dean's level approving new PI meets eligibility rules?
A9: Yes, the Dean must sign off on a Change of PI form. The form is designed to collect the assurances and approvals that are normally done through routing an eGC1. A new eGC1 is not needed for the Change of PI process.

Resources

Thank you,
MRAM