Offi fOffice of Sppgonsored Programs Administration€¦ · MSU Operating Policy 70 01MSU Operating...

Offi fOffice of Sponsored Programs Administrationp g

Your SPA AdministratorYour SPA Administrator

How do you identify your Administrator? www.spa.msstate.edup

Your POC for proposal development, review, submissionsubmissionAlso your POC for award negotiation, processing and award administrationprocessing and award administration

O R lOur Rolethe administration of sponsored programthe administration of sponsored program proposals, contractual negotiations of fiscal and administrative matters nonfiscal and administrative matters, non-fiscal post-award matters.

SPA MissionSPA Mission

Protect the University and the InvestigatorProvide guidance and directiongAssist in problem resolutionVerify adherence to MSU state and federalVerify adherence to MSU, state, and federal regulations and laws

What is a Sponsored Program?What is a Sponsored Program?

A d i j t t dA sponsored program is any project supported by external funds received by the University

lt f i ti has a result of some communication such as a letter, application, or other written proposal,

d d b itt d b th i dapproved and sub-mitted by an authorized University official.

Excluded from the Definition of Sponsored Programs are:

all direct payments to individuals such as faculty fellowshipsfellowshipsstudent financial aid

ift d b t d l li it ti th tgifts and bequests and general solicitations that result in funds collected by the University's FoundationFoundation.

MSU Operating Policy 70 01MSU Operating Policy 70.01

The policy of Mississippi State University isThe policy of Mississippi State University is that all proposals and awards for project funding from external sponsors shall befunding from external sponsors shall be processed through the Sponsored Programs Administration unit of the Office of ResearchAdministration unit of the Office of Research. This includes proposals and awards for research service and instructional activitiesresearch, service, and instructional activities.

The PROCESSRequest for Proposal

Writing the proposalWriting the proposalBudget (during the writing of the proposal)Necessary FormsNecessa y o s

Internal Approval SheetGetting the necessary signaturesg y g

Submitting Your proposal to SPA3 Days in advance y

AWARD

Request for ProposalRequest for ProposalSPA does want to see the RFP!DownloadRead the requirementsRead the requirementsHighlight the DUE DATEU d t d th B d t i tUnderstand the Budget requirements

F&A – is it allowedIf F&A is allowed, it must be chargedWhat are the cost share requirements

Request for Proposal

Negotiations to contractual issues prior toNegotiations to contractual issues prior to proposal submissionAsk SPA for Assistance & Submit to SPAAsk SPA for Assistance & Submit to SPA EARLYP l d f b i i D 3 DProposal ready for submission Due 3 Daysprior to DUE DATE

Budget Development/ReviewgCost Sharing (see SPA Faculty/Staff Guide for D fi iti ( 27 29)Definitions (p. 27 -29)Overhead, Indirect Cost, Facilities & Administrative (same thing) rate is 43% forAdministrative (same thing) rate is 43% for research, 27.5% for Service and 52.8% for Instruction.

1) Waived Overhead—overhead allowed by sponsor but not charged by MSU (requires documented advance approval by VP—e-mail is acceptable)

1) Overhead Not Allowed by Sponsor—must be documented in the proposal guidelines, e-mail from sponsor, sponsor website, etc

Budget Development/Review

Fringe Benefit Rate currently 32 71 %

g

Fringe Benefit Rate, currently 32.71 %Graduate Assistant

T itiTuitionStipendFringe Benefit Rate (1.1%)

Review

SPA Administrator will review for RFP & university compliance.

Necessary FormsyFederal Regulations, Federal and State LawsExport ControlExport ControlFinal Budget

Prepare for Submission on behalf ofPrepare for Submission on behalf of Mississippi State University

Internal Approval Sheet (IAS)pp ( )

Latest Version (SPA Website)Latest Version (SPA Website)Must be completed in its ENTIRETY.If there are compliance issues contactIf there are compliance issues, contact Regulatory Compliance (when submitted).Must be signed by PI Department Head &Must be signed by PI, Department Head & Dean/DirectorIf a Vice President has committed to CostIf a Vice President has committed to Cost-Share, requires that signature

Submission - Grants.govg

Purpose (Public Law 106-107)Purpose (Public Law 106 107)

(1) improve the effectiveness and performance of Federal financial assistanceperformance of Federal financial assistance programs, (2) simplify Federal financial assistance application and reporting pp p grequirements, (3) improve the delivery of services to the public, and (4) facilitate

di i hgreater coordination among those responsible for delivering services.

Submission - Grants.govg

The 27 Federal agencies that award grants and cooperative i l i l i P L 106 107 h hagreements are actively implementing P.L. 106-107 through

interagency work groups. The activities of the interagency include development of common data elements for applications and reports common electronic processes andapplications and reports, common electronic processes, and uniform administrative rules across agencies.allows organizations to electronically find and apply for more than $400 billion in Federal grantsthan $400 billion in Federal grants.THE single access point for over 1000 grant programs offered by all Federal grant-making agencies.

Once Submitted, you will receive an e-mail copy of your proposal with documentation.

Post Award

The Award?The Award?External support for projects by sponsoring pp p j y p gagencies - federal, state, foundation, or other and is, almost without exception, made to the puniversity, not the researcher (investigator).

Th f bt i i t l f di fThe process of obtaining external funding for support of University programmatic efforts is

l l t b t th ia legal agreement between the sponsoring agency and the University.

What should be in a contract?Statement of Work Objectives

R bl ff t t bi ?Reasonable efforts, too ambiguous?

Publication RightsR i i dReview periodApproval?

Intellectual Property RightsIntellectual Property Rights PatentsCopyrightsCopyrightsBackground rights defined

What should be in a contract?

Rights in DataRights in DataAn example (Human Subject Data)

D li blDeliverablesReportingExport Control Regulations

Export Control RegulationsgFederal laws mandated by the U.S. Department of C d SCommerce and State.Regulations that affect universities are those mostly d i i t d b th D t t f Cadministered by the Department of Commerce

(Export Administration Regulations or EAR) which oversees domestic and dual-use items and theoversees domestic and dual use items, and the Department of State (International Traffic in Arms Regulations or ITAR) which oversees defense g )articles and services.

Export Control Regulationsg

Violations & PenaltiesEntity:

Civil and Criminal Fines$10,000 to $1 million

IndividualCi il d C i i l FiCivil and Criminal Fines

$10,000 to $1 millionUp to 10 years in jailp y j

Loss of Export Privilegef p g

Contract Negotiation

•Who is involved?

•Responsibilities

•Terms and Conditions

•Technical Competent

•Award

Negotiator Relationships

Sponsored Corporate/Fed

University Sponsor

pProgram Administrator

pContracting Officer

Principal Investigator

Technical Contact

General CounselGeneral Counsel

IP OfficerIP Officer

bSubcontract

Non Disclosure Agreementg

O OAMOU or MOA

i iMaking Unauthorized CommitmentsCommitments

Signature Authority

When is a contract Awarded?

Compliance issuesCompliance issuesHuman SubjectsAnimalsAnimalsHazardous Waste

N i iNegotiationsBudget Modifications

Cost Share Commitments

R i ChRequesting Changes (after the contract has been executed)

•Budget Modifications

•Changes in Scope of Work•Changes in Scope of Work

•No Cost Extensions

M i Y A dManaging Your Award

• PI/Department Responsibilities

• Sponsored Programs Administration

• Sponsored Programs Accounting

Close OutClose OutTimely Submission ofy

• Technical ReportsTechnical Reports

In ention/Patent Disclos re Form• Invention/Patent Disclosure Form

• Equipment

Overhead Distribution

OP 80 12 Effective November 1 2006OP 80.12 Effective November 1, 2006Distribution of facilities and administrative costs

40% G l F d40% General Fund4% Reach for Excellence Fund19% Office of Research and Economic Development19% Office of Research and Economic Development37% Deans/Departments100%

SPA WebsiteSPA Website

www.spa.msstate.edu

What’s New?, Forms, Policies, Budgeting, Staff, Links to University, State and FederalStaff, Links to University, State and Federal Offices and Programs

Contact Us

Mississippi State UniversityMississippi State UniversityOffice of Sponsored Programs AdministrationP. O. Box 6156 (M.S. 9564)133 Etheredge HallgMississippi State, MS 39762Ph: 662-325-7404 (Main Number)Fax: 662-325-3803