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OTHER SUPPORT: TIPS, TOOLS & TRICKS Office for Nursing Research Crystal Welliver June 12, 2013

OTHER SUPPORT: TIPS, TOOLS & TRICKS Office for Nursing Research Crystal Welliver June 12, 2013

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Page 1: OTHER SUPPORT: TIPS, TOOLS & TRICKS Office for Nursing Research Crystal Welliver June 12, 2013

OTHER SUPPORT: TIPS, TOOLS & TRICKS

Office for Nursing ResearchCrystal Welliver

June 12, 2013

Page 2: OTHER SUPPORT: TIPS, TOOLS & TRICKS Office for Nursing Research Crystal Welliver June 12, 2013

Research Timeline & Just-In-Time

Prepare &

Submit Proposal

• Proposal reviewed & scored

• If scored high enough, PI may receive JIT request

Just-In-Time

Request• A JIT request is not a

guarantee that an award will be made

• Route through OSP for concurrence signature

Award

• Do the work & manage the award

Page 3: OTHER SUPPORT: TIPS, TOOLS & TRICKS Office for Nursing Research Crystal Welliver June 12, 2013

Just-In-Time Requests

JIT refers to the application timeframe requiring applicants to send information to the NIH only if an award is likely. • Decreases the administrative burden for the 75-80% of the

applications that will not receive funding;• Provides NIH with the most current information “just-in-time”

for award.Typically, the NIH will require a concurrence letter with the following:• Other Support: Extramural funding info for all key persons;• IRB: Documentation that IRB has been approved or is in

process of being approved; • Human Subjects Training: Confirmation that all key persons

& any persons working with human subjects have been trained in the treatment of human subjects;

• IACUC Approvals.

Page 4: OTHER SUPPORT: TIPS, TOOLS & TRICKS Office for Nursing Research Crystal Welliver June 12, 2013

When do we respond to JIT?

Has an e-mail or other request from NIH come to the PI or OSP requesting JIT information? • If yes, prepare and submit JIT info to OSP.

Please note, a “JIT” link next to a grant number on the eRA Commons is not a request for JIT information. • The appearance of this link signifies that your

application has completed the peer review process and has received a rank for which funding may be possible.

• Wait to submit the JIT response until a specific request from NIH grants management has been received by the PI or OSP.

Page 5: OTHER SUPPORT: TIPS, TOOLS & TRICKS Office for Nursing Research Crystal Welliver June 12, 2013

Other Support

Page 6: OTHER SUPPORT: TIPS, TOOLS & TRICKS Office for Nursing Research Crystal Welliver June 12, 2013

What is Other Support?

NIH does an administrative review before an award is issued.

Looks for over-commitment of any key personnel: more than 100% when effort for the proposal is added to effort from other research active support.

Checks for possible duplication of scientific goals or financial support of the same project from other sources(s).

Page 7: OTHER SUPPORT: TIPS, TOOLS & TRICKS Office for Nursing Research Crystal Welliver June 12, 2013

What MUST be listed in Other Support?

All financial resources, whether Federal, non-Federal, commercial or institutional, available in direct support of an individual’s research endeavors, including but not limited to research grants, cooperative agreements, contracts, and/or institutional awards.

Training awards (unless the investigator has committed effort), prizes, or gifts are not included.

Page 8: OTHER SUPPORT: TIPS, TOOLS & TRICKS Office for Nursing Research Crystal Welliver June 12, 2013

FORMAT: no official template, just samples

Page 9: OTHER SUPPORT: TIPS, TOOLS & TRICKS Office for Nursing Research Crystal Welliver June 12, 2013

Format (continued)

11pt Arial font (preferred) 0.5” margins Format all entries the same way. Include all 3 sections for each key

personnel (active, pending, overlap). Do not put Other Support into a table

format; use tabs to add space:

Page 10: OTHER SUPPORT: TIPS, TOOLS & TRICKS Office for Nursing Research Crystal Welliver June 12, 2013

Do’s & Don’ts

DO include all key personnel including subcontract key persons & consultants.

DO NOT include Other Significant Contributors. DO include active, pending & overlap info. DO include $$ and effort based on appointment

type. DO include all research projects funded or

pending funding, private and federal. DO NOT include training grants (unless there is a

committed level of effort), fellowships, scholarships, or gifts.

Page 11: OTHER SUPPORT: TIPS, TOOLS & TRICKS Office for Nursing Research Crystal Welliver June 12, 2013

Key Personnel“The PI and other individuals who contribute to the scientific development or execution of a project in a substantive, measurable way, whether or not they receive salaries or compensation under the grant.” • Remember to include key personnel

from subcontracts & consultants (if they meet the above definition)

• Other Significant Contributors with 0% effort do not count

Page 12: OTHER SUPPORT: TIPS, TOOLS & TRICKS Office for Nursing Research Crystal Welliver June 12, 2013

Active & Pending

ActiveA research project that has been awarded and not yet expired – must be active as of the day the new grant would start

PendingA research project that has been submitted but not yet awarded or rejected

Page 13: OTHER SUPPORT: TIPS, TOOLS & TRICKS Office for Nursing Research Crystal Welliver June 12, 2013

OverlapScientific Overlap(1) When substantially the same research is proposed in more than one application or is submitted to two or more different funding sources for review and funding consideration, or (2) When a specific research objective and the research design for accomplishing that objective are the same or closely related in two or more applications or awards, regardless of the funding source. Budgetary OverlapWhen duplicate or equivalent budgetary items (e.g., equipment, salary) are requested in an application but are already provided for by another source.

CommitmentWhen a person's time commitment exceeds 100%, whether or not salary support is requested in the application.

Page 14: OTHER SUPPORT: TIPS, TOOLS & TRICKS Office for Nursing Research Crystal Welliver June 12, 2013

REMEMBER…

Total effort may not exceed 100% -12 calendar, or 9 academic plus 3 summer months

Overlap must be explained and over-commitment must be avoided.

Page 15: OTHER SUPPORT: TIPS, TOOLS & TRICKS Office for Nursing Research Crystal Welliver June 12, 2013

Pulling Together Other Support for UW Faculty Who Don’t Know Theirs…

Page 16: OTHER SUPPORT: TIPS, TOOLS & TRICKS Office for Nursing Research Crystal Welliver June 12, 2013

Cut & Paste From Recent Biosketch?

Page 17: OTHER SUPPORT: TIPS, TOOLS & TRICKS Office for Nursing Research Crystal Welliver June 12, 2013

Cut & Paste From Recent Biosketch? It’s a good place to start… But many people forget to update it or

add the extra information that’s required.

Project #

Dates

Effort

Source

$$

Title

Goals

Roles

Overlap

Biosketch Y Y N Y N Y Y Y N

Other Support

Y Y Y Y Y Y Y N Y

Page 18: OTHER SUPPORT: TIPS, TOOLS & TRICKS Office for Nursing Research Crystal Welliver June 12, 2013

Supplementing Biosketch Info

Effort: OPUS Direct Costs: MyFD Role: eGC1/SAGE Overlap: Have the investigator

evaluate & write about any overlap [scientific, budgetary, commitment]

Project #

Dates

Effort

Source

$$

Title

Goals

Roles

Overlap

Biosketch Y Y N Y N Y Y Y N

Other Support

Y Y Y Y Y Y Y N Y

Remember to have the investigator review ALL

Other Support info for accuracy.

Page 19: OTHER SUPPORT: TIPS, TOOLS & TRICKS Office for Nursing Research Crystal Welliver June 12, 2013

Effort: OPUS

Example (assuming the grant would start June 10, 2013): 3% on 66-6326 4% on 66-1819 38% on 66-5932 25% on 62-4076 30% on 09-8448

The first four are grant budgets

Page 20: OTHER SUPPORT: TIPS, TOOLS & TRICKS Office for Nursing Research Crystal Welliver June 12, 2013

Effort: Person Months

NIH Person Month Calculator: grants.nih.gov/grants/policy/person_months_conversion_chart.xls

38% effort = 3.42 academic months (9-month)

38% effort = 4.56 calendar months (12-month)

Page 21: OTHER SUPPORT: TIPS, TOOLS & TRICKS Office for Nursing Research Crystal Welliver June 12, 2013

Direct Costs: MyFinancial Desktop

Page 22: OTHER SUPPORT: TIPS, TOOLS & TRICKS Office for Nursing Research Crystal Welliver June 12, 2013

Role: SAGE

Page 23: OTHER SUPPORT: TIPS, TOOLS & TRICKS Office for Nursing Research Crystal Welliver June 12, 2013

Finding Other Missing Info

Info Needed Source

Project # GrantTracker, NIH Reporter (if NIH)

Project Dates GrantTracker, NIH Reporter (if NIH)

Funding Source

GrantTracker

Full Title SAGE/eGC1, NIH Reporter (if NIH)

Goals Statement

SAGE/eGC1, NIH Reporter (if NIH), or ask the investigator

Page 24: OTHER SUPPORT: TIPS, TOOLS & TRICKS Office for Nursing Research Crystal Welliver June 12, 2013

Other Support from Subcontractors

If the application was selected for JIT request, the subrecipient would need to provide the standard JIT components in accordance with the request (e.g., Other Support) 

Page 25: OTHER SUPPORT: TIPS, TOOLS & TRICKS Office for Nursing Research Crystal Welliver June 12, 2013

Investigator Review

As always, confirm with the investigator that what you’ve put together accurately reflects their other support and overlap.

It is the investigator’s responsibility to submit current and accurate Other Support.

Page 26: OTHER SUPPORT: TIPS, TOOLS & TRICKS Office for Nursing Research Crystal Welliver June 12, 2013

Other Resources

Page 27: OTHER SUPPORT: TIPS, TOOLS & TRICKS Office for Nursing Research Crystal Welliver June 12, 2013

Other Support Checklist

Data current and accurate for each project? Include Active AND Pending support (even if “none”) for each key personnel

(parent grant, subcontract, consultants but excluding Other Significant Contributors or mentors)? Active support as of the day the new grant would start

Annual direct costs? Dates of project? Person months used (rather than percentages)? Person months add up to greater than 12 calendar, 9 academic or 3 summer

months? If so, update/correct effort information. Expired projects not included under Active? Denied or funded proposals not included under Pending? Major goal summaries included for all projects? Active support complete (i.e. corporate support included, etc.) Overlap addressed for all key personnel (even if they have no other support)? If there is overlap, it is indicated how the investigator would address it if the

proposal were funded? Biosketch data updated and supplemented? Investigator reviewed and approved their own Other Support?

Page 28: OTHER SUPPORT: TIPS, TOOLS & TRICKS Office for Nursing Research Crystal Welliver June 12, 2013

ONR Website

JIT Overview

Templates:

• Concurrence Letter• Other Support Format Page & Example

Instructions for submitting JIT requests to OSP (if not responding to an email from OSP)

nursing.uw.edu research grant services Just-in-Time Instructions

Page 29: OTHER SUPPORT: TIPS, TOOLS & TRICKS Office for Nursing Research Crystal Welliver June 12, 2013

New tool on the way…Michelangelo

Page 30: OTHER SUPPORT: TIPS, TOOLS & TRICKS Office for Nursing Research Crystal Welliver June 12, 2013

Michelangelo

In development

A way to access research data & create reports from SAGE and Enterprise Data Warehouse (EDW)

A future update will allow you to search for your investigator’s name in proposals!