JANUARY 21, 2014 SERIES 4, SESSION 1 OF AAPLS MECHANISMS OF COLLABORATION: PROPOSALS THAT INCLUDE MORE THAN ONE TUFTS DEPARTMENT OR SCHOOL, OR A COLLABORATION.

January 21, 2014

Series 4, Session 1 of AAPLS

Mechanisms of Collaboration: Proposals that include more than one Tufts department or school, or a collaboration with Tufts affiliates

Applicants & Administrators Preaward Luncheon Series

Mechanisms of Collaboration: Proposals that include more than one

department or school, or a collaboration with Tufts affiliates

Speakers

Zoya Davis-Hamilton, CRA, EdD Senior Associate Director, Research Administration Office of the Vice Provost Tufts University [email protected]

Frederick Frankhauser, JD, MBA, RPh Director, Grants & Contracts Research Administration Tufts Medical Center [email protected]

Session Overview

Steps necessary at the proposal stage for:1. Proposals that include more than one department or

school at Tufts2. Collaborative submissions with Tufts affiliates

Scenarios of budgeting for a person’s effort via a scope budget, subcontract or a joint appointment

Challenges of F&A cost calculations

Multi-Department/School Proposals

Require One Internal Sponsor Coordination Form (ISCF)

Answer “Yes” to the question “Is this a multi-account proposal?” on p. 1 of ISCF and specify number of accounts

Work with department administrator(s) in collaborating department(s) to confirm budget amounts

Attach supporting budgets in Excel for each department/school (i.e. “scope” account)

ISCF Approval Signatures (Boston/Grafton)

For Multi-PI proposals, all PIs from Tufts University must sign For Fellowship proposals, both the student and the faculty

mentor must sign the form Co-Investigators are only required to sign the form if they are

from departments or schools that are different from the PI’s department

Only the Department Chair from the PI’s or lead PI’s department must sign the form

Dean, Director or Designate must sign the form for:1. Proposals with cost sharing and/or F&A rate that is reduced from the

federally negotiated indirect cost rate The signature indicates approval of cost sharing or a reduced F&A rate

2. Proposals that will have a “scope” account The Dean, Director or Designate for all schools involved in the proposal must sign

the form

Multi-department/school Proposals (cont.)

Use appropriate F&A rate for each component of the budget (Medford and the HNRCA have different rates: http://viceprovost.tufts.edu/researchadmin/write-and-submit-proposal/budget-figures-and-rates/)

Show one combined budget on ISCF and in the proposal to the agency

List base, rate and amount for each portion of the budget in grants.gov, PHS and other agency budget forms

Challenges of F&A Calculation

F&A rates differ between campusesFor subcontracts, F&A rate of subcontract

organization is used on subcontract direct costs

In addition, Tufts University charges F&A on the first $25,000 of each subcontract

Subcontract F&A amount is direct cost for Tufts University but is not factored into the direct cost limit on NIH proposals (http://grants.nih.gov/grants/guide/notice-files/NOT-OD-05-004.html)

Tufts University Affiliates

Tufts University School of Medicine has a number of affiliated clinical sites

20 teaching hospitals across Massachusetts and one in Maine (Maine Medical Center)

Tufts Medical Center is the principal teaching hospital for Tufts University School of Medicine

http://medicine.tufts.edu/Clinical-Affiliates

Proposals with Tufts Affiliates

Collaborator(s) from Tufts affiliates may assume the following roles in the proposal:1. No measurable effort – Other Significant Contributor2. Subcontract when work will take place on affiliate’s

premises3. Joint Appointment (JA) if a person is employed by

Tufts Medical Center and work will take place at Tufts University

These can be executed vice-versa

Proposal Paperwork

Resources, Equipment & Biosketch(es) are necessary for the collaborators

No additional paperwork for OSC or JA at the proposal stage

For subcontracts: 1. Subcontract organization’s business office must approve and

issue/sign a Consortium Letter of Intent/Statement of Intent2. Subcontract budget and budget justification are required for

non-modular proposals3. Subcontract total direct/indirect amounts per year and

personnel justification is required for modular proposals

Tufts Medical Center

Tufts Medical Center (TMC) is the principal teaching hospital for Tufts University School of Medicine

TMC provides care for all patients from the tiniest newborns at the full-service pediatric hospital, Floating Hospital for Children, to centenarians in the specialized Geriatrics clinic

TMC conducts groundbreaking medical and health policy research and is in the top 15 % of independent institutions receiving federal research funding

Business Process for Collaborative Proposals at

Tufts Medical Center

Need notice of what is being done in order for an agreement to be drafted

Agreement, Scope of Work & Budget drafted/negotiated/ reviewed

IRB/IACUC review

Most Common Problems

Finding the correct people to contactOften find out after the protocol has been

submitted to the IRB

Questions?