Grant Coordinator Meetings

(NANO Session handouts are available on the Training page)

Grant Coordinator Scheduled Meetings

Meetings will run from 1:15 - 3:00 p.m. unless indicated otherwise.

• December 3, 2009 (Thurs.), South Ballroom, Memorial Union [Rescheduled from November. 19]

• February 1, 2010 (Thurs.), Pioneer Room, Memorial Union

• May 20, 2010 (Thurs.), Pioneer Room, Memorial Union

Archived

• IRB Approval of Research Using Survey Procedures
• Computer Purchases on Federal Funding
• U.S. Dept of Justice Financial Review Update
• NIH Kirschstein NRSA Awards
• E-Verify

• Subrecipient Monitoring
• Final Invoices From Subawardees
• Isu Sponsored Programs Costing Policy
• Review Of Office Supply Purchases On Federal Accounts
• Arra (Recovery Act) Reporting Requirements
• MISCELLANEOUS & WebFM Updates

Thursday, February 19, 2009, South Ballroom, Memorial Union [Download Agenda] (PDF, 1 page)

• Letters of Intent (LOIs) and Vacation Payouts (Brenda Behling, Vicki Brubaker, and Becky)
• Invention Disclosure to ISURF (Donna Johns)
• Review of SP Financial Reports for Subcontracts (Jeanne)
• Yale University - Department Justice $7.6M Settlement (Troy)
• WebFM Sponsored Programs Training (Troy)
• WebFM- RMM IDC Summary Screens
• ISU Implementation of 1/5/09 NSF Terms for PI Salary
• Miscellaneous:
  • E-reports Update
  • Intramural Pre-Billing

• Kuali Update (Marva, Jeff, and Suzanne)
• e-verify Update (Joanne and Becky)
• Professional Development Opportunities
  • Big XII Sponsored Programs Conference; March 3-5, Lawrence, KS
    http://www.hbc.ku.edu/Big_XII/home.shtml
  • NCURA Region VI Spring Meeting; April 26-29, Minneapolis, MN
    http://www.ncuraregioniv.com/
  • SRA International Midwest Section Meeting May 2-5, Sioux Falls, SD
    http://www.srainternational.org/sra03/template/tntbMWsa09.cfm?id=2198
  • SPECS starts February 24

• Pre-Award Updates (Suzanne)
• OSPA Personnel Changes & Opportunities (Joanne)

Thursday, December 4, 2008, South Ballroom, Memorial Union [Download Agenda] (PDF, 1 page)

• Advances - Types and Procedures (Bill Cahill and Becky)
• Graduate Student Fellowships (Becky)
• Departmental Reviews - Fiscal Compliance Initiative (Jeanne)
• NSF - Revisions to PI/Senior Project Personnel Salary Policy (Becky)
• Direct Costing - Proportional Benefit Rule
• WebFM/Account Title System Updates
• E-reports in AccessPlus - Demo and Survey

• SPECS 2009 (Joanne and Troy)
• KUALI Coeus Update (Joanne, Marva, Jeff)

• E-Verify (Joanne)
• Proposal Updates (Suzanne)

Thursday, September 18, 2008, Pioneer Room, Memorial Union [Download Agenda] (PDF, 1 page)

• Kuali Coeus (Charlotte Bronson) - research administration software (http://www.kuali.org)
• e-Verify (Joanne)
• FDP Update (Joanne & Becky) - Research Terms and Conditions Agency Implementation Statements (PDF)
• Research Terms & Conditions, subawards (Tammy) Research Terms and Conditions Prior Approval and Other Requirements Matrix* **. July 2008 (PDF)
• USDA F&A Rate (22%) (Diane M & Marva) Application of Indirect Costs for FY 2008 Awards After the Passage of the Food, Conservation, and Energy Act of 2008 (PDF)
• Proposals - sub-recipient letters of commitment, transmittal letter (Diane M. & Joanne)
• Minority Impact Statement (Joanne & Anne)
• Updated Supplemental Budget form (Suzanne)

• Introduce New SPA Accountant, Jamy Rentschler
• Advanced Accounts (Troy)
• Reduction of Effort by Key Personnel (Troy)
• Federal Equipment - Restricted and On Loan (Jeff)
• US Dept. of Justice Financial Review (Jeanne)
• Post Doc Benefits (Becky)
• Admin Accounts vs. Sub Accounts (Becky)
• Main Accounts vs. Control Accounts (Becky)
• Incentive and Residual Funds (Becky)

Thursday, May 15, 2008, Gallery, Memorial Union [Download Agenda] (PDF, 1 page)

• Introduction of new staff members - Susan Masters & May Wu, Proposal Team
• HelpDesk email addresses:
  • for account setup and system-wide questions,
  • for technical questions and support for eGoldSheets (OSPA),
  • for technical questions and support for eReview Forms (ORA)
• Federal Demonstration Partnership (FDP) Terms and Conditions (includes a reference to http://www.nsf.gov/home/grants/grants_fdp.htm)
• LiquidOffice Update
• Grants.gov - software compatibility issues (Vista, Office, Adobe)

• RMM IDC Distribution
• NSF Allowability for Meetings & Conferences
• Cost Transfers
• Advances
• Fiscal Compliance Update

Tuesday, February 19, 2008, Pioneer Room, Memorial Union [Download Agenda] (PDF, 1 page)

• Introduction of new staff member - Jennifer Otto, Proposal Team
• Reorganization of Industry Team (Matthew)
• Update on RMM (new budget model) - David Biedenbach
• Update to forms
  • GoldSheet (Jamy)
  • Supplemental Budget (Tammy)
  • Advanced Account Request (Tammy)

• RMM (Budget Model) FY09 IDC Distribution
  • General Info
  • WebFM Screen
• Retroactive Personnel Actions - Cost Transfers

Thursday, November 15, 2007, 1131 National Swine Research Information Center [Download Agenda] (PDF, 1 page)

• Quick Update to GoldSheet Change
• Future training announcement
• Planned system downtime
  • December 18, 2007 - Last day to begin routing (PI signs) an "old" GoldSheet. The GoldSheet "Start" function will be turned off at 5 PM.
  • December 26, 2007 - Last day for an "old" GoldSheet to finish routing through all approvers (CoPI/Dept/Center/Institute/Extension/College/VP's/ OSPA). The routing system will shut down at 5 PM.
  • January 2, 2008 - First day to start the updated GoldSheet. The GoldSheet system will be available for use by 8 AM.
• Supplemental Budget issues (form) (handout)
• Continuation/Renewal proposal - when are GoldSheets needed?

• WebFM Downloads
• WebFM Departmental Commitments
• SPECS Update
• Fall 07 and Spring 08 Tuition Policy
• Cost Share - Annual Documentation
• SPA Reorganization of Workload
• Miscellaneous Items

Tuesday, September 25, 2007, Campanile Room - Memorial Union [Download Agenda] (PDF, 1 page)

• Gift vs. Sponsored Project
• Update to GoldSheet - Conflict of Interest
• Budget Model Update

• Fiscal Year End - Correction Vouchers, RET's and Budget Transfers
• WebFM Departmental Notes
• WebFM Demonstration
  SPA handouts all in one file (PDF file, 2 pages)

Thursday, May 10, 2007, Gallery - Memorial Union [Download Agenda] (PDF, 1 page)

• Introduction of Jodi Reinhart, Awards Team
• Introduction of new electronic forms, Awards Team
• Round Robin Sessions
  • FastLane 101
  • Gift vs. Sponsored Project
  • Questions and Answers for electronic forms
  • CDA's, MTA's, and Industry and Commodity Sponsored Agreements
  • Anything you want to know about problematic contract clauses

• Fiscal Year End Tasks
• Training Opportunities and Information
• Recent ISU NSF Desk Review
• OIG Audit Updates
• Miscellaneous Items
  [handouts, all in one PDF file]

Thursday, February 15, 2007, Gallery- Memorial Union [ Download Agenda ] (PDF, 1 page)

• Introduction of Lisa Hattery, Industry Services Specialist in OSPA
• Staffing Changes in OSPA, distribution of work in Awards Team (Jody Sanders' last day in OSPA, 2/15/2007)
• Changes to the GoldSheet
• Update on Export Controls [this is a draft document, please contact OSPA if you want a copy]

Sponsored Programs Education and Certification Sessions - SPECS Training

• Research Participant Incentives - Process and New Form
  [handouts below, all in one PDF file]
• Calculation of F&A/Indirect Costs and IDC Codes
• Recent NSF Inquiries of ISU Awards
• NSF Audits at Other Institutions
• HHS OIG and NSF OIG FY07 Audit Work Plans
• Justification for Transfer Box on CVs
• Response to Annual Cost Share Requests for Documentation

Thursday, November 16, 2006, 1:15 - 3:00 p.m.; Great Hall - Memorial Union [ Download Agenda ] (PDF, 1 page)

• Introduction of new staff in OSPA
  • Matthew Bailey, Sr. Assoc. Director, Industry Team, OSPA
  • Anne Kinzel, Awards Team, OSPA
  • Marva Ruther, Awards Team, OSPA
• Update from NCURA National Meeting
  • Joanne Altieri, Export Controls
  • Tammy Polaski, FDP Subaward Model
  • Diane Meyer, Grants.gov Update
• New OPSA web pages: Electronic Research Administration, Introduction to Sponsored Funding for Principal Investigators, update to Staff Page
• Grants.gov: Lessons Learned from ISU submissions, refer to the eRA page and agency-specific Mini-guides

• Departmental Use of ISU Foundation Funds
• Cost Share - Time for Annual Documentation
• Change in SPA Application of 90 Day Period
• Section Projects on 4xx Accounts - Request for Departmental Review
• FM to the Web Update
• Federally-Owned Equipment Transferred to ISU
  

September 28, 2006, 1:15 - 3:00 p.m. Gallery MU. [ Download Agenda ] (PDF, 1 page)

• Introduction of new staff in OSPA and SPA
  • Joanne Altieri , Director, OSPA
  • Suzanne Schuknecht, Pre Award Administrator, OSPA
  • Jeanne Vande Voort, Accountant, SPA
• LEAN update - Tammy Polaski -Awards, Diane Meyer - Industry
• Update on Compliance process - Tammy Polaski, Diane Ament, Becky Musselman
• Advanced Accounts - electronic form and routing changes - Tammy Polaski, Diane Ament, Becky Musselman
• Budget review on proposals (PDF, 4 pages) - Diane Meyer
• IDC Waiver process and form update - Jamy Rentschler

• 2006 September Meeting - Becky Musselman
• SPA Initiative - Fiscal Compliance Monitoring - Shona Roberts
• 2006 Compliance Supplement - Becky Musselman
• FY06 HHS and NSF Audit work plans - Becky Musselman

May 18, 2006, 1:00 - 3:00 p.m. Gallery MU. [ Download Agenda ] (PDF, 1 page)

• No-Cost Extension Requests (PDF, 2 pages)
  • Requires sponsor approval
  • ISU approved - expanded authorities
• New Communication Guidelines Approved by OSPA Roundtable
• How ISU/institutional policies can affect sponsored research
• Budget review checklist (PDF, 4 pages)

• Subrecipient Monitoring
• New SPA Initiative
• Responsibilities of PIs
• NIH carry-forward Information
• New, additional or continuation funding and the use of advanced account numbers
• Allocating charges to federal awards
• New class code for off-site facility rentals
• ISU equipment utilization by other institutions

February 23, 2006, 1:15 - 3:00 p.m. Gallery MU. [ Download Agenda ] (PDF, 1 page)

• Restructuring OSPA - Teams for Proposals, Awards, and Industry
• The OSPA Roundtable
• Grants.gov (electronic applications in general) [Grants.gov Brochure, PDF]
• Demo of new budget template (not available for download at this time)

• Allowability of Computers on Federal Funding
• ISU Foundation Liaison Update (497 Accounts)
• Reminder - Annual Cost Share Documentation Time
• Certification of EASE Forms - Who Should Sign?
• Repeat from November 2005 Meeting -- OMB Administrative Requirements and Cost Principles Moved to CFR Title 2

November 17, 2005, 1:15 - 3:00 p.m. Pioneer Room MU. [ Download Agenda ] (PDF, 1 page)

• Grants.gov (electronic applications in general) [E-Grants Vision; Federal Grant Making Agencies; Grants.gov Brochure, PDF]
• Cost sharing documentation for proposals
• Routing process for the GoldSheet (page 3 of 23; from the e-GoldSheet User Manual, PDF)
• GoldSheet notes (page 9 of 23; from the e-GoldSheet User Manual, PDF)
• Professional Development
  • NCURA:
    January 24, 2006 - Post-award Issues for Pre-award and Departmental Administrators (SPA will probably host at ISU)
    March 7, 2006 - ERA Federal Update
    April 2-4, 2006 - Financial Research Administration Conference VII
    Regional Meetings all, April 29 - May 2, 2006 Region IV in Grand Rapids, MI
    June 13, 2006 - National Securities Issues
    September 12, 2006 - Technology Transfer for the Research Administrator
    November 5 - 8, 2006 - Annual Meeting, Washington, D.C.
  • SRA:
    Regional Meeting, April 22 - 25, 2006, Detroit, MI
    October 14 - 18, 2006 - Annual Meeting, Quebec City, Canada
  • Big XII Annual Meeting, April 5 - 7, 2006, University of Oklahoma
• Fringe Benefits calculations
• "Grants" or "Honorariums" to ISU Employees (see OMB Circular A-21, Section J.10.d.1)
• Administrative Costs on Major Projects, use OMB Circular A-21, Exhibit C to determine if it qualifies as a "Major Project"
• Lean review of OSPA
• Grant Coordination Functions (review); Role of a Principal Investigator in Sponsored Funding (review)

• Introduction of Donna Neubauer, SPA Accountant
• SPA Reorganization by College/Unit [Responsibility Code by Unit]
• Requests for "Transfers" from Foundation Accounts
• OMB Administrative Requirements and Cost Principles Moved to CFR Title 2
• Non-Grant Related Effort Issues Related to Federal Awards
• FM Access for PIs and Other ISU Staff
• Foreign Meal Per Diems and Business Meeting Expenses
• Cost Share - Time for Annual Documentation

September 22, 2005 [ Download Agenda ] (PDF, 1 page)

• Introduction of Dr. John Brighton, Vice Provost for Research
  www.vpresearch.iastate.edu/docs/rib/2005-09-09v12n04.pdf
• OSPA staff and functions
• GoldSheet tips
  • Changes to form
  • Load from previous
  • Using the "status" form
• Copy of final proposal
• Subcontracting
• Industry and recovery of F & A costs
• Budget justification tips
• Site maps / navigating the OSPA website
• ISU Confidential Hotline
  https://secure.ethicspoint.com/domain/en/report_custom.asp?clientid=10745

• Introduction of Jeff Klein, SPA Accountant
• SPA organization by college/unit
• Indirect cost incentive program
• U.S. EPA audit
• Justification on cost transfers (CVs & retroactive personal actions)

May 12, 2005 [ Download Agenda ] (PDF, 1 page)

• Introduce Jamy Rentschler - Budget Analyst - (515) 294-2859
• Modular Budgets (Excel File)
• Progress/Technical Reports
• OSPA Survey
• Updated Website - www.ospa.iastate.edu
• Liquid Office - https://grant001.ats.iastate.edu

• Revenue Codes for 4xx Accounts
• Rebudgeting Basics
• Web Requisitions- Changes to Fund Account Splits
• Participant Incentives for Human Subjects
• Recent Effort Certification Issues
• HHS OIG Pilot Audits

• OSPA & SPA Summer Hours 7:30-4

February 17, 2005

• Introduce Gary Gillet, Associate Director - Industry
• PI Eligibility - www.vpresearch.iastate.edu/docs/policies/pi_eligibility.html
• Notification/Communication process
• OSPA comprehensive review and evaluation of campus Proposal and Award process
• NIH Modular Budgets
• ESNAP - NIH electronic research administration
• Professional Development Opportunities:
  • Big XII meeting in Lubbock, Texas, May 18-20, 2005
    For more information, www.ors.ttu.edu/Big_XII/index.htm
  • SRA/NCURA Spring meeting in Chicago, May 1-4
    For more information, visit NCURA Meetings (NCURA) or at SRA
• The following five items are in one PDF file [ SPA handout ] (PDF File, 5 pages)
  • FY'05 - Scholarship Class Code Changes
  • NSF Grant Policy Manual - Allowability of Meals and Coffee Breaks at Meetings
  • 4xx Account Closing Procedures
  • SPA Visits to Departments
  • Follow-up - Use of Incentive Funds for PI's Salary
• Internal Audit Update

November 11, 2004

• Cost Share Overview and Annual Documentation Procedures
• Use of Discretionary (290) and Incentive (490) Funds
• Retroactive Personnel Actions and Related Tuition Cost Transfers
• Update: Intramural Expenditure Documentation Issues
  [ Hand out ] (PDF File, 3 pages)
• Compliance Approval - Proposals, Awards (New and Existing), Advanced Account Numbers
• Training - Fundamentals, Advanced e-GoldSheet
• Pre-Proposals
• PI Transfers -To/From ISU
• Gifts vs. Contracts
• Conflicts of Interest

September 22, 2004

• Post Award Departmental Responsibilities
• New Correction Voucher Forms and Discussion of Appropriate Justifications for Cost Transfers
• Transaction Codes
• Foundation Account Guidelines
• Disposal of Property Purchased with Federal Funds
• NSF Conference Grant Audit
• Internal Audit Update
• Allowability of Fees on Sponsored Program Accounts
  [ Handout ] (PDF File, x pages)
• Responsibilities of Proposal Submission - Before/After
• Upcoming Training Opportunities

May 19, 2004

• Indirect Cost Posting Exceptions
• Vacation Pay Outs
• New Class Code 387-00
• NIH Grants Policy Statement Changes
• New USDA Indirect Cost Rate
• New Tuition Policy
• FIFO
• Training
• Sending Final Copies of Proposals to OSPA
• Liquid Office update
• Big XII Sponsored Programs Conference

February 19, 2004

• 3% Surcharge by EH&S
• New Tuition Policy
• "Final" Proposals Sent to OSPA
• Big XII Sponsored Programs Conference
• Internal Audit Update, Program Income, Receipts in Excess of Budget Procedures
• Fly America Act (Al Brooks)

November 20, 2003

• Grant Coordinator Roles and Responsibilities
• Big XII meeting May 12-14, 2004 @ Embassy Suites in Des Moines
• Pre-Proposals
• Electronic Applications - Grants.gov
• Equipment Transfers
• Departmental Fiscal Responsibility
• Account Closeout
• Holiday Schedule - OSPA will be closed December 24, 2003 - January 2, 2004

September 18, 2003

• Sponsored Programs Accounting
  • Internal Audit Findings
  • PI Update Memo
  • SPA Approval for Equipment Items (> $5,000)
  • SPA Approval of retroactive Electronic Personnel Actions
  • Foundation Liaison and System Update
  • Departmental Statement Descriptions for Funds Received by SPA
  • Sponsored Programs Financial Report : Web Questionnaire
• Office of Sponsored Programs Administration
  • e-GoldSheet
  • Gifts vs. Grants
  • Big XII Conference, May 2004

June 12, 2003

"Tools for the Departmental Administrator"
"The National Council of University Research Administrators (NCURA) is offering a web seminar targeted for departmental administrators next Thursday, June 12, from 11:30 am to 1:00 pm (central time). The College of Engineering is hosting this seminar in the Alliant Energy Lee Liu Auditorium in Howe Hall. All grant coordinators are invited and encouraged to attend."

[ Handout ] (PDF File, 31 pages)

OSPA, 1138 Pearson Hall, Ames, IA 50011-2207
Phone (515) 294-5225,

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