Video Lending Library
OSPA has a lending library of NCURA video workshops available for departments and staff to check out. Each workshop is about 3 1/2 hours; course handouts are available for most. To check out DVD's contact Diane Wright at firstname.lastname@example.org or 4-0984. Your department may keep the videos for up to two weeks; we ask that you return them promptly so we can check them out to others.
The following L2 Federal Resources Webinars, Statfford Legal Webinars, and NCURA videos are available in DVD format:
An Overview of the New Research Terms and Conditions-(5/23/17)
On March 14, 2017, the National Science and Technology Council’s Research Business Models Interagency Working Group issued the new Research Terms and Conditions (RTCs), which are intended to implement the Uniform Guidance (2 CFR 200) and which are now available for use by federal agencies when issuing research awards. When are the RTCs effective? Which agencies will use them? Which agencies have already implemented them? How do I tell if the RTCs apply to an award I have received? Do the RTCs implement any prior approvals or restrictions relative to the Uniform Guidance? How do the RTCs apply to subawards my institution issues? Will participating agencies issue their own implementations of the RTCs, as they did with the previous version?
Life Cycle of the Award Series
Proposal Development 3 Part Series-(10/14, 28 & 29/15)
The Proposal Development video webinar is a three part series that covers the essentials of proposal development from inception through submission. Part I begins with proposal planning and review of the project and the application requirements. Part II continues with a session on the budget and justification and is completed with a session on preparation and submission. Part III will include discussion of proposal planning, logistics, financial and compliance considerations. There will be full series dedicated to budgeting later in the Life Cycle series.
The panel will provide guidance for the proposal lifecycle. While some of the material will be basic and introductory, there will be additional details that will benefit experienced learners and will provide ample opportunities for discussion and training at institutions
Pre-Award/Budgeting 3 Part Series-(11/9, 12 & 16/15)
Are you ready to start building your sponsored project or idea, but don’t know what and how much to ask for? If preparing a budget for your grant or contract is daunting for you, come learn the basic elements of how to draft a project budget with confidence.
An effective budget can be a productive tool in driving towards your goals for the entire life of the project. We also need to ensure that we have the funds needed to complete the project successfully and do not to leave resources on the table. This 3 part session will walk through the development of a project budget including: what costs need to be covered, categorization of budget costs by differing sponsors, utilizing the appropriate rates as required and more.
Going Global: What your Institution Needs to Know about Managing Research Without Borders- (10/30/15)
For a research administrator, some of the more challenging projects to manage involves projects with an international component. It is not unusual for these projects to diverge from conventional operating practices and often demand their own unique solutions to common challenges. This webinar will provide participants with an introductory understanding of the key challenges in administering an internationally sponsored portfolio whether the funding involves foreign sponsorship, the support of a remote research site, or the management of an international subaward. We will review the shared concerns in managing a project with an international component, the concerns that are unique to the receipt of foreign funds, and the challenges that come with the management of an international subaward. Areas of focus will include budgeting, project management, regulatory compliance, and best practices that lead to successful management of research without borders
The Toolbox for Research Administrators-(9/16/15)
The Life Cycle of the Award Series kicks off with The Toolbox for Research Administrators, featuring a lively discussion of the essential policies, procedures, rules and regulations that every institution should maintain for compliant management. It will also provide helpful forms, checklists, and other related work-friendly tools that support the daily activities of the grant management professional. Gleaned from examples provided by NCURA members, as well as related NCURA publications, these resources will be valuable assets in ensuring a comprehensive portfolio of research administration essentials. The video webinar will also feature a discussion of what policies and other resources might be necessary to implement the new federal Uniform Guidance.
“Is it a Gift or a Grant?” and Other Critical Funding Mechanism Clarifications Your Staff Need to Know-(7/14/15)
What are the mechanisms for funding research and other activities at your institution and how do you handle them? Most of us in research administration are familiar with the differences between awards we receive for federal financial assistance (grants and cooperative agreements) and those for federal procurement (contracts). But fewer of us seem to feel comfortable describing the differences between a gift and a grant. And to make things more confusing there are Material Transfer Agreements, Licensing Agreements, Facilities Use Agreements, Technical Service Agreements, and Memoranda of Understanding-where do they all fit in? And regardless of how our institutions classify them internally, most of these agreements (even many “gifts”) are legally binding and considered “contracts” under the law.
The Daily Management of Awards- (6/27/12)
This interactive session will provide an overview of the various essential components for effective award management. We will discuss best practices for managing grants and contracts from the notice of award through closeout. Topics will include re-budgeting issues, cost share, cost transfers, compliance, procurement cards, etc.
- · Participants will learn best practices in the daily management of awards.
- · Participants will gain a better understanding of compliance issues.
Prerequisites: Basic knowledge of OMB Circulars A-21 and A-110 and at least one year of experience in research administration.
Program Level: Intermediate
Target Audience: Pre-award, post-award, and departmental administrators, as well as those administrators at Predominantly Undergraduate Institutions and Academic Medical Centers.
Intellectual Property Rules in Government Contracts Legal Update: Know Your Technical Data and Patent Rights (3/29/12)
There are a myriad of unique rules and regulations governing the rights to intellectual property in U.S. Government contracting. These rules and regulations are designed toadvance U.S. Government procurement policy considerations while, at the same time, balancing the contractor’s contribution in developing its intellectual property with the U.S. Government’s incremental investment. Because comparatively innocent mistakes can result in catastrophic waivers of valuable intellectual property rights, it is imperativefor contractors to understand and to steer through and around rules to maximize theprotection of their intellectual property rights.
This 90-minute webinar will provide an overview of the key principles governing therules and regulations relating to rights in technical data, computer software, and patents. This will include a discussion of recent and impending changes to these rules, particularly as the relate to commercial items and major weapons systems. With this background, the webinar will also provide practical pointers to help contractors avoid traps for the unwary that could inadvertently compromise of their intellectual property rights.
- Understand the policy objectives behind the rules relating to rights in technical data, computer software, and patents.
- Discover the different types of rights the U.S. Government may obtain in a contractor’s technical data and computer software.
- Understand when the U.S. Government obtains rights in a contractor’s technical data and computer software.
- Understand the distinction between data rights rules for commercial and noncommercial items, and understand recent changes to the treatment of commercial items.
- Become familiar with the National Defense Authorization Act for FY 2012’s effect on the data rights scheme.
- Understand the basic regime for the allocation of patent rights for inventions made under federal contracts.
- Identify steps that can be taken by contractors to maximize their rights to certain technical data.
- Identify strategic considerations to help preserve or enhance contractor’s intellectual property rights.
- And much, much more!
International Collaborations: Negotiations and Compliance-(10/11/11)
Over the last few years, international collaborations have been on the rise, and many universities that have previously never dealt with foreign partners either as a source of funding or as a collaborator find that their faculty’s field of research places them in the forefront of international collaborations. Negotiation with foreign partners can be complex and involve not only being in compliance with US laws but with the laws of the foreign country. Whether you are involved in a complex program with international sites, working with a foreign subrecipient, or simply sending an investigator off to an international meeting, new and changing regulations, security concerns and economic issues need to be addressed. This session is intended to help the university research community understand processes and policies that will support international collaborations and the impact of critical compliance responsibilities including providing essential export control and related information.
FAR Subcontractor Flowdown Requirements (04/27/11)
Negotiation Strategies for Primes and Subs Involved in Government Contracts
This CLE webinar will prepare counsel to companies pursuing or engaging in subcontracts with government contractors to comply with the complex rules and FAR flowdown requirements for subcontractors. The panel will offer best practices for negotiating flowdown terms between the prime contractor and subcontractor.
I. Types of subcontracts
- · Fixed price
- · Cost-reimbursement
- · Cost-plus-fixed-fee
- · Commercial item contracts
- · Christian doctrine
II. Flowdown requirements
- · Mandatory flowdowns
- · Non-mandatory flowdowns
- · Representations and certifications
III. Compliance by prime contractors with flowdown requirements
- · Identifying which subcontractors must receive flowdown clauses
- · Determining which clauses to flow down to subcontractors
- · Practical considerations for implementing flowdown requirements
IV. Negotiation strategies for prime contractor and subcontractor
ABC's of the Federal Cost Principles-(2/15/11)
OMB Circulars and other costing principles establish guidelines for determining costs applicable to grants, contracts, and other agreements from governmental agencies to educational institutions (A-21) non-profit organizations (A-122) and hospitals (OASC3). The principles are designed to provide that the federal government bear its fair share of total costs within defined parameters and with some exceptions. As federal audit activity increases and budget challenges face universities and the federal government, it is even more critical that research administrators understand the principles provided by the Circulars in order to appropriately fund research and other sponsored programs.
Program Level: Basic
Target Audience: Departmental Administrators, Pre-Award and Post-Award Administrators
Participants will develop a better understanding of, and a resource toolkit for addressing, the following aspects of contract negotiation:
- Understand what answers can be found within OMB Circulars A-21 and A-122, and the cost principles applicable to hospitals (OASC3);
- Review key principles related to allocating costs as direct or facilities and administrative costs;
- Review costs examples provided in Section J of A-21;
- Identify agency specific cost principles implementation;
- Connect the theory with application to budgeting and spending.
International Collaborations: Negotiating Federal Contracts and Pass-Through Awards-(9/21/10)
Award negotiation encompasses a scope of activities between proposal submission and award acceptance. The successful negotiation of federal contracts and federal pass-through subcontracts is becoming increasingly complex due to a range of issues – such as troublesome terms and conditions, export control concerns, and new legislation regarding privacy protections, to name just a few. This session is designed to benefit individuals involved in negotiating agreements with federal and federal pass-through entities, as either prime awardees or subawardees, and will include some discussion of complex federal grants and cooperative agreements.
Participants will develop a better understanding of, and a resource toolkit for addressing, the following aspects of contract negotiation:
- The structure of the Federal Acquisition Regulation (FAR), codified as Title 48 of the Code of Federal Regulations, and some of the resources to aid understanding and interpretation of contract terms.
- Troublesome clauses related to intellectual and other property, publication restrictions, cost-reimbursement and fixed–price costing options, and new privacy-protection laws as they impact universities.
- Contract terms related to termination for convenience, small business subcontracting, stop work orders, and equipment ownership.
- Negotiation planning, strategies, techniques, and approaches to developing alternative language and solutions.
Subrecipient Monitoring: Assessing Risk-(9/15/09)
As the research world becomes more collaborative and complex, the issue of subrecipient monitoring is one that your institution needs to be fully aware of. A plan for maintaining compliance is paramount to your institution’s research enterprise. This program will provide an in-depth discussion, starting with the OMB Circular A-133 compliance supplement, risk assessments and how they’re used, and the different models used for monitoring (e.g., all done centrally in one office, shared responsibility between central and departmental offices). Issues such as monitoring large for-profit organizations, start-up companies, and foreign subagreements will be addressed.
F&A Rates for the Non-Accountant-(6/9/09)
Facilities & Administration (F&A) revenue is critical to supporting the research infrastructure at universities and colleges. Simply put, our scientists and institutions would not be able to sustain research activities without this source of revenue. Universities and colleges have experts that calculate and negotiate our F&A rates, however every level of research administrator should have a basic understanding of what comprises the rate, and the variables that can drive its calculation, such as cost sharing, waivers or coding.
Whether you are form a research intensive university or a PUI, whether you are pre-award, post-award, central or departmental administrators, you have a role to play in order to ensure the correct and optimal development of the F&A rate. This program will take away some of the “mystery” of the F&A rate preparation process, and give the viewer a greater appreciation of the institutional processes and policies that can impact your rate. You don’t need to be a costing expert to explain the importance of the F&A rate to your faculty!
Cost Sharing: Why No Good Deed Goes Unpunished-(3/10/09)
Cost sharing is an issue that affects all institutions, and its implications are often the cause of confusion. The program will include a review of the types of costs that qualify for cost sharing, the accepted categories of cost sharing, and the requirements for documenting the reporting it. The panel will discuss the various pressure points with cost sharing, form proposal to award to project closeout. In addition, the relationships among cost sharing, effort reporting, and indirect cost rates create the need for sophisticated systems to manage the complexities, and the panel will discuss the key points of intersection. Finally, the panel will seek to clarify important risk areas arising from a heightened emphasis on cost sharing in recent audits.
Audits and the Audit Process-(1/13/09)
The audit process can be intimidating to those inexperienced with it, especially when an auditor shows up unexpectedly. How should you respond? Do you have to respond? What if the auditor presents and inspector general’s badge? In this program we will discuss the audit process and the differences between audits, reviews, inspections and investigations. We will also look at how auditors approach an audit, and the various institutional roles including that of the institutional audit and compliance officer, the central research administrator, and the departmental research administrator.
Good Customer Service for Research Administrators: How to Support the Research Endeavor at Your Institution (9/09/08)
With new demands emerging from sponsors, faculty and institutional management on a daily basis, how do Research Administrators define Good Customer Service?
Our panel of experts will examine who is the Customer and what constitutes Good Customer Service. They will look at the roles of the Central Sponsored Programs office and the role of the Department Administrator. The faculty will explore the elements of customer service that works both ways between central and departmental research administrators, and how this relationship is critical to good service to the ultimate customer: the PI. They will discuss approaches as to how to communicate to your customers in a way that lets them know that you are both working toward a common goal.
Some of the elements of customer service that will be covered are:
The Sponsor as the Customer will also be examined as good communication is critical to insuring the this customer is best served -- while keeping your researchers content.
Complex Agreements (6/10/08)
We are hearing more and more the term translational research- how research results are translated into products or public use. Getting research results from the bench to the public can take several paths and involve several types of agreements outside non-disclosure agreements, teaming agreements, material transfer agreements, clinical trial agreements, and license agreements with start-up companies. The negotiation and management of these agreements usually involves some unique challenges for research administrators. This program will focus on these agreements and areas of risk, accounting issues, institutional and individual conflict or interest, protection of human subjects, effort certification for investigators, publications, and the special challenges you face in administering all these issues in collaborations with multiple parties and a multi-site clinical trial program. Whether you are involved as the prime institution or as the subawardee we all need to understand and work through the wide range of issues.
The faculty for this program are seasoned pros who will share their experiences in successfully managing these unique and often challenging agreements.
Effective Proposal Development (3/11/08)
This program will provide a number of best practices in proposal development functions. Continual pressure to connect faculty with funding, to facilitate collaborations and manage limited submissions are among the few of the challenging tasks before you. Some institutions have a separate office to handle this function, others have a person within and still others are responsible for this area along with a host of other pre award functions. Our seasoned faculty represent both large and small institutions, representing different successful approaches.
- Identifying funding sources (internal/external)
- Coordinating limited submissions
- Facilitating research collaboration (inter-and intra-institutional/international)
- NIH Roadmap
- Bridge funding
- Center development
Managing Cost Issues (1/22/08)
Regardless of your role, almost all research administrators in all type of universities need to know how to advise and/or manage cost issues. These are before you in proposal budgets, when negotiating terms and conditions and, maybe the most challenging of all, while managing the day-to-day accounts for sponsored projects. Representing the pre and post award central office as well as the departmental business office, our faculty will cover topics including:
- Personnel and payroll issues
- Cost transfer
- Cost sharing management and companion accounts
- Costing and billing service centers
- Allowability of certain troublesome costs (such as food)
- Procurement cards
Case studies used to provide participants with useful applications of some best practices and systems used to manage costs.
Sub-awards: A Survivors Guide of Key Concepts and Principles (09/11/2007)
Drawn from NCURA's seven-week on-line tutorial, this broadcast is intended as a review for mid-level research administrators and will provide enough basic information to help those who are new to the world of subcontracting to survive! The faculty, who designed and developed NCURA's tutorial, will share a number of case studies, discuss the Dos and Don'ts and dispel myths that may have been creating high anxiety to those new to this arena.
Faculty will touch on the following areas:
- Key concepts and terminology associated with subawards
- An overview of the typical flow of activity from the time a proposal is first put together by the prime recipient through the awarding of both prime awards and sub-awards to their closeout
- Factors to consider when issuing a sub-award
- Elements of a sub-award
- Basic principles of sub-award negotiation
- Terms and Conditions - do they all "flow down?"
- Administering sub-awards
Conflict of Interest: How to Spot and Manage It (06/12/2007)
The words "Conflict of Interest" have been known to strike fear into the hearts of even the most seasoned research administrators. As institutions increase their research enterprise, the gateway for conflicts widens. Our job is to first identify it - whether real or perceived - and then, if possible, determine ways in which to manage it. The faculty will give tips on what to do when you uncover a conflict and, in particular, for those out in the department, where they can go for help. This program, with its expert panel, will relate best practices in managing a COI and give examples of what works, and what doesn't.
Effort Reporting (03/06/2007)
Auditors' continued attention on effort reporting has sparked numerous findings and stories in the press. This program will give the audience guidance on everything from bare-bones reporting necessary to stay in compliance to what some institutions are developing to help streamline their process. Whether you are in central administration or in the "thick of things" out in the department, be sure to watch this program as our expert faculty offers their insight on what they believe the government is currently focusing on and shares some best practices in use at several institutions to help you and your institution, stay out of the spotlight, out of trouble, and out of the newspaper.
Sponsored Programs Essentials (01/23/2007)
In an ever-changing environment, the core building blocks of sponsored project administration are essential. Whether you are new to the profession or a seasoned veteran, this workshop is intended to help you look at basic principles from a different perspective. Every time you approve or sign on the dotted line, you should be thinking about reasonable, allocable, allowable and consistent. And -- if you have forgotten some of the basics and have fooled yourself into believing everything will be all right -- it won't.
This veteran workshop faculty will address due diligence when making decisions and, what the process should be. They will discuss the underlying themes that every research administrator (pre-award, post-award, departmental, costing, audit and compliance) should be thinking about with every transaction they process. Areas to be covered include: proposal phase - budget development, revised budget phase, award acceptance review of final budget, sub-recipient monitoring, purchase orders, accounts payment vouchers, cost transfers, financial reporting, time and effort, and project monitoring. This interactive workshop will provide a number of case studies that will cover the gambit of the good, the bad, and the ugly. You will hear about the best ways of ensuring compliance and how to stay out of trouble.