HS SPPO Contacts Meeting

1
HS SPPO Contacts Meeting

• October 19, 2009

2
Agenda

• UCSD Updates
• HS SPPO Office Staffing Update
• RES Form Completion Request subawards the NIH
  specific institution
• What needs to be sent to HS SPPO for initial
  review and how reminder
• Budget Issues and Reminders
• Tuition Remission

3
Agenda cont.

• Salary Projections
• Fringe Benefits and escalations
• NGN Costs
• Streamlining the Distribution Copies Process
• HS SPPO OCGA Holiday Closure
• ARRA Reporting Update

4
Agenda cont.

• NIH Updates
• PHS 398 SF 424 Upcoming Changes effective on or
  after January 25, 2010
• PHS 2590 Progress Reports and eSNAP recent
  updates and changes - effective now
• Informational Session - This is YOUR time!

5
UCSD Updates

• HS SPPO Office Staffing Update
• Ann Lischer has accepted a position within the
  School of Pharmacy. She has been replaced by
  Ella Trubman.
• http//som-qa2.ucsd.edu/twiki/bin/view/HSSPPO/WebH
  ome
• http//som-qa2.ucsd.edu/twiki/bin/view/HSSPPO/Anal
  ystReviewAssignments

6
UCSD Updates

• RES Form Completion Request
• Due to new COEUS date entry requirements for
  subawards, if you know the specific NIH
  institution that the PI is applying to, please
  indicate this on the RES form, next to NIH.
• http//ocga.ucsd.edu/Forms/RES.pdf

7
UCSD Updates

• What Needs to be Sent to HS SPPO for Initial
  Review and How
• What
• RES (does not need to be completely signed to
  send it over for us to initiate file set-up), PI
  Assurance, 9510, internal salary projections and
  a detailed budget
• How
• Electronic Submission ONLY New/Renewal
  Applications that are to be submitted via
  grants.gov https//www-act.ucsd.edu/sepr/eprs

8
UCSD Updatess

• Paper Submissions and eSNAPS Needs to be sent
  to our office hard copy (fax, messenger, or
  in-person). HSSPPO does not currently accept
  these type of proposals sent via email or
  uploaded into EPRS. With regards to eSNAPS,
  there is no need to download the eSNAP in hard
  copy format, simply send the internal forms and
  we will review the eSNAP on eRA Commons.
• Expanded EPRS Use Due to ARRA, our plan to move
  to a more paperless environment has been delayed.

9
UCSD Updates

• Budget Issues and Reminders
• Tuition Remission has been modified, see OCGAs
  link http//ocga.ucsd.edu/Budgets/Tuition_Remiss
  ion_Rates.htm
• Salary Projections new/renewals vs.
  non-competing continuations
• Fringe Benefits and what escalations in the out
  years to use, per OCGAs site
  http//ocga.ucsd.edu/Budgets/Fringe_Benefit_Rates.
  htm

10
UCSD Updates

• NGN Costs We cannot submit an application
  without the minimum of salary, fringe benefits,
  NGN, and IDC (FA).
• Detailed Budget Justifications, use the following
  as the descriptions of NGN "Communications/Comput
  ing costs have been included for telephone and
  associated voice and data communications charges
  which are directly related to the individuals
  working on the project." http//ocga.ucsd.edu/Budg
  ets/Next_Generation_Network.htm

11
UCSD Updates

• Streamlining the Distribution Copies
• Only two copies are now required for all
  proposals submitted through HS SPPO one copy for
  OCGA and one copy for HS SPPO.
• If the department would like a copy for their
  Chair and/or PI, then send over those additional
  copies as well, if not, the departments will
  receive the following
• Paper Submission two copies of the finalized
  RES and signed Face page
• Electronic submissions no change on what is
  received during distribution

12
UCSD Updates

• HS SPPO OCGA Holiday Closure
• Office is closed from December 21, 2009 through
  January 1, 2010. The office will reopen on
  January 4, 2010.
• OCGA will send out a formalized notice and HS
  SPPO will then follow up with our notice of
  closure.

13
UCSD Updates

• AIDS Deadline January 7, 2010
• Paper Submission Deadlines
• December 7, 2009 our office should have
  received a hard copy version ready for review
  (except science)
• December 17, 2009 our office should have
  received mailing copies if PI wants HS SPPO to
  mail proposal.

14
UCSD Updates

• AIDS Deadline January 7, 2010
• Electronic Submission Deadlines
• December 14, 2009 our office should have
  received the application package ready for review
  (except science) in EPRS.
• January 4, 2010 our office should have received
  the final version ready to submit in EPRS
• Paper Progress Reports
• Follow the same time line as the AIDS paper
  submission deadline.

15
UCSD Updates ARRA

• Current award count for Health Sciences 99
  awards
• Current award dollar count for Health Sciences
  33,841,740.00
•  
• Where to find information http//blink.ucsd.edu/f
  inance/awards/arra/

16
UCSD Updates ARRA Reporting
17
NIH Updates Major SF 424 (RR) PHS 398
Application Changes
18
NIH Updates Major SF 424 (RR) PHS 398
Application Changes

• Restructured application forms for due dates on
  or after January 25, 2010!
• Note PIs who are eligible for continuous
  submission should use current forms and
  instructions though February 7, 2010 for AIDS
  applications that would have been due on January
  7, 2010.
• NEW Instructions and NEW Program Announcements
  are coming out in December!
• For ALL competing applications New, Renewal,
  Resubmission, and Revision

(Source NIH Enhancing Peer Review Changes to
Application forms and Instructions, October 6,
2009 PPT)
19
NIH Updates Major SF 424 (RR) PHS 398
Application Changes

• Applicants MUST return to the reissued PAs or
  updated FOAs download new forms and
  instructions
• Choose the CORRECT Electronic and Paper forms
• SF 424 (RR) ADOBE_FORMS_B
• PHS 398 Revision date June 2009

Read about the application changes NOW! Begin
working on Research Strategy, but wait to
download the forms when they become available
starting December 1, 2009.
Use new forms for applications due on or after
January 25, 2010
(Source NIH Enhancing Peer Review Changes to
Application forms and Instructions, October 6,
2009 PPT)
20
NIH Updates Overview of SF 424 (RR) PHS 398
Changes

• The Application forms will be revised in three
  major sections
• The Research Plan
• The Biographical Sketch
• The Resources and Facilities

(Source NIH Enhancing Peer Review Changes to
Application forms and Instructions, October 6,
2009 PPT)
21
NIH Updates New Research Plan Components

• Introduction
• Specific Aims
• Research Strategy

Background and Significance Preliminary Studies
/ Progress Report Research Design and Methods
(Source NIH Enhancing Peer Review Changes to
Application forms and Instructions, October 6,
2009 PPT)
22
NIH Updates New Research Strategy Section
(Source NIH Enhancing Peer Review Changes to
Application forms and Instructions, October 6,
2009 PPT)
23
NIH Updates New Research Strategy Preparation

• A single attachment for the Research Strategy
  (previously 3 files) increases the applicant
  control over the look and feel of the
  application.
• Simpler preparation for the applicant
• Easier reading for reviewers
• Electronic validation of page limits for Research
  Strategy

(Source NIH Enhancing Peer Review Changes to
Application forms and Instructions, October 6,
2009 PPT)
24
NIH Updates Revisions to Biographical Sketch

• Personal Statement added
• Briefly describe why your experience and
  qualifications make you particularly well-suited
  for your role in the project
• Publications revised
• Limit the list of publications or manuscripts to
  no more than 15
• Make selections based on recency, importance to
  the field, and/or relevance to the application
• Sample Link http//grants.nih.gov/grants/funding/
  2590/biosketchsample.pdf

(Source NIH Enhancing Peer Review Changes to
Application forms and Instructions, October 6,
2009 PPT)
25
NIH Updates Revisions to Address Environment

• Instruction added to Resources (Other Project
  Information, Item 9)
• Provide a description of how the scientific
  environment will contribute to the probability of
  success of the project
• For Early Stage Investigators (ESIs), describe
  the institutional investment in the success of
  the investigator
• Instruction added to Research Plan
• In the Select Agents Research section, describe
  the biocontainment resources available at all
  performance sites, if applicable

(Source NIH Enhancing Peer Review Changes to
Application forms and Instructions, October 6,
2009 PPT)
26
NIH Updates New Instructions Including Shorter
Page Limits
27
NIH Updates Goals of Shortened Page Limits

• Reduce the administrative burden
• Focus on the essentials of the science
• Avoid information overload

(Source NIH Enhancing Peer Review Changes to
Application forms and Instructions, October 6,
2009 PPT)
28
NIH Updates Page Limit Revisions

• Notes
• Follow the FOA page limit requirements of
  different from the application instructions.
• The new Research Strategy does NOT include
  Specific Aims (1 page max).

(Source NIH Enhancing Peer Review Changes to
Application forms and Instructions, October 6,
2009 PPT)
29
NIH Updates Table of Page Limits
(Source NIH Enhancing Peer Review Changes to
Application forms and Instructions, October 6,
2009 PPT)
30
NIH Updates Table of Page Limits
Each project or core will follow the page limit
of the equivalent activity code
(Source NIH Enhancing Peer Review Changes to
Application forms and Instructions, October 6,
2009 PPT)
31
NIH Updates Table of Page Limits
(Source NIH Enhancing Peer Review Changes to
Application forms and Instructions, October 6,
2009 PPT)
32
NIH Updates Steps for Success

• Now, READ about the upcoming changes
• NOT-OD-09-149 Restructured Application Forms and
  instructions for Submissions for FY2011 Funding
  http//grants.nih.gov/grants/guide/notice-files/no
  t-od-09-149.html
• Enhancing Peer Review http//enhancing-peer-revie
  w.nih.gov
• Post this flyer http//enhancing-peer-review.nih
  .gov/docs/flyer_for_application_changes.pdf
• Details of Application Changes
• http//enhancing-peer-review.nih.gov/docs/applic
  ation_changes.pdf

33
NIH Updates Steps for Success

• In December, go back to the updated FOA or
  reissued Parent Announcement
• Parent Announcements http//grants.nih.gov/grants
  /guide/parent_announcements.htm
• For both electronic and paper, choose the correct
  application package and instructions to download
• SF 424 (RR) ADOBE_FORMS_B
• PHS 398 Revision date June 2009

Note Applications submitted using incorrect or
mixed forms will be delayed and may not even be
reviewed!
(Source NIH Enhancing Peer Review Changes to
Application forms and Instructions, October 6,
2009 PPT)
34
NIH Updates Steps for Success

• Once they are out, READ, READ, and READ AGAIN the
  new application instructions CAREFULLY!!!
• For due dates on or after January 25, 2010,
  submit your electronic and/or paper application
  using the new application forms.

(Source NIH Enhancing Peer Review Changes to
Application forms and Instructions, October 6,
2009 PPT)
35
NIH Updates Application Support

• HS SPPO Wiki
• http//som-qa2.ucsd.edu/twiki/bin/view/HSSPPO/NI
  HNIH_Guidelines
• OCGA http//ocga.ucsd.edu/Proposals/NIH/Grants/Pr
  oposal_Preparation.htm
• NIH Grants Information Help Desk for questions
  about the content of the new forms and
  instructions
• Email grantsinfo_at_od.nih.gov
• Phone [phone]
• Grants.gov Contact Center for questions on form
  functionality
• Email support_at_grants.gov
• Phone [phone]

36
NIH Updates PHS 2590 Progress Report and eSNAP
recent updates and changes effective 10/1/2009.

• Notable changes to the Revised PHS 2590
  instructions (rev 6/2009)
• The newly revised Continuation Progress Report
  for a DHHS Public Health Service Grant (PHS
  2590, rev. 06/09) instructions and forms are now
  available and are required for all annual
  progress reports due on/after October 1, 2009.
  Link http//grants.nih.gov/grants/funding/2590/
  2590.htm
• Corresponding changes to the eSNAP Commons Module
  are now available. An additional grace period
  to November 1, 2009 is permitted to accommodate
  these changes.

37
NIH Updates PHS 2590 Progress Report and eSNAP
recent updates and changes effective 10/1/2009

• Paper Copy changes
• Changes to the Biographical Sketch  Link
  http//grants.nih.gov/grants/funding/2590/biosketc
  hsample.pdf
• Personal Statement is required on the new
  biographical sketch.  The statement is for the
  senior/key personnel to address why their
  experience and qualifications make them
  particularly well-suited for their role on the
  project. 
• Publications are limited to no more than 15. 

38
NIH Updates PHS 2590 Progress Report and eSNAP
recent updates and changes effective 10/1/2009

• Changes to the Progress Report Summary Link
  http//grants.nih.gov/grants/funding/2590/2590-fp5
  .pdf
• Inclusion of Changes to Innovative Potential
• Section B. Studies and Results - PD/PIs are
  asked, if applicable, to address any changes to
  the innovative potential of the project.  This
  information is now part of the Progress Report
  Summary.
• New item E. Human Embryonic Stem Cell Line(s)
• Section D. Plans Need to check the Yes or No
  box for any changes in the stem cell including
  use of a different cell line then what was
  proposed.

39
NIH Updates PHS 2590 Progress Report and eSNAP
recent updates and changes effective 10/1/2009

• Include an explanation of how research plans
  differ, and if different cell lines are to be
  used, provide the cell line number(s). Only cell
  lines listed on the NIH hESC Registry as approved
  for use in NIH funded research may be used.
• Changes to the Senior/Key Personnel Report
  Link http//grants.nih.gov/grants/funding/2590/2
  590-fp7.pdf
• New form All Personnel Report Replacement of the
  Senior/Key Personnel Report. 
• List all personnel (salaried and unsalaried) for
  the current budget period who participated in the
  project for at least one person month or more. A
  person month equals approximately 160 hours or
  8.3 of annualized effort.

40
NIH Updates PHS 2590 Progress Report and eSNAP
recent updates and changes effective 10/1/2009

• Commons ID is required for all PD/PIs and all
  individuals with a postdoctoral role.
• Other Significant Contributors should not be
  included unless their role has changed
• Changes to the Training Grant Link
  http//grants.nih.gov/grants/guide/notice-files/NO
  T-OD-09-141.html
• New Assurance for Institutions Receiving Awards
  for Training of Graduate Students for Doctoral
  Degrees. This is a new requirement for Graduate
  Student Assurance, NIH Reform Act of 2006 (P.L.
  109-482). 

41
NIH Updates PHS 2590 Progress Report and eSNAP
recent updates and changes effective 10/1/2009

• Table 12A (Predoctoral Trainees Supported by this
  Training Grant) needs to be completed and
  included in the annual progress reports. Table
  12A is modified to collect data related to the
  Graduate Student Assurance. 
• eSNAP changes Link \\Somvc\sys2\USERS\trich\e
  SNAPPageChangesPHS2590Rev6-2009.pdf
• SNAP and Other Progress Report Questions
  Checklist tab
• Human embryonic stem cell question is added
  Change in human embryonic stem cell (hESC)
  line(s) used? needs to be completed and
  justified if there are changes.

42
NIH Updates PHS 2590 Progress Report and eSNAP
recent updates and changes effective 10/1/2009

• All Personnel tab
• List all personnel (salaried and unsalaried) for
  the current budget period who participated in the
  project for at least one person month or more. A
  person month equals approximately 160 hours or
  8.3 of annualized effort.
• The Commons ID is required for all PD/PIs and all
  individuals with a postdoctoral role. Link
  http//grants.nih.gov/grants/guide/notice-files/NO
  T-OD-09-140.html

43
NIH Updates PHS 2590 Progress Report and eSNAP
recent updates and changes effective 10/1/2009

• All users with a postdoctoral-like role should
  select "Postdoctoral Scholar, Fellow, or Other
  Postdoctoral Position" from the dropdown list of
  project roles.
• If you know an individual's Commons user ID, use
  the "Prepolulate" feature.

44
NIH Updates PHS 2590 Progress Report and eSNAP
recent updates and changes effective 10/1/2009

• New Guidelines Link
• PHS 2590 Non-Competing Continuation Progress
  Report link http//grants.nih.gov/grants/fundi
  ng/2590/2590.htm
• NOT-OD-09-140 Post Docs and eRA Commons login
  link http//grants.nih.gov/grants/guide/notice-f
  iles/NOT-OD-09-140.html
• NOT-OD-09-141 New reporting and assurance
  requirements for institutions reviewing awards
  for training Graduate Students for Doctoral
  Degrees link http//grants.nih.gov/grants/gui
  de/notice-files/NOT-OD-09-141.html

45
NIH Updates PHS 2590 Progress Report and eSNAP
recent updates and changes effective 10/1/2009

• New Guidelines Link
• NOT-OD-09-146 xTrain expands for use with NIH
  Institutional Career Development Awards and NLM
  Training Grants
• link http//grants.nih.gov/grants/guide/notice-
  files/NOT-OD-09-146.html
• NOT-OD-09-150 Clarification on instructions for
  newly revised Form Page 7 All Personnel Report
• link http//grants.nih.gov/grants/guide/notice-
  files/NOT-OD-09-150.html

46
Informational Session

• This is YOUR time!