Research Administration – Tips for Working Successfully with your Office

for Sponsored Research (OSR)

Jen Thennes, Senior Grant and Contract Officer, OSR

OSR Brown Bag 12/17/13

OSR Chicago

Cieara HarveyGrants Assistant

Taylor CarlGrants Assistant

Noah SchaefferGrants Assistant

Nadine KillickGrants Assistant

Art MirandaCoordinator

Administration & Grants

David E. Lynch Executive Director - Chicago

Karen RichardsonGrants Assistant/Office Manager

James E. “Jamie” YoungAssociate Director - Chicago

Sean Perry Sr. Contract Officer

Pamela EuringSr. Contract Officer

Manny RobertSr. Contract Officer

Chrissy Barua Sr. Contract Officer

David AdduciCoordinator

Administration & Grants

Pamela HawkinsGrant & Contract

Officer

Sally GaleGrant & Contract

Officer

Jackie FlowersGrant & Contract

Officer

Patricia PfisterGrant & Contract

Officer

Amy CarverAssistant Grant & Contract Officer

Michael FergusonSenior Grant & Contract Officer

Jen ThennesSenior Grant & Contract Officer

Anne GraceSr. Contract & Grant Officer

MTA & DUA Specialist

General Tips from OSR

• Read the PA/PAR/RFA/instructions/guidelines-Data sharing plans are often required for NIH applications• The Principal Investigator is your pal• For multiple-PI NIH submissions, each PI is a PD/PI,

not a Co-PI• PIs should never contact NIH or other sponsors

directly with administrative questions

Tips from OSR (continued)

-when emailing OSR, please include the PD proposal number (SP00XXXXX) and project number (600XXXXX) in the subject line

-before emailing or calling OSR1. Read the PA/PAR/RFA/guidelines2. Read the SF424 grant guidelines (or equivalent)3. Consult with your fellow RAs or supervisor

-“Useful data for forms”http://www.research.northwestern.edu/osr/useful.html-not very useful

Institutional info

Institutional info:-“Northwestern University,” not NU FSM -institutional address can always be OSR’s

address:750 N. Lake Shore Drive, 7th Floor60611-4579

Tips from OSR (continued)Institutional info (continued)

Signing official: David E. Lynch, Executive Director Office for Sponsored Research OSR-Chicago@northwestern.edu

312-503-7955

Note: James E. Young, Associate Director, Office for Sponsored Research, can sign when Dave isn’t available and most Grant & Contract Officers have delegate authority & can sign when Dave and Jamie aren’t available

Proposal Submission

Standard internal deadlines:

-5 work days prior to submission deadline: the budget and administrative materials (admin shell) are due at OSR

-2 work days prior to the submission deadline:the complete proposal is due at OSR. If your proposal isn’t complete until the day of the deadline, system problems may prevent timely submission.

Proposal Submission (continued)“Admin Shell”

The admin shell consists of everything except the “science.”This includes:-budget & justification-Letters of Intent (LOI)/Consortium letters/subrecipient forms-consultant letters & other letters of support

Also:-all PD approvals must have been obtained -the Proposal Routing Form (PRF) in PD must be complete (including effort for key personnel) -all Conflict of Interest (COI) disclosures must have been completed

Proposal Submission (continued)

Reasons for submitting “early”:-system problems

-unforeseen compliance issues

-PIs are likely to be either in clinic or at Disney World the day of the deadline

Proposal Submission (continued)

• COI: if the sponsor requires COI disclosure and isn’t listed on NUCOI’s list

http://www.northwestern.edu/coi/policy/coi_by_sponsor.pdfbe sure to indicate in the PRF questions that COI is required

Continuation Proposal Submission Tips

• Follow the job aid on the Project Café website• Complete the PRF (including charged and/or cost-

shared effort• PMCID numbers

How to Minimize Unexpected Problems

• Get to know your OSR point of contact

• START EARLY to minimize last minute rushes, internet issues, and other complications

• Stay in touch with OSR

• Reminder: all sponsored projects and communications with sponsors must go through OSR for administrative review

Process

Presenter Contact Info

Jen Thennes, j-thennes@northwestern.edu, 312-503-7910

OSR staff contact info:http://www.research.northwestern.edu/osr/staff.html