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 [email protected]
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, [email protected], 312-503-7910
OSR staff contact info:http://www.research.northwestern.edu/osr/staff.html