Research Administration: Frequently Asked Questions

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How much does it cost to pay students:

This section is meant to give SI Faculty, Staff and Students a sense of what things cost at the University of Michigan. However, PLEASE communicate with the Research Office Staff [1] before talking to anyone about budgets outside the School of Information. It ensures that we are consistent with what we say and how we present our budgets and also keeps the chances of “surprises” from occurring when negotiating budgets with your colleagues both within the University of Michigan and other potential outside partners.

The University of Michigan’s current indirect cost rate (IDC) for federal and corporate sponsors is 54.5%. The IDC rate for Foundation or other sponsors varies. Please do not forget this charge. It is charged on all items except tuition, equipment (one item costing over $5,000) and is charged only on the first $25,000 of a subcontract. NSF also does not allow IDC to be charged against expenses related to workshops and meetings (known as “Participant Support Costs” – note – this does NOT refer to subject payments). On average it is prudent to budget an increase of 4% for stipends and salary and 6-8% for tuition in the out years of your budgets.

SI Graduate Student Research Assistant (FY 09)

  • SI Stipend (during the academic year a 50% appointment is usually FULL TIME)
    • One Term - 50% appointment = $8,068
    • Full 12 months stipend for 50% appointment = $24,203
    • Fall and Winter Terms at 50%, Summer at 100% = $32,271
  • SI Fringe Benefits = 25% of stipend (this includes GradCare and, if employed for over one year, Dental)
  • SI Tuition
    • Federal Sponsor = $8,337 per term
    • Non-Federal Sponsor = $8,176 for in-state student and $16,533 for out-state per term
    • Candidate = $5,303 per term

An important note about College of Engineering Students – the cost of a College of Engineering graduate student is more than a SI student. We pay them at the SI salary rate but their tuition will automatically get charged the larger tuition amount. Their tuition numbers are:

  • CoE Tuition
    • Federal Sponsor = $8,656 per term
    • Non-Federal Sponsor = $9,314 for in-state student and $17,533 for out-state per term
    • Candidate = $6,443 per term

Temporary Employees (the rates given are standard but exceptions can be made)

  • Graduate Students
    • Salary - $12-$15 per hour
    • Fringe – 7.65% unless they are a full time student and then fringes are $0
  • Undergraduate Students
    • Salary - $8-$10 per hour
    • Fringe - 7.65% unless they are a full time student and then fringes are $0

Indirect Cost Rate Agreement

New Indirect Cost Rate Agreement for Federal Sponsored Programs as of July 1, 2008.

  • Research
    • On -Campus 54.5%
    • Off-Campus 26%
  • Instruction 54%
  • Other Sponsored Activity 30%
  • Off-campus All Programs 26%

The full facilities and administrative cost rate agreement, dated June 30, 2008, is available on the Financial Operations website (http://www.umich.edu/~finops/index_js.htm ) as a pdf file.

Formatting Requirements for NSF Proposals

The proposal must be clear, readily legible, and conform to the following requirements:

  • Use one of the following typefaces identified below:
    • Arial10, Courier New, or Palatino Linotype at a font size of 10 points or larger
    • Times New Roman at a font size of 11 points or larger
    • Computer Modern family of fonts at a font size of 11 points or larger
    • A font size of less than 10 points may be used for mathematical formulas or equations, figure, table or diagram captions and when using a Symbol font to insert Greek letters or special characters. PIs are cautioned, however, that the text must still be readable;
    • No more than 6 lines of text within a vertical space of 1 inch
    • Margins, in all directions, must be at least an inch.

These requirements apply to all uploaded sections of a proposal, including supplementary documentation.

  • Page Formatting
    • Since many reviewers will be reviewing proposals electronically, proposers are strongly encouraged to use only a standard, single-column format for the text. Avoid using a two-column format since it can cause difficulties when reviewing the document electronically.
    • While line spacing (single-spaced, double-spaced, etc.) is at the discretion of the proposer, established page limits must be followed. (Individual program solicitations, however, may eliminate this proposer option by requiring other type size, margin or line spacing requirements.)

The guidelines specified above establish the minimum type size requirements; however, PIs are advised that readability is of paramount importance and should take precedence in selection of an appropriate font for use in the proposal. Small type size makes it difficult for reviewers to read the proposal; consequently, the use of small type not in compliance with the above guidelines may be grounds for NSF to return the proposal without review. Adherence to type size and line spacing requirements also is necessary to ensure that no proposer will have an unfair advantage, by using smaller type or line spacing to provide more text in the proposal.

For more information on preparing an NSF proposal, please see the NSF Grant Proposal Guide

Formating Requirements for NIH Proposals

Font

  • Use an Arial, Helvetica, Palatino Linotype, or Georgia typeface, a black font color, and a font size of 11 points or larger. (A Symbol font may be used to insert Greek letters or special characters; the font size requirement still applies.)
  • Type density, including characters and spaces, must be no more than 15 characters per inch.
  • Type may be no more than six lines per inch.

Page Margins

  • Use standard paper size (8 1⁄2" x 11).
  • Use at least one-half inch margins (top, bottom, left, and right) for all pages. No information should appear in the margins, including the PI’s name and page numbers.

Page Formatting

  • use only a standard, single-column format for the text. Avoid using a two-column format since it can cause difficulties when reviewing the document electronically.
  • Do not include any information in a header or footer of the attachments. A header will be system-generated that references the name of the PD/PI. Page numbers for the footer will be system-generated in the complete application, with all pages sequentially numbered.

Figures, Graphs, Diagrams, Charts, Tables, Figure Legends, and Footnotes

  • You may use a smaller type size but it must be in a black font color, readily legible, and follow the font typeface requirement.
  • Color can be used in figures; however, all text must be in a black font color, clear and legible.

Grantsmanship

  • Use English and avoid jargon.
  • If terms are not universally known, spell out the term the first time it is used and note the appropriate abbreviation in parentheses. The abbreviation may be used thereafter.

AY Funding on Federal and Non-Federal Grants

Federal Grants: (All 20000 Funds)

When a Faculty member is paid Academic Year Salary (AY) on a Federal Grant, their salary will hit as follows:

  • 1/9 of the salary listed on the submittal form will hit the Federal Grant between September and May of the AY.
  • Example: Professor Y is listed on a Federal Grant, AY 2008 for 15% effort, total amount $12,000
    • $12,000/9 = $1,333.33 will hit the Federal grant between September through May
    • $1,000 will be the amount that is paid to Professor Y over the 12 month period, September through August
    • $333.33 is the amount that is placed in a Payroll holding account and will be used to pay the Professor over June, July and August.

Non - Federal Grants: (All 25000 and 10000 Cost Share Funds)

When a Faculty member is paid Academic Year Salary (AY) on a Non-Federal Grant or Cost Share Grant, their salary will hit as follows:

  • 1/12 of the salary listed on the submittal form will hit the non-Federal Grant between September and August of the AY.
  • Example: Professor Y is listed on a Federal Grant, AY 2008 for 15% effort, total amount $12,000
    • $12,000/12 = $1,000.00 will hit the Federal grant between September through August
    • $1,000 will be the amount that is paid to Professor Y over the 12 month period, September through August
    • It does not matter if the Professor is on Schedule I or Schedule II – The AY period is considered to run from September through August of the AY they are appointed.

Some things to know:

  • If you have a non-federal grant which ends 6/30/07, but you have a Professor appointed on the Grant for AY 2007. The July and August 2007 AY payments are considered legitimate late charges and should be included on the final financial report of the grant.
  • You need to be sure to encumber the June, July and August payments for an AY salary on a Non-Federal and Cost Share grant even if the appointment end date is 5/30.

Submitting an NSF Report

1. Start at Fastlane

2. Click on the "Proposals, Awards & Status" link. This will lead you to a login page.

3. Login in the top section under "PI/Co-PI Login".

4. Use your NSF ID and password to log in (NSF is moving away from using SSN for login purposes)

  • If you do not have an NSF ID, use your SSN to log in. NSF will assign you a new NSF ID please write this down and send to the research office staff so that we may update our records.
  • If you are asked to reset your password, please be sure to inform the research office of this change.

5. On the next page click on the middle option "Award and Reporting Functions"

6. Then click on the "Project Reports System" link

7. Select the award with the Annual/Final Project Report Requirement

8. Under "Action" click "Create/Edit"

9. Fastlane will direct you through the report.

Restrictions for Paying UM Employees on Grants

  • Paying UM Employees outside of their regular salary on grants
    • We can NEVER pay UM employees from Participant Support Funds.
    • We can pay UM faculty on the consultant line, but only if it is stated in the budget justification of the proposal. They do not need names in the budget justification, just a hint at the possibility of UM facullty being paid.
    • UM staff can be paid as consultants as long as it follows the current SPG on staff consultant pay.
    • In almost all cases we cannot pay SI faculty on an SI grant outside of regular salary. There could be an instance of a faculty member being a plenary speaker at a workshop that we are hosting "of-site" where we could make an argument to pay them as a consultant. We would just want to get final ok from the sponsor to be sure we have clear approval first.
  • Stipends
    • Stipends should ALWAYS be in Participant Support.
    • We can NEVER pay a UM employee a stipend.
  • Travel for UM Employees on grants
    • We can NEVER pay for travel or subsistence for UM employees from Participant Support Funds, with the exception of hosting when the event includes people from outside of UM as well.
    • All travel for UM employees must be budgeted under Travel in the parent grant.

NSF Biographical Sketch(es)

A biographical sketch (limited to two pages) is required for each individual identified as senior project personnel. (See GPG Exhibit II-7 for the definitions of Senior Personnel.) The following information must be provided in the order and format specified below.

Do not submit personal information such as home address; home telephone, fax, or cell phone numbers; home e-mail address; date of birth; citizenship; drivers’ license numbers; marital status; personal hobbies; and the like. Such personal information is irrelevant to the merits of the proposal. If such information is included, NSF will make every effort to prevent unauthorized access to such material, but the Foundation is not responsible or in any way liable for the release of such material.

A. Professional Preparation

A list of the individual's undergraduate and graduate education and postdoctoral training as indicated below:

Undergraduate Institution(s) Major Degree & Year
Graduate Institution(s) Major Degree & Year
Postdoctoral Institution(s) Area Inclusive Dates (years)

B. Appointments

A list, in reverse chronological order, of all the individual's academic/professional appointments beginning with the current appointment.

C. Publications

A list of:

(i) up to 5 publications most closely related to the proposed project; and

(ii) up to 5 other significant publications, whether or not related to the proposed project. Each publication identified must include the names of all authors (in the same sequence in which they appear in the publication), the article and journal title, book title, volume number, page numbers, and year of publication. If the document is available electronically, the website address also should be identified.

For unpublished manuscripts, list only those submitted or accepted for publication (along with most likely date of publication). Patents, copyrights and software systems developed may be substituted for publications. Additional lists of publications, invited lectures, etc., must not be included. Only the list of 10 will be used in the review of the proposal.

D. Synergistic Activities

A list of up to five examples that demonstrate the broader impact of the individual’s professional and scholarly activities that focuses on the integration and transfer of knowledge as well as its creation. Examples could include, among others: innovations in teaching and training (e.g., development of curricular materials and pedagogical methods); contributions to the science of learning; development and/or refinement of research tools; computation methodologies, and algorithms for problem-solving; development of databases to support research and education; broadening the participation of groups underrepresented in science, mathematics, engineering and technology; and service to the scientific and engineering community outside of the individual’s immediate organization.

E. Collaborators & Other Affiliations

Collaborators and Co-Editors. A list of all persons in alphabetical order (including their current organizational affiliations) who are currently, or who have been collaborators or co-authors with the individual on a project, book, article, report, abstract or paper during the 48 months preceding the submission of the proposal. Also include those individuals who are currently or have been co-editors of a journal, compendium, or conference proceedings during the 24 months preceding the submission of the proposal. If there are no collaborators or co-editors to report, this should be so indicated.

Graduate Advisors and Postdoctoral Sponsors. A list of the names of the individual’s own graduate advisor(s) and principal postdoctoral sponsor(s), and their current organizational affiliations.

Thesis Advisor and Postgraduate-Scholar Sponsor. A list of all persons (including their organizational affiliations), with whom the individual has had an association as thesis advisor, or with whom the individual has had an association within the last five years as a postgraduate-scholar sponsor. The total number of graduate students advised and postdoctoral scholars sponsored also must be identified. The information in section (e) above of the biographical sketch is used to help identify potential conflicts or bias in the selection of reviewers. See GPG Exhibit II-2 for additional information on potential reviewer conflicts.

(ii) Other Personnel

For the personnel categories listed below, the proposal also may include information on exceptional qualifications that merit consideration in the evaluation of the proposal.

(a) Postdoctoral associates

(b) Other professionals

(c) Students (research assistants)

For more information on preparing an NSF Proposal, please see the NSF Grant Proposal Guide

NSF Travel Reimbursements

  1. Fastlane-Panelist Functions
  2. Log-in using your Panel ID and Password
  3. Link to Travel and Reimbursements

Access Sponsored Research Financial Reports

M-Reports, a new Web reporting tool, now provides your sponsored research financial reports online. These reports give you a complete view of your sponsored project's financial status. Access M-Reports at Wolverine Access-University Business-Reporting

Click the Research tab to:
  • Obtain official and projected balances from the Summary of Projects Report.
  • View a project's balance broken out by budget category (research salaries, equipment, etc.) on the Project Grant Budget Status Report (PBSR).
  • Link to the underlying transaction detail, such as vouchers and estimated future salary expenditures.

Benefits-- Volunteer faculty researchers piloted M-Reports and found the financial detail and system features very easy to use and beneficial. The reports include budget, expenditures, and projections for future project commitments (e.g., salary, benefits, financial aid). We encourage you to use these “at-a-glance” reports as they enable you to quickly:

  • Identify high-level balances for your project/grant(s)
  • Compare expected budget and expenditures to actual activity
  • Minimize risks in over/under-spending your project/grant

M-Reports Access and Details-- Your uniqname, UMICH Kerberos password, and MToken are required to log into M-Reports. If you are a faculty member without an MToken, check the “I don't have an MToken” checkbox on the Weblogin screen.

To learn more about M-Reports, view a Demo and visit the U-M Business Intelligence Web M-Reports will expand in the future to include non-sponsored project/grant reporting,“what-if” modeling, and links to other areas of University business (e.g., Faculty Business).

Definition of a Principal Investigator & Eligibility

Link to more information on UM Website

Definition of a Principal Investigator

The University research community has an interest in recognizing both the holder of the award with the sponsor and the person serving as institutional oversight (if different). In order to accomplish this, the University research community recognizes two types of eligible Principal Investigators.

Policy

  1. The University recognizes the applicant to the sponsor as the Sponsor Principal Investigator. The institution will allow anyone employed by Michigan who meets the sponsor's guidelines for eligibility to serve in this capacity.
  2. The University will recognize the same individual as the UM Principal Investigator as long as the employment criteria and level of independence associated with the current job title as defined below is met.
  3. If the Sponsor Principal Investigator does not meet the University's criteria for UM Principal Investigator, another individual meeting the requirements is to be named in order to provide internal guidance and leadership for the scientific, technical, administrative, and financial aspects of a sponsored project.
  4. In most cases, the Sponsor-eligible Principal Investigator and UM-eligible Principal Investigator will be the same individual and is to be named in the Principal Investigator field of the Proposal Approval Form (PAF). In cases when an individual does not qualify as both the Sponsor and UM Principal Investigator, both must be named on the PAF.
  5. Additionally, the University will recognize multiple individuals serving as Sponsor or UM Principal Investigators when the sponsor explicitly allows it.
  6. For the purposes of this policy statement, the term Principal Investigator shall encompass other sponsor-specific titles such as Project Director and Program Director that are typically used for non-research sponsored projects.

Exceptions

Each of the following is an exception to the generally applicable PI eligibility limitations described above. DRDA Project Representatives will review each PI exception request (process described below) and grant approval of the exception on a case-by-case basis. In some situations DRDA will consider the exception only if certain conditions are met:

  1. Since Lecturers and Visiting and Adjunct appointments are not permanent, Visiting and Adjunct Faculty (instructional and research) will only be permitted to be Principal Investigators if the unit supports the appointment and the individual draws his or her salary through the University (i.e., they must be paid employees). Any request for exception requires a written document from the Dean supporting the PI assignment and explaining why the exception is necessary. The document must accompany each PAF to which the exception applies.
  2. Heads of non-research and non-teaching units are occasionally permitted to be Principal Investigators on projects considered to be within the scope of their duties.
  3. Proposals have been processed from individuals who are not permanent or independent but for whom the promotion to an eligible position, prior to award, is assured by the department and the school. This must be noted on the PAF.
  4. Proposals are routinely processed for individuals who have accepted PI-eligible positions at the University, but who are not yet employees. The expectation is that their University appointment will be effective on or after the proposed effective date of the sponsored project.

Unit Heads are reminded that fiscal and program responsibility for the project may revert to their office if, for any reason, the Principal Investigator is unable to complete the assignment.

Proposal Processing Deadlines

When proposals need to be at DRDA depends on means of final submission and whether DRDA handles final delivery or if the Principal Investigator takes on that responsibility.

For Electronic applications when DRDA submits/launches

[Examples-Grants.gov, FastLane (NSF), and NSPIRES (NASA)]

  • The fully signed Proposal Approval Form (PAF) and administrative shell are due at DRDA no fewer than seven (7) business days in advance of 5 p.m. on the deadline date
  • The final, completed electronic file is due at DRDA no fewer than four (4) business days in advance of 5 p.m. on the deadline date

Please note

  • For purposes of electronic submissions, DRDA closes at 5 p.m. The complete electronic submission must be received by DRDA in time to launch the proposal by 5 p.m. of the due date even when the sponsor deadline is later than 5 p.m.
  • When proposals are delivered to DRDA with four full working days, it is possible to correct items that the system marks as warnings, even though the items are not errors that will prevent the proposal from being validated by the system. DRDA will offer you the option to review and correct these items to optimize your proposal. DRDA will then resubmit the proposal. This service is only available for proposals that arrive at DRDA with the full, four-day lead time.

Electronic applications when the PI will submit/launch

[Examples-IIPS (DOE), Proposal Central (used by many non-profit health organizations such as American Cancer Society), and American Chemical Society]

The fully signed Proposal Approval Form (PAF) and administrative shell are due at DRDA no fewer than four (4) business days in advance of 5 p.m. on the deadline date

Paper Applications

If you wish to submit as a complete package, asking DRDA to copy and submit: The PAF and final, completed application including the proposal, are due at DRDA no fewer than four (4) business days in advance of the deadline date

If you wish to submit in two stages, with PI/unit responsible for final submission: The fully signed Proposal Approval form (PAF) and administrative shell are due at DRDA no fewer than four(4) business days in advance of 5 p.m. on the deadline date. A copy of the full proposal as submitted by the PI is due to DRDA within 4 days following the submission by the PI.

If you wish to submit in two stages, asking DRDA to copy and submit:

  • The fully signed Proposal Approval Form (PAF) and administrative shell are due at DRDA no fewer than seven (7) business days in advance of 5 p.m. on the deadline date; and
  • The final, completed paper application, including the proposal, is due no fewer than four (4) business days in advance of the deadline date.

Regarding all Proposals

  • Be available
It is critically important that once your proposal has been submitted to DRDA, you or your staff is readily available to respond to questions from DRDA or to help fix proposal errors. The more lead time for proposal review, the more time available to make any necessary proposal fixes necessary for DRDA to submit the proposal
  • Priorities for large volume of submissions
Be aware that when the number of proposals being submitted to meet a deadline is large, all proposals received on time will be fully processed, including necessary re-submissions, before those proposals that arrive at DRDA late. This is in fairness to those investigators who meet the published deadline. DRDA will, of course, do all it can to submit your proposal on time, but we wanted to make you aware of the way that proposals are prioritized and the associated risk of not meeting DRDA’s deadlines.
  • Circumstances beyond our control
DRDA staff will do everything possible to get the proposal to the sponsor on time. However, as the amount of time for processing is reduced, the chance for insurmountable obstacles increases. Certain parts of the review process lay outside of DRDA and therefore, are subject to the schedules of other offices. When there is sufficient lead time, DRDA staff can compensate for these problems. Therefore, faculty should make every effort to provide the maximum time possible for DRDA to process and adequately review their proposals.

Deadlines Summary Items must arrive at DRDA before 5 p.m. , the requisite number of working days before the deadline

Electronic Submissions

DRDA submits

  • 7 days-PAF & Admin Shell
  • 4 days-final, complete electronic file

PI submits

  • 4 days-PAF & Admin Shell

Paper Submissions

DRDA sends total proposal

  • 4 days-final version, complete PAF, Shell, & proposal
Two pieces, DRDA approves but PI mails:
  • 4 days-PAF & Admin Shell

Two pieces, DRDA approves and mails

  • 7 days-PAF & Admin Shell
  • 4 days-final, complete application

(Last reviewed January 2009)

Preparing NSF Reports

Prepared by Ann Zimmerman

Getting into the system

  1. Use the Internet and go to http://www.fastlane.nsf.gov/
  2. Select Proposals, Awards, and Status from the left menu.
  3. Enter the appropriate information that displays on the log-in screen. Contact your sponsored research office if you forgot your password. After you log-in, you'll see the Principal Investigator(PI)/Co-Principal Investigator(Co-PI) Management screen.
  4. Select the Award and Reporting Functions option.
  5. Select the Project Reports System.
  6. You will then see a list of the NSF awards that you have. Highlight the I/UCRC award that you want to apply for continued funding. Then click the View button.
  7. Click on the continue button after reading the Publicity, Patent Rights, and Privacy message.
  8. Enter the Project System Control Information to prepare the report.

Preparing the Report Note: Not all fields are required to be completed.

  • Project Participants (What people have worked on your project?)This section requests information on individuals—according to various categories—who have participated in the project. Categories include senior personnel, post-doc, graduate student, undergraduate student, technician/programmer, and other. In addition, the following information is solicited:
    • Name
    • Worked for more than 160 hours?
    • Contribution to project
There is also a space to provide information on Research Experience for Undergraduates.
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