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ANNOUNCEMENT ARCHIVES

Check here for the latest news impacting research administration.

2012 Announcements

AURA-IRB Reporting Go Live Announcement (PDF)

AURA OFF LINE Friday, April 13th, 2012 5am-9am (PDF)

AURA-IRB Go-live Announcement (PDF)

AURA-IRB Launches April 2, 1012 (PDF)

Federal Demonstration Partnership Faculty Workload Survery Announcement (PDF)

NIH Salary Cap Notice FY2012 (PDF)

AURA-GRANTS Enhancement - offline Friday March 30, 2012 (PDF)

  • 2011 ANNOUNCEMENTS

      AURA Grants Reporting Rollout 2 is coming on Friday Nov. 5!

       What this rollout will contain:

      1. A new Business Objects universe, AURA Grants Budget Details, that provides access to line-item budget details from AURA budgets (if they have data populated!)

       2. Two new budget-related reports in the Standard UCDW Reports->AURA Grants Reports folder:

       *GR-403 Budget Category Details

      Displays the AURA budget category subtotals and line-item category detail for requests and awards. (click here to register for training: https://training.uchicago.edu/course_detail.cfm?course_id=1227 )

       *GR-404 Next Fiscal Yr Forecasting

      Using 3 different probability rates for pending proposals and an anticipated award discount rate supplied by the user at run-time, displays scenarios for the following fiscal year factoring in pending proposals, active awards that will continue into the following fiscal year, and anticipated awards that will begin in the next fiscal year. (click here to register for training: https://training.uchicago.edu/course_detail.cfm?course_id=1228 )

       3. Updates to the existing AURA Grants universe:

      *new pre-calculated 'Award PPd Amt' and 'Proposed PPd Amt' data elements, added to support easier display/query of total project period amounts. Note that until anticipated budget period amounts are entered into AURA, these amounts will not be included in the project period amount (because these anticipated budget periods are $0 in AURA).

      *new data elements that are used in the GR-404 Forecasting report - prompts that allow the user to enter constants for 3 pending proposal probability rates, as well as a discount rate to apply to anticipated awards.

      *expanded logic for pre-built query filters for 'Material Transfer Agreements' and 'Exclude MTA' to check both project purpose and proposal type fields for MTAs

       4. Updates to existing AURA Grants Reports:

      *GR-102 - Displayed the new Proj Pd Amt objects on all tabs

      *GR-201 - Displayed the new Proj Pd Amt objects on all tabs; added additional prompts for more searching options: Agency Award No Contains, Project Period ID Contains, Proposal Type(s), and NIH Activity Type Cd(s)

      *GR-301 - Displayed the new Proj Pd Amt objects on all tabs; edited the query to improve performance

      *GR-502 - Updates to available objects.

       

      Coming later this quarter...

      Ad Hoc Report training!

      Now that you've had a chance to become familiar with the pre-built reports for AURA Grants Reporting, starting later this quarter we will be offering training classes for users interested in writing their own reports using the WebIntelligence editing tool.

       We will send out more information soon, including instructions for requesting that ad hoc access be added to your user account for AURA Grants Reporting. (The requests will need to be approved by the AURA Help Desk first.)

      AURA Patch on Aug. 18 at 8am

      We will be patching the AURA-GRANTS system this THURSDAY, AUGUST 18, 2011 from approximately 8am to 12-Noon. This patch will take longer than normal patches as it contains a large number of fixes a summary of which are:

        Removing the repetitive first screen on renewals/revisions/resubmissions after FG created

        Allowing Budget Period to exceed 36 months

        Correcting several grammar and typos found throughout the system

        Correcting Modular Budget calculations

        Correcting Email URA-M functionality

        Correcting recipients on Withdraw Proposal notification

        Correcting recipients on Reconciliation Complete notification

        Correcting security for people added via the Update Proposal Support Persons activity

        Adding validation to question 3.2 Agency Contacts to allow only 1 primary contact

      Additionally, URA will begin to add in the funding proposals that were not converted from TRACS. You'll start to see FP's in a new state (S50 Migration from TRACS) that you will not be able to edit. Once the final migration is complete, the newly added funding proposals will be added to AURA-GRANTS in the correct state (Active, CT Active, Pending Sponsor Response, etc) and with the AURA-formatted TRACS number (e.g. FP0TRACS#-01-PR).

      Two Important AURA Notices

      As we begin to use AURA on a day-to-day basis, questions will arise and the need for clarifications are sure to surface. We will, from time to time and as necessary, alert you to helpful tips and explanations as we all learn to use the system together. Here are a couple of recent examples:

        PID (Principal Investigator Delegate) – this is a system role to help facilitate moving an application through AURA. It is not a replacement for PI involvement in the process. As in the past, we need verification that a PI has signed off on a particular action. PIs may provide concurrence for a specific action (ie: proposal submission, concurrence transmittal, etc.) to the PID via email or by logging a comment in the system. If a PI gives his/her approval outside of AURA, PIDs should ensure that PI approval is uploaded when executing the activity in the system (into Section 2.0- Optional documentation to attach to this activity—see attached) prior to providing PID approval in AURA on the PIs behalf.

        NIH K99 (NIH Pathway to Independence Award) applications. The objective of these awards is to assist post-docs in their career development and a post-doc is expected to serve as the PI on the proposal. You will need to contact AURA-Help@lists.uchicago.edu to request that a post-doc applying for one of these grants be added to the PI table in AURA. This will allow that individual to appear as PI in the application. No formal request for PI Status need be initiated, as this exceptional situation (post-docs are not ordinarily permitted to serve as PI on a research award) is understood to be a requirement of the sponsor.

      Please remember to send questions to AURA-Help@uchicago.edu - the Help Desk is assembling a list of FAQs to help us negotiate this new terrain.

      Faculty Departure Checklist

      We have updated the Faculty Departure Checklist to help serve as a reminder of the many things an administrator needs to consider when a faculty member retires or otherwise leaves the University. This checklist was developed by Lynda Wolter in 2003 for the BSD, and we have expanded it to include issues that may come up for departments across campus.

      This checklist is simply meant to serve as a guide to possible tasks. It is not all-encompassing and not all sections apply to every department. You are welcome to use it as you see fit in order to meet the needs of your department /unit– feel free to modify it and adapt it your specific practices. If you find any major consideration lacking that may be useful to other departments, please let us know.

      When a faculty person changes status, from a PI eligible position to one that is not so, and wants to remain a PI, remember to follow the procedure for requesting PI status. This includes the situation of Emeritus faculty. When an individual moves to Emeritus status and wishes to continue submitting grant proposals and serving as a PI, at least two actions must be taken: (1) request a post-retirement appointment, working with your Dean’s office; and (2) request PI status.

      AURA Grants Live on June 24, 2011

      Over the past two years, University Research Administration and Information Technology Services have been collaborating on developing a new electronic research administration system, AURA (automating university-wide research administration).  In the past year, we implemented AURA-GrantsXpress for applications submitted to the National Institutes of Health and now have successfully submitted over 400 proposals to Grants.gov in AURA‐GrantsXpress.

      URA is very pleased to announce the next phase of the AURA project is ready to be rolled out across campus. AURA-Grants will be going live as the University’s primary proposal and award management system on June 24, 2011.

      AURA-Grants will include the entire life cycle for all sponsored activities:  proposal development, internal reviews/approval, submission, award management, progress reports, non-financial post award administration, and project closeout.  Beginning on June 24, all submissions to URA will be managed in AURA-Grants. 

      PI Status Changes

      The authority to approve principal investigator status has transitioned from the Provost’s Office to the Office of the Vice President for Research and National Laboratories. The process to request principal investigator status is changing as a result. The most significant change is that approval of PI status requests must be approved by the appropriate Department Chair and Dean/Director and no delegation of that authority is permitted. This means that PI status requests must be submitted well in advance of a grant application (2 months in advance to be prudent) in order to ensure that approval is in place by the time the proposal is submitted to a sponsor.

      In addition, there is now a form to use when requesting PI privileges, and when the form is downloaded the requestor will receive a copy of Principal Investigator (PI) Responsibilities at the University of Chicago and the Compliance Responsibility Matrix.

      The updated policy, including the procedures, may be found here, and the request form may be found here. Questions should be directed to Carol Zuiches, Associate VP for Research Administration.

    • Grant & IACUC Protocol Verification

    • Beginning March 1, the protocol status for all proposals involving animals will be marked as pending. At JIT stage, or prior to accepting any award that includes animal work, URA will be verifying the following with the IACUC:
    • 1. an active approved protocol(s) is in place for all species listed in the proposal;
    • 2. the PI for the protocol(s) is listed as a PI on the grant or the proposal PI is listed as an approved participant on the protocol(s);
    • 3. the grant has been added to the appropriate animal protocol(s) as a funding source and the PI has confirmed that the procedures listed in the grant are essentially identical to the procedures described in the protocol(s). If the grant is not listed, an amendment (as indicated below) must be submitted to the IACUC and approved.
    • In order not to hold up a JIT submission or a grant acceptance, it is recommended that a PI prepare an amendment to the appropriate animal protocol(s) as soon as he or she is given an indication from the agency/sponsor that an award will be made.
    • To amend a protocol:
      • 1. Prepare an IACUC amendment form
      • 2. The grant must be added to the funding source section of the IACUC protocol
      • 3. In the amendment form, the PI must assert that the procedures described in the grant are essentially identical to the procedures identified in the protocol, OR
      • 4. If the procedures differ, the protocol must be amended accordingly
      • Submit the amendment form and the revised IACUC protocol to iacuc@uchicago.edu
      • Please share this information with your investigators, and contact Susan Boone or Bill Pugh should you have questions.
      • FY 2012 Fringe Benefit Rates
      • The Fringe Benefit Rates for Fiscal Year 2012 (7/1/11-6/30/12) have now been approved by DHHS. The new date for the F & A rate agreement is 1/18/2011 (replacing the previous agreement dated 1/28/10). Reminder, only the fringe benefit rates have changed - not the F & A rate. The new F & A cost rate agreement has been posted to the Financial Services website. The FY2012 Fringe Rate Breakdown (along with the FY2011 breakdown) has also been posted on the Financial Services website.
      • Delays in Grant Application Submission due to Widespread Blizzard
      • NIH posted a Notice yesterday as a reminder of its policy regarding applications submitted late due to weather problems. We are still a few days away from the February 5 deadline. February 5 falls on Saturday so applications are due at NIH on Monday, February 7 by 5PM local time. If the preparation of an application is delayed due to the storm and the investigator needs to submit a late application, a cover letter indicating the reasons for the delay must be included with the application. And note NIH policy specifies, "The delay should not exceed the time period that an applicant organization/institution is closed." For an example cover letter, please click here.  Should you have questions, please email Susan Boone at sboone@uchicago.edu or Lynda Wolter at lswolter@uchicago.edu.
      • NIH Submission Policies for Grants Submitted After Jan 25th
      • NIH has posted a reminder about the different policies that affect grant submissions after Jan 25th, 2011. A list of these policies can be found here. URA Notice to PHS and NIH Principal Investigators and Administrators.
      • AURA-GrantsXpress Required for All Submissions
      • Over the past several months, we have steadily increased the overall usage of AURA-GrantsXpress for our applications which are eligible to be submitted in AURA (NIH R, K and F series). We now have over 100 submissions to Grants.gov in AURA-GrantsXpress with over 50 proposals in development. We now need to complete the AURA-GrantsXpress rollout. To complete the system roll-out and ensure that the campus is ready for the full Grants deployment in Spring 2011, we must have 100% of the GrantsXpress eligible proposals submitted through the system. This will increase the efficiency and compliance of both URA and departmental operations. Beginning with the Oct 5 deadline all eligible proposals must be submitted through AURA-GrantsXpress.
      • NIH Grants Policy Statement Guide Revised
      • The NIH Grants Policy Statement guide has been revised as of October 1, 2010. The revised version is effective for all awards issued with budget period start dates on/after October 1, 2010. The 2003 version remains in effect for all prior awards. The 2010 revised version: (1) Incorporates all the policy changes that NIH has implemented through NIH Guide Notices since the 12/2003 version was published; (2) Includes policy clarifications, public policy requirement changes, and terminology changes; (3)Includes new chapters on multiple PD/PI and career development awards; and (4) Includes a robust chapter and section/subsection numbering system throughout and reflects reorganization of some sections to improve usability.
      • The guide can be accessed here.
      • xTrain URA Discussion - Save the Date!
      • xTrain will become mandatory for Training Grants and Fellowship terminations in January 2011, and the first deadline for the 2011 year is January 25th. URA is presenting a refresher discussion open to those who are new or familiar to the system. Some of the topics will include (1) Setting up accounts/delegating roles, (2) Appointments/Terminations, (3) Hints and Tips, and (4) Pros/Cons of the System discussion. Mark your calendars for December 9th OR December 10th, 2010 at 10:00am (URA Edelstone – 6030 S. Ellis) – two separate sessions to accommodate space and schedules.
      • NSF Requirement to Submit Data Management Plans
      • National Science Foundation (NSF) officials recently announced a change in the implementation of the existing policy on sharing research data. In October 2010, NSF is planning to require that all proposals include a data management plan in the form of a two-page supplementary document. The research community will be informed of the specifics of the anticipated changes and the agency’s expectations for the data management plans.The changes are designed to address trends and needs in the modern era of data-driven science. For more information, please read the notice on NSF’s website.
      • Training for Excellence in Research Administration
      • TERA is a comprehensive, pre- to post-award training program designed for research administrators at The University of Chicago and its affiliates. The goal of this program is to develop and educate beginning and novice research administrators, helping them to achieve and maintain excellence. The online coursework is available via the University of Chicago Chalk site, allowing administrators to access training materials anytime from anywhere using their cNet ID. Chalk is the campus learning management system. To officially enroll please contact Aaron House, URA Training Specialist.
      • NIH, AHRQ, and NIOSH to Eliminate Error Correction Window for Due Dates On or After January 25, 2011
      • Beginning with due dates on or after January 25, 2011, NIH, AHRQ and NIOSH will eliminate the error correction window from the application submission process. Beginning on January 25, the application must be in the Commons error-free by the time of the deadline. This policy change does mean that waiting until the last minute is more risky and we ask that you advise investigators of the change. For the applications with its scope, the implementation of AURA system-to-system submissions on our campus should facilitate error-free submissions because we can now check for errors prior to submission of an application. Please contact your URA Manager or read the notice should you have questions.
  • 2010 ANNOUNCEMENTS
  • 2009 ANNOUNCEMENTS
  • 2008 ANNOUNCEMENTS
  • 2007 ANNOUNCEMENTS
  • 2006 ANNOUNCEMENTS
  • 2005 ANNOUNCEMENTS
  • 2004 ANNOUNCEMENTS
  • 2003 ANNOUNCEMENTS