ors quarterly grants managers meeting august 21, 2014

ORS Quarterly Grants Managers Meeting

August 21, 2014

Agenda

• Duke Engineering Research Institute (DERI)• New OVPR Initiatives• Training and Development (ORS)• Office of Sponsored Research Updates• Uniform Guidance• Training and Development (RCC)

•Mission: to promote applied research in the public interest specifically around homeland security.• Duke anticipates receiving grants and

contracts from sponsors like• Defence Advanced Research Projects

Agency (DARPA0• Department of Homeland Security• Department of Defense Agencies

Duke Engineering Research Institute (DERI)

• Key Points• Lab space located off campus.• Secure facility (still cannot do classified

projects).• Can take restrictions on publications and

the participation of foreign nationals (national security controls).


• Key Implications• New Proposal Submission Process (Two

weeks prior to deadline).• DERI Director will determine if there is

enough space for any proposed projects.• Pratt Dean of Research and Legal Counsel will

determine if scope is appropriate to mission.• Office of Export Controls will work with PIs to

put in Technology Control Plans and secure export licenses, if appropriate.


• Key Implications• New Proposal Submission Processes• ORS will then review the proposal as we

normally would.• ORS will confirm with the PI that the

work is fundamental research or if the work will be restricted.• ORS will provide exceptions letters when

appropriate.


• Key Implications• New Proposal Award Process• ORS notify everyone immediately upon

receipt of a DERI grant or contract.• ORS will negotiate contracts as normally

do, except when we know the restrictions apply.• ORS will accept the restrictions, but need

to know about them at the time of proposal.


•DERI Request from Grants Community• Help ID potentially restricted earlier in the

process.• By the time the proposal gets to ORS, it may be

too late to complete the process.• Help make faculty aware of the existence of

DERI.• They need to know that there is an option for

conducting restricted research through Duke.• No surprises.


• Faculty Meetings• Grants Management Working Group• ORS West

• Inter-related.• Self-informing.• Developing Goals:• Best practices, increase collaboration,

improve grants administration, build stronger social networks.

OVPR Initiatives

• Faculty Meetings• Identify top faculty grant producers.• Two meetings a month with five faculty

in related intellectual spaces.• Listen.• Listen.• Listen.• Communicate. (Operationally poor in the

international arena.)

OVPR Initiatives

• Grants Management Working Group• 10 or so grant managers, ORS, and OSP.• Meetings once a month? Twice a month?• Open discussions:• What are the issues in the department?• Are their already best practices to reduce

barriers?• What works, what doesn’t work?

• Pre and Post-award.• Charged by the Provost.

OVPR Initiatives

• Grants Management Working Group• Broader Questions:• What is the minimum support a PI should expect

from the department/school?• Can we quantify performance?• GM level? Department Level? School Level?

• How can improve performance?• Are there barriers that can be reduced or eliminated?• Are there incentives that we can build into the system?

• How can we perform better in the international arena?

OVPR Initiatives

• ORS West

OVPR Initiatives

• Support capacity building.•Work to support proposal submissions

and award management.• Face-to-face Interactions.• 360 evaluation for improvement in ORS.

ORS West--Satellite Office

• Susan Lasley• Identify issues and working with others to

resolve them.• Could include:• ad hoc training developed on the fly, for

instance a new employee needs SPS training.• Standard operating procedures for future

employees.• Best practices documents for broader

audiences.

ORS Satellite Office

• Example: International Subcontracting• ad hoc training developed on what’s

needed. • Special offering ORS Subcontract workshop to

a small group.• Standard operating procedures: GM

documents SOPs for the department.• Best practices documents: GM documents

what to keep in mind for next time.• These documents could be submitted to

Working Group.


• The Plan:• Susan will hold regular office hours two days a

week in Gross Hall.• Grant Managers will be able to sign up for time

on an Calendar (we’re still exploring options).• Discuss all things related to grants and contracts,

pre and post-award.• Examples could include reading a complex BAA or

contract together, discussing complex reporting requirements.

• Office will open in September.


• The Plan:• After evaluating the results, ORS may cycle

different ADs through ORS West at set times.• OVPR will consider setting up other Satellite

Offices, as well.• ORS Pratt• ORS DGHI• ORS Carolina Ale House


• SPS Web• Demonstration workshop for experienced

SPS users.• Not for beginners.

• Sign-up on the web-site.• Come at the scheduled time.• Limited number of seats.

Training and Development (ORS)

• Introduction to Subcontract/Sub-awards.• From proposals to awards.• Primarily for beginning grant managers

but is open to everyone.•Will include a discussion of a new central

office risk assessment.


• Finding Funding Workshop• New Faculty • Tell us who they are!• Point them to our website!

• Contact Anastasia Maddox• 919-681-5132• [email protected]• https://ors.duke.edu/funding-opportunities-A


mailto:[email protected]

Agenda

• Office of Sponsored Research Updates.• Uniform Guidance.• Training and Development (RCC).

ors quarterly grants managers meeting august 21, 2014

Documents