Resources
On This Page
- Administrative Expenses
- A-21 & A-133 Circulars (Office of Management and Budget)
- Capital Equipment Threshold
- Cardinal Curriculum Training for Research Administrators
- Clinical Trial Program and Resources
- Compliance--
--Cancer Center Scientific Review Committee (SRC)
--Medical and Non Medical Human Subjects (IRB)
--Laboratory Animals
--Biosafety
--Radiologic Hazards
Stem Cell Oversight (SCRO)
- Conflict of Interest
- Contracts
- Cost Sharing
- Deadline (5-day internal submission policy: university-wide)
- DFA Lock Box (Edwards Bldg)
- Export Controls
- Faculty salary and effort
- Gifts vs. Sponsored
Projects
Gift processing forms
- Graduate Students on Research Grants
- Grants.gov at Stanford
(Electronic proposal submission) - Human Embryonic Stem Cell Research (hESC)
Cardinal Curriculum - Indirect Cost Waiver
- Indirect Cost Crossover Between Departments
- Infrastructure Charge Policy
--Infracture waiver list
--Infrastructure Charge (ISC) Exemption Request Form - Institutional Rates
- Intellectual Property
- Internal Proposal Deadlines
- IRB Review Fees
- Material Transfer Agreements (MTAs)
- New Faculty Guide
- NIH Salary Cap
- NIH Resources
- NIH
Training Grants
Non-Disclosure Agreements - Office of Sponsored Research
- Oncore Database (Cancer Center)
- Payment /checks received from sponsors
- PI Certification
Quarterly Report Policy and Procedure - PI Stewardship & Compliance
--PI Training - PI Waivers
- Postaward
Administration - Postdoctoral Fellows on Research Grants
- SPIDERS/SPO Log/PRISM Access Request Form and Computer Set Up Procedures
- Subawards
- Vacation charges
- Veterinary Service Center (VSC) Charges
New! Institutional Facts webpage containing frequently used ID numbers for your grant proposals including animal care, human subject, DoD FICE, CAGE, DUNS, Stanford Tax payer ID number, etc. |
Administrative Expenses
- Charging for Administrative and Technical Expenses (RPH 3.6)
- Questions and Answers
- Addtional Information
- Administrative Charging Q&A's: Stanford Report interview with
Steve Jung, Internal Audit (April 07, 2004)
A-21 & A-133 Circulars
- A-21 Circular (revised 05/10/04). Office of Management and Budget. This Circular establishes principles for determining costs applicable to grants, contracts, and other agreements with educational institutions.
- A-133 Circular (revised 06/27/03). Office of Management and Budget: This Circular is issued pursuant to the Single Audit Act of 1984, P.L. 98-502, and the Single Audit Act Amendments of 1996, P.L. 104-156. It sets forth standards for obtaining consistency and uniformity among Federal agencies for the audit of States, local governments, and non-profit organizations expending Federal awards.
Capital Equipment Threshold
- Approval of $5,000 Equipment Capitalization Threshold in FY04
(Beginning September 1, 2003) (April 1, 2002 Memo)
Cardinal Curriculum
- Link to the Office of Research Administration (ORA) online
Cardinal Curriculum Training for Research Administrators
Compliance
Cancer Center Animal Setup and Boarding Rates for VA, Stanford, or PARE Admin Projects of VA Investigators
Biosafety (Biohazardous Agents and Recombinant DNA) |
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Conflict of Interest
- School of Medicine and University policy and procedures
Conflict of Interest Annual Disclosure and Ad Hoc Disclosure procedures
Tips for faculty for managing their outside relationships in order to avoid conflict of commitment and interest
- Effective 10/01/06: Stanford Industry Interactions Policy
- Conflict of interest Supplmental form:
"Disclosure of Financial Interests Related to Research Activity" must be completed by the PI and attached to the SU-42 for each proposal. See Forms webpage.
Contracts
- Office of Technology and Licensing Industrial
Contract Office
- Non-clinical industry research agreements
Vitro or animal studies for industry sponsors (only) - Handles all Material Transfer Agreements
- Contracting process and negotiation
- Non-clinical industry research agreements
- Office
of Sponsored Research/School of Medicine Team
(Click on "Office Group" and select "Medicine")
- All clinical contracts (including clinical trials and clinical research). "Clinical" means studies involving humans, human tissue or blood, or data from patients (besides clinical trials, examples are studies that involve a chart review to do a comparison of two study drugs, or studies that use a Stanford based patient dataset on the web-like the recent Stanford Heart Network agreement, or studies (sometimes called assay agreements) that support clinical trials, such as the CV med core lab).
- All contracts that have a government (federal, state or local) sponsor or prime
- All other contracts and subcontracts (foundations, other
non-industry) that do not fit in the OTL definition
above
Cost Sharing
- Federal Requirements for Cost Sharing
Attachment A to Research Policy Handbook 3.5 - Cost
Sharing: Stanford University Policy and Procedure (RPH 3.5)
Export Controls
- Research Policy Handbook: Export Controls (RPH 10.2)
This document codifies Stanford commitment to comply with all applicable laws and regulations concerning export controls.The policy describes those requirements, including requirements for record-keeping, and includes links to several resources for faculty and staff.
- Stanford webpage on Export Controls includes: templates that can be downloaded and used to document appropriate exemptions and exceptions to licensing requirements, as well as a "decision tree" to help in determining when such documentation is needed.
- As a reminder, export controls apply to any shipments of materials outside the borders of the United States, as well as to the disclosure of controlled data or material to foreign nationals to on our soil (a "deemed export").
Faculty salary and effort
- Policy
- School
of Medicine Policy
Policy on Sponsored Program Faculty Salary Support (5/6/97) - University policy in the Research Policy Handbook (RPH)
Functional Role
- Functional Roles within the School of Medicine. Download PDF file.
Gifts vs. Sponsored Projects
- Forms
Gift Processing Form - gifts under $1,000
Gift Processing Form - gifts $1,000 and above (Revised April 2008)
Note: *There are two pages to this form. Page 2 includes a section on conflict of interest and special procedures required for gifts $20,000 or greater.
- Research Policy Handbook
- Definitions of Categories of Sponsored Projects (Policy)
- Attachment A: Gift or Sponsored Projects Determination Process Checklist
- Attachment B: Gift or Sponsored Projects Indicators
- "Condition of Gift Award" (memo)
DFA Lock Mail Box
- The DFA Lock Mail box has been installed on an exterior wall in the Edwards Building. Mail/checks for the Office of Medical Development can be dropped off at that location.
Download PDF file with photo and location
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Graduate Students on Research Grants
- Pro-rated Tuition Calculation
Rate Chart
(SUNET ID required for access to this Dean of Research webpage)
- RPH 3.9- Policy for Tuition Allowance for Research Assistants Policy
- Memos for the charging of Graduate Student Research Assistant salary and tuition:
2005-06 Minimum RA/TA Salaries
2006-07 Minimum RA/TA Salaries
2007-08 Minimum RA/TA Salaries
2008-09 Minimum RA/TA Salaries
(Please note: the School of Medicine and other schools pay higher rates than those which appear in the Research Policy Handbook RA/TA Salary memo. For specific details, please contact your Research Process Manager (RPM).)
- Graduate Student Assistantship Salary and Tuition Allowance Tables
Academic Year 2007-2008
Academic Year 2008-2009
- Biomedical Graduate Student Ph.D. Salary/ Stipend: $28,500.00 (FY 08-09)
- Clarification of OMB A-21 Treatment of Voluntary Uncommitted
Cost
Sharing and Tuition Remission Costs, OMB Memo M-0106, January 5, 2001 [ PDF file ]
- NIH NRSA
Requirements (Graduate Student Compensation)
(NIH NRSA announcement for 2008 indicating compensation levels have remained unchanged since 2007.)
Stanford clarification: The Graduate Student Compensation Limit for Fiscal Year 2008 NRSA awards research grants is tied to the "0" level of experience stipend level for postdocs . Therefore, the limit is $36,996 (salary plus benefits and tuition) when budgeting graduate students on research grants.
(Reference: Office of Postdoctoral Affairs Salary Guidelines Table.)
Grants.Gov
- Stanford procedures for
Grants.gov at Stanford webpage
The Grants.gov at Stanford site was created to facilitate the transition to electronic grant application submission via Grants.gov.
• Use this website for guidance on submitting through Grants.gov.
• Find tips to help you a void pitfalls and benefit from lessons learned by faculty, administrators, Institutional Representatives, and central offices who have already submitted grant application packages through Grants.gov.
• Find information about new business practices, and additions to Stanford policy resulting from the new electronic submission process.
NCURA- National Council of University Research Administrator
Regional conference Download Grants.gov presentation
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Human Embryonic Stem Cell Research (hESC)
- Stanford Policy (RPH 10.7)
- Human Embryonic Stem Cell Research (hESC)
Procedures and Cardinal Curriculum Tutorial and Post Test
- Human Embryonic Stem Cell Tracking Form (HESCRT)
(download from the RMG Forms webpage)
- Research Compliance Office
Stem Cell Oversight Resource
Stem Cell eProtocol website (SUNET ID required for access)
Indirect Cost Waiver
- IDC Waiver Request--please contact your RPM for assistance.
Policy
RPH 3.10, Indirect Cost Waivers
Updated to incorporate recent changes in the university Infrastructure Charge rate and process.
-
Verification of nonprofit organizations tax exempt status
"GuideStar"-national database of nonprofit organizations
Provides Tax ID# and financial information for indirect cost waivers
http://www.guidestar.org (This is a free service which requires registration to access.)
Indirect Cost Crossover Between Departments
Infrastructure Charge Policy
Infracture waiver list-please see the Office of Research Administration Infracture resource webpage for the Infrastructure charge policy and waiver list.
To download a form to request Infrastruction (ISC) Exemption request form:
Infrastructure Charge (ISC) Exemption Request Form
(School of Medicine)
Institutional Rates
- Office of Research Administration (ORA) resource page containing Facilities and Administrative Cost Rates (FY98-FY08).
Policy
RPH 3.3, Facilities & Administrative (F& A) and Fringe Benefits Rates: Definitions and Calculations
Revised to clarify the application of indirect cost rates to either the Modified Total Direct Costs (MTDC) base or the Total Direct Costs (TDC) base
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Intellectual Property
- Stanford Research Policy Handbook (RPH Chapter 5)
- Aug. 1, 2005 Memo from the Dean of Research Office which updates the guidance on the web about our intellectual property policies and the requirement for IP agreements from all researchers.
- Research Policy Handbook: Patent and Copyright Agreement Form (SU-18)
Internal Proposal Deadline
- Announcement from the Office of the Dean of Research
- Effective June 1, 2006, a copy of the complete and final sponsor application along with a signed/completed SU-42 must be submitted to your institutional representative at least 5 full working days in advance of the sponsor's due date.
- This requirement applies both to proposals that will be submitted electronically as well as those being submitted on paper. The five day lead time does not include the time required by your local unit/department/school for their review.
- ORA Internal Deadline resource webpage
Material Transfer Agreements (MTAs)
MTAs are short contracts governing the transfer of tangible research property (often biological materials) for in vitro research use.
Office of Technology and Licensing-Industrial Contract Office MTA webpage.
New Faculty Guide
- Policies and regulations
- Information about funding opportunities
- Resources for researchers
- Stanford offices
- People who can answer questions
RMG New and Junior Faculty Resources
NIH Resource webpages
- NIH resource webpage (RMG webpage)
- Grants.gov@Stanford (ORA webpage)
NIH Salary Cap
- Salary Cap Resource Webpage
This page contains information and examples, links to policy
documents and calculation templates.
NIH Guide Notice 2008
NIH Salary Cap Summary 1990-2008*
- Policy: RPH 3.8, Salary Cap Administration
NIH Training grants
- Graduate
Student Tuition Rates *SUNET ID required for access.*
Link to the Dean of Research Pro-Rated Tuition Calculation webpage containing tuition rates for the academic year 2008-2009.
- Health Insurance Rates (Post Doc) Office of Postdoctoral Affairs website.
- Health Insurance Rates (Graduate Student) Vaden Health Center/Stanford website.
- Current
NIH Stipend Levels (FY 2008)
Ruth L. Kirschstein National Research Service Awards (NRSA): Funds for the NRSA program are held at FY 2007 levels and policies for tuition and training-related expenses established for FY 2007 remain in effect for FY 2008. http://grants.nih.gov/grants/guide/notice-files/NOT-OD-07-057.html
- NIH NRSA Training
Grants & Fellowships
Comprehensive NIH NSRA webpage.
- NIH Website: FAQ's re: NRSA Training Grants
Non-Disclosure Agreements (NDAs) and Confidentiality Disclosure Agreements (CDAs) or Confidentiality Agreements
- For complete information on Stanford's procedures and policies:
Dean of Research Office webpage:
Handling Non-Disclosure or Confidentiality Agreements
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Office of Sponsored Research
New ORA website. (Mac users-please use Safari or Firefox internet browsers to access this website.)
Office of Sponsored Research--School of Medicine Team
The Contract Officers for the School of Medicine are now located
at 651 Serra Street, Room 220. Contact list
Oncore Database (Cancer Center)
Stanford has two versions of Oncore* The production version of Oncore provides a secure environment for capturing authentic (actual) protocol and subject data. * The demo/training version of Oncore provides an environment used for training and demonstration purposes. It contains disguised patient data generated by PercipEnz. You can use this for learning more about Oncore. If you would like access to this version of Oncore, please send me email and I will create a user account for you in the system.
RMG staff:
POPUPs must be allowed for the Oncore site.
Use your SUNet ID and password to log into Oncore. As a member of the RMG role in Oncore, you have read-only access to all protocols (Oncology protocols only) and no access to subject data PHI.
SRC Requirements for Cancer Studies
The SRC is part of the PRMS (Protocol Review and Monitoring System); see http://cancer.stanford.edu/trials/protocol.html for more info. The "Review and Reporting Requirements by Type of Study" chart on the PRMS page identifies the types of studies which require SRC Review and/or tracking in Oncore.
Payment
Addresses / Wire Transfer Information
- Stanford's Federal Tax ID No.: 941156365.
- What should I do with checks received in my department?
- Checks received in the department for payment on sponsored projects must be forwarded to the OSR Lockbox for deposit. Please do not mail them to the OSR office.
- Payments are to be made payable to Stanford University.
- Each check payment or wire transfer must reference the research project title, agreement number, invoice or voucher number, and the name of the Principal Investigator for identification.
- Any documentation or notes indicating the fund to which the money should be applied must be forwarded with a photocopy of the check to the appropriate OSR representative for retention in the file. This includes a copy of any check remittance/advice or an attached memo or letter.
- Preferred documentation includes a sponsored projects (SPO) number and/or award numbers. In general, the sponsor should not send checks directly to the department. The sponsor should be instructed to send checks directly to OSR's lockbox at the following address:
By First Class Mail:
Stanford University
P.O. 44253
San Francisco, CA 94144-4253By Federal Express:
Wells Fargo Lockbox
Stanford University Lockbox 44253
3440 Walnut Ave, Bldg A, 2nd Floor
Fremont , CA 94538
(510) 745-5200
*name and phone number now required for FEDEX deliveries.If a Wire Transfer is involved,
please send it to:
Wells Fargo Bank
420 Montgomery Street
San Francisco, CA 94163
For account numbers, please contact your department's
Research Process Manager (RPM)
Detailed questions about the payments should be directed to
ORA Accounts Receivable
PI certification & Quarterly
Report Policy and Procedures
- School of Medicine
Quaterly Post Award Reporting Policy and Procedure
- University PI Certification Guidelines
Information and Guidelines, Due Dates
PI Training, Stewardship and Compliance
- As of June 1, 2000, PI Training will be required before an award
can be accepted.
Online PI training
(The navigation button, "NEXT". at the bottom of the webpage below will advance you through the materials. You will need your SUNET ID and password to proceed.)
PI Waivers
Postaward Compliance
Research Management Group/School of Medicine Compliance Process
Postdoctoral Fellows on Research Grants
- Fellowship office at the RMG (Procedures )
- Minimum
Salary for Postdoctoral Fellows
2008-2009 Stipend/Salary Levels have been approved by Vice Provost and Dean of Research, Ann Arvin, and Vice Provost for Graduate Education, Patti Gumport, with the support of Provost John Etchemendy (see the Postdoctoral Salaries at Stanford website)
SPIDERS/Spo Log/PRISM Access and Computer Set Up
SPIDERS/SPO Log Access Request Form and
SPIDERS/SPO Log PRISM computer set up instructions (RMG Webpage)
Subawards
- OSR Subawards webpage which provides various tools to assist the departments in establishing subawards under sponsored agreements.
RPH 3.7, Subawards
Revised to reflect custodial transfer of subaward issuance and oversight from Procurement and Internal Audit to OSR. Also includes new forms and processing requirements.
- Effective April 11, 2008, Stanford has eliminated the need for two forms previously required for subawards under grants:
--OSR Form 32, Sole Source Justification
--OSR Form 46, Fair and Reasonable Cost Analysis (Subawards under Grants - PI Checklist) (form eliminated)
The use of these forms has been eliminated based upon updated interpretations of OMB Circular A-110 by the Federal Demonstration Partnership, the Office of Naval Research, the Office of Management and Budget, Stanford and other academic institutions. - This change does not affect the requirements for subawards under contracts. For subawards under contracts the following forms are still needed:
--OSR Form 32, Sole Source Justification, and
--OSR Form 45, Fair & Reasonable Cost Analysis (Subawards under Contracts - PI Checklist)
These forms must be filled out completely and in detail, with supporting documentation supplied for OSR Form 45.
Vacation Charges
Managing salary charges to pay for earned and accumulated vacation. Dean of Research vacation resource webpage.
Veterinary Service Center (VSC) Charges
