Research Management Group– (RMG)

Resources

On This Page

To Search this Webpage

PC users:       Control-F

Mac users:     Apple (command) key-F

To search by research focus (cancer, immunology, etc.), name of sponsor, and/or program title.

Questions regarding these policies?  Please contact your Research Process Manager (RPM) 


Institutional Facts webpage:
contains frequently used ID numbers for your grant proposals including animal care, human subject, DoD FICE, CAGE, DUNS, Stanford Tax payer ID number, etc. more >>

School of Medicine Telecommunication Rate  
more >>

New Conflict of Interest Policy more >>

Administrative Expenses

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 Compliance Supplement 2010 >>. 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: ORA webpage>>)

Cardinal Curriculum

Link to the Office of Research Administration (ORA) online
Cardinal Curriculum Training for Research Administrators

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Compliance

Cancer Center
Scientific Review Committee (SRC)

Research Compliance
Homepage

Medical Human and Non-Medical Human Subject Research:
Human Subjects Research website for: Policies
Human Rights Protection Program (HRPP) and Guidances >> including Human Subject Research Determination
Contact information
Required Training for Human Subject Research Protection (required tutorial)
Human subjects Federal-Wide Assurance Number--RPH 7.1:
FWA #00000935  (please refer to RPH 7.1 for current expiration date)
NIH Policy on IRB Review
NIH Notice (2000): Required Training for Human Research Participants
NIH Human Subjects Research for training (required tutorial) information
Training in the Protection of Human Subjects in Research (Policy)
Human Research Protection Program (RPH 7.0)
IRB Review Fee
Download May 2006 memo

Animal Subjects
Laboratory Animals (A-PLAC) Web Page
Animal Welfare Assurance Number: A3213-01 (05/18/09-05/31/2013) This updated Assurance is incorporated in the Research Policy Handbook as RPH 8.1
AAALAC Approval. Effective: March 16, 2010
USDA License Number: 93-R-004
VA Animal Welfare Assurance Number: A3088-01

Animal Setup and Boarding Rates for VA, Stanford, or PARE Admin Projects of VA Investigators 

  • NIH Proposal-Resources "animal" section
    (Download document containing the necessary resources animal section text for your NIH proposal)
  • Animal Subject protocol transactions should be submitted at the Animal Subjects eProtocol website [SUNET ID required]

Biosafety (Biohazardous Agents and Recombinant DNA)
Webpage

Radiological Hazards
Radiological Hazards Policy
Laser Safety Policy
Administrative Panel on Radiological Safety: Panel roster
* Nuclear Regulatory Commission (NRC) Number: 0676-43
* VA NRC Number: 04-23242-01For general information and assistance related to
Radiological Hazards, contact the Stanford Radiation
Safety Officer, Lance Phillips (650-725-1412).

Stem Cell Oversight (SCRO)
Stem Cell Oversight (SCRO) webpage

Health and Safety Web Page (University)

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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

Avoiding Financial Conflict of Interest Learning Module for New Faculty (announced April 2011)
Dr. Ann Arvin, Vice Provost and Dean for Research, has informed us about a new training tutorial titled Avoiding Financial Conflicts of Interest that must be completed by all new Stanford faculty. It is a self-paced, web-based module designed to provide an overview of the high-risk situations that can lead to financial conflicts of interest for faculty. Additional information about the module can be found at the COI website http://www.stanford.edu/group/coi/training/training.html. It is available to all members of the Stanford community with SUNet IDs through the Stanford Training and Registration System (STARS)


NIH Conflict of Interest Policy Change Memo    new

Download COI Policy Change Memo pdf

Date:      April 20, 2012
To:          School of Medicine Faculty
From:      Dr. Harry Greeenberg, Senior Associate Dean for Research

Dear Colleagues,
As many of you know, new requirements regarding conflict of interest (COI) in research funded by the Public Health Service were enacted into law last summer (http://www.gpo.gov/fdsys/pkg/FR-2011-08-25/pdf/2011-21633.pdf). These regulations will become effective on August 24, 2012 and will primarily impact our funding from NIH however, please note they apply to all PHS agencies. These new regulations are extensive but the most important changes include:

    • The threshold at which a personal financial relationship or interest is deemed significant will be decreased from $10,000 in the current policy to $5,000 in the 2012 revision. If that financial relationship or interest is related to a faculty member’s institutional responsibilities and it is determined to have the potential to have a direct and significant effect on the research, or the research on the financial interest, then an FCOI (Financial Conflict of Interest) exists.
    • When a FCOI exists, institutions must assure the NIH that they have managed the FCOI related to a specific PHS funded project before an award can be accepted for that project and any monies spent. This assurance needs to be updated annually and as new FCOIs occur.
    • Institutions must also provide assurance of FCOI management for all subrecipients identified on the project.
    • The institution, not the faculty member, must determine whether a faculty member's outside interests overlap with/are related to their institutional responsibilities and if so, if they are related to their research/scholarship responsibilities (and specifically to PHS funded research). If that is the case the institution must determine whether an FCOI exists, rather than allowing the faculty member to make this determination.
    • Almost all travel reimbursements must be reported to the institution.
    • The amount of information that must be reported to the NIH if a FCOI exists is significantly increased.
    • Institutions must make readily accessible to the public certain information concerning FCOIs that overlap with PHS funded awards.
    • A requirement is now in place requiring that all investigators (including subrecipient investigators) complete training on COI before engaging in any PHS-funded research; training must be completed every four years thereafter.
    • If noncompliance with regulations is found, a series of significant review procedures are required to take place.

In order to comply with these new federal regulations, a number of changes and improvements to our COI system have been or are in the process of taking place. The COI training video is currently being updated and a web-based travel reporting instrument is under construction. The Stanford policies on conflict of interest and commitment have been substantially updated, reviewed and approved by the faculty senate and will go into effect in late August, 2012. The electronic Outside Professional Activities Certification System (OPACS) has been simplified and better integrated with the SeRA and eProtocol systems. We have worked hard to try to minimize the burden the new regulations will place on our faculty. However, there will be some changes that will require a bit more planning ahead by our faculty. When submitting a proposal to NIH or another PHS agency the approval of your institutional official in the Research Management Group (RMG) indicates that Stanford University has complied with all requirements for disclosure. In order for RMG to provide this approval, Principal Investigators and other participating faculty must complete a Proposal Development & Routing Form (PDRF) to document that all requirements related to the submission of that proposal have been met.


PLEASE NOTE: your institutional representative (RMG) cannot submit the proposal to the NIH or other PHS agencies until all PDRFs have been completed and approved by the participating faculty on any specific grant. Additionally, any participating subrecipient must provide documentation of compliance by completing Subrecipient Commitment Form (F33) before the proposal is submitted. Hence, you are reminded of RMG’s internal deadline for providing a complete and final proposal. Most proposals to NIH are submitted electronically through Grants.gov. RMG requires the complete and final proposal a minimum of 4-business days in advance of the sponsor’s deadline to allow time to review, submit, and receive validation from the Grants.gov system confirming the transmittal of the proposal without errors and the acceptance of the proposal by NIH. When the proposal is received with fewer than 4-business days in advance of the deadline, RMG cannot guarantee timely submission of the proposal. Additionally, the PI assumes the risk of missing the sponsor’s deadline or not clearing the NIH system validation process.

 


Contracts

Office of Technology and Licensing
The Industrial Contract Office handles:

Office of Sponsored Research/
The OSR School of Medicine Team (Click on "Office Group" and select "Medicine") handles:

Cost Sharing

Cost Sharing: Stanford University Policy and Procedure (RPH 3.5)
Cost sharing represents that portion of the total project costs of a sponsored agreement borne by the University, rather than by the sponsor. Cost sharing of direct expenditures represents a redirection of departmental or school resources from teaching or other departmental and school activities to support sponsored agreements.

Federal Requirements for Cost Sharing
Attachment A to Research Policy Handbook RPH 3.5a
Administrative requirements for including cost sharing on federal grants and cooperative agreements are defined in OMB Circular A-11

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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  


Export Controls

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.

Export Controls Resource webpage>>

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

Effort Allocation-Dean of Resarch Office resource webpage
Salaries constitute the largest component of the expenses charged to sponsored projects. It is essential that Stanford managers, including Principal Investigators (PIs), understand the basic principles underlying the allocation of effort, and the corresponding charging of salaries, to those projects.

School of Medicine Policy
Policy on Sponsored Program Faculty Salary Support (5/6/97)

Fiscal Responsibility for Principal Investigators (RPH 3.1) (revised 05/02/11*)
At Stanford, the Principal Investigator (PI) has overall responsibility for the technical and fiscal management of a sponsored project. This includes the management of the project within funding limitations, adherence to reporting requirements and assurance that the sponsor will be notified when significant conditions related to project status change.
*Note: The new RPH 3.1 policy eliminates the wording that requires a minimum of 1%. However, in the School of Medicine we have our own policy (see the School of Medicine Faculty Effort policy webpage >>) that requires ALL faculty participating on a sponsored project to devote effort and budget for that effort. Therefore, in the SoM there is not much of a change.

 

Fellowships vs. Grants

Definition of Sponsored Projects and Distinctions from Other Forms of Funding (RPH 3.2 >>)

Postdoctoral Fellowships are not normally defined as sponsored projects. However, because they typically provide support for the recipient’s research activities, applications are processed through the research administration offices of the University. This helps to assure appropriate internal controls as regards to research policy, as well as the inclusion of the funds in the appropriate base for the calculations of Stanford’s indirect cost rates and the appropriate classification of the research space.

RPH 3.2 (1c) includes a definition of fellowships/scholarships and student aid, as distinguished from sponsored projects. It also includes a new checklist to help distinguish postdoctoral fellowships from sponsored projects. Descriptions of the categories of sponsored projects has been moved to RPH 3.4>>.

The Attachment A, Checklist for Determining Whether Funding is a Postdoctoral Fellowship or a Sponsored Project, (RPH 3.2, section 2.1) can assist in making the determination as to whether funding should be classified as a Fellowship or Scholarship (i.e., student aid) or not.

Master List of Postdoctoral Fellowships
The master list of postdoctoral fellowshis can be downloaded from the RMG Fellowship Office Funding Information section>>. The master spreadsheet identifies the Institutional representatives for each funding opportunity. Fellowships are processed through the RMG Fellowship Office and mentored career development grants are processed through the Research Process Manager (RPM) in RMG.


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Functional Role

Functional Roles within the School of Medicine. Download PDF file.

Gifts vs. Sponsored Projects

Forms
FINGATE webpage: Quick Steps: Process Donor Gift Checks>>

Go to the above webpage for:
Gift Transmittal Forms < $1,000
Gift Transmittal Forms > $1,000
Additional form for Gifts > $20,000: Gift or Sponsored Project Determination Process and Checklist form

Cardinal Curriculum Training module 
Individuals who are involved in the processing of gifts, including those who complete and sign gift transmittal forms, are required to be adequately trained. A module has been added to Stanford's Cardinal Curriculum on "Gift Administration at Stanford."

Research Policy Handbook Definitions of Categories of Sponsored Projects (RPH 3.2)
Defines sponsored projects, as distinguished from gifts and other supported activities, and illustrates the major categories of sponsored projects, i.e., organized research (including both sponsored research and University research), sponsored instruction, and other sponsored activities.

 

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Graduate Students on Research Grants

Pro-rated Tuition Calculation Rate Chart*
Includes 2012-2013 rates
(*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
2008-09 Minimum RA/TA Salaries
2009-10 Minimum RA/TA Salaries
2010-11 Minimum RA/TA Salaries
2011-12 Minimum RA/TA Salaries
2012-13 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
Academic Year 2009-2010
Academic Year 2010-2011
Academic Year 2011-2012
Academic Year 2012-2013

Biomedical Graduate Student Ph.D. Salary/ Stipend:
$28,500.00 (FY 08-09)
$29,250.00 (FY 09-10)
$29,500.00 (FY 10-11)

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)
Stanford clarification: The Graduate Student Compensation Limit for Fiscal Year 2012 NRSA awards research grants is tied to the "0" level of experience stipend level for postdocs.  Therefore, the limit is $42,645 (salary plus benefits and tuition) when budgeting graduate students on research grants.
NIH Stipend Levels for FY2012*
*The budgetary categories described in this Notice are effective only for Kirschstein-NRSA awards made with FY 2012 funds. All FY 2012 awards issued using FY 2011 stipend levels will be revised to increase the stipend category to the FY 2012 level. For institutional training grants already awarded in FY 2012, if trainees have been appointed to the FY 2012 budget period, the grantee institution must amend those appointments to reflect the FY 2012 stipend level once the revised award is received. Amended appointments must be submitted through xTrain in the eRA Commons. Retroactive adjustments or supplementation of stipends or other budgetary categories with Kirschstein-NRSA funds for an award made prior to October 1, 2011 are not permitted.
NIH Stipend Levels for FY2011
NIH Stipend Levels for FY2010
NIH Stipend Levels for FY2009  
NIH Stipend Levels for FY 2008


(Reference: Office of Postdoctoral Affairs Salary Guidelines webpage >>.)

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Grants.Gov

Stanford procedure Grants.gov at Stanford webpage
Getting Started tips/Setting up your computer/PI resources, etc.
Grants.gov allows electronic access to more than 1,000 grant programs offered by all Federal grant-making agencies.
Grants.gov replaces paper applications with electronic forms and requires electronic submission of all applications. It is the central portal for grant announcements and submissions.

Grants.gov at Stanford eSubmit
eSubmit is Stanford's drop box for electronic research proposals and provides storage, routing and tracking features. Potential users include faculty, departmental staff, and central office staff who participate in the creation, approval and submission of these electronic proposals.

Direct link to eRA Commons | eRA Commons FAQs
The Electronic Research Administration (ERA) Commons is a virtual meeting place where NIH extramural grantee organizations, grantees, and the public can receive and transmit information about the administration of biomedical and behavioral research. The ERA Commons is divided into both unrestricted and restricted portions that provide for public and confidential information, respectively.

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Human Embryonic Stem Cell Research (hESC)

Human Embryonic Stem Cell Research (RPH 10.7) (Revised June 2010)
"Human embryonic stem cells" are pluripotent cells that are self-replicating, derived from human embryos and are capable of developing into cells and tissues of the three primary germ layers. Although human embryonic stem cells may be derived from embryos, such stem cells are not themselves embryos.  

Research Compliance Office
Stem Cell Oversight Resource
Stem Cell eProtocol website (SUNET ID required for access)

**The Stem Cell Research Tracking Form and the hESC Training are no longer needed.
Implementation of Executive Order on Removing Barriers to Responsible Scientific Research Involving Human Stem Cells (NIH NOT-OD-09-085). This NIH Guide Memo dated April 17, 2009 states they will continue to restrict funding of hESC research until NIH develops new guidance based on the President's Executive Order. Please note, this is a restriction on direct cost funding and not on indirect support. This means, they do not restrict the use of federally funded space or equipment. * There is no longer a need for a hESC Tracking Form or hESC training.

Update from the NIH:
Sept. 9, 2010: Amended Status of Applications and Awards Involving Human Embryonic Stem Cells, and Submissions of Stem Cell Lines for Eligibility Consideration NOT-OD-10-136>>
On September 9, 2010 an Order issued by the US Court of Appeals for the D.C. Circuit (No. 10-5287, Filed on September 9, 2010) provided a temporary administrative stay of the district court’s August 23, 2010 preliminary injunction (PI) in the matter of Dr. James L. Sherley, et. al. v. Kathleen Sebelius, et al., The Court of Appeals has requested quick briefing of the motion for a stay pending appeal of the PI and could decide as early as September 20th as to whether to grant or deny a stay. In light of this new Order, the guidance issued by the NIH previously (NOT-OD-10-126) is rescinded. The receipt, processing, review, and awarding of NIH applications and proposals, involving human embryonic stem cells will continue and NIH Human Embryonic Stem Cell Registry will resume. Specifically:


Indirect Cost Waiver

IDC Waiver Requests-- Outside the School of Medicine:
For case-by-case waivers requested outside of the School of Medicine only, a new IDC waiver request form is also provided on the RPH 3.10 Indirect Cost Waiver policy webpage. The policy revision (Sept. 2008) distinguishes between pre-approved and case-by-case waivers, and clarifies the criteria required for each. It also explains those circumstances in which indirect cost waivers will not be approved

 School of Medicine IDC Waiver requests,
Please contact your Research Process Manager (RPM) for assistance.

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.)

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Indirect Cost Crossover Between Departments

School of Medicine Policy
The development of the Operating Budget each year includes a determination of the amount of indirect costs to be allocated to each department. One of the factors that impact this allocation is the amount of indirect costs generated by each department, which in the past has been adjusted by crossovers between departments.

An indirect cost crossover policy is necessary in order to establish uniform procedures in accounting for crossovers and to encourage understanding and cooperation among
principal investigators and department administrators that
will enhance research efforts in the school.


Infrastructure Charge Policy

University Policy on Infrastructure Charge
Office of Research Administration (RFA) Infrastructure resource webpage

School of Medicine Policy for Infrastructure Charge
Application of ISC – effective for proposal deadlines 10/15/11 and beyond.

On September 1, 2005, the University implemented a revised infrastructure charge policy that increased the infrastructure charge to 8%. The infrastructure charge applies to (1) non-sponsored revenue sources, and (2) non-federally funded sponsored awards that carry an indirect cost rate of 0%. At the time of implementation, the Dean decided to help mitigate the impact on trainees and junior faculty by covering this cost on behalf of Departments. 

In the January 9, 2006 Dean’s Newsletter, the Dean wrote about this infrastructure charge and the effort to provide some mitigation and further stated that the decision would be re-evaluated in three years.  Due to fiscal challenges, we have had to re-evaluate many policies, and we have now determined that this infrastructure cost most appropriately resides at the Department, and not at the Dean’s level.  This is consistent with the other Schools in the University.  It also brings the SoM approach for gift and sponsored funding activities as it relates to infrastructure charges into alignment. It has been the policy for many years that when a donor refuses to allow infrastructure charges against their gift, the Department must provide an alternate unrestricted PTA to which the infrastructure cost can be charged.  Effective in FY 2012, this will also be the practice for all new and renewal proposals submitted to non-federal sponsored awards.

The Research Management Group (RMG) works with faculty who are submitting grant proposals to ascertain if the sponsor will pay indirect costs.  When it is determined that a non-federal sponsor does not allow indirect costs, the department will be required to provide an alternate PTA for the infrastructure cost.  In accepting these fellowships and grants we are incurring real costs – and it is often worth doing so in order to support trainees and junior faculty.  The department will be responsible for the applicable infrastructure expenses.  The Dean will continue to pay the Stanford University tax on these revenue sources at a rate of 7.18% on all sponsored funding, and at a rate of 9.3% on all gifts. 



Institutional Rates


Facilities and Administrative (F&A) Cost and Other Rates (FY98-FY12) webpage >>
Final F&A rates announcement (dated 08/09/11) is available for downloading from the above webpage.
FAQ's regarding Final FY 11 / 12 F&A Rates website>>

Facilities and Administrative (F&A Cost Rate) Decision Tree for FY11-FY12
F&A Decision Tree for FY11-FY12  PDF file     new

Policy
Facilities & Administrative (F& A) and Fringe Benefits Rates: Definitions and Calculations (RPH 3.3)
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)
5.1 Inventions, Patents and Licensing
5.2 Copyright Policy
5.3 Tangible Research Property

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.

Patent and Copyright Agreement Form (SU-18)
The signature for this electronic form will be via AXESS.

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 (or one calendar week).

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.


Material Transfer Agreements (MTAs)     

MTAs are short contracts governing the transfer of tangible research property (often biological materials) for in vitro research use.
 Industrial Contract Office (ICO) MTA/Information for Researchers  webpage
Industrial Contract Office (ICO) Home page with links to sections devoted to Researchers, Administrators, and Industry.

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New Faculty Guide

http://www.stanford.edu/dept/DoR/newfac.html

RMG New and Junior Faculty Resources


NIH Data Use Certification (DUC)

The NIH has certain datasets that they will send Stanford researchers only after we sign a “Data Use Certification.” The Industrial Contracts Office (ICO) lists the data use certification (DUC) agreements that have been reviewed and approved. OSR and RMG can sign off on these without contacting ICO. ICO will update the list as we review new DUCs.
Resource pages on all ICO areas are available online:
http://www.stanford.edu/group/ICO/researchAdmins/raResource.html
http://www.stanford.edu/group/ICO/researcher/reResources.html
If you have questions, you may contact Stefani Shek in the ICO at 650-725-9388, or stefani.shek@stanford.edu.



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 Salary Cap Notice 2012
NIH Salary Cap Notice 2011
NIH Salary Cap Notice 2010   
NIH Salary Cap Notice 2009 
NIH Salary Cap Notice 2008
NIH Salary Cap Summary 1990-2008*

Policy: RPH 3.8, Salary Cap Administration
Presents procedures for implementation of agency regulations that set a maximum salary level for project participants (salary cap). Currently, the only agencies that establish salary caps are the Department of Health and Human Services (DHHS), which includes the National Institutes of Health (NIH), and the Department of Defense (DoD). The NIH salary cap is indexed to a specified Executive Pay Level and changes periodically.

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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 2010-2011.

Health Insurance Rates (Post Doc)  Office of Postdoctoral Affairs website.

Health Insurance Rates  (Graduate Student) Vaden Health Center/Stanford website.

NIH Ruth L. Kirschstein National Research Service Award (NRSA) Stipends, Tuition/Fees and Other Budgetary Levels
NIH Stipend Levels for 2012
NIH Stipend Levels for FY2011 The budgetary categories described in this Notice are effective only for Kirschstein-NRSA awards made with FY 2011 funds. All FY 2011 awards issued using FY 2010 stipend levels will be revised to increase the stipend category to the FY 2011 level. For institutional training grants already awarded in FY 2011, if trainees have been appointed to the FY 2011 budget period, the grantee institution must amend those appointments to reflect the FY 2011 stipend level once the revised award is received.
NIH Stipend Levels for FY2010
NIH Stipend Levels for FY2009  
NIH Stipend Levels for FY 2008

NIH NRSA Training Grants & Fellowships
Comprehensive NIH NSRA webpage.

NIH Website:  FAQ's re: NRSA Training Grants

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Non-Disclosure Agreements (NDAs) and Confidentiality Disclosure Agreements (CDAs) or Confidentiality Agreements

Handling Non-Disclosure or Confidentiality Agreements-Dean of Research Office resource webpage

In the course of their Stanford work, Principal Investigators and other researchers may be asked to accept confidential, proprietary or restricted information, materials, software code or technology from a third party. The third party - a company or a government agency, for example - will require that the researcher sign a Non-Disclosure Agreement (NDA), sometimes also called a Confidential Disclosure Agreement (CDA) or Confidentiality Agreement.

These can come up in the context of several kinds of institutional arrangements, including equipment or software loans, technology licensing, data sharing agreements, or material transfer agreements. In these kinds of university agreements, a Stanford office, usually the Office of Sponsored Research or the Industrial Contracts Office, will be involved and can negotiate appropriate terms on behalf of the University.

In other cases, a third party may ask an individual at Stanford to sign such an agreement as part of an ongoing or proposed activity in which there is mutual interest, such as a clinical trial or potential collaborative research project. In these cases, the NDA is between the third party and the individual. The researcher cannot sign on behalf of Stanford University.

Office of Sponsored Research

New ORA/OSR Contact webpage.

Scroll a little down the above webpage till you come to the table showing the list of assignments for the School of Medicine.

This table identifies the following:
· the department name,
· the Contract and Grant officer assigned to each department (for Clinical Trials),
· the Contract and Grant officer assigned to each department (for other contracts excluding subaward and subcontracts),
· the Research Accounting Associate (set-up) person,
· the OSR Research Accountant assigned to each department (for federal awards),
· and the OSR Research Accountant assigned to each department (for non federal awards and clinical trials).

 

OnCore Database (Cancer Center)

OnCore is Stanford’s secure, centralized web-based system used for tracking cancer-related clinical research studies/trials (a requirement of NCI Cancer Center designation). OnCore is licensed from Forte Research Systems, Inc. and the secure OnCore server is housed on the Stanford campus and supported by the School of Medicine IRT Data Center group.

RMG Staff

Access OnCore using your favorite web browser at oncore.stanford.edu (https://oncore.stanford.edu/smrs/jsp/login.jsp)
POPUPs must be allowed for the OnCore site (oncore.stanford.edu)
Use your SUNet ID and password to log into OnCore

OnCore is "Role" based; each role provides access to various data within OnCore . As a member of RMG, you have read-only access to all protocols (prospective Oncology protocols only) and no access to subject data PHI.

To request an OnCore user account, send email to CCTO-Protocol@stanford.edu and include your full name, SUNet ID, phone number, job title (RPM, etc) and CITI completion date.

SRC Requirements for Cancer Studies

Information on the Scientific Review Committee (SRC) including resources for identifying the types of studies which require SRC Review and/or tracking in OnCore, can be found at http://cancer.stanford.edu/trials/srctop.html



OTL Researcher Portal

The Office of Technology and Licensing OTL Researcher Portal provides researchers online access to:

--detailed paent, marketing and information on the researcher's active inventions
--information on the researcher's industrial sponsored research, collaborations and MTAs    (Material Transfer Agreements)

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Payment Addresses / Wire Transfer Information

 

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:

 

Stanford's Tax ID Number: 941156365
First Class Mail
(U.S. and Foreign):

Stanford University
P.O. 44253
San Francisco, CA 94144-4253
Wire or ACH Payments
Domestic and Foreign

Name of Bank:            Wells Fargo Bank
Address:                     420 Montgomery St.
                                     San Francisco, CA 94163
Swift Code:                 WFBIUS6S (Foreign)
Sort/Routing/ABA:    121000248 (Domestic)
Bank Account number:
School of Medicine staff and faculty: to obtain this account number, please contact your department's Research Process Manager (RPM) in the Research Management Group.
Note: Please ask remitters to include information which describes who the funds are from and what they are for in the message line.

Detailed questions about the payments should be directed to
ORA Accounts Receivable
Overnight/Certified Mail

(Update April 2012: any carrier is accepted.)

Wells Fargo Lockbox
Stanford University Lockbox 44253
3440 Walnut Ave, Bldg A, 2nd Floor
Fremont , CA 94538

Verification of Package Receipt:
(510) 745-5200

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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

PI Waiver Policies, Guidelines, Procedures


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)

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School of Medicine Telecommunications Rate

Download School of Medicine Telecommunications Rate Overview and Q&A >>    PDF

The University recently announced they will no longer bill desktop phone services directly to individual depts/units through monthly detailed statements. Instead desktop phone services will be charged in a single lump sum to a SoM Dean’s Office fund. This new approach allows SU to eliminate outdated software, as well as staff time associated with the current detailed monthly billing reconciliation processes.  Combined, these changes are expected to reduce the cost to the School for desktop phone services.

The SoM has developed a methodology for distributing the desktop phone service costs back to individual units/departments by creating a telecommunications rate of .08%. The telecommunication charge of .08% is assessed on total salary to cover costs of communication services.  Effective 9/1/12 the rate will be assessed on all salaries paid on School of Medicine owned tasks.

Application to Sponsored Projects
The new rate will apply to non-federal/non-government sponsored projects only.  RMG will calculate the .08% rate on all salaries of SoM faculty, staff, postdocs, and students, and TBN positions listed on the proposal budget.  The total amount will then be shown as a line item in the Other Expenses category of the budget as a “Telecommunications Charge”. 

NOTE- direct charging of Stanford ITS provided desk-top telephone services on any sponsored project (non-federal, federal, or government) will no longer be allowable in the School of Medicine. 


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.

Forms no longer needed 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.

Forms needed for subawards under contracts.
--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

Department of Comparative Medicine animal care rates.

The Veterinary Service Center (VSC) is a component of the department of Comparative Medicine that oversees all laboratory animal care and use at Stanford University. The VSC is responsible for assuring that all use of animals is humane and complies with all relevant policies and legal requirements.

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