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New Faculty at UMB
Moving to UMB: managing your grants and contracts
Sponsored Programs Administration (SPA) in the Office of Research and Development (ORD) works with PIs and their department administrators to facilitate transfer of grants and contracts from another institution to UMB and to assist new PIs with proposal routing and review.
New faculty at UMB should work with their department administration during the on-boarding process. In SPA, the point of contact for proposal and grant transfer assistance is the SPA team that handles the faculty member’s lead unit (department, center or institute) where they will hold an appointment at UMB.
UMB uses Kuali Coeus for proposal development and internal routing. Work through your UMB department administrator to obtain your Employee ID, or an Affiliate ID if a proposal will be routed and submitted before your appointment begins. After you have the Employee ID or Affiliate ID, you or your UMB department administrator should complete the Kuali Coeus User Roles Request.
All proposals must be entered and routed for approval in Kuali Coeus before submission to the sponsor. If you do not yet have a UMB User ID and password to log into Kuali Coeus to electronically approve the proposal, your department administrator may (1) print out the completed certification questions (from the KC Key Person tab) for your signature; (2) upload the signed certification as an internal attachment in the proposal; (3) contact the Dean's Office to bypas the PI's electronic approval in Kuali Coeus.
Sponsor requirements vary for transferring an award from one institution to another. The following information is helpful for determining sponsor requirements and entering the proposal in Kuali Coeus:
- copies of current award documents (grants or agreements) for all active awards
- copies of the most recent proposal or progress report
- contact information for each sponsor (if not included with award document)
- information about pending proposals that are likely to be funded
- contact information for the institutional sponsored programs representative at the former institution
A proposal must be routed for each transferring award. In addition, if you will receive a subaward from your former institution for ongoing collaborative work, you will need to route the scope of work and budget for each of those projects as well.
Work with your department administrator to develop budgets for each of the awards to be transferred. SPA can provide guidance with regard to sponsor policies or UMB procedures, but responsibility for budget development rests with the department.
- Budget period - usually from date of transfer to UMB through the end of the current budget period for the award
- Budget amount - total amount (direct plus F&A costs) on these transfer applications should equal the total amount of unobligated balance that will be reported by the former institution (amount remaining at time of termination from former institution) for the current budget period.
- UMB facilities and administrative (F&A) costs
- UMB fringe benefit rates
- Effort commitment - The percent effort (person-months) committed by the PI and by any key personnel who will remain on the budget should be consistent with the effort committed in the original proposal, unless a reduced percent effort has been approved by the sponsor. This is essential for federal awards and many foundation-funded awards; for other projects, discuss questions or concerns with your SPA team.
- Subrecipients – A budget, justification and scope of work are required from each proposed subcontractor, as well as a Subrecipient Commitment Form signed by the authorized official for the subrecipient organization.
Training: When applicable, begin taking required training.
- Use of human subjects in research
- Use of animals in research
- Training related to biosafety
- PHS-required training in Conflict of Interest
The training in Infectious and Biological Material Shipping is required for all those who will ship biologic products or diagnostic specimens or dangerous goods such as infectious substances, dry ice, or other chemicals.
Protocol submission: Submit protocols as early as is practical so that the approvals are in place by the time the sponsor is ready to issue an award to UMB. Request access to Cicero for IRB and IBC submissions.
- IRB (regarding human subjects)
- IACUC (regarding animal use)
- IBC (Institutional Biosafety Committee) - register use of infectious agents, select agents, pathogens, recombinant DNA or RNA, toxins, non-human primates, sheep, goats, and material of human origin
Foreign nationals: Work with the Office of International Services to obtain the appropriate visa for any new employee or visiting scientist who is not a U.S. citizen or a U.S. permanent resident. ORD's export compliance officers will review the foreign national's information and proposed activities to ensure that there are no restrictions that would require an export license or other U.S. government authorization. Work with your department administration to facilitate deemed export review for foreign national employees and for visiting scholars.
The list of equipment transferred to UMB must be provided to Sponsored Programs Administration (SPA) for acceptance. The equipment list will then be provided to Financial Services for entry into the UMB inventory.
A Material Transfer Agreement (MTA) may be needed if you are bringing research materials from your former institution.
Active Material Transfer Agreements should be terminated by the former institution. The Provider organization will advise whether the material should be destroyed or returned, or may give permission to transfer the material to UMB; however, transfer of the material to the UMB will require a new MTA between the Provider organization and UMB.
Contact the Center for Clinical Trials and Corporate Contracts (CCT) for assistance.