Sponsored Programs Administration

Throughout the life of your proposal and award, Sponsored Programs Administration (SPA) provides oversight and administrative support to investigators and departmental administrators.

UMB investigators were awarded $692 million in research, service, and training awards in Fiscal Year 2021. SPA will work with you to submit competitive proposals, negotiate agreements, and navigate the world of sponsored programs administration.

What's New?

PI Certification in Kuali Research: The PI Certification Questionnaire has been updated in Kuali Research. The new version of the Certification will appear when you add a PI to a proposal. If a PI is already listed, the old version will appear, but if you add a PI, or delete and re-add a PI, the new version will appear. No new questions were added; the existing questions were reformatted and re-ordered. You do not need to make any manual changes...just have the PI respond to whichever questionnaire appears.

NIH Harassment Reporting Mandate:  NIH recipient institutions are expected to provide safe and healthful working conditions for their employees and foster work environments conducive to high-quality research. As a recipient of NIH funds, in accordance with NOT-OD-22-129, UMB is now required to report to the Director of the NIH when an individual identified as a principal investigator or as key personnel in an NIH notice of award is removed from their position or is otherwise disciplined due to concerns about harassment, bullying, retaliation, or hostile working conditions. UMB's Office of Accountability and Compliance and SPA will coordinate to review and submit any such reports.

As always, submit complaints and concerns to the UMB Hotline

In addition, prior approval requests to NIH for changes in PD/PI or other Senior/Key personnel or for a change in recipient institution should include mention as to whether change(s) are related to concerns about safety and/or work environments (e.g., due to concerns about harassment, bullying, retaliation, or hostile working conditions) (NIH Grants Policy Statement 8.1.2)

NIH Other Support Reporting:  The NIH other support format page has been updated for just-in-time submissions, application due dates, and RPPR submissions.  Related information on reporting international engagements.

eRA Commons Username. NIH now requires eRA Commons IDs in the Credential field of the Sr/Key Person Profile form for all individuals listed on that form (NOT-OD-21-109). Request an eRA Commons username for UMB persons. More NIH information

Creating people- and system-friendly PDF attachments

Announcements about Federal Funding and Awards

eRA Commons two-factor authentication requirement - NOT-OD-21-172: eRA will begin a phased approach beginning September 15,2021 for enforcing the two-factor authentication requirement for the NIH recipient community

Article link   -   Download detailed instructions

Key Elements of NIH’s Phased Transition for the NIH Applicant/Recipient Community (starting September 15, 2021)

For Users with Scientific Accounts (principal investigators, trainees, etc.):  If you have a single eRA scientific account, you should make the transition as soon as possible. If not, the requirement for use of two-factor authentication will be enforced for all NIH PIs and key personnel 45 days after the first submission of their competing grant application (Type 1 or 2) or Research Performance Progress Report (RPPR) that occurs after September 15, 2021.

For Users with Administrative Accounts (signing official, administrative official, etc.): If you have a single eRA administrative account, you are encouraged to make the transition as soon as possible. If you have multiple administrative accounts, eRA is developing a method to accommodate you using a single Login.gov account. In either of these cases, transition to two-factor authentication will be required in early 2022.

For Users with a Combination of Scientific and Administrative Accounts: If you have a scientific account and one or more administrative accounts at eRA, transition your scientific account as soon as possible and wait to transition your administrative accounts until early 2022.

Reminder Regarding Recipient and Applicant Grants Policy Related InquiriesNIH NOT-OD-21-151 - "As a reminder, inquiries regarding general grants-policy matters are best directed first to the recipient’s Office of Sponsored Programs; specifically, the AOR. In rare instances where these contacts are not able to assist in resolving the inquiry, or determine a need to seek guidance from the NIH on a complex or unusual policy circumstance, recipient/applicant’s AOR, not the PD/PI, may submit policy-related inquiries on the organization’s behalf to the NIH grants policy inbox." 
At UMB, work with your SPA Team on general grants and grants policy matters. SPA's alpha index of this website may be helpful in researching a question.

Stop using Internet Explorer! As of July 19, 2021, eRA Commons discontinued support of IE to safeguard against security and interoperability concerns. IE is also related to errors in Kuali Research access and viewing. Mozilla Firefox, Google Chrome, Safari and Microsoft Edge can be used to access eRA modules and for Kuali Research.

Sponsored Programs Important Information

Two fields related to Activity Type = Clinical Trial:  Both fields are on the Supplemental Information section of the Kuali Research proposal and intended to help with setup/tracking of clinical trial billing.

Sponsor Protocol Number (30 characters maximum) - if there is no protocol number to reference, enter “not available”.

Third Party Payer Name (50 characters maximum) - If payment to UMB will be issued via a 3rd party payer: fill in the name of the company (this might be a CRO, for example).  If payment to UMB will be issued directly from the Sponsor, then enter: not applicable

What number goes where for resubmissions, renewals and changed/corrected proposals? Review our instructions for Entering Award IDs and Institutional Proposal IDs. This guidance covers proposal resubmissions, renewals, and supplements.

When submitting a DOD PreApplication and Full Application the person to be contacted on these matters involving this application should be Christine To’alepai. The PreApplication and Full Application must have the same name or they will not link correctly in eBrap, which is the DOD’s system for submitting proposals.

NCEs for CCT Agreements:  When requesting a No Cost Extension on an agreement that has been negotiated and signed by CCT, please use the SPA NCE form and also have it signed by CCT prior to sending it to SPA for processing. This will speed up the processing to SPAC.

International engagement - information about required disclosures of foreign ties

Subaward budgets - Avoid submission errors!

How to find Status Updates for Agreements

KR Training - Any staff who will need the Department Pre-award User role in KR must take this class. Other users are welcome. Register here

NSF proposals will be submitted to NSF via Fastlane.
NIH U- and P-series proposals should be submitted via NIH ASSIST.
For other federal grant proposals, if the opportunity you search for does not appear in the results or if you get an error message, contact your SPA team to confirm how the proposal will be submitted to the sponsor. User Attached Forms may be available to resolve the error. With SPA approval you may prepare the proposal for submission via Grants.gov Workspace or NIH ASSIST.
If your proposal will be submitted via Fastlane, ASSIST or Workspace, follow the instructions for non-S2S proposals.

Sponsored Programs Basics This video is intended for those new to sponsored programs and research administration. Share the link with your new hires!

Kuali Research instructions and resources

Distribution List Information: SPA and SPAC use email distribution lists to facilitate communications with department administration. To add or remove an email from your unit's distribution list, contact: Information Services for School of Medicine (help@som.umaryland.edu); Dean’s Offices for Schools of Dentistry, Nursing, Pharmacy, and part of Social Work; Colin Hunter in CITS for School of Law, part of School of Social Work, Central Administration users

Federal and Sponsor Notices and Information: More policy updates and links to listservs, blogs, and more