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CT Stem Cell Research Funds (CSCRF) Program - Awards Administration

 

CSCRF Accounts:

  • Awards will NOT be set up in Grants & Contracts unless the PI has an approved ESCRO protocal AND the lab and business office staff have taken the SCRRAP training.
  • CSCRF awards will be linked to new department Stem Cell Center organization that ends in "888". This org should be used for all spending on the award.
  • Accounts will be reconciled and manged in the PI's home departments.
  • These grants are an EXCEPTION to the PFM principles, therefore ALL transactions on these grants must be reconciled and backed up with complete documentation.
  • All original documentation for every transaction must be sotred in the department's office. This includes: purchase orders, receiving papers, invoices, JSAs, LDAs, EMS including detail and receipts <$75, Petty Cash, etc.
  • Documents must be retained for 5 years after the end of the Term.

Reporting Requirements:

  • For 2013 Applications:
    • Within thirty (30) days following the end of the first six (6) month period of the Term, a detailed written semi-annual fiscal report will be due.
    • Within thirty (30) days following the end of each twelve (12) month period of the Term, a detailed technical progress report and fiscal report will be due.
    • Within ninety (90) days after the end of the Term of the award, a detailed final technical report and final fiscal report.
    • Carryover of unused funds from one budget period to the next subsequent budget year for expenses specified in the budget for completed budget year that were not incurred at amounts less than budgeted, must be included in the annual fiscal report. Carryover requests of 10% to 20% of the total approved annual budget will be reviewed by CI, and requests greater than 20% of the total approved annual budget must be reviewed by the State Advisory Committee.

Award Reporting Timetable:

  • With start dates of 11/1/13, the "reporting period" is "the first 10 months of the Term and then each subsequent 12-month period".
  • Your first "interim report" is a financial report that will be due "30 days following the end of each half of the reporting period".
    • Your first "interim report" will be due to CI by April 30, 2014.
    • Your first "annual report" is a financial and progress report and it will be due to CI by September 30, 2014.

Institutional Approvals:

  • Your Grant and Contract Administration (GCA) Team is the liaison between Yale and CI for requests for rebudgeting and no-cost extensions.
  • All requests requiring institutional approval must be submitted to the department's GCA Team email box (i.e. gcat#@yale.edu) with a copy to Tracy Coston, Assistant Director.
  • GCFA (Dennis Titley) is the liaison between Yale and CI for submission of Interim, Annual and Final reports.
    • All Annual and Final Technical Reports must be sent to GCA via the GCAT Team email box (i.e. gcat#@yale.edu) with a copy to Tracy Coston, Assistant Director.
  • Ten (10) working days are required for administrative review of Interim and Annual reports and 20 working days are required for administrative review of Final reports. Notifications of due dates will be sent to the PI from GCA and GCFA.
  • Dennis Titley will send one pdf for each grant to CI for every reporting period.

Annual Technical Progress Report form structure:

  • Complete Cover Page form (2 pages)
  • Section 1: Page Limit: Up to 3 pages excluding figures, charts, tables
    • Section 1A. Summary of activity during reporting period refers to summary of activity on this grant specifically during the reporting period (previous year it is an annual report and entire time of grant if it is the final report).
    • Section 1B. Description of progress relative to milestones means description of progress on this grant with reference to milestones as stated in the orginal proposal.
    • Section 1C: Description of problems encountered and explain "workarounds".
    • Section 1D: Significant scientific developments including IP and inventions - don't leave this blank - put in significant accomplishments related to this grant.
    • Section 1E: Description of collaborations. Include use of YSCC Core services.
    • Section 1F: Expenditures - this is the financial report. Complete this section and submit this section to GCFA.
  • Section 2 (no page limit): Publications that were achieved from work funded at least in part by this grant. Include all oral presentations, abstracts, and or other publications and copies of the publications when available.
  • Section 3: (Page limit: up to 2 pages) Summary for public in Lay Language - describe work done on this grant in a wya that someone who is not a scientist can understand.
  • Answere 'yes' or 'no' to whether any patents, copyrights or trademarks granted during this reporting period.

Submission:

  • Combine Cover Page(s), report, and publications into one pdf.
  • Send the combined pdf to your gca team email box with a copy to Tracy Coston, Assistant Director, GCA.

Final Technical Report form structure:

  • Complete Cover Page form (2 pages)
  • Section 1: Page Limit: Up to 3 pages excluding figures, charts, tables
    • Section 1A. Summary of activity during reporting period refers to summary of activity on this grant specifically during the reporting period (previous year it is an annual report and entire time of grant if it is the final report).
      • Section 1B. Description of progress relative to milestones means description of progress on this grant with reference to milestones as stated in the orginal proposal.
      • Section 1C: Description of problems encountered and explain "workarounds".
      • Section 1D: Significant scientific developments including IP and inventions - don't leave this blank - put in significant accomplishments related to this grant.
      • Section 1E: Description of collaborations. Include use of YSCC Core services.
      • Section 1F: Expenditures - this is the financial report. Complete this section and submit this section to GCFA.
  • Section 2 (no page limit): Publications that were achieved from work funded at least in part by this grant. Include all oral presentations, abstracts, and or other publications and copies of the publications when available.
  • Section 3: (Page limit: up to 2 pages) Summary for public in Lay Language - describe work done on this grant in a wya that someone who is not a scientist can understand.
  • Answere 'yes' or 'no' to whether any patents, copyrights or trademarks granted during this reporting period.

Submission:

  • Combine Cover Page(s), report, and publications into one pdf.
  • Send the combined pdf to your gca team email box with a copy to Tracy Coston, Assistant Director, GCA.

For Assistance:

  • ESCRO - Amy Blakeslee, - 7-1635
  • SCRRAP
    • Facilties - Anne Navin, 7-2269
    • Financial Operations - Ken Hoyt, 5-4449
  • GCA - Tracy Coston, 5-6033
  • GCFA - Dennis Titley, 5-3174
  • MTAs - Don Wiggin, 5-6313
  • YSCC - Paula Wilson, 5-5658
  • hESC/iPSC Core Technical Director - Caihong Qiu, 7-7925 and Jason Thomson, 5-6673
    • -Training
    • -Access
  • www.stemcell.yale.edu
  • www.yale.edu/grants/toolkit/index

 

For Templates and Checklists see the CT Stem Cell Awards Managmeent Templates section of the GCA Toolkit.

Last update: March 28, 2014 (TC)