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Faculty Grant Administration and Resources

To assist our faculty and staff who have been awarded grants, we provide information and support regarding data management, compliance, technology transfer, reporting, and much more.

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Technology Transfer and Licensing

Graphic
This process graphic, courtesy of MIT’s TLO, shows the cyclical and procedural process of technology transfer.

The Office of Foundation Relations and Sponsored Programs provides the following information to give support to faculty looking to better understand the technology transfer and licensing process.

The MIT Technology Licensing Office (TLO) has described the role of technology transfer as the formal licensing of technology to third parties by an institution. This licensing allows the third party to use the institution’s intellectual property rights in the technology.

Grant Administration and Compliance

The National Institutes of Health and the National Science Foundation have put into effect financial conflict of interest (FCOI) policies for all persons who submit a proposal. The responsibility for instituting the policy rests with the “responsible representative” at the College: in our case, Office of Foundation Relations and Sponsored Programs.

Investigators will be required to review the relevant policy and disclose any significant financial interests prior to submitting a proposal to one of these agencies. In addition, NIH awardees will be required to undergo training on this federal regulation prior to the expenditure of any grant funds.

Information concerning identified FCOIs held by senior/key personnel prior to the expenditure of funds will be made available within five (5) business days of a written request.

For questions or to make a request for information, contact Seven Grenier, (207) 859-4341, [email protected] in the Office of Sponsored Programs, or email [email protected].

Principal Investigators / Project Directors are responsible for meeting compliance and reporting requirements for external funding awards including the monitoring of all expenses charged to a grant and ensuring that they are allowable, allocated properly within the budget, and consistent with the work completed to date. Interim and final project reports are often required.

Budget changes or changes to the grant terms must have prior approval. The Office of Grants and Sponsored Programs, working with the Office of the Provost and Dean of Faculty, can assist faculty with budget changes, grant terms, subawards, subcontracts, reporting requirements, matching contributions, no cost extensions, and closing out grants.

The following are examples of changes to a project budget that require approval:

  • change of scope

  • pre-award spending

  • no cost extensions

  • budget line-item changes that may violate policies of the sponsor

For questions, contact Seven Grenier (x4341, [email protected]) in the Office of Sponsored Programs, or email [email protected].

If you have new students working in a National Science Foundation (NSF) supported laboratory during the academic year, they will need to register and complete the ethics training modules in order to comply with the NSF Implementation of Section 7009 of the America COMPETES Act (click for full announcement), which are federal guidelines established that require institutions to present a plan for “appropriate training and oversight in the responsible and ethical conduct of research.”

Colby College has devised a campus-wide plan for ethics training to comply with this mandate. The sponsor of the Responsible Conduct of Research (RCR) modules is CITI.

Click here to register for a CITI account, and click the Register button. For additional guidance through the CITI registration process, you can access the Guide to Getting Started.

In step 1 of the registration process, select Colby College as your organization.

In step 5, indicate that you are not interested in receiving Continuing Education Unit (CEU) credits.

In step 6, select (if a student) Student Researcher – Undergraduate as your Role in Research completing these modules. You can decline to take all of the other, optional courses.

Once you have created your CITI account, please complete the Responsible Conduct of Research module first. Your CITI account will track your progress through this module, so you don’t need to complete it all in one sitting.

Once you have completed the course, return to the Main Menu, and follow the link to View Previously Completed Coursework. For this page, you can download or print your Completion Report.

For questions, contact Seven Grenier, x4341, [email protected] in the Office of Sponsored Programs, or email [email protected].

NSF Award Management

SPARC has released a new, integrated resource for tracking, comparing, and understanding U.S. federal agencies’ article and data sharing policies. This integrated policy resource that can be used by researchers, librarians, policy makers, and other stakeholders to explore and compare agency requirements for sharing articles and data. The new article-sharing analysis provides a tool for tracking practical information that can be used by active or prospective grant awardees to understand when, how, and where they need to make their manuscripts accessible, including links to each agency’s submission portal. As with the data-sharing resource, it will be updated as additional federal agency plans are released and analyzed and as current plans are revised.

The resource is openly available at researchsharing.sparcopen.org under a CCO waiver. Additionally, the entire dataset of the policy analysis can be downloaded without restriction from the site under the same terms.

SPARC is a global coalition committed to making Open Access the default for research and education.

Forms

Tarja Raag, Ph.D., Chair IRB
Associate Professor
Psychology
[email protected]
Tel: 207.859.5558

Rates

Calculated at current rates – June 2024

  • 31% of salaries for faculty and staff through the year
    • (Depending on health care costs this expense could be much higher.)
  • 23% for faculty summer research salaries
    • (31% reduced by 8% for summer research = 23%)
  • 7.65% of salaries for students only in summer (FICA)
    • 0% for students during the academic year

Colby’s Federally Approved Facilities and Administrative Rate – June 2024

  • 53% is applied to all salaries and wages (not fringe benefits) for faculty, staff, and students (On-Campus)
  • 31% is applied to all salaries and wages (not fringe benefits) for faculty, staff, and students (Off-Campus)