Overview

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Department research administrators will need to create a Kuali Research (KR) Proposal Development (PD) record for certain award amendments.  This action supports the Conflict of Interest (COI) process in KR to 1) automatically notify the investigators that COI disclosure(s) are needed for such amendments and 2) for the COI office to be notified of an award amendment requiring COI disclosure and possibly review. 

 The following award amendments will require a new KR PD record:

1.  Additional money and extended time period
2. Additional money within the same time period

Guidance for Department Research Administrators

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If a new KR PD record is required for an award amendment, research administrators have two options:

1. Create a brand new KR PD record: Start from scratch and create a new record for the award amendment.
2. Copy the previous KR PD record: Copy the previous record for the applicable agreement and update it for the new award amendment.

If you choose to copy a previous KR PD record, you can elect to copy over the following:

• Budget
• Questionnaires
• Attachments

It's recommended that you also copy the previous proposal and link it to the Original Institutional Proposal (IP) number.

1. Additional Money and Extended Time Period:

Proposal type: Consult with SPO to determine if it should be a New, Renewal, Revision or Continuation. To contact your SPO, please reach out to researchadmin@ucsd.edu.

Keyword (if applicable):  Other 

Required attachments: The supporting documents for the amendment should be uploaded, such as the scope of work, budget, and budget justification, as applicable, for the additional work, funding, and project duration. 

Please note that if this is new money that was not contemplated under a previous proposal/KR PD record, then the department research administrator should route a KR PD record with the proposal type as “New” or “Renewal”.

2. Additional money within the same time period:  

Proposal type: Revision

Keyword (if applicable):  Supplement (other than minority supplement) or Minority Suppl. (NIH)

Required attachments: The supporting documents for the amendment should be uploaded, such as the scope of work, budget, and budget justification, as applicable, for the additional work and funding.

Additional Guidance for Sponsored Projects Office (SPO) Officers

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When the SPO Officer approves a KR PD record for the proposal type “revision,” or “continuation” the following options will populate:

• Generate a new version of Original Institutional Proposal (IP number) - when you select this it will let you look up an existing IP and if you select this is will merge the information and create a new version of the existing IP record, this will be a many to 1 relationship where you would have multiple PDs to 1 IP (NOTE: this option will only appear when the original IP number is entered into the PD record)
• Generate a new version of Institutional Proposal **SPO select this one** - when you select this it will let you look up an existing IP and if you select this is will merge the information and create a new version of the existing IP record, this will be a many to 1 relationship where you would have multiple PDs to 1 IP
• Generate a new Institutional Proposal - when you select this it will let you create a brand-new IP just as if you submitted a new proposal, will be a 1 to 1 relationship
• Do not generate a new Institutional Proposal or Institutional Proposal version - if you select this then it doesn’t create an IP record and the status will not change to submitted; if selected accidentally must be fixed by Kuali Tech at the database level to link to an IP

The SPO Officer should choose “Generate a new version of Institutional Proposal”.

Amendment Matrix Quick Guide

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Type of Amendment	KR PD Record Need to be Created?
Additional money within the same time period	YES - The Department Research Administrator must copy the original proposal, add the original IP number, mark proposal type as Revision and add either Supplement (other than minority supplement) or Minority Suppl. (NIH) if applicable. (SPO to select Generate a new version of Institutional Proposal - this will let you look up an existing IP and will merge the information and create a new version of the existing IP record, this will be a many to 1 relationship with multiple PDs to 1 IP)
Additional money and extended time period	YES – The Department Research Administrator must copy the original proposal, add the original IP number, and consult with SPO (via researchadmin@ucsd.edu) to determine which of the following proposal types should be used: New Renewal Revision Continuation  “Other” (if applicable) (SPO to select Generate a new version of Institutional Proposal - this will let you look up an existing IP and will merge the information and create a new version of the existing IP record, this will be a many to 1 relationship with multiple PDs to 1 IP)
Change in PI	NO - Federal awards do not need a new proposal (as KR Award talks to KCOI). Department Research Administrators only need notify the COI team to created manual project for non-federal (700-U projects), however, SPOs MUST use Jira (OCGA and SIO) and COI will create a manual project so that no KR PD record is needed. RAs - Contact researchadmin@ucsd.edu to update agreement. COI - No PD required.   Except extra steps required for non-federal (700-U) sponsors.  To ease administrative burden of creating a PD, COI office and the SPO agreed that COI must be notified by SPO to create a manual project trigger a Kuali COI record for disclosure by the new PI through JIRA  (COI pending and add "Change in PI" in Summary and Description, OR via email to info-coi@ucsd.edu if the SPO office does not use JIRA.
Change in sponsor name (name only)	NO - update as award action RAs - Contact researchadmin@ucsd.edu to update agreement.
Change in sponsor (assuming rights and obligations from one sponsor to another)	NO - update as award action RAs - Contact researchadmin@ucsd.edu to update agreement. FOR OCTA: email to info-coi@ucsd.edu so a manual project can be created.
No cost extension	NO - update as award action To extend the term or end date of an award funded to UCSD directly by a federal sponsor, please complete the “Direct Federal Grant NCE” request eForm. For all other NCE requests for a funded research agreement, the department should work with the funding sponsor to obtain written approval of the term extension. Often, a sponsor requires justification for the extension. Prior to contacting OCGA, the department/PI should provide the necessary information to the sponsor and obtain approval for the extension. In most cases, an email from the sponsor’s authorized official is acceptable. Once attained, this written sponsor approval should be sent to researchadmin@ucsd.edu  with the request for an NCE.
SOW revised or new SOW added	NO - update as award action RAs - Contact researchadmin@ucsd.edu to update agreement.
Update in payment schedule/milestones	NO - update as award action RAs - Contact researchadmin@ucsd.edu to update.
Termination	NO - update as award action RAs - Contact researchadmin@ucsd.edu to update.
Language update (not related to export control or other compliance) such as IP or other terms and conditions, contact information for either party, etc.	NO - update as award action RAs - Contact researchadmin@ucsd.edu to update.
Language update related to export control	NO Officers - set Jira to pending all for Export Control
Language update to add new FAR or DFAR clauses	NO Officers - set Jira to pending for Export Control (if previous EC in Research Questionnaire)
Language update related to COI	NO  Officers - contact Jennifer Ford via Jira RAs - Contact researchadmin@ucsd.edu to get in touch with an officer.
Language update related to IRB	NO - contact hrpp@ucsd.edu
Language update related to animal use	NO - contact iacuc@ucsd.edu