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					               UNC Sponsored Programs and Research Council (SPARC)*
               Fall Meeting 2003, UNC General Administration Building, Board Room, Chapel Hill, NC

                                                Monday, October 27, 2003
VOTING MEMBERS:                                                    Scott Stubbings, East Carolina University
Judith Domer, Appalachian State University                         Beverly Warren, Fayetteville State University
Emilie Kane, East Carolina University                              Valerie Howard, NC A&T State University
Patricia Gibbs, Elizabeth City State University                    Sharon Boyd, North Carolina State University
Ladelle Olion, Fayetteville State University                       Peter Schledorn, North Carolina State University
Tyrone Eaton, North Carolina Central University                    Linda Jackson, North Carolina State University
N. Radhakrishnan, NCA&TSU                                          Susan Weatherford, UNC at Asheville
John Stevens, UNC at Asheville                                     Bob Lowman, UNC at Chapel Hill
James Peterson, UNC at Chapel Hill                                 Scott Blackwood, UNC at Chapel Hill
Ellen Zavala, UNC at Charlotte                                     Ellen Zavalla, UNC at Charlotte
Rosemary Wander, UNC at Greensboro                                 Jamie Garriss, UNC, Office of the President
Russ Lea, UNC, Office of the President                             Jennifer Klimas, UNC, Office of the President
Ellen Zavala, UNC at Charlotte                                     Bibby Moore, UNC, Office of the President
Lynda Parlett, UNC at Pembroke                                     Bob Samors, UNC, Office of the President
Pamela Whitlock, UNC at Wilmington                                 Sarah Smith, UNC, Office of the President
Elizabeth Haynes, Western Carolina University                      Lisa Hunt, UNC at Pembroke
Paul Berberian, Winston-Salem State University                     Eric Allen, UNC at Greensboro
                                                                   Debbie Freund, UNC at Greensboro
OTHER PARTICIPANTS:                                                Charna Howson, UNC at Greensboro
Bob Johnson, Appalachian State University                          Carol P. Smith, UNC at Greensboro
Vandalyn Ray, Elizabeth City State University                      Tisha Wallace, UNC at Greensboro
Michael Rice, Elizabeth City State University                      Valerie Howard, Winston Salem State University
Al Schreier, East Carolina University

 PRESENTERS:       Congressman Brad Miller, U.S. House of Representative, J.B. Milliken UNC-OP

 Who                  Action Item                                                    Completed
 Everyone             Please send suggestions for agenda items to Pam Whitlock       By January 15, 2004
 Everyone             Let Jennifer Klimas know of other publications or efforts on   By February 15, 2004
                      each campus to communicate the impact of research on the
                      community, the public and the state in general. Send a list
                      of campus contacts to: (
 Russ Lea             Provide opportunity for SPARC to interact/advise Banner        By February 15, 2004
                      implementation team.

 A. Welcome and Introductions (Russ Lea, UNC-Op)

 Dr. Lea welcomed the participants and especially the new members attending (34 attendees).
 Dr. Lea reminded everyone that if they want assistance from the Office of Research all they have to do
 is invite him to come to the campus. (Contact: Dr. Lea is interested in
 visiting all of the sixteen institutions. Dr. Lea introduced the latest version of the hot topics reports,
 prepared by Ms. Jamie Garriss, providing current, post- award examples of research topics that match
 the UNC Office of the President’s six strategic directions.

B. State Master Agreements Update (Sarah Smith, UNC-OP)
Sarah Smith provided a brief history of the development of the original master agreement signed by all
16 institutions. The master agreement has shown increased efficiency, reduced turn around time and
evidences mutual respect amongst the institutions. (The latest version and task order is posted on the
web: )
A year later, the first master agreement was signed with a state agency. The process involves a
negotiation meeting(s) to develop a draft and then meeting(s) with the Attorney General’s Office for
final approval. Current master agreements include:
     UNC system
     NC State Board of Education (NCSBE): Department of Public Instruction (DPI) (six task
        orders have been completed).
Master Agreements being developed/negotiated or approved include:
     Duke University
     Department of Health and Human Services (DHHS)
        Purchasing Director, David Womble has been very involved in discussions and a meeting has
        been held with Dr. Leah Deavlin, Director, Department of Public Health. Dr. Deavlin would
        like to do a better job of advertising opportunities for contract opportunities with DPH across
        the state.
     Department of Environment and Natural Resources (DEHNR) is the next agency in line.
        NCSU has been working closely with Sarah regarding a variety of issues with this agency.
     Department of Administration is the next target agency that will capture some of the smaller
        state units.

Dr. Lea commented that once we have a smooth contracting relationship with some departments, we
can pursue a state-wide agenda to request a reasonable, uniform F&A rate with the state, especially for
formula funding, for contracts involving any of the campuses. The goal is to recover full overhead
from federal flow through funds and from specific proposals in which campuses collaborate on the

C. Overview of Professional Development Opportunities (Pam Whitlock, UNCW)
Ms. Pam Whitlock provided information on opportunities for professional development offered by
state and national organizations. Ms. Whitlock stressed that certification sets a standard of knowledge
for practitioners. Certification is a way to enhance job performance and can be leverage for obtaining
financial rewards. Ms. Whitlock reviewed some of the educational opportunities provided at state and
national professional meetings in 2003.

   Society for Research Administrators (SRA): (1,100 people attended) Education initiatives
    include: biodefense web-cast; expanded certificate programs; taped sessions for future training use;
    recruitment for senior level management; and outreach to international, minority and tribal
    organizations (See:

   National Council of University Research Administration (NCURA): (1,300 people attended)
    NCURA recognizes there is a desire for professional development, and has several methods of
    meeting this need: national conferences w/ special workshops; up-dates through emails, e-news/
    electronic newsletters; webcast training programs; video conferences; “neighborhoods” (smaller
    groups of self-declared special interest); and chat rooms. The Leadership Development Initiative
    (LDI) was started in 2002 to develop leadership in the next generation.

    On-line journals and certificate programs target specific topics, e.g. clinical trials. Basics are
    covered in the Fundamentals I and II workshops (See:,
    and there is also a strong financial/post award program (See:

   Certified Research Administrator (CRA) is a new pre-award professional certification program.
    Some departmental administrators supervise both pre- and post-award units. For those who want
    to move into research administration this is an important certification. Requirements include some
    mix of education and experience: master’s degree, and no experience; three years experiences, and
    a bachelor degree, or high school diploma with five to six years of experience. In 2002, thirty
    people sat for the national test, and in 2003 eighty-five people sat for the tests. Many job postings
    now say that a CRA is preferred. There is also an international outreach component with sessions
    and discussion groups in Spanish. A special conference was held last summer as an outreach to
    industry (See:

   Research Administrators Certification Council (RACC) Meets once a year, and the council
    members serve a three-year term (See:

   Association of University Technology Managers (AUTM) Offer good training programs (See:

Dr. Russ Lea recognized Linda Jackson, retiring from NCSU after 28 years.

D. Discussion of Metrics of Overhead Costs (Matt Ronning, NCSU)
Matt Ronning provided an overview of how to minimize loss to research and development costs by
recovering full overhead (as much as possible). Some key points:
 As operational funds get cut, research picks up some of the service costs e.g., copying, fax
    machines, etc. Thus full overhead recovery becomes essential. As of June 2002, $135 M is in the
    state overhead recovery pool. Over the last three years, as state legislators asked to have the
    overhead costs returned to the state, UNC argued the necessity of keeping the funds to support
    development costs of staying competitive, e.g. replacement of aging equipment, recruitment
    packages for new faculty. Every year the legislators threaten to take back 40-50% of overhead
 Solutions include: grow development enterprise; succeed in retention of overhead receipts; reduce
    overhead waivers, and concentrate on large ticket programs that can sustain themselves through
    other means. Project budgeting can increase financial flexibility by including faculty
    salary/benefits in the budget and then getting faculty release time.
 Overall goals should be to reduce processing time, reduce paper flow (reduce administrative costs
    in general), digitize proposal documents, and report meaningful data to the chancellors, vice
    chancellors, deans and the Office of the President.
 Requests to waive F&A should be accompanied by an attached statement of justification.
 An Excel spreadsheet showing how F&A rates are being distributed and how they are being used
    was reviewed with the participants. At NCSU, F&A is used primarily for program development
    and start-up funding.
 Discuss with the campus’s chief financial officers the best way to use overhead costs at the campus
    to increase the cash flow.
     Matt Ronning stressed the importance of working collaboratively with the development office
        to build a good working relationship, and to have all agreements go through the sponsored
        programs office so that they are in compliance with the best practices for grants and contracts.
        At NCSU, there is a monthly meeting with the development officers, databases have been
        integrated, and each group is aware of what the other is doing. At NCSU, all non-federal funds
        are counted as going through the development office.
       At ECU, the Office of Sponsored Program helps the development office with their budget. If a
        project is funded, it goes through the Grants and Contracts Office. If development office staff
        know what areas of research the campus is pursuing, they can discuss these issues when doing
        site visits with corporate development officers.

E. Success Stories (Jennifer Klimas, UNC-OP)
Ms. Jennifer Klimas, the new Research Director for UNC-OP, asked participants to provide feedback
about their use of software to manage sponsored programs: Sponsored Programs Information Network
(SPIN) and Community of Science (COS). Specifically “Do you find COS to be useful, and if so how
do you monitor that?
   WSSU: When a faculty member calls the sponsored programs office with a question about a grant, the staff
    asks how the faculty member learned about this opportunity.
   FSU: We always ask how faculty found out about a grant. We have provided orientation to COS for 44
    new faculty members who are excited about using the data base. We want to keep COS. Faculty cannot
    receive funds unless they belong to COS.
   NCSU: We pay for COS annually and have staff experienced in its use. It is often used by research
    administration to provide resources for faculty workshops, e.g., provide names of a funding group and a
    contact. At NCSU funding comes in from networking. NCSU no longer uses SPIN. NCSU requires faculty
    to build their vita using the COS framework.
   WCU: Does not use SPIN as the selection screen in inconsistent, and it is down a lot; however, they do use
   ECSU: A profile is created for each faculty member using COS. John Hardin did an annual COS
   UNCG: Likes using COS. The general public view option is attractive to us. CD’s are available to do
    training for faculty.
   ASU: ASU likes COS in particular and makes presentations to individual departments as well as signs up
    faculty at New Faculty Orientation to make appointments to enter their data into the system within the first
    month of their arrival at ASU.
   UNC-CH: Susan Gramling does wonderful presentation on COS and COS add-ons.

Ms. Klimas asked each institution to share information on current activities and successes in the area
of sponsored programs and research.

    1. UNC at Wilmington (Pat Whitlock)
    UNC Wilmington has a new chancellor, Dr. Rosemary DePaolo who is very involved with research
    on the campus.
    2. Fayetteville State University (Ladelle Olion)
    Fayetteville State University also has a new chancellor, Dr. T.J. Bryan, who has been very
    enthusiastic about changes in the research environment. Dr. Russ Lea visited the campus to talk to
    Chancellor Bryan and to research faculty about sponsored research. Some faculty said they were
    not aware of the available grant opportunities. The research office has encouraged faculty to use
    (COS) software to look up funding opportunities and since then the program use has doubled.

    FSU is working more effectively with the military at both Pope Air Force Base and Fort Bragg.
    We now have an opportunity to work with Concurrent Technologies Corporation’s Mr. Paul Friday
    on other ways to pursue contracts with the military. It helps to have support from Chancellor

3. Winston Salem State University (Valerie Howard)
WSSU has recently setup a sponsored programs and research website with the various forms
required to initiate and conduct sponsored programs activities. The site is designed to be user
friendly for faculty to perform the activities necessary to run their research project. OSPR has a lot
of enthusiasm and the faculty are responding to this. A monthly newsletter announces grant
opportunities, provides agency updates and how these will impact the projects, and announces
campus on-site and off-site workshops of interest to faculty. We are being customer service
oriented so the faculty will want to do business with us. Dr. Paul Berberian is the new Dean of the
School of Graduate Studies and Research

4. UNC at Chapel Hill (James Peterson)
Dr. James Peterson is the new Associate Vice Chancellor for Research replacing Mr., John Case.
Other new staff include: Phyllis Dougherty, training and development; Andrew Reynolds, research
information systems and reporting; and Carolyn Stubbs, cash accountant.
 Started Office of Clinical Trials, November 1, 2002. The new hires have reduced the name
    needed to process clinical trials agreements.
 IRB, Dan Nelson hired to direct the Office of Research Ethics. There will be one standard
    operating procedure for all five IRBs.
 November 21, 2003 is the UNC-CH Research Fair. All the offices with any impact on research
    will come together and have poster sessions showing the services they offer for faculty and
 Last month, the Measure Two Project was awarded for $70M which indicates how things are
    becoming more international. We have put together centers that have dealings on an
    international basis and have implemented policies to meet cash flow needs and to provide
    support services abroad.
 Federal representatives from the Office of Science and Technology Policy, are visiting UNC-
    CH to offer a workshop, “Appropriate Cost for Research Enterprise”, on November 17, 2003,
    9:00 am -3:40 pm. There is a $50 registration fee. The team is offering four regional meetings
    to look at business models for doing research. The federal staff allows questions up front;
    however, the workshop is primarily an information gathering session. Dr. Bob Lowman, UNC-
    CH and Mr. Matt Ronning, NCSU are on the planning committee.

5. UNC at Asheville (John Stevens)
Since last year, UNCA has doubled its research grants.
 We have made a change in the culture on our campus, and convey the message that it is
   important for scholars to develop funding resources.
 We have been actively developing centers at UNCA emphasizing an interdisciplinary approach
   involving students and faculty.
 Susan Weatherford has joined our staff as the Program Manager for the Office of Sponsored
   Scholarship and Programs.

6. NC Agricultural and Technical State University (N. Radhakrishnan )
Two months ago, NCA&T chancellor asked Dr. Rhada to become the Interim Vice Chancellor for
Research, with Mr. Marvin Watkins as special assistant to the VC for Research.
 NC A&T experienced a 17% growth last year.
 NC A&T needs to change the way it does business, and there needs to be more faculty
   involvement. Dr. Rahda has attended every faculty meeting and has been asking questions.
 Two new councils have been established:

        o The Research Council: members are nominated by the deans (nominations include new
           faculty and faculty already awarded research dollars). Seventy percent of the faculty
           will be targeted for increased involvement in research and innovation.
        o Council of Associate Deans (CAD): This council will focus on how to remove obstacles
           to change.
    Federal representatives are invited to campus for presentations: 40 faculty attended a session
    on the National Institute of Health (NIH); 60 faculty attended a session on Homeland Security.
    Also planned are: opportunities to visit other laboratories; innovators recognition days; training
    on COS for the new faculty; opportunities to involve librarians in assisting with the training,
    development of a portfolio of ideas for each researcher using the COS profile.
   Headaches include percentage of F&A available. Faculty ask for cost-sharing funds for a
    breakfast meeting. Faculty complain that salary release time goes back to them, but the
    teaching load does not diminish. We need to get the state to give us a standard F&A. NC A&T
    has no knowledge management system and no automation; therefore it is difficult to determine
    what has or has not been funded.

7. East Carolina University (Emilie Kane)
Coordination of functions has been one of ECU’s biggest improvements. Sponsored programs now
has monthly meetings with the Grants and Contracts administration Office (they are now in the
same suite of offices). There is much better communication between the offices regarding each
others’ goals, and how to streamline the process. Some topics being discussed include: cost-sharing
(How much, under what circumstances); how to manage clinical trials with the medical school;
information sharing and database sharing so we have a common set of records and files.
 An on-line budget spreadsheet is required for faculty use. It can be submitted on-line and the
    information is used to populate the post award office figures.
 Budgets are being reviewed for maximizing F&A recovery and minimizing costs
 In November, Scott Stubbings, accountant in Grants and Contracts, developed a web-based
    time/effort report to increase compliance in this area.
 Al Schreier, Programs Development and Compliance Coordinator, is organizing Centers of
    Excellence which are chosen from faculty proposals for five years. These Centers of Excellence
    will be recognized nationally. A Board of Directors for Research Institute will guide this
 The Compliance Board has developed new policies on institutional conflict of interest. A
    management plan is being developed

8. Appalachian State University (Bob Johnson)
 Over the last eight years, there has been a steady increase in awards. ASU’s institutional
   culture is changing. The research staff have sessions during faculty orientation, and have
   developed working relationships with faculty through the funding process.
 ASU has a number of interim positions: chancellor, provost, and chair of arts and sciences.
 There is now an internal University Research Council to provide advice and to assist in
   evaluating the internal grants program applications (consideration is given to potential for
   external funding and evidence of scholarly productivity).
 This office has responsibility for the Interinstitutional Review Board (IRB) and has posted the
   IRB policy and a tutorial on the web, and has created a graduate studies and research web page.
 ASU has a new animal care facility on the campus and will develop Institutional Animal Care
   and Use Committee (IACUC) policies.
 A new initiative is the Appalachian Learning Alliance (ALA) composed of ASU and ten of the
   regional community colleges. If a student completes two years at a community college they
      can attend ASU and immediately begin classes in their major. The alliance is an effort to
      engage in more meaningful partnerships.

   9. Elizabeth City State University (Pat Gibbs)
    Awards have increased from $4M to $7M in the last few years. The deans agree that we need
      to have someone from sponsored programs to sit in on interviews for new faculty. We enroll
      new faculty in a faculty mentor program. Sponsored Programs has established a resource
      center with work stations and staff support where faculty can do editing or working on
      proposals in a quiet place.
    Dr. Russ Lea will be visiting ECSU on November 21, 2003 to visit with the Office of Research,
      Sponsored Programs and meet with faculty.
    The Sponsored Programs Office is providing several workshops including Fast Lane, grant
      writing, and project administration. Faculty are not very aware of the various aspects of
    ECSU is establishing a science museum in collaboration with Elizabeth City, and is engaging
      in more collaborations with other institutions within UNC and outside.
    In this fiscal year, $3M in awards has come in and we have a goal of receiving $10M. Mr.
      Michael Rice is the new Assistant Director of Sponsored Programs.

   10. UNC at Charlotte (Ellen Zavala)
    Office of proposal development adds all new faculty members to COS.
    There has been a significant increase in awards from $20M FY 2002 to $30M FY 2003. We
       hoped to increase awards of $30M this year.
    We have had an Office of Proposal Development for two years. The current director is leaving
       and Dr. Leslie Brown will become the acting director. We expect the Office of Proposal
       Development to work closely with our office.
    A second full-time compliance person has been hired.
    UNCC has created a successful online training tutorial.
    A computing consultant will be hired to talk about our database and how to get faculty to
       submit their reports on time (interim and final). This information is now stored on an R drive
       and different colleges have access to save information to this drive. Our goal is having data in
       electronic form.
    A proposal development brown bag lunch is held monthly covering different topics. COS is
       coming this next Wednesday, and the Grants Resource Center (GRC) is coming next month to
       talk about proposal development.

   11. UNC at Greensboro (Rosemary Wander)
    The post award office is not as automated as it could be, and the staff have to scramble to get
       all the information together that is needed.
    We have a full time person in compliance and two people in tech transfer. Ms. Charna Howson
       is our contract officer who reviews and develops contracts. This helps us work one-on-one
       with faculty who are drafting proposals.
    We offer a series of workshops for new faculty, and are evaluating how well we are doing with
       resulting funded proposals.
    The Research Office is offering one-day and half-day workshops. Dr. Bob Lowman is coming
       to do a workshop.

Participants voiced questions and concerns regarding Banner:
For more information about Banner see:
For information about Banner contacts at each campus or Banner implementation calendar see:

       Q: Has anyone tested time and effort tracking using BANNER, or contract and grant
       accounting? Q: Have any offices analyzed how robust it is to do everything we need? If there is
       a problem, we need to be proactive and develop a patch that everyone can use.
       A: A video conference resulted in a long list of things the Banner cannot do.
       A post award person needs to be on the implementation team. There are a lot of things is can
       not do. Approval vs. cash accounting?

       Q: Does the SPARC group have a list of key, post award individuals who can be involved in
       discussions on how to fix the system? We want to avoid the situation we had with People Soft
       which caused a lot of suffering.
        At FSU, no one has shared anything with the sponsored program offices.
        At UNCP, the Information Technology office has decided that BANNER is going to be
           used and there has not been any input from our office. We voted to accept BANNER as it
           was being offered at no cost. There should be a representative from SPARC to be on those

       Q: Can we invite Banner people to make a presentation to the SPARC? We could serve as a
       sounding board.
        At UNCW, finance is our biggest concern especially regarding the student side of graduate
        Matt Ronning stated that he was involved in BANNER implementation at another campus
          and it was a painful process. Mississippi State and Tennessee have had some experience
          with it and have made some business model changes (how to account for cost-sharing). We
          should capitalize on the experience other universities have had implementing Banner.
          There needs to be a post award team to provide a report to the Banner implementation team
          and the finance office.
        ASU would like to see a meeting with Banner representatives involving research
          representatives in the morning, and with graduate representatives in the afternoon.

   12. UNC at Pembroke (Lynda Parlett)
          There has been a 45% enrollment growth this year with 4,700 students. On-campus
            parking is now a problem. The Office for Sponsored Programs has moved off-campus
            and while there is more room, staff must use a golf cart to get back and forth from
            meetings. The campus is involved in a media integration process which will be the first
            of its kind in the system.
          Mr. Brayboy initiated the American Indian Public Health Initiative involving Indians
            east of the Mississippi. The Native American population is a resource for research as
            there are no health statistics for this population.
          UNCP has been dealing with black mold spore issues.

   13. NCSU (Matt Ronning)
             A financial reporting system was developed for the principal investigators (PI) to use to
              automate the prior approval process.

              By March 2004, NCSU will have upgrades for the GAMS system and a Conflict of Interest
               reporting structure.
              There is a new administrative system for the research office. We still need a warehouse for pre-
               award information.
              There is now an on-line tutorial for compliance areas.
              Faculty Research Tool Box (see has everything grant
               writers need to know including information on human resources, and procurement questions.
               This web site was authorized by the Research Committee.
              There has been a doubling of funds for Faculty Research and Professional Development
               (FR&PD) over two year, providing for awards to junior faculty.
              Golden Leaf Biotechnology Training Facility will be located at NCSU

                                           Tuesday, October 28, 2003

A. Welcome (Russ Lea)
Housekeeping Items (Bibby Moore)
Corrections for the SPARC list should be given to Bibby Moore. Bibby Moore also reminded new
voting members that a letter should be sent from the chancellor to President Broad indicating that
campus’s new voting member for the Sponsored Programs and Research Council. See SPARC By-

B. Spring SPARC Meeting (Pam Whitlock, UNCW)
The Spring 2004 SPARC meeting will be held March 15-16, 2004 at the Carolina Beach Oceanfront
(Courtyard by Marriott), 100 Charlotte Avenue, Carolina Beach, NC 28428. Phone: 910/458-2030;
FAX 910/458-2050.
Please send suggestions for agenda items to Pam Whitlock (

C. NC Society of Research Administrators (NCSRA) Update (Linda Jackson, NCSU)
2004 Annual Meeting, March 3-5, 2004. For more information visit
Millennium Hotel Durham, NC. Registration on-line. Deadline February 18, 2003

D. SPARC Database Custom Reporting Tool (Jennifer Klimas, Sarah Smith, UNC-OP)
Jennifer Klimas reviewed the main aspects of the new reporting tool to be used to produce custom
reports from the SPARC database. Some of the main points included:
 When doing a search, the fewer parameters selected, the broader the search will be.
 If a proposal has more than one PI, select the first PI only. Otherwise, the proposal will be reported
   duplicate times.
 Contact Jennifer if you need to add new proposal numbers (
 The public access site will be added in December. Only awarded data will be available.
 The information can be sorted by any of the 26 data elements.
 Other means have to be used to record F&A rates. WCU uses ACCESS to add information about
   cost share and F&A.
 UNCOP is using the custom reporting tool, Fact Sheets and Hot Topics Reports to educate and
   advocate for research in North Carolina. It is a means to provide information to legislators,
   students, and tax payers to tell them what research is being done at the universities
Please let Jennifer Klimas know of other publications or efforts on each campus that
communicate the impact of research on the community, the public and the state in general.
These might be reports or articles that relate to any of the six strategic directions of the UNC Office of
the President: Access, Intellectual Capital Formation, K-16 Education, Creation and Transfer of
Knowledge (Research); Internationalization and Transformation and Change.

Dr. Lea stated that he would like to show the results of campus scholarship and innovations. The
Office of Research wants to communicate the benefits of research, not just the amount of awards
received. This information can then be conveyed to deans, legislators, and the public. To keep
indirect costs, it is important to demonstrate the impact of research on the public and the economy. In
the future, this might include an on-line research magazine.

Please provide Jennifer Klimas with a list of key people to contact on each campus.
 ECU does not track the impact of research. The PI turns in a final report to review. Are any of the
   campuses collecting the final project reports? Periodically the chancellor wants to know any
   research impacts in the region, and this is derived by searching on keywords in the final project
 UNCG has faculty working with the community in creative ways, but there is no information
   system to collect it. We have instituted an on-line report for faculty to fill in. The UNCG research
   magazine captures the activities of only 20 researchers.
 Each year, the UNC Office of Research presents an Annual Report to the President based on the
   SPARC database. In the past, the report is presented in March for the activities completed in the
   previous fiscal year ending in June 30. The new report date will be moved to November of the
   same year (data locked as of October 31), and will show the totals of the last fiscal year.

Questions were asked regarding F&A.
  Q: How do we make sure we are getting the F&A we should be getting?
  A: It is important to track the F&A charges you make after an expense has occurred. Bills can be
  posted monthly or quarterly. UNCW has an accounting system set up with the correct base and
  rate. There is a monthly charge which lags behind one month. UNCW also gets a printout of the
  report to see that the base and rate are correct and that it is getting what was charged.
  At NCCU, a record is kept of the projected rate when a proposal is submitted and compared to
  what is awarded. NCCU loses anticipated revenue if faculty are not hired as stated in the grant.
  Dr. Radha expressed an interest in knowing more about what is being done on other campuses.

   Q: What information is being provided on economic development?
   A: None formally. If someone wants to know about a specific area of North Carolina, information
   is requested from the campus and other anecdotal reports on a regional basis are reviewed. Also,
   national sources of information such as AUTMN and U. S. labor statistics are used.

E. Technology Development Initiative Update (Russ Lea, UNC-OP)
   The NSF-funded NC Technology Development Initiative has been given a no cost extension. The
   reports from the last two years activities are posted on the Research web:

   During Fall 2003, two teams were developed to continue providing services on technology transfer
   at each institution: Spencer Lemons (336/716-9951) is the contact for western region, and Jeff
   Cope (919/990-8478) and Marti Van Scott (252/816-2546 for the eastern region.
   The eastern region is using one model of intervention: meetings are scheduled with the chancellors,
   deans, and faculty to learn how faculty is being recognized for innovation. Eastern Region
   includes: ECSU, ECU, NCCU, FSU, UNCP, and UNCW.

   The western region is using a 2nd model of intervention by offering technology transfer services
   and counseling through the organization called: Seed Stage - a group of professionals counseling
   universities on how technology transfer can lead to economic development and technology
   licensing. Western Region includes: WSSU, NCA&T, NCSA, UNCG, UNCA, ASU, and WCU.
   It is becoming obvious that both discussion and practical help are needed.
         January 29-30, 2004: a workshop is being held for deans and department heads at the
            Blockade Runner Hotel and Conference Center, Wrightsville Beach, North Carolina. Other
            meetings will be held in Elizabeth City, near East Carolina University, and one in the
            Triangle Area.

F. N.C. General Assembly Update (J.B. Milliken, UNC OP)
J.B. Milliken, Senior Vice-President for Public Affairs and Economic Advancement provided an
overview of activities in the NC legislature.

G. Lunch – Discussion
      Dr. Emilie Kane, ECU requested a discussion of how to handle Army (defense) contracts
         with language restricting publications terms/clauses or release of information.
      Dr. Bob Lowman, UNC-CH provided information on the new human subjects training
         consortium which involves all 16 campuses except for NC School of the Arts and UNCA.

H. Presentation Representative Brad Miller
Congressman Brad Miller is the Democratic Representative from the new NC 13th district extending
from Greensboro to Raleigh to Fayetteville. Mr. Miller graduated from UNC-CH, and continued to
law school, and worked on the Energy Subcommittee. In Congress he worked to strengthen North
Carolina financial services and the small business climate. Now, minority institutions have more
wireless equipment and internet hookups, rural areas have high speed internet and Guildford County is
developing a genomic consortium. Congressman Miller stressed how important science and
technology are to the growth of the nation and how he works to keep that message before Congress.

I. Federal Update (Bob Samors)
       Bob Samors introduced himself as The Washington Guy and distributed his business card.
         (Phone: 202/289-9040 Email: He reminded participants that
         his goal is to assist all campuses in pursuing federal funding opportunities but that he relies
         on individuals on the campus to call him and let him know what they need.
       Mr. Samors gave a brief review of current legislation with Department of Defense (DOD)
         and Homeland Security. Only two of the thirteen appropriation bills have been signed.
         Others are working on continuing resolutions. DOD and Science and Technology account
         for a significant 12% increase in funds.
       Congress moved the University Research Initiatives Program out to service branches even
         though they were advised not to.
       Homeland Security, R&D side (Chuck McQueary) got a 68% increase over last year’s
         appropriations. $70 M was give for university and fellowship programs.
       This is a good time to encourage other representatives to give the best possible budget to
         the National Science Foundation etc.
   This will be a tough, long, hard year for 2004-2005.
   The 2004 Federal Funding Priorities are now being developed on the campuses to be
    presented to the UNC Board of Governors. This provides a framework for federal relations
    activities over the next year. Campus responses are needed by December 1, 2003. The
    goal is to identify one set of priorities system wide, taking a broad point-of-view.
   Dr. Lea stated that opportunities for collaboration are then built around the priority
    initiatives. There is the need to have “campus champions” who will organize initiatives,
    and invite others to participate, but it is the responsibility of research and faculty on each
    campus then to attend the proposal planning meetings. It is up to the campus to show
    interest in collaboration. Collaboration is not top-down order, it comes from bottom-up

Adjourn: 2:00 pm


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