The Research Foundation for SUNY Facilities & Administrative Cost Space Survey Instructions for Completing the Survey - Laboratory Animal Facilities

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1 The Research Fundatin fr SUNY Facilities & Administrative Cst Space Survey Instructins fr Cmpleting the Survey - Labratry Animal Facilities Fiscal Year 2018/2019 As f 9/10/2018

2 Survey Perid Octber 1, 2018 Octber 31, 2018 Daily access t the applicatin is frm 7:00 AM until 11:00 PM. Applicatin link: Survey Supprting dcumentatin link: FPMO has permissins t the Deliverables netwrk share fr their area. Questins regarding the web survey can be addressed t: djbarnas@buffal.edu Cntacts If yu have any questins regarding the survey please cntact: David J. Barnas Senir Physical Space Administratr Facilities Campus Planning djbarnas@buffal.edu

3 SECTION 1 Intrductin The Web Space Survey Applicatin prvides a listing f all spaces currently assigned t yur department in the Physical Space Inventry (PSI). Please review, update and cmplete the survey in rder t aid us in the recvery f the University s Facilities and Administrative (F&A) csts related t Research Fundatin (RF) spnsred awards. We are cllecting space utilizatin data f the RF spnsred awards fr the fiscal perid July 1, 2018 June 30, The survey results will play an imprtant part in the University s F&A prpsal submitted t the Department f Health Human Services. This prpsal will frm the basis fr the negtiated F&A rates that will cmmence July The main bjective f the F&A prtin f the space survey is t identify the University n-campus and leased space used by all prjects funded thrugh the RF, which includes federal and nn-federal awards as well as awards funded thrugh F&A recveries. Definitin f n-campus: an RF award cnducted in a facility, regardless f physical lcatin, that is wned r leased by the University. This includes rental space funded thrugh F&A (indirect cst) recveries returned t the campus frm the Research Fundatin f SUNY. Each department will be respnsible fr the administratin f the survey within yur unit and are directly accuntable fr the results. A Research Fundatin review f the space survey results will take place and a federal audit is expected, s we ask that yu give added attentin t the definitins fr the assignment f space and rm pr-ratins. Definitin f prject NACUBO: Natinal Assciatin f Cllege and University Business Offices funding categries. The NACUBO classificatins prvide a functinal classificatin fr expense and are critical fr the calculatin f the campus F&A rate. Expenditures are classified based n the NACUBO classificatin at the prject level. 3

4 General Guidelines: 1. Individuals cmpleting the space survey shuld: Have first-hand knwledge f hw the space was used during this fiscal year. Be familiar with the funding surces related t the peple and activities in the space (RF grants, departmental funds, SUNY (State) accunts, etc.) Identify the PI and ccupants t space. May need t cntact/meet PI s t gather necessary infrmatin. 2. When evaluating the usage f a space, it is imprtant t take int cnsideratin all f the activities that ccur within that space t give recgnitin t the fact that spaces are ften nt used exclusively fr ne activity (i.e. 100% f the time). Things t cnsider: Wh ccupies the rm faculty, graduates, undergraduates, visiting prfessrs, technicians, etc.? Hw many f each type (e.g. faculty, graduates, etc.) are in the rm? Hw are the peple in the space funded (i.e. frm RF grants and cntracts, SUNY (State) r ther RF funds, nt paid etc.) fr the wrk that they are ding in the rm? 3. Ensure that all yur space is reflected in the inventry. 4. Ensure rm descriptins and rm numbers are crrect. 5. Ensure rm square ftage seems reasnable. 6. Please ensure that the current usage percentages (see Sectin 2) fr each space ttals t 100%. 7. Users f Space Please nte that in Sectin 2 additinal ccupant names are required fr RF rganized research. Please identify any individuals wh USE the space, by placing their name in the Occupants Add sectin f the survey. If the name is nt in the list please use, the Cmments n Functin Assignments / Other Users field in the Space Functins sectin f the survey. In rder t ensure survey cmpleteness, ne additinal attachment has been included. The dcument is called Animal Care Expenditures. The Animal Care Expenditures lists the varius RF prject PI s that are using animals and may be using the animal care facility. The lcatin f this dcument can be lcated in each department s flder: \\itrg.ad.buffal.edu\ubfs\cllab\uss\prvst\apb\external\space Please ensure yu have accunted fr all investigatrs and the space they ccupy. 4

5 SECTION 2 Guidelines fr the Assignment f Space Functinal (Usage) Categries and Percentages The bjective is t identify the type and percentage f activity ccurring in a space based n ne f the functinal/usage categries listed belw. Using the web space applicatin (See Appendix 1) identify the type and percentage f activity fr each space. The three functinal/usage categries are: Instructin and Departmental Research (IDR) RF Organized Research (RFOR) Other Institutinal Activities (OIA) The three functinal categries fr this year s study are defined belw. 5

6 1. Instructin and Departmental Research (IDR). The department shuld determine the percent prrated t IDR. Space shuld be cded t this categry if it s fr teaching and training activities f the institutin. These are teaching and training activities, whether ffered fr credits tward a degree r certificate r n a nn-credit basis, and whether ffered thrugh regular academic departments r separate divisins, such as a summer schl divisin r an extensin divisin. It Includes classrm teaching, preparing instructinal materials, preparing and grading examinatins, etc. It als includes RF spnsred training activities. Additinally: Departmental Research Research, develpment and schlarly activities that are nt separately budgeted r accunted fr n an individual prject basis. It is research cnducted by an individual that is nt assciated with any particular spnsred research prject. It is supprted by departmental funds, gift accunts and start-up funds that the University has discretin n hw the funding can be utilized. Space utilized by staff funded frm the fllwing Research Fundatin awards shuld als be assigned t IDR. The awards are financed by Federal and nn-federal agencies and sme awards are financed with internal RF funds. T determine if there are any RF awards that fall under IDR please check the prject NACUBO cde clumn n the Animal Care Expenditure listing fr the fllwing: Training Fellwship Academic r educatinal supprt Institutinal and departmental supprt awards that are nt Service and Facility accunts. Instructin and department research Departmental administratin Spnsred prgram develpment Organized Activities SUNY (State) r ther emplyees wh have cst sharing n RF spnsred training prjects and/r receiving salary ffset (IFR) frm training prjects. SUNY (State) funded graduate assistants ding research in labs r ther spaces is IDR. Als, an individual wrking n an RF rganized research award fr curse credit is IDR. SUNY faculty wh d nt have any RF awards. 6

7 2. RF Organized Research (RFOR). Space cded t this categry includes all research and develpment activities spnsred by Federal and nn-federal agencies and rganizatins and flw thrugh the Research Fundatin. Additinally: These are activities rganized t prduce research and achieve specific research gals. This activity includes externally funded research r research funded frm unrestricted funds (RF internally funded) and is accunted fr and budgeted separately. The department shuld determine the percent prrated t RF Organized Research and it must represent nly the prtin f the space used by the RF research award assciated with the ccupant(s). In thse cases where a rm is nt dedicated t a particular functin the departments billing recrds during 7/1/18 6/30/19 fr services prvided t RF research prgrams and t ther users may prvide an indicatin n the allcatin t IDR, RFOR, r OIA. T help identify sme f the principle investigatrs (PI s) that may be using the animal care facility space please see the attached dcument called Animal Care Expenditures. In this dcument RF research awards will be identified with a prject NACUBO cde f rganized research. RF Federal r Federal Flw Thrugh Clinical Trial Awards are als included in RF Organized Research. These are studies n human subjects cnducted t allw safety and efficacy data t be cllected fr health interventins (e.g., drugs, devices, therapy prtcls). These awards will als have a prject NACUBO cde f rganized research n the listing. Als included in RF rganized research percent is space used by SUNY (State) r ther emplyees that cst share n research prjects and/r receiving salary ffset (IFR) frm research prjects. Please nte that SUNY (State) funded graduate assistants ding research in labs r ther spaces is NOT RF rganized research but Instructin and Departmental Research (IDR). Als, an individual wrking n an RF rganized research award fr curse credit is IDR. Fr each space, identify the Principal Investigatr in the PI Assignment sectin f the applicatin. If shared with multiple funded investigatrs, please identify thse investigatrs in the PI assignment sectin as well. Identify three r fur PI that predminately use the space. Users f Space Please nte that in Sectin 2 additinal ccupant names are required fr RF Organized Research. Please identify any 7

8 individuals wh USE the space, by placing their name in the Occupants Add sectin f the survey. If the name is nt in the list please use, the Cmments n Functin Assignments / Other Users field in the Space Functins sectin f the survey. 3. Other Institutinal Activities (OIA). Used t capture space usage and awards nt identified in the ther assigned categries. Examples wuld include: Space under alteratins and renvatins. Please indicate in cmment sectin that space is under rehab. Cage Washing Rms/Fd and Bedding Strage Areas Animal Breeding Rms if rms are used strictly fr breeding animals (n RF rganized research is cnducted) the rm shuld be allcated 100% t OIA. Administrative ffices. Lcker rms and shwer areas. Receiving areas. Vacant space pr-rate based n number f mnths the space was vacant during 7/1/18 6/30/19. Please indicate in cmment sectin that rm is vacant. Visiting faculty ding research and nt being paid by RF r the University. Emeritus faculty r vlunteers. If a department prvides services t an utside rganizatin r cmpany (Third Party Recharges, etc.) then a prtin f the space shuld be allcated t OIA. Space used by awards funded thrugh the University at Buffal Fundatin (UBF) shuld be allcated t OIA. Staff funded by clinical practice prgram. If space cannt be classified int any ther categries, this categry shuld be used. 8

9 SECTION 3 Space Allcatin Examples While many research labratries are used predminately fr RF Organized Research, ther activities are typically cnducted in the labs as well. Althugh these activities are incidental t the primary purpse f the space, they still must be cnsidered when the space s use is being evaluated. It is imprtant t take int cnsideratin the funding surces f the staff fr the wrk they are ding in the rm. Space ccupied by multiple individuals shuld cnsider the frequency and extent f their presence in determining the percentage f functinal activity. Campuses can use FTE s, salary infrmatin, a cmbinatin etc. t supprt space pr-ratins. Examples fllw belw. 100% RF Organized Research Rms The Federal gvernment pays particular attentin t rms cded as 100% RF rganized research when students are in the space. This is generally a red flag t the federal negtiatr when they review the space survey results. If a rm has staff (including students) that are nly funded frm an RF rganized research award a prtin f the space shuld still be prrated t Instructin and the remaining t RF Organized Research. Cage Washing Rms/Fd and Bedding Strage Areas Althugh cage washing rms, clean/dirty cage strage rms and fd/bedding strage areas supprt RF rganized research activities these types f rms shuld be allcated 100% t OIA. Animal Husing Rms There are tw ways t treat animal husing rms: 1. Rms that huse animals invlved in RF rganized research and if the animals are nt generally remved frm the animal care facility fr cnducting research the rm can be allcated t RF rganized research. If ther functins are als ccurring in the same rm r if in the same rm sme animals are rutinely remved frm the animal care facility then the rm shuld be allcated t the applicable functins (IDR, RFOR, OIA). 2. Rms that huse animals that are rutinely remved frm the animal care facility and taken t a PI s research labratry fr cnducting research shuld be allcated t OIA. If ther functins are als ccurring in the same rm r if in the same rm sme animals are nt remved frm the facility then the rm shuld be allcated t the applicable functins (IDR, RFOR, OIA). Animal Breeding Rms If rms are used strictly fr breeding animals (n RF rganized research is cnducted) the rm shuld be allcated 100% t OIA. 9

10 Labratry Space The labratry space shuld be allcated prprtinally t the activity perfrmed in the rm (IDR, RFOR, OIA, etc). If a rm is used nly fr RF Organized Research allcate a small prtin t IDR and the remaining t RFOR.even if the rm is used less than full time. Research Supprt Space Space fr prcedure rms, perating and recvery rms, equipment rms, islatin rms and quarantine rms directly related t RF rganized research prtcls can be allcated t RFOR. If there are ther activities in the rm then the space shuld be allcated prprtinally t the activities perfrmed in the rm t (IDR, RFOR, r OIA). Billing recrds can be used t allcate the space t IDR, RFOR r OIA. Rms That Shuld Be 100% OIA Administrative ffices Autclave areas Lcker rms and shwer areas Receiving areas 10

11 APPENDIX 1 Screen sht f space applicatin data update frm. 11

TWU OFFICE OF RESEARCH & SPONSORED PROGRAMS INSTRUCTIONS FOR USING THE TWU PROPOSAL APPROVAL ROUTING FORM

TWU OFFICE OF RESEARCH & SPONSORED PROGRAMS INSTRUCTIONS FOR USING THE TWU PROPOSAL APPROVAL ROUTING FORM Phne: (940) 898-3375 Website: http://www.twu.edu/research/ WHEN TO SUBMIT THROUGH RESEARCH & SPONSORED