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What

All sponsored project applications and a subset of ISMMS projects are prepared in InfoEd and routed for approval through the department(s) in which there are key personnel each year of the project. InfoEd is an IT system that internally routes and manages sponsored projects and a subset of ISMMS supported projects for department and Grants and Contract Office (GCO) review. InfoEd is also used to submit single project, competitive federal applications directly to the funding agency. Those are called System to System (S2S) applications.

Evaluation by the GCO includes review for accuracy of administrative and budget information, as well as for compliance with Federal, State, New York City, and Icahn School of Medicine regulations. This includes regulations pertaining to biosafety, the use of human subjects, vertebrate animals, or recombinant DNA.

Projects that Require Submission to the GCO via InfoEd

  • All sponsored projects. Note exceptions in next bullet point for industry sponsored projects.
  • Effective 1/1/2024, new industry sponsored clinical trials and related studies with no competitive review process and for which the agreement is negotiated by FACTS are no longer submitted to the GCO. Ongoing industry sponsored clinical trials and related studies with no competitive review process that have already been submitted to the GCO, please do continue submitting to the GCO through close out. Industry funding where MSIP signs the agreement and all industry funding that is peer reviewed, including but not limited to SBIR/STTR subawards, continues to require GCO submission and review.
  • All ISMMS supported projects that do not involve humans or animals.
  • All ISMMS supported projects for which the GCO signs a research related agreement (e.g., Data Transfer Use Agreement, Study Drug Donation Agreement, etc.)

Projects that Do Not Require Submission to the GCO via InfoEd

  • New Industry sponsored clinical trials and industry related studies with no competitive review process and for which the agreement is negotiated by FACTS. See section above for more information.
  • ISMMS supported projects involving human or animal research unless it requires an agreement as noted above.
  • Cooperative Research Group project
    Cooperative research group projects are studies where the overall funding is provided by the NIH either directly or through a subaward and then the Institution is asked to carry out multiple individual clinical studies, which do not have separate applications or budgets. The overall funding continues to go through GCO, but the individual clinical studies do not require GCO submissions.

For more information, refer to Does My Project Need to be Submitted to the GCO?

How

Step 1 - Take the required InfoEd PD training.

Step 2 - Has the PI delegated InfoEd users? Delegates may edit and enter information into the InfoEd proposal.

Step 3 - Is the funding agency or subaward institution listed in the InfoEd database? Requests to add a funding agency can be made by submitting an InfoEd ticket. Turnaround time is typically 2-3 business days.

Step 4 - Is the investigator and other key personnel listed in the InfoEd database? Requests to add personnel can be made by submitting an InfoEd ticket. For additional information regarding required personnel, refer to the GCO Application Submission Checklist Instructions numbers 4 and 17.

Step 5 - Choose the correct type of InfoEd Application. There are multiple types of InfoEd applications and it is crucial the correct application is selected during initial set up of the proposal. For detailed guidance, refer to the Instructions for Creating an InfoEd Application S2S | Non S2S.

Step 6 - For Human Subject Research, include a memo with your RUTH # if you have one.

Step 7 - Review the GCO Application Information for checklists, getting started documents and additional information.

InfoEd Submission of Cooperative Research Group Projects No Longer Required

Effective immediately, please do not submit InfoEd applications for cooperative research group projects to the Grants and Contracts Office (GCO).  While this change affects submissions to InfoEd, study teams must continue to submit these projects to the Program for Protection of Human Subjects (PPHS) Office in RUTH with the corresponding Investigator Form (IF) packet in Sinai Central.

Cooperative research group projects are studies where the overall funding is provided by the NIH either directly or through a subaward and then the Institution is asked to carry out multiple individual clinical studies, which do not have separate applications or budgets. The overall funding will continue to go through GCO, but the individual clinical studies will no longer require GCO submissions.

Below is a list of the cooperative research group projects we have identified as currently active and the primary departments in which this research is conducted. If you believe some of your studies fall into this category, but do not see your group listed, please contact GCO to clarify.

  1. Gynecologic Oncology Group – OB/GYN & Reproductive Science
  2. Cancer and Leukemia Group B (NCI) – Medicine Hematology/Oncology
  3. Ct Surgery Network Research Group – Population Health Science and Policy
  4. NRG Oncology – Radiation Oncology and Precision Immunology Institute
  5. Alliance for Clinical Trials in Oncology – Medicine Hematology/Oncology
  6. Southwest Oncology Group – Medicine Hematology/Oncology
  7. Pediatric Oncology Group (NCI) ­­- Pediatrics
  8. Children’s Oncology Group – Medicine Hematology/Oncology and Pediatrics

This Grants and Contracts Office (GCO) submission process change is part of a broader schoolwide initiative to improve research administration workflow efficiency and reduce redundancy. Please let us know if you have any questions.

Sincerely,

The Grants and Contracts Office

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Reduced InfoEd Data Entry Requirements for Non Key Personnel on Non S2S Submissions


Effective immediately please note these changes in data entry requirements for non-key personnel on non S2S submissions on the InfoEd Personnel and Budget tabs.

Personnel Tab
Data entry of named and to be named (TBN) staff on non key personnel staff on non S2S submissions is no longer required. For example, if you have a named research coordinator or a TBN technician, do not data enter these lines on the Personnel tab.

Budget Tab
On the Budget tab, rather than individually adding the costs associated with each position,  enter the cumulative total of non key personnel salaries in the "Salaries & Wages" line and the cumulative total of  non key personnel fringe in the "Fringe Benefits" line.

The "Salaries & Wages" and "Fringe Benefits" options are included  with the rest of the direct cost options such as "Consultant Costs," "Animal Costs," "Travel-Domestic," "Other Costs," etc.

Here is an example of data entry.  If the cumulative total of your research coordinator and post doc salary is 100,000, enter 100,000 in "Salaries and Wages."  If the cumulative total of the fringe is 30,000, enter 30,000 in "Fringe Benefits."

Feel free to review these definitions for additional clarification.

Non-Key Personnel
These are individuals who do not contribute to the scientific development or execution of a project in a substantive, measurable way. This is regardless of whether or not they receive salaries or compensation from the sponsored project. Typically post docs, research assistants, and technicians are considered non-key personnel.

Non S2S Submissions
This is a type of InfoEd submission in which Mount Sinai uses InfoEd internally at ISMMS only and not to submit an application to an extramural funding agency.  Examples are NIH non-competitive continuations, a new grant to the American Heart Association, or a non competitive continuation of an unfunded project using animal cell lines.

We hope this reduction of data entry will relieve some of the administrative burden associated with the submission process. Please contact the GCO with any questions you may have.

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Non-System to System Submission (non-S2S)

For Non-S2S InfoEd submissions, upload a PDF copy of the complete application or progress report for funded studies or a copy of the protocol or progress report for unfunded applications in InfoEd.

GCO Review and Approval Deadlines

Federal Applications - Five business days prior to extramural funding agency, deadline by 11am.

All Other Applications - One business day prior to extramural funding agency deadline. (Contact your GCO Grants Specialist for projects with complex budgetary and/or administrative requirements. One business day may not apply.)

Note: Note: For projects with complex budgets/administrative requirements (e.g., program projects, application with many subawards, international extramural funding agency application with nonstandard budget forms), contact your assigned Grants Specialist in advance regarding any additional time the GCO may need in the review and approval process.

Note: Only a subset of ISMMS projects must be submitted to the GCO. For more information, refer to Does My Project Need to be Submitted to the GCO?

Questions

Application Questions
Department Assigned GCO Specialist

Technical Support
Research IT Support Request

Department Contacts
Departmental Pre-Award Contacts

Instructions, Checklists and Other Tools

For additional checklists and information to assist with your InfoEd application, see Getting Started.

Research 411 Portal

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