As many of you are aware, the University implemented the existing Technical/Programmatic Reporting Guidance in response to a “finding” the University received from an external auditor. Audit findings require corrective action plans, must be disclosed to flow-through sponsors, such as other universities, and to Federal sponsors via the Federal Audit Clearinghouse, and may subject the University to other sanctions. Therefore, the Office of Sponsored Programs’ (“OSP”) goal is to find the right balance of avoiding future audit violations while ensuring faculty are supported.
In recent months, OSP has received significant input from Principal Investigators (“PI”), staff, and administrators about the University’s technical/programmatic reporting notification and escalation procedures. Ella Christiansen in the College of Health Sciences Office of Research has been particularly helpful. OSP appreciates input and has determined that some changes to the existing process are merited. These are discussed in detail below. If you have any questions or concerns, please do not hesitate to contact Karen Henry or Matt Smith at 6-1571 and 6-1425, respectively.
Change # 1: Verbiage Change for Automated Reminder Emails to PIs
OSP is changing the wording of the automated reminder notifications PIs receive from Oracle Financials Cloud (“OFC”). Because there are thousands of existing technical report deliverables in OFC, OSP is planning to change the verbiage for new awards only. This means that automated reminder emails for existing awards will contain the old verbiage. In some cases, it may take several years for this complete phase-out to occur (i.e., if the University recently received a multiple-year award and the deliverable notifications have already been configured). The new automated notification language is as follows:
A technical report is due in 45 days for Project # [Project Number]. Please submit it to the Sponsor on or before the due date and forward this email with a copy of the submitted technical report and proof of submission to postaward@boisestate.edu.
PI: [PI Name]
Project Title: [Project Title]
More information about this project is available by searching for the above project number (i.e., using Ctrl + F) in the Master Department ID List at: Master Department ID List
As PI of this project, you are responsible for ensuring that your report is submitted to the Sponsor in a timely manner. If you have received a deadline extension for your report and/or you believe you have received this notification in error, please contact your assigned Sponsored Projects Administrator (“SPA”) at postaward@boisestate.edu as soon as possible. SPA assignments are available here:
Late technical report submission (without sufficient justification received prior to the due date) will result in notification of the overdue report to your Department Chair and College Dean (or non-academic unit equivalents). Additionally, noncompliance with the timely submission of technical reports may subject you and Boise State University to other corrective action. Please reference the following web page for detailed information about technical reporting requirements and potential corrective actions.
Questions regarding reporting requirements and submission should be directed to your SPA at postaward@boisestate.edu.
Change # 2: Verbiage Change for Escalation Emails to PIs, Department Chairs, and Deans
OSP is changing the wording of late technical report escalation emails to PIs, Department Chairs, and Deans (or their non-academic unit equivalents). OSP has received feedback from campus that the existing language comes across as punitive and unhelpful. Therefore, OSP has adjusted the message. New escalation emails will contain the following language:
Subject: URGENT: [Type of Report] Submission Past Due ([Project Number])
Dear [PI Name]:
The [type of report] for your project entitled “[Project Title]” has been reported to me as past due. If you have not already submitted your report, please do so as soon as possible. If your report deadline has changed, please forward any communications from the Sponsor detailing the change so I can update our internal tracking system.
Copies of submitted reports, proof of submission, and communications from Sponsors regarding date changes should be forwarded to postaward@boisestate.edu, so we can make the appropriate status changes in our internal tracking system.
Please note that until this report is marked as “Complete” in our internal tracking system, you are subject to the corrective actions detailed on OSP’s website at https://www.boisestate.edu/research-osp/technical-reporting-guidance/. Any late report not resolved within seven (7) calendar days after the report is due will result in your active projects being deactivated.
We encourage you to contact your assigned Sponsored Project Administrator (https://www.boisestate.edu/research-osp/spa-assignments/) as soon as possible if you anticipate further delays or are unable to submit your report for any reason. OSP is here to help you remain in compliance with the terms and conditions of your award.
Sincerely,
[OSP Sender Name]