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<p class="MsoNormal"><span style="color:#1F497D">This is to inform you that we will not continue the 10 am teleconference calls to discuss the Uniform Guidance. This is also a reminder that you should send to me a copy of your Institutional grant policy or
a status statement toward completion of an Institutional grant policy on July 1, 2015. I have received 3 statements and one policy. Thanks for your attention to this request! I will be out of the office June 30 through July 8, but I will be in touch with email.<o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D"><o:p> </o:p></span></p>
<div>
<p class="MsoNormal"><b><span style="font-size:16.0pt;font-family:"Monotype Corsiva";color:#1F497D">Dr. Linda Mason<o:p></o:p></span></b></p>
<p class="MsoNormal"><span style="font-size:10.0pt;font-family:"Arial","sans-serif";color:#1F497D">Coordinator of Grant Writing
<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:10.0pt;font-family:"Arial","sans-serif";color:#1F497D">Oklahoma State Regents for Higher Education<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:10.0pt;font-family:"Arial","sans-serif";color:#1F497D">655 Research Parkway, Suite 200<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:10.0pt;font-family:"Arial","sans-serif";color:#1F497D">Oklahoma City, OK 73104<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:10.0pt;font-family:"Arial","sans-serif";color:#1F497D">405-225-9486 desk<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:10.0pt;font-family:"Arial","sans-serif";color:#1F497D">405-706-8757 cell<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:10.0pt;font-family:"Arial","sans-serif";color:#1F497D">405-225-9230 FAX<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:10.0pt;font-family:"Arial","sans-serif";color:#1F497D"><a href="mailto:lmason@osrhe.edu">lmason@osrhe.edu</a><o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:10.0pt;font-family:"Arial","sans-serif";color:#1F497D"><a href="http://www.okhighered.org/grant-opps/">www.okhighered.org/grant-opps/</a><o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D"><o:p> </o:p></span></p>
</div>
<p class="MsoNormal"><span style="color:#1F497D"><o:p> </o:p></span></p>
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<div style="border:none;border-top:solid #B5C4DF 1.0pt;padding:3.0pt 0in 0in 0in">
<p class="MsoNormal"><b><span style="font-size:10.0pt;font-family:"Tahoma","sans-serif"">From:</span></b><span style="font-size:10.0pt;font-family:"Tahoma","sans-serif""> Mason, Linda
<br>
<b>Sent:</b> Thursday, May 21, 2015 4:14 PM<br>
<b>To:</b> Oklahoma Regional Sponsored Programs Directors (okgrantsmanship@lists.onenet.net); cag@lists.onenet.net; 'Traci-Brannon@ouhsc.edu'; 'Judith-Grove@ouhsc.edu'; Evert, Amanda; 'dstevens@rose.edu'; 'DMARANGONI@rsu.edu'; Benton, Katherine; Benton, Katherine;
'gskinner@se.edu'; 'Shabnum.Bouma@swosu.edu'; 'Shabnum.Bouma@swosu.edu'; 'yolanda.carr@swosu.edu'; 'paula-lemon@utulsa.edu'; 'deborah-newton@utulsa.edu'; 'adrienne-blalack@utulsa.edu'; 'varnold@uco.edu'; 'credmond@uco.edu'; 'LRenteria@uco.edu'; Wilson, Greg;
'dbrandt@uco.edu'; 'kchan7@uco.edu'; 'sclark37@uco.edu'; 'mwhite52@uco.edu'; Latham, Tricia; 'innisd@bacone.edu'; 'falleafc@bacone.edu'; 'Denise.Christy@careertech.ok.gov'; 'dmccoy@choctawnation.com'; 'kbruce@choctawnation.com'; 'berdie@choctawnation.com';
'gpekah@cnc.cc.ok.us'; 'ryan.blanton@connorsstate.edu'; Wohlers, Tony; 'pam.humphrey@doc.state.ok.us'; Thomason, Nancy; 'tkennedy@eosc.edu'; 'slovett@eosc.edu'; 'ckirk@eosc.edu'; 'lmorgan@eosc.edu'; 'hscott@eosc.edu'; Howell, LaDonna; Grissom, Terri; 'alharris@langston.edu';
'mehorn@langston.edu'; 'hsrambo@langston.edu'; Tillman, Linda; Wallace, Thelma; Westman, Dennis; Westman, Dennis; Westman, Dennis; 'Shelly.Schulz@noc.edu'; 'Shelly.Schulz@noc.edu'; 'schoonok@nsuok.edu'; 'wikat@nsuok.edu'; 'fostersu@nsuok.edu'; 'swepstod@nsuok.edu';
'shatswes@nsuok.edu'; 'fannintl@nsuok.edu'; 'flock@nsuok.edu'; 'gantone@occc.edu'; Goode, April; 'sstump@oru.edu'; Grissom, Terri; Thomas, Deena; Northrop, Gayle; Mason, Linda; Thompson, Goldie; Campbell, Karla; 'robert.dixon@okstate.edu'; 'lisa.faulkner@okstate.edu';
'brenda.walker@okstate.edu'; 'Laura.chalus@okstate.edu'; 'Brenda.walker@okstate.edu'; 'Catherine.kovacs@okstate.edu'; 'jennifer.menz_payton@okstate.edu'; 'pcarmel@okstate.edu'; 'Sandra.hudgens@okstate.edu'; 'ambcole@osuokc.edu'; 'brendsm@osuokc.edu'; 'adeaton@ou.edu';
'bmillsap@ou.edu'; 'adeaton@ou.edu'; 'Brad-Avery@ouhsc.edu'; 'Tamara-Franklin@ouhsc.edu'; 'lisa-asch@ouhsc.edu'; 'Lisa-Mosley@ouhsc.edu'; 'Mary-Cotter@ouhsc.edu'; 'penny.grantservices@gmail.com'; 'gcherry2@cox.net'; Quinn-Teague, Kathy; 'sshockey@ecok.edu';
'chrystal overton'; 'Swalwell, Joe'; Neitzel, Allan<br>
<b>Cc:</b> Campbell, Karla; Sonobe, Dr. Blake<br>
<b>Subject:</b> Teleconference Calls Re: Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards<o:p></o:p></span></p>
</div>
</div>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><span style="color:#1F497D">Dear Colleagues,<o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D">The purpose of the issuance of the Uniform Guidance is to provide government that is more efficient, effective and transparent, the Office of Management and Budget (OMB) is streamlining the Federal government's
guidance on Administrative Requirements, Cost Principles, and Audit Requirements for Federal awards.<o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D">Our phone call on May 20 about Uniform Guidance information was about 30 minutes in length on Tuesday, May . Participants included persons from Western, Seminole, NSU, CU, and LU.<o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D">A brief overview included:<o:p></o:p></span></p>
<p class="MsoListParagraph" style="margin-left:.25in;text-indent:-.25in;mso-list:l2 level1 lfo2">
<![if !supportLists]><span style="font-family:Symbol;color:#1F497D"><span style="mso-list:Ignore">·<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]><span style="color:#1F497D">Three main resources that may be useful to policy drafters include:<o:p></o:p></span></p>
<p class="MsoListParagraph" style="margin-left:.25in"><span style="color:#1F497D">1) The Crosswalk Document -
</span><a href="http://www.whitehouse.gov/sites/default/files/omb/fedreg/2013/uniform-guidance-crosswalk-to-predominate-source-%20%0d%20%20%20%20%20%20%20%20existing-guidance.pdf">http://www.whitehouse.gov/sites/default/files/omb/fedreg/2013/uniform-guidance-crosswalk-to-predominate-source-
</a><span class="MsoHyperlink"><o:p></o:p></span></p>
<p class="MsoListParagraph" style="margin-left:.25in"><span class="MsoHyperlink"><span style="text-decoration:none"><a href="http://www.whitehouse.gov/sites/default/files/omb/fedreg/2013/uniform-guidance-crosswalk-to-predominate-source-%20%0d%20%20%20%20%20%20%20%20existing-guidance.pdf"><span style="text-decoration:none"> </span>existing-guidance.pdf</a></span></span><span style="color:#1F497D"><o:p></o:p></span></p>
<p class="MsoListParagraph" style="text-indent:-.25in;mso-list:l1 level1 lfo4"><![if !supportLists]><span style="color:#1F497D"><span style="mso-list:Ignore">1)<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]><span style="color:#1F497D">The Searchable Document -
<a href="http://www.ecfr.gov/cgi-bin/text-idx?SID=e229aed322251eefcc78f38a08d91202&node=pt2.1.200&rgn=div5">
http://www.ecfr.gov/cgi-bin/text-idx?SID=e229aed322251eefcc78f38a08d91202&node=pt2.1.200&rgn=div5</a><o:p></o:p></span></p>
<p class="MsoListParagraph" style="text-indent:-.25in;mso-list:l1 level1 lfo4"><![if !supportLists]><span style="color:#1F497D"><span style="mso-list:Ignore">2)<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]><span style="color:#1F497D">Posted Institutional Policies - OU at
<a href="http://vpr.okstate.edu/"><span style="color:#1F497D">http://vpr.okstate.edu/</span></a>;
<a href="http://research.ouhsc.edu/forms-policies/"><span style="color:#1F497D">http://research.ouhsc.edu/forms-policies/</span></a>; OSU at
<a href="http://vpr.okstate.edu/"><span style="color:#1F497D">http://vpr.okstate.edu/</span></a>, Harvard at
<a href="http://osp.finance.harvard.edu/policies"><span style="color:#1F497D">http://osp.finance.harvard.edu/policies</span></a><o:p></o:p></span></p>
<p class="MsoNormal" style="text-indent:.25in"><span style="color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoListParagraph" style="margin-left:.25in;text-indent:-.25in;mso-list:l2 level1 lfo2">
<![if !supportLists]><span style="font-family:Symbol;color:#1F497D"><span style="mso-list:Ignore">·<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]><span style="color:#1F497D">Some main items of the required changes in written policy are the inclusion of:<o:p></o:p></span></p>
<p class="MsoListParagraph" style="margin-left:.25in"><span style="color:#1F497D">1) risk assessment,
<o:p></o:p></span></p>
<p class="MsoListParagraph" style="margin-left:.25in"><span style="color:#1F497D">2) monitoring of subgrantees, and
<o:p></o:p></span></p>
<p class="MsoListParagraph" style="margin-left:.25in"><span style="color:#1F497D">3) required staff and PI training.<o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoListParagraph" style="margin-left:.25in;text-indent:-.25in;mso-list:l0 level1 lfo6">
<![if !supportLists]><span style="font-family:Symbol;color:#1F497D"><span style="mso-list:Ignore">·<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]><span style="color:#1F497D">I issued a July 1 deadline to submit a written and approved institutional grant policy to the Oklahoma State Regents for Higher Education. This deadline can be met by submitting a copy or access to
the written/approved policy, but also institutions that do not have a written policy completed and approved by July 1 may act on the option of responding with a status statement. A status statement should provide an anticipated date of approval of an institutional
grant policy.<o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoListParagraph" style="margin-left:.25in;text-indent:-.25in;mso-list:l0 level1 lfo6">
<![if !supportLists]><span style="font-family:Symbol;color:#1F497D"><span style="mso-list:Ignore">·<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]><span style="color:#1F497D">One major change in the Uniform Guidance is that the granting agency will
<u>monitor subgrantees</u>. This includes risk assessment, reporting, F&A overhead sharing with all subgrantees, and information transparency. (<b>See 200.205 Federal awarding agency review of risk posed by applicants; 200.207 Specific conditions; 200.208 Certifications
and representations; 200.301 Performance measurement; 200.302 Financial management; 200.324 Federal awarding agency or pass-through entity review; 200.327 Financial reporting; Monitoring and reporting program performance; 200.330 Subrecipient and contractor
determinations; 200.331 Requirements for pass-through entities; 200.400 Policy guide.)</b><o:p></o:p></span></p>
<p class="MsoListParagraph"><span style="color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoListParagraph" style="margin-left:.25in;text-indent:-.25in;mso-list:l0 level1 lfo6">
<![if !supportLists]><span style="font-family:Symbol;color:#1F497D"><span style="mso-list:Ignore">·<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]><span style="color:#1F497D">A written policy about the capability to make a
<u>risk assessment</u> about potential grantees and subgrantees is part of the requirements of the Uniform Guidance. Risk assessment includes protection of human subjects, protection of animal subjects, conflict of interest, responsible conduct of research,
certification regarding debarment and suspension, access to audit information, F&A rate negotiations, capability of cost sharing, export control, and fiscal responsibility. (<b>See 200.205 Federal awarding agency review of risk posed by applicants; 200.302
Financial management; 200.303 Internal controls; 200.400 Policy guide; 200.419 Cost accounting standards and disclosure statement;</b>
<b>200.519 Criteria for Federal program risk)</b><o:p></o:p></span></p>
<p class="MsoListParagraph"><span style="color:#1F497D"><o:p> </o:p></span></p>
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</span></span></span><![endif]><u><span style="color:#1F497D">Specific grant question</span></u><span style="color:#1F497D">: Dr. Goldie Thompson, Director of Teacher Education for OSRHE, and the director of the Elementary and Secondary Education Act (ESEA),
Improving Teacher Quality Grant Program, issued a request for a statement of institutional internal controls for those institutions that received the ITQ grant this year. The statement of internal controls may be copied and sent if it is not online, an online
url may be sent, or a person who represents access to information regarding institutional internal controls (such as a fiscal officer). The intent is to establish the capability for the OSRHE ITQ program to make a realistic risk assessment about the subgrant
recipient, according to the Uniform Guidance regulations. In the future the OSRHE subgrant program officers will request a form insuring institutional data access to be used for risk assessment at the pre-award level. It will be a lot easier to respond to,
in the same way that a form insuring a drug-free workplace and equal employment opportunity practices are maintained. I can answer specific questions about the ITQ request, and Dr. Thompson can answer specific questions, too. (<b>See 200.303 Internal controls;
200.302 Financial management; 200.400 Policy guide.)</b><o:p></o:p></span></p>
<p class="MsoListParagraph"><span style="color:#1F497D"><o:p> </o:p></span></p>
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</span></span></span><![endif]><u><span style="color:#1F497D">Required staff and PI training</span></u><span style="color:#1F497D"> is needed in order to hold all the staff and PI’s accountable for their administrative and fiscal actions. OSRHE will require
all grant-related staff to attend annual training, and will provide additional consultative training as needed. OSRHE will require that all their subgrantees attend annual training, too. It is anticipated that the institutions will need to engage in annual
training for their grant staff and PIs. (<b>See 200.205 Federal awarding agency review of risk posed by applicants; 200.302 Financial management; 200.400 Policy guide.)</b><o:p></o:p></span></p>
<p class="MsoListParagraph"><span style="color:#1F497D"><o:p> </o:p></span></p>
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</span></span></span><![endif]><span style="color:#1F497D">We discussed the <u>State Regents’ timeline</u>, which is July 1 for our written document, August for submission to legal counsel, September for submission to presidents and provosts, and for public
posting, and October for Regents’ consideration and approval. The campus timeline may in fact be similar (not completed by July 1), but it will be shorter because institutions do not require the public posting of policy changes. As you can see from this timeline,
we will not have a document approved by the beginning of the fiscal year, July 1. The actual functional deadline required by the issuance of the Uniform Guidance is the audits of the effective fiscal year after the UG effective date.
<b>(See 200.110 Effective/applicability date.)</b> <o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D"><o:p> </o:p></span></p>
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</span></span></span><![endif]><span style="color:#1F497D">Each week a telephone conversation via teleconference is provided with all who wish to participate from the higher education institutions and the Coordinator of Grantwriting for the Oklahoma State Regents.
The dates and times are Tuesdays at 10:00 am. The length of the phone call will be approximately 30 minutes.<o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D">I look forward to talking with you next week and in subsequent weeks. I believe it is helpful to hear other institutional questions and the answers provided. It helps to understand better when you hear FAQs from
other perspectives. <o:p></o:p></span></p>
<p class="MsoNormal"><u><span style="color:#1F497D">Scheduled Calls<o:p></o:p></span></u></p>
<p class="MsoNormal"><span style="color:#1F497D">Wednesday, May 27 – 10:00 am-10:30 am<o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D">Wednesday, June 3 – 10:00 am-10:30 am<o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D">Wednesday, June 10 – 10:00 am-10:30 am<o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D">The maximum number that can be on a call is 27. If we decide that our response is too many, we could break up the plan into two times instead of one to reduce the number of people on one call. Just call 405-225-9100
and ask to be put into the Uniform Guidance or Grant teleconference with Dr. Mason.<o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><b><span style="font-size:16.0pt;font-family:"Monotype Corsiva";color:#1F497D">Dr. Linda Mason<o:p></o:p></span></b></p>
<p class="MsoNormal"><span style="font-size:10.0pt;font-family:"Arial","sans-serif";color:#1F497D">Coordinator of Grant Writing
<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:10.0pt;font-family:"Arial","sans-serif";color:#1F497D">Oklahoma State Regents for Higher Education<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:10.0pt;font-family:"Arial","sans-serif";color:#1F497D">655 Research Parkway, Suite 200<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:10.0pt;font-family:"Arial","sans-serif";color:#1F497D">Oklahoma City, OK 73104<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:10.0pt;font-family:"Arial","sans-serif";color:#1F497D">405-225-9486 desk<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:10.0pt;font-family:"Arial","sans-serif";color:#1F497D">405-706-8757 cell<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:10.0pt;font-family:"Arial","sans-serif";color:#1F497D">405-225-9230 FAX<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:10.0pt;font-family:"Arial","sans-serif";color:#1F497D"><a href="mailto:lmason@osrhe.edu">lmason@osrhe.edu</a><o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:10.0pt;font-family:"Arial","sans-serif";color:#1F497D"><a href="http://www.okhighered.org/grant-opps/">www.okhighered.org/grant-opps/</a><o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><o:p> </o:p></p>
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