Announcements

Starting with application due dates and progress reports submitted on or after May 25, 2025, it is anticipated that the NIH will continue to mandate the use of SciENcv (Science Experts Network Curriculum Vitae) for creating Biographical Sketches and Other Support forms (known as the “Common Forms”).

The Common Forms are expected to be available in SciENcv by late March 2025. Additionally, NIH will require a new Biographical Sketch Supplement form, which includes the Personal Statement, Contributions to Science, and Honors. This supplement form must also be prepared using SciENcv.

For more details, see:

• Common Forms for Biographical Sketch and Other Support
• NIH FAQs

How to Prepare Now

While these new forms are not yet available in SciENcv, faculty and administrators can take the following steps to prepare:

• Senior Key Personnel and Other Significant Contributors (OSCs) should obtain an ORCID iD if they don’t already have one.
• Link the ORCID iD to your eRA Commons Personal Profile.
• Log into SciENcv to ensure access. If you already use MyBibliography in MyNCBI, use the same login credentials.
• Ensure your eRA Commons and ORCID accounts are linked to SciENcv.
• Researchers can delegate SciENcv access to administrators to assist with form preparation once the Common Forms are available.

Training & Resources

To help with this transition, Sponsored Projects Administration (SPA) has developed training materials:

• Columbia’s SciENcv webpage – contains
  • Step-by-step Guide: Obtaining ORCID iD and Link to eRA Commons
  • Step-by-step Guide: Setting up SciENcv
• SciENcv Setup video (20 minutes, with menu to skip sections), with SciENcv Setup slides

Once the Common Forms are available in SciENcv, we will provide training sessions to cover the new form requirements in detail. Please feel free to reach out to me with any questions.

Dear Colleagues:

You have likely read Interim President Armstrong’s message to our community regarding federal actions to cancel a selection of grants and contracts awarded to Columbia University. Please know that we are taking this action and its impacts on our community very seriously and will be in regular communication as the situation evolves.

For now, unless you received a stop-work order or termination notice, researchers should continue to perform work on awarded federal projects. In case you receive any kind of such communication, or any questionnaire, request for information, or survey directly from a federal funding agency, please immediately forward it and contact your SPA project officer. Please also monitor our Federal Research Updates 2025 webpage, which we update frequently. 

Thank you for your colleagueship as we navigate this moment and for your enduring commitment to our shared Columbia mission.

Sincerely, 

Angela V. Olinto
Provost
Professor of Astronomy and of Physics

Jeannette M. Wing
Executive Vice President for Research
Professor of Computer Science

HRPO newsletter number 12 (3/7/2025)

• When to submit a Closure Report?
• Automated stamping of IRB-approved documents
• Recent Rascal Enhancement: Update of the Help Text under the HazMat's attachment page.

Dear members of the Columbia research community,

As we navigate these uncertain times, I would like to share with you some updated reminders and new resources:

1. The EVPR Office’s Federal Research Updates 2025 website includes general guidance for researchers and Frequently Asked Questions, among other resources. In the current, fast-changing environment, we are updating the website in roughly real time. Please visit the website frequently to see the most up-to-date information.

2. Importantly, if you receive a stop-work order or a request for certification or other request from a federal agency, please forward it to your SPA project officerimmediately. Investigators should not respond to such requests on their own.

3. The Controller’s Office has published on its website an “explainer” regarding facilities and administration (indirect) costs at Columbia. This page also links to content, including an infographic and a short video, created by associations that represent research institutions.

4. The EVPR’s Office of Research Initiatives and Development is available to discuss potential alternative funding sources.

5. Some federal agencies, such as NSF, have published some FAQs and are updating notices of funding opportunities frequently in response to directives from the new administration. Researchers should review these resources frequently as applicable.

Please stay in touch with your SPA project officer with any questions or new developments related to your federal proposals and awards. The project officers will forward communications as needed to others in SPA and EVPR for action or information.

In these times of uncertainty, as a great institution, we show our strength by being calm and resilient.  Thank you for your continued commitment to research excellence at Columbia.

Sincerely,

Jeannette

Jeannette M. Wing

Executive Vice President for Research

Professor of Computer Science

Columbia University

Dear Colleagues,

This evening, we were made aware of new supplemental guidance issued by the National Institutes of Health (NIH) revising the negotiated indirect cost rate for grant awards to a standard indirect rate of 15% across all NIH grants. We are currently evaluating this new guidance to understand the impact to the University’s portfolio of grants and to explore options on how to respond to this new guidance.

We understand this policy change will create a good deal of concern and anxiety within our research community. As we gain a better understanding of its potential impacts and options, we will provide you with more information and guidance on how to move forward. We have also set up a website to track updates related to federal research grants. We encourage you to share this resource with your teams.

Thank you all for your steady hand in guiding our PIs and research teams through this challenging time. We are deeply appreciative of your partnership.

Sincerely,

Angela V. Olinto, Provost

Jeannette M. Wing, Executive Vice President for Research

Dear Columbia faculty, principal investigators, and research scientists,

As most of you know, on Monday the Federal Office of Management and Budget (OMB) issued a memorandum directing federal agencies to “temporarily pause” federal financial funding that may be implicated by the President’s executive orders. That action was then stayed in federal court on Tuesday evening and rescinded on Wednesday by the Administration. The Office of Research at Columbia has maintained a website of relevant federal communications, and will continue to keep you updated as developments continue.

Underlying the federal effort to pause funding is a review by agencies of their portfolios to ensure consistency with recent executive orders. We understand that this process raises questions and creates uncertainty for our robust research community, which sits at the core of our University’s mission. We will do all we can to address your questions with as much guidance as we can provide. For now, we recommend that you remain focused on the important work you are doing, including meeting any upcoming submission deadlines.

Some agencies have begun to issue stop-work orders in response to the executive orders. In some cases, these broadly refer to prohibited activity, and in other cases they may be specific to an award. If you are contacted by any agency directly, please inform your SPA Project Officer.  We will work directly with any PI and their school and department on any stop-work orders or directives that are received, and on specific next steps to ensure compliance related to federal guidance.

Your deans are working diligently to maintain each school’s financial flexibility as events unfold and to ensure that, for all research, they have a centralized process for approval of new hiring and close coordination with SPA on any new subcontracts. With respect to University activities outside of our research portfolio, we will continue to work with schools regarding guidance on managing our resources with fiscal prudence, to ensure that we preserve financial flexibility during this time.

Thank you for your support of our shared academic mission and community.

Sincerely,

Angela V. Olinto, Provost

Anne Sullivan, Executive Vice President for Finance

Jeannette Wing, Executive Vice President for Research

Dear Principal Investigators,

In response to executive orders issued by the new administration, some federal agencies have begun issuing “stop-work orders,” or other policy directives, for grants and contracts.  In some instances, these orders have been sent directly to principal investigators. If you receive such an order directly, please forward it to your SPA project officer immediately. SPA will work with principal investigators to interpret any orders received and provide guidance regarding how to comply.

Compliance with stop-work orders is critical. Specific requirements of a stop-work order will vary.  In some cases, an order may be broad and require immediate suspension of all activities on the project. In other cases, the order may be more tailored and apply only to specific activities such as DEIA. 

In the case of a more tailored order, investigators may be required to identify and cease any activity covered under the suspension, and, based on the findings, SPA may be required to report specific details to the sponsoring agency. As always, such communications with funding agencies must be through SPA, which is Columbia’s authorized organizational representative.

We are updating the Federal Research Updates 2025 webpage to reflect new developments.  Please stay tuned for additional updates.

Bill Berger
AVP for Sponsored Projects Administration

Dear Principal Investigators,

Recent federal executive orders have introduced potential changes that could impact research activities at Columbia and other institutions of higher education.

We are closely monitoring guidance and updates from federal agencies. We are also working with associations that represent us  such as the Association of American Universities, COGR, the Association of American Medical Colleges, and others, to learn as much as possible. At this point, please remain focused on the important work you are doing, including meeting any upcoming submission deadlines. 

The offices of the Executive Vice President for Research are committed to keeping you informed of any changes that may affect your work, and we will share relevant updates as they become available. 

We have created a dedicated webpage with the latest information, updates, and resources related to these executive orders: Federal Research Updates 2025. This page will be updated regularly as new developments arise. 

We will continue to be in touch with information as it becomes available. If you have additional questions or need assistance, please do not hesitate to reach out to our SPA office.

Thank you for your continued commitment to research at Columbia.

Jeannette M. Wing
Executive Vice President for Research

Dear fellow members of the Columbia community,

Columbia University is deeply committed to integrity in scholarly research, and we write to remind you of key policies and resources to support your research endeavors. If you conduct research or support people who do, please be sure to read the information below.

Conflict of Interest and Conflict of Commitment Policies

• The University’s conflict of interest and conflict of commitment policies set out disclosure requirements while affirming that a researcher’s outside activities may stimulate and nurture scholarship. These policies address how real or perceived conflicts may cause bias in research, or affect an individual’s ability to carry out their University responsibilities because of time commitments or competing priorities. All Columbia researchers must comply with these policies.
• CUIMC affiliates must also follow CUIMC’s policies on conflict of interest in clinical care and education which address some of the additional complexities of biomedical research. 
• Disclosure of potential conflicts to the University must be completed at least annually through Rascal. Protocol-specific disclosures must be filed with human subject research protocols
• New resources this fall include an addendum that individuals may append to consulting agreements. The addendum contains important provisions that help ensure the consulting is aligned with University policy. All conflict of commitment requirements must be followed in relation to such engagements.

Research Security Resources and Guidance

• Research security remains a priority at the federal and University levels. To safeguard our research, the University’s Research Security webpage contains resources and guidance in this area.
• FAQsaddress considerations for common international engagements and collaborations.
•  Researchers must pay particular attention to making all disclosures required by federal funding agencies. The U.S. government recently published revised disclosure requirements that are being implemented this year.   Please review the updates to make sure your current and pending (other) support and biographical sketch disclosures are complete.
  • Federal law and Columbia policy prohibit senior and key personnel on federally-funded sponsored projects from participating in malign foreign talent recruitment programs (MFTRPs).  Please review the definition of MFTRP. Starting in 2024, federal funding agencies are requiring researchers to certify that they are not participating in MFTRPs. NASA- and DoD-funded researchers must complete a standalone certification to this effect. If you have questions about whether a possible engagement might be considered an MFTRP, please contact [email protected].

Policies and Resources on Misconduct in Research and Data Management and Retention

• The University’s Policy on Misconduct in Research ensures that issues of plagiarism, falsification, or fabrication of research are addressed with rigor, care, and confidentiality. 

• The University’s Guidelines on Retention of Research Data reiterate that research data acquired under the auspices of the University must be stewarded, managed, and shared in accordance with scholarly practice and funding agency requirements. 

• Visit Research Data at Columbia and the Research and Data Integrity (ReaDI) Program for more information and resources.

• This Fall, we launched Version 2.0 of “Handling Scientific Images Do’s and Don’ts,” an asynchronous training in Rascal regarding proper handling of digital scientific. This new version is highly interactive and available to all in Rascal.  It is strongly recommended for all postdoctoral researchers and associate research scientists at CUIMC and in other relevant departments, as well as for Principal Investigators and other team members.

Human Research Protection

• Conducting research involving human research participants is a privilege that comes with significant responsibility. Prospective IRB approval is required for all research involving human subjects.
  • Consultation with the Human Research Protection Office is recommended if there are any questions about the need for IRB review.
• Respect for participants in human subjects research is a fundamental principle underlying all Columbia human subject research.
• Researchers must follow all requirements that help ensure the safety of human research participants. We highlight here the importance of obtaining and documenting informed consent to participate in research. 
  • Please see general requirements for informed consent and additional resources  to support an ethical informed consent process.

Additional Resources

• The Office of the EVP for Research publishes 6 research handbooks containing key research policies and procedures in many areas; a Quick Guide to Research, highlighting the many offices that support research at Columbia; and a Quick Guide for Principal Investigators, which summarizes key information for PIs. This office also offers many resources to help researchers find funding and collaborate on major proposals.  Visit the Find Funding webpage for more information.

If you have questions about research compliance issues, please contact the applicable EVPR office or the Office of Research Compliance and Training at [email protected].

Wishing you a productive rest of the year.

Jeannette M. Wing

Executive Vice President for Research

Professor of Computer Science

Angela V. Olinto

Provost

Professor of Astronomy and of Physics

NASA is releasing a series of training videos related to their updated policies contained in their recently updated NASA Grant and Cooperative Agreement Manual (GCAM). All videos will be available on NASA’s YouTube Grants Playlist.

The first video was released today:
Episode 1: Revisions to the NASA Grant and Cooperative Agreement Manual (GCAM) – 35 minutes
Description: NASA will provide an introduction to the GCAM, an overview of major revisions in the 2024 edition, and a discussion of what those revisions mean for applicants and recipients

Also note the following release dates for additional videos on these important topics:

December 6 – Episode 2: Biographical sketch and current and pending support (CPS) disclosure requirements
Description: Wondering where to find the new disclosure forms? Not sure which activities are required to be disclosed? Curious about how to make a post-award disclosure? These and other questions will be addressed in a quick tutorial that will provide an overview of new biosketch and CPS disclosure requirements found in the 2024 GCAM.

December 13 – Episode 3: Revisions to the NASA Grant and Cooperative Agreement Terms and Conditions (GCAT)
Description:  This episode will cover the 2024 revisions to NASA’s general and special award terms and conditions. Topics to be discussed include new requirements for grants recipients, the T&C’s new and improved format and structure, and incorporation of what was formerly referred to as the Research Terms and Conditions into NASA’s general T&C template.

Be sure to bookmark NASA’s YouTube Grants Playlist. For more information on NASA’s grants policies, and to obtain their latest biographical sketch and current and pending support forms, go to NASA Grants Policy and Compliance.

The Human Research Protection Office November 2024 Newsletter #11

• New SOP on reviewing and submitting a Certificate of Confidentiality
• Recent Rascal Enhancements:
  • For protocols reviewed by the convened IRBs (IRBs 1-5), a correspondence will be released in Rascal before the IRB meeting to
  • Rascal Consent form Builder: new option to print the consent form with time of consent.
  • Attachments of documents to the IRB protocol: change in the order of fields presented.
  • Rascal application: Minor update of the Procedure Page.
• Upcoming Rascal IRB Submission Workshops: Additional workshops scheduled for January-April 2025  

The Human Research Protection Office September 2024 Newsletter #10

Dear Principal Investigators,

As we gear up for the fall semester, I want to highlight the importance of planning for not only new proposals, experiments and papers, but also the continuity of your research in the event of an emergency. 

Columbia’s research enterprise is one of our greatest assets.  Over the past four years, we have experienced a pandemic, weather emergencies including hurricanes and floods, a relatively small earthquake, and civil unrest. Any such events have the potential to disrupt Columbia research. For this reason, we have developed a dedicated research continuity website. This website is intended to be a “one-stop-shop” for researchers across the University, applicable to any emergency and updated in real time.  

In the event that campus access is restricted for research, we will update the research continuity website to detail the restrictions and access criteria applicable to research. Research deans at the school level will continue to be responsible for approving access for researchers and research visitors in their schools. As EVPR, my team and I meet regularly with the research deans and will continue to coordinate and serve as a point of contact with the University’s senior leadership.

The website highlights the importance of plans to back up critical data, ensure protection for other unique research assets, and identify key personnel who may require physical access to campus. It includes a definition of “essential personnel” for research, incorporating the concepts of “life-critical” processes required to preserve the life of a research asset, and “time-critical” processes required to meet a deadline or avoid a major disruption to a research program.

Finally, we are piloting the use of Environmental Health and Safety’s Laboratory Information Online Network (LION) database to streamline the access approval process. The pilot is currently for wet labs on the Morningside campus only. For these labs, principal investigators or their designee(s) as assigned in LION should log into LION and update their laboratory personnel roster as soon as possible. These rosters will serve as the basis for research deans to coordinate access for specific individuals.  Please note, wet laboratory personnel must be current with applicable Laboratory Safety Training (TC2150, TC4951 or TC0950) in order to be eligible to access campus during periods of significant restriction. If you have questions about this process, please visit the EH&S FAQs or contact [email protected].

We will continue to build out the research continuity website and welcome your suggestions for content. In the meantime, please feel free to forward this email to your teams, and we look forward to a safe and productive fall.

Jeannette M. Wing

Executive Vice President for Research, Columbia University

The Human Research Protection Office August 2024 Newsletter #9

Dear Principal Investigator & Laboratory Safety Manager:

In the event of an emergency, the University is committed to providing appropriate laboratory access to essential research personnel (faculty, staff, students), including during potential access restriction periods. We have identified the laboratory personnel rosters in Environmental Health & Safety’s (EH&S) Laboratory Information Online Network (LION) system as an efficient mechanism to facilitate campus access for research continuity purposes. Accordingly, all Principal Investigators (PIs) - or their designees as assigned by them as Laboratory Safety Manager(s) in LION - are requested to log in to LION within the next week and update their laboratory personnel roster.

Please be aware that laboratory personnel must be current with applicable Laboratory Safety Training (TC2150, TC4951 or TC0950) to be eligible for campus access as essential personnel. This training ensures that research personnel are prepared and can perform their essential functions safely, particularly during periods of modified campus operation. The LION enables PIs to monitor the training status of their personnel so that they are eligible for access.

Depending on the nature of the emergency and potential access restriction, campus may be open to all researchers, or only to some. The relevant vice dean for research will have access to the LION rosters of each PI’s personnel in their school, as a starting place in case access restrictions for researchers are needed. As we continue to enhance the LION system, PIs may be required to designate access categories in LION. This step requires updates by the software vendor, and we will be in touch as soon as any such updates are completed. 

As a starting point, it is crucial that all laboratory rosters are up to date by August 21, 2024, in preparation for the start of the fall semester. Further, rosters should be periodically reviewed to add new personnel and remove those that have left. Rosters can be updated by logging into LION and following the stepwise instructions beginning on p.3.

Finally, we know that campus access may also be essential to research continuity for researchers who do not have wet labs and do not use LION. We are working with the vice deans for research of relevant schools to ensure that these researchers are also included in the planning process.

Please reach out to EH&S or email [email protected] with any questions about roster updates, and we wish you a productive start to the fall semester.

Kathleen Crowley

Vice President, Environmental Health and Safety

Helen Kim

Vice President for Research Operations and Policy (VPROP)

Naomi Schrag

Vice President for Research Compliance, Training and Policy