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Responsible and Ethical Conduct of Research Categories: Award Management Proposals Regulatory Compliance On this page Introduction Responsible and Ethical Conduct of Research applies to all researchers and research staff engaged in scholarly research. While written with all researchers in mind, special consideration has been given to the needs of students and postdoctoral scholars. The education of students at all levels includes appropriate training and oversight in the responsible and ethical conduct of research. The University expects that every academic program and each research …

Financial Support for Graduate Students Categories: Award Management Financial Concepts Proposals On this page Introduction A graduate student is someone with a four-year university degree who is working on a master's degree or Ph.D. Graduate students at Stanford receive funding from a variety of sources that range from government agencies, employers and foundations to academic departments and schools.  Although these two resources set forth policy and procedures for graduate student funding, the School Dean’s Office is often the best source of information and support for funding policy and …

Monthly Review and Quarterly Certification of Expenditures Categories: Award Management Financial Concepts Regulatory Compliance On this page Introduction The purpose of PI quarterly review and certification is to confirm that all expenses charged to the account are allowable, allocable to the project, and reasonable. The certification of salary expenditures confirms that salaries charged to the account are supported by a corresponding expenditure of effort during the time period being certified. The certification also assures that other expenditures are for items or services purchased and …

Non-Sponsored Receivables Rates Categories: Award Management Financial Concepts On this page Introduction When Stanford’s resources are used by outside entities, the University must recover some portion of the F&A (Facilities and Administrative) costs incurred in the use of these facilities.  Any exceptions to this policy must be approved by the Office of the Vice Provost and Dean of Research or the School of Medicine Dean’s Office. Use of Stanford's Resources Use of Stanford’s resources (e.g. service centers) is permitted as long as there is excess capacity in those facilities to be made …

Export Controls: Confidentiality Agreements Categories: Export Controls Regulatory Compliance On this page Introduction This topic presents a guide to understanding Stanford policies, procedures, and resources for non-disclosure and confidentiality agreements. The Basics In the course of their Stanford work, Principal Investigators and other researchers may be asked to accept confidential or restricted information, materials, software code, or technology from a sponsor or third party. The sponsor or third party (a company or a government agency, for example) will require that the researcher …

Export Controls: Penalties Categories: Export Controls Regulatory Compliance On this page Introduction This topic presents an overview of legal authorities and penalties for export control violations. The Export Administration Regulations The Export Administration Regulations (EAR) provides the following sanctions: Criminal Sanctions Willful Violations University A fine of up to the greater of $1,000,000 or five times the value of the exports for each violation. Individual A fine of up to $250,000 or imprisonment for up to ten years, or both, for each violation. Knowing Violations University …

Export Controls: H1-B Deemed Export Certification Categories: Export Controls Regulatory Compliance On this page Introduction Requirements and workflow related to H1-B Export Certification. Employer Requirements The Department of Homeland Security's US Citizenship and Immigration Services (USCIS) now requires all employers to assess whether an export license must be obtained prior to hiring any H1-B employee, and to certify to those findings. This certification requirement implements laws presently set forth in both the Export Administration Regulations (EAR – civil applications) and the …

How To Calculate and Charge Salary for Faculty on a 9 Month Appointment That Is Paid Over 12 Months Categories: Award Management Financial Concepts On this page Stanford allows  faculty with an academic-year appointment (9 months) to have their salary paid out over 12 months.  However, the charge to a sponsor must reflect salary as it is earned, not as it is paid.  This becomes critical as salary allocations may change over the year as new awards are received, other awards terminate, or situations change. In Labor Distribution in Oracle Financials the charge to the operating budget (or other …

How To Properly Review the F&A Rate on Monthly Expenditure Report Categories: Award Management Financial Concepts Regulatory Compliance On this page Compare the F&A rate on your monthly expenditure report to the awarded rate. The awarded rate is either the negotiated rate found on the Facilities & Administrative (F&A) Cost Rates Table  or a reduced rate . If you are working with a negotiated rate, make sure the rate is correct for the project's activity (research, instruction, or other) and that the proper location is used (on campus, off campus, or a mixture of both). If a reduced rate was …

How To Apply the F&A Rate to My Project's Budget Categories: Award Management Financial Concepts Proposals On this page The negotiated  Facility and Administrative rate (F&A) is applied based on the type of activity proposed and the location, on or off campus, or a combination to the following categories of sponsored projects described in RPH 13.2. These categories include:  Research Instruction Other Sponsored Activity Animal Care Non-Federal Clinical Trial Rate F&A Bases The F&A rate is applied to a base, i.e., a specified subset of project costs. The three types of bases include: 1. …