SJSU Research Foundation Insights Autumn 2019-Winter 2020

Greetings from Executive Director Raj Prasad 

Welcome to the Autumn-Winter issue of our "Insights" newsletter. Read on to learn about newly awarded grants and contracts, newly implemented administrative efficiencies, and new processes that will conserve resources.

Although we live in uncertain times – politically, economically, and socially – and we may be tempted to become cynical about the prospects for a brighter future, here at the Research Foundation we continue to be inspired by our talented Principal Investigators, staff, and students as they engage in research and other significantly important sponsored projects. All of us are committed to providing a complete array of efficient services and effective support to the San José State University research, scholarship, and creative activity enterprise.

Please reach out to me via email at any time with questions or comments.


 

Contents 


October 30 Workshop: 
Nuts & Bolt of Proposal Preparation and Award Management

Congratulations to PIs on New Grant and Contract Awards!

Meet with Research Foundation Team Members On Campus

Did You Know?

By the Numbers: FY2018-19

Welcome New Employees

Key Information for New Hires

Review Your Contact Information

Payroll Goes "Green" on November 1

"DocuSign" Faculty Appointment Forms Now Available

Accounts Payable Streamlines Processes

Research Foundation Central Office Holiday Closure Dates



October 30 Workshop: The Nuts & Bolts of
Proposal Preparation and Award Management

MLK Library, Room 255/257: 11:30 a.m. to 1:00 p.m.

Navigating proposal preparation and award administration processes can be challenging.
The most successful outcomes involve partnerships and many individuals—the principal investigator, Research Foundation and SJSU staff—working closely together to meet sponsoring agency deadlines and all requirements.

This workshop will focus on the collaborative processes that help facilitate successful outcomes at all levels including proposal planning and development, award negotiation, award management, and project closeout. You will not want to miss this informative workshop. Lunch will be provided. Please click the link below to register no later than October 21.

Workshop Registration

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Congratulations to PIs on New Grant and Contract Awards! 

Read all about the New Grants and Contracts that have recently been awarded to SJSU's Principal Investigators!

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Meet with Research Foundation Team Members On Campus 

Research Foundation team members from the Office of Sponsored Programs (both Pre-Award and Post-Award), Human Resources, Procurement/Accounts Payable, and Payroll are available on a drop-in basis each week to meet with faculty to answer questions and provide one-on-one support. Drop-in days and hours are listed below. Team members are located in Clark 500 during these hours.

When you arrive, please use the external telephone at the entrance to Clark 500 and dial 41416 or 41310 to reach a Research Foundation team member, who will then greet you at the entrance.

 

  Tuesdays

   9 a.m. – 12 p.m.: OSP*, Procurement/Accounts Payable   
   12 p.m. – 3 p.m.: OSP*, Human Resources, Payroll

  Wednesdays     

   9 a.m. – 12 p.m.: OSP*, Payroll
   12 p.m. – 3 p.m.: OSP*, Procurement/Accounts Payable     

  Thursdays

   9 a.m. – 12 p.m.: OSP*, Human Resources
   12 p.m. – 3 p.m.: OSP*

  * Office of Sponsored Programs

You may also schedule appointments with team members for any day of the week, including Mondays and Fridays, for any time between the hours of 9 a.m. and 3 p.m. To schedule, please contact the person with whom you wish to meet. Email addresses and telephone numbers are available in the Research Foundation Directory.

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Did You Know?

Under the Division of Research and Innovation, the San José State University Research Foundation’s Central Office supports SJSU faculty throughout the research project life cycle, including: identifying sources of funding, developing and submitting proposals to sponsoring agencies, managing business details once the project is funded, and assisting with project closeout. Organized into three functional teams—Office of Sponsored Programs (OSP), Finance and Accounting, and Human Resources—the Research Foundation provides comprehensive specialized business services and support at each phase of your research project.  Contact us!

                          Project Life Cycle

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By the Numbers: FY2018-19

For Fiscal Year 2018-19, which ended on June 30, 2019, the Research Foundation accomplished the following:

  • Submitted 276 proposals valued at more than $108 million.
  • Received 226 awards valued at more than $47 million.
  • Managed more than 310 grants and contracts on behalf of our faculty.
  • Employed 317 SJSU students, either on research projects or as Central Office staff.
  • Engaged 185 SJSU faculty members ­in sponsored contracts, grants, or research projects.
  • Provided $884,191 in indirect revenue and strategic investment to the campus.

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Welcome New Employees!

Please visit the Welcome New Employees Page to meet these Research Foundation team members who have recently joined us!

Eli Sonia Nha Binish
Eliseo Lopez
Sonia Medina
Nha Nguyen
Binish Rafi

 

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Key Information for New Hires

The Research Foundation Human Resources department has introduced a New Hire Information page, which contains a link to the Employee Handbook, as well as links to online services, policies, and procedures relating to Research Foundation employment. This page replaces the previously used "welcome packet" of paper documents.

Also now available are updated New Hire forms for both faculty and non-faculty:

New Hire Form: Faculty

New Hire Forms: Non-Academic

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Review Your Contact Information Before the New Year 

Please update your personal contact information in the Employee Online system before the end of the year. This will ensure that you receive important year-end forms at the correct address, including your W-2 form that you will need for tax preparation.

Also, please review your first check stub of the year in the Employee Online system for correct health plan and other deductions. If the information is not correct, please email the Human Resources Department or call us at (408) 924-1400.

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Payroll Goes "Green" on November 1

Effective November 1, 2019, the Research Foundation will offer all employees the "green" option of direct deposit or "pay cards."

If you currently receive a “live” paper paycheck, you may do either of the following:

  1. Sign up for Direct Deposit. If you do not have a bank account, you may open a no-fee account with Wells Fargo Bank and arrange for direct deposit there.
  2. Be issued a Pay Card, a card that is loaded with your wages each pay period. It can be used like a debit card to make purchases, and you can use it to withdraw cash from an ATM machine.

Please sign up for Direct Deposit or let us know if you would like to be issued a Pay Card, on or before Friday, October 18, 2019, to ensure that your pay is not interrupted.

You can email the Payroll team or call (408) 924-1400 for assistance.  

"Green" Paystubs Available Online

Hard copy paper pay stubs are no longer being mailed out to employees via the U.S. Postal Service. Instead, you may view (and print) your pay stub by visiting your Employee Online account.  

Those employees who are not able to access Employee Online or prefer a hard copy of their stub may obtain one by visiting the Research Foundation Central Office location during our business hours of 8 a.m to 5 p.m, Monday through Friday, and asking Payroll to print out a hard copy. We will be glad to do so.

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Accounts Payable Streamlines Processes

To reduce the time required to process your requisitions and invoices, you may now submit them to the A/P department via email. Although we will also continue to accept hard copies for the time being, as of December 1st, 2019, we will only accept these items via email. Therefore, we encourage you to begin using the email submission process as soon as possible.

Email submission is more convenient as it helps keep track of the request, and also eliminates the wasted time it takes to send and receive the actual hard copies. 

Please email your requisitions and invoices to:  research-foundation-ap@sjsu.edu.

In addition, ACH (electronic payment via Automated Clearing House) is now our preferred payment method. ACH payments take less time and are far more cost effective as we are not wasting paper (printing checks) and manpower (folding checks and stuffing them into envelopes). A notification is emailed to you when funds are deposited into your designated account. Also, ACH allows you to access your funds immediately instead of having to take your paper check to the bank in person for deposit.

Plans are underway for a webinar on these new A/P processes related to requisitions, invoices, and ACH payments. We will notify you as soon as a date is set. Invitations will be sent to all PIs, analysts, and other Research Foundation customers (faculty, staff and students). 

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DocuSign Faculty Appointment Forms

During the summer the Research Foundation rolled out a DocuSign Faculty Appointment Form. The new form and process were created in collaboration with University Personnel in a joint effort to optimize technology and enhance customer service. Going forward, the Research Foundation and University Personnel will only be accepting the DocuSign Faculty Appointment Form for faculty appointments.

The new form and tutorials for its use are available at:

New Electronic Faculty Appointment Form Using DocuSign

In addition, monthly extension forms have been eliminated. When a Principal Investigator (PI) or other authorized account signer receives an email notification of appointment expiration, they can use the DocuSign Faculty Appointment Form to extend the appointment.

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Research Foundation Central Office Holiday Closure Dates

Please note that the Research Foundation Central Office will be closed on the following dates:

November 11, 2019
(The office will reopen on Tuesday, November 12, 2019.)

November 28-29, 2019
(The office will reopen on Monday, December 2, 2019.)

December 25, 2019 - January 1, 2020
(The office will reopen on Thursday, January 2, 2020.)

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