Set Up an Award
Following an award announcement, the RF and sponsor must negotiate the terms and conditions of the award including everything from the final budget, period of performance, reporting structure, liability, and much more.
The agreement is reviewed by the PI and by members of ORP for inconsistencies in the budget and dates, conflict of interest and legal terms. Then it is sent to the Research Foundation Central Office where it receives a final review and signature.
Once the agreement is signed by the Sponsor and the Central Office the award will be established in the Oracle Business System.
The establishment or extension of awards at-risk is governed by RF for SUNY’s At-Risk Policy.
At-Risk awards, additional funding, and extensions are at the discretion of the OM. This procedure is meant to streamline the at-risk process while maintaining ORP controls.
The ability to approve at-risk requests depends, in part, on the current financial climate on campus and the current volume of funding being carried at-risk.
Non-state Agreement Timeline
Office of Research Receives Agreement
Varies by sponsor
Contract Coordinator creates PACS Agreements Record
Up to five (5) business days
Ancillary Reviews Completed by Office of Research Staff and PI
Up to four (4) weeks
Office of Research Staff and PI Complete Compliance-Related Tasks
This typically can be completed concurrently
Agreement Sent to RFCO for Final Negotiation and Signature
Up to ten (10) business days
Agreement Returned to Sponsor for Signature
Varies by Sponsor; two (2) to four (4) weeks on average
Oracle Award Established by RFCO
Up to ten (10) business days
RFCO notifies SPA that Award is Ready to be Funded
One (1) to two (2) business days on average
SPA Funds Projects and Tasks
Up to five (5) business days
SPA Notifies PI of Project - Task - Award numbers
Upon Completion of Project Funding
If Budgeted, Subaward and Vendor Documentation Prepared
Upon Completion of Project Funding
Submission of all other Purchasing and Personnel Appointments
Upon Completion of Project Funding
Conflict of Interest (COI)
SUNY ESF is committed to promoting objectivity in research and to maintaining high ethical standards to ensure that the design, conduct, and reporting of research is not biased by the financial interests of Investigators. To ensure that research programs are not compromised, policies have been put in place consistent with federal regulations and guidelines that require reporting and management of potential conflicts of interests (COI) of its Investigators.
Who
Mandated for all Investigators engaged in sponsored research activities.
- Project Director or Principal Investigator
- Co-Principal Investigator
What
Investigator Disclosure Statement
When
Investigators must complete and or update an Investigator Disclosure Statement:
- Annually
- Prior to the activation of an award
- Prior to award maintenance, i.e. additional funding
- When required by the sponsor or by terms and conditions of an award
- Within 30 days of discovering or acquiring a new Significant Financial Interest, or when an existing Significant Financial Interest materially changes
Where
Visit this webpage and use the drop-down menu under "Using Campus Login"
What else should I know?
An Investigator that has reported significant conflicts of interest will be asked for information.
Questions or Issues Navigating? Contact the Office of Research at x6606 or research@esf.edu
Who
Mandated for all Investigators engaged in sponsored research activities.
What
Conflict of Interest Module at citiprogram.org
When
At least once every four years; and/or when an Investigator is non compliant with this Policy or with a management plan developed for the Investigator.
Where
Why
COI training is required for each Investigator involved in U.S. Public Health Service (PHS) funded research and other funded research when required by the sponsor.
What else should I know?
Once the Conflict of Interest Module is completed at the link above, it will take 24 hours to migrate to the RFSUNY Pre-Award Compliance System (PACS).
Institutional Review Board (IRB)
As of January 2025, Binghamton University (BU) will review all new human subjects research conducted by SUNY ESF. BU will be the IRB of record to ensure human subjects research at ESF complies with federal, state, and local regulations, along with the ethical standards outlined in a statement of ethical principles governed by our Federal wide Assurance (FWA).
To find the most up to date information, please visit the BU Division of Research website for SUNY ESF Researchers.
If you have an existing approved protocol through Syracuse University’s IRB that requires a modification, please submit your documents to research@esf.edu. SUNY ESF will complete an inital review and submit to Syracuse University's ORIP on your behalf. If you have additional questions about this process, please research@esf.edu for information on the transition.
Before submitting a protocol to Binghmaton University IRB please make certain you have completed the following:
- CITI Social and Behavioral Research - Basic/Refresher course through ESF within the last four years. If you have a current CITI human subjects research training through another institution, you will be required to upload that certificate with your protocol submission. If you are a student PI, your faculty advisor must have current training, as well. All study team members must have current training. For Information on CITI registration contact research@esf.edu.
- Register for a Binghamton University PACS account. This account is in addition to an account you may have in PACS through ESF. These instructions are specific to SUNY ESF affiliates and will need to be followed in order to successfully log into the Binghamton University PACS IRB interface. All Study members must be registered in PACS as a SUNY ESF affiliate in order to access the IRB interface.
For New Submissions: Please visit Binghamton University's How To Instructions tab, for additional instructions for creating a new submission in PACS, submitting a modification to an existing study approved by the Binghamton University IRB, etc.
Please note, when you submit your study in PACS, please make sure to add ESF: then state the title of your study when filling out the smart form title fields. The titles in PACS should look like this: ESF: Title of Research Study.