In attendance: Jim Hurrell, Maria Isquierdo, William Kuo, Melissa Miller, Michael Thompson (Chair), Susan Montgomery-Hodge
Guests: Carolyn Brinkworth (NCAR Diversity, Education and Outreach: DEO); Alison Propes (UCAR Finance and Administration: F&A); Scott Rayder (UCAR President’s Office: PO); Rob Reid (F&A); David Sundvall (PO); Gina Taberski (F&A); Bob Wiley (F&A)
OMB Uniform Guidance Procurement Standards Requirement - Subrecipient Monitoring
Gina Taberski (F&A) with Alison Propes (F&A) and Melissa Miller presented the federal compliance requirements for subrecipient monitoring and management on all federal financial assistance awards. UCAR is required to evaluate each subrecipient’s risk of non-compliance with federal statutes, regulations, and the subaward terms and conditions. The outcome will help determine the appropriate level of subrecipient monitoring by UCAR, the Principal Investigator (PI), and their designees. Further, PIs and Co-Investigators named in a cooperative agreement or grant are required to communicate with and monitor subrecipients to ensure that performance goals are achieved; that subrecipient costs are reasonable, necessary, allocable, and allowable; and that the subrecipient is compliant with the provisions of the subaward.
To meet the federal compliance requirements and to assist PIs and their designees in understanding the scope of their obligations, Contracts has developed a 30-minute online Subrecipient Monitoring Course.
President’s Council members agreed to review the online training and will then make a decision on roll-out across UCAR.
Enterprise Risk Management (ERM)
The President’s Council reviews institutional risks on a regular basis as a function of UCAR’s action plan for Enterprise Risk Management (ERM). Dave Sundvall (PO) manages UCAR’s ERM. At this meeting, two risks were reviewed: funding uncertainty and risk around the re-competition of the NCAR Cooperative Agreement. Scott Rayder (PO) reported that federal funding is likely to be under a continuing resolution (CR) until April or May 2017. The election outcome could also impact funding levels. The President's Council discussed the risks and controls around the recompetition of the management of NCAR. Both these risk areas will continue to be closely monitored by the President’s Council.
Awards Management New Platform Proposal
Shawn Winkelman (F&A) with Gina Taberski (F&A) reviewed the UCAR Proposal and Award (PandA) team’s recommendations to move to a new platform and implement enhanced award management capabilities. They highlighted the key challenges with the current PandA system and then discussed the PandA team’s recommendation to implement Kuali Coeus, which was developed by a consortium of universities; Kuali Coeus technically and functionally meets our fundamental requirements. Kuali Coeus will initially be implemented to support grant awards management, but it has other capabilities that could be utilized in the future. This move will help address an issue raised in the NSF Business Systems Review which called for UCAR to “prioritize the automation of the Sponsored Agreements applications for award reporting requirements.” The President’s Council indicated its support for moving to Kuali Coeus.
Diversity Issues and NCAR Diversity, Education, and Outreach Strategic Plan
Carolyn Brinkworth (DEO) presented a high-level overview of the draft NCAR Diversity, Education and Outreach Strategic Plan, which has recently been sent to NSF for their initial review and input. The DEO strategic plan is a requirement of the NCAR Cooperative Agreement. The plan was developed from a needs assessment and with representation from the NCAR Labs and UCP. After initial NSF feedback is received, NCAR will open the DEO strategic plan to the university community for comments. Ultimately, the revised DEO Strategic plan will be presented to the UCAR Board of Trustees for their approval at their meeting this coming October.
Carolyn then led a discussion of diversity and cultural issues within UCAR. President’s Council agreed to further engage with these issues.
UCAR’s Duty of Care for UCAR Travelers
Bob Wiley (F&A) and Rob Reid (F&A) joined President's Council to discuss the current situation in Turkey following the recent terrorist attack at the Istanbul airport, as it affects UCAR personnel who have plans to travel in that region. Based on current State Department guidance regarding travel to Turkey, i.e., no restrictions on travel to Turkey, President’s Council decided that UCAR should not impose a ban on travel to Turkey at this time, but agreed that it would issue a statement to staff that it fully supports any UCAR employee who chooses to cancel travel plans to the region during this period of heightened security concern. UCAR will continue to closely monitor the situation.
There was also more general discussion about procedures and the process around UCAR employees traveling to areas where a hazardous incident has occurred. UCAR’s duty of care for UCAR travelers is covered under UCAR policy 4-4 as well as the travel advisories site (https://www2.fin.ucar.edu/fms/hess/travel-advisories). It was agreed that Bob Wiley would draft a message to remind staff about related UCAR policies and procedures, and in particular to stress that staff have the right to cancel a trip at any time if they believe it poses a risk to their safety.