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Updates for Directors and Managers
CORE FACILITIES
February 2021
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• S10 Grant Applications
• Core Surveys
Results from annual survey
New individualized surveys
• External Users
Alexandria LaunchLabs
Credit card billing in iLab
• iLab
NYSPI
Billing Events
User Conference
Items for Discussion
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• Can support purchase of new equipment, from $50,000 to $2,000,000
• Overview and links to Funding Opportunity Announcements
https://orip.nih.gov/construction-and-instruments/s10-instrumentation-programs
• Multiple grants to CU have been funded in the past
NIH S10 Grants
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• Generally due in May/June but requires advance planning!
Assembling user base
Preliminary data on instruments – loaner instruments, instruments at other universities
Financial commitments from your department/school
Pre-submission to Columbia Limited Submissions required!
• Checklists, advice, and lists of prior S10s at VP&S:
https://research.ps.columbia.edu/content/s10-grants
• Office for Research can help! Please let us know if you are planning to submit
NIH S10 Grants
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• Performed in Fall 2020
• Intended to help cores find ways to improve
• Used by the Core Task Force
• Some changes from last year
Only faculty asked to take survey
Simplified overall questions
Faculty were asked to rate two cores with greatest impact on their research
Fewer responses for individual cores
Comments likely to be more relevant
2020 Annual User Survey
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2020 Annual User Survey
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2020 Annual User Survey
Overall, helpfulness and expertise of staff
provide have the greatest positive impact
on core experiences
Overall, cost of services and turnaround
time seem to have the greatest negative
impact
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• Sent to core directors
• Ranges of numerical scores were requested and provided below
• Survey best taken as a whole, with comments, etc. in context with what you know about your core
Individual Core Results
0.0 2.0 4.0 6.0 8.0 10.0
Range of Values
Importance Range Experience Range
5 = Meets Expectations
0.0 5.0 10.0 15.0 20.0 25.0
Range of Values
Number of Responses
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• Annual survey will continue
• Will likely return to surveying postdoctoral scientists, students
• Feel free to submit suggestions!
• Alternative survey format will also be developed: Immediate, core-specific surveys
• Survey that can be taken at any time with a Qualtrics link
Can be sent with invoices, posted on websites, etc.
• Users can evaluate experiences before details are forgotten
• Questions can be made more specific to each core
• Hope is to collect more timely and specific feedback for improvement
• Office for Research will contact each core to help develop this survey
Future Changes to Survey
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• LaunchLabs program provides ready-to-use laboratory and office space for biotech startups
• Often situated near academic centers to facilitate growth of startups spun out of faculty research
• Opening a new location on the CUIMC campus
Alexandria LaunchLabs
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• LaunchLabs member companies will likely want to use CU core facilities
Startups may have a faculty connection
Proximity – Lasker Building
• LaunchLabs access could provide several benefits to CU cores
Additional external revenue
New industry connections
Potential for future work, collaborations, new protocols, etc.
• Cores may be contacted by LaunchLabs about use
Brian Thomas is the primary LaunchLabs contact
Alexandria LaunchLabs
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• External users, but streamlined access process has been created
• LaunchLabs members will have access to
UNI, CUIMC ID
RASCAL, iLab
A single Master Service Agreement governing all core facility transactions
• However, LaunchLabs member companies must still
Receive permission for use from core director/staff (MSA does not guarantee access)
Be trained to use instruments (if applicable)
Be billed and treated as external users
Cannot be prioritized over CU users
Can only be present in core while supervised
Must use iLab to be covered by master agreement
• Dual CU/LaunchLabs affiliates must keep CU and LaunchLabs work and bookings separate
Alexandria LaunchLabs
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• In practice, LaunchLabs companies
Alexandria LaunchLabs
Execute master agreement
Set up iLab account
Discuss project
Get core-specific training
Book via iLab
Billed as external user (via CC)
Get general lab training
Handled by Brian Thomas from LaunchLabs
Performed at least once per core
For all services
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• Master agreement does not cover human subjects research/work governed by IRB!
• Animal work is still under discussion
• Cores interested should contact us
External rates
Credit card billing
Incorporation into master agreement
https://research.ps.columbia.edu/content/alexandria-launchlabs-member-companies
LaunchLabs
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• New iLab feature
• May assist with recoveries from external users
• Payments are deposited into a core facility account managed by P&S Office for Research
Easier to find and track
Electronic
May be more convenient for users
• LaunchLabs users will be encouraged to use credit card payments
• 2-3% processing fee per transaction (set by credit card processor)
Credit Card Payments
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• Core must have an approved external rate
• At a minimum, cores must charge users the 3% processing fee to allow full recovery of direct costs
Core is highly encouraged to charge full F&A as part of external rate
If full F&A is charged, the 3% fee is included in the F&A charge
• Core must have a reserve account established
This may be the account where depreciation charges accumulate.
• Contact us if interested in using this feature
We will assist with or verify external rates and enable credit card payments for your core in iLab
Requirements for Credit Card Billing
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• NYSPI users should request services under their NYSPI account
o If they do not have an account, one will be setup for them
• No billing events should be “Sent to Columbia” on the 5th or 6th business
day of the month
o Monthly close email should be received by all core admins
• Always confirm your billing events were sent (iLab) and processed (FDS
Statement) halfway through the month
o Contact us immediately if they weren’t so that we can troubleshoot
• iLab Users Conference April 13th and 14th - register using the link below
o iLab User Group Conference 2021
iLab Reminders
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https://research.ps.columbia.edu/content/core-facility-administration
VP&S Office for Research
John Seeley, PhD
Director of Research Operations
Jeffrey Hoinacki, MS
Finance and Research Operations Manager
Claudia Cosentino, PhD
Research Administration Fellow
