Conflict of interest reporting and postdoc mentoring plans change for proposals

Researchers submitting proposals need to be aware of changes to MSU’s e-transmittal process and a new National Science Foundation (NSF) requirement, says Terry May, faculty conflict of interest information officer (FCIIO). One change is a requirement for reporting conflicts of interest at the time of proposal submission. “Awarded funds can’t be authorized for expenditure until reported conflicts of interest are assessed, managed, and resolved,” May advises.

And the requirement applies to everyone contributing to the design, conduct, or reporting of a project. “In most cases that means faculty, postdoctoral researchers, and support staff,” May says. “But in some cases graduate students or trainees would be expected to report as well.” The principal investigator’s expectations for what other team members will contribute to the project will determine who should report conflicts, he adds. The requirement is applicable in all fields of scholarship and regardless of the source of funding for the project.

At MSU, the e-transmittal developed in Contract and Grant Administration has been modified to include a question about reportable financial interests. If such financial interest exists, the e-transmittal accommodates the necessary reporting. “This system should help with the process of tracking and complying with these rapidly developing conflict of interest requirements and needs,” May says.

Using the e-transmittal will eliminate the need to process and submit signed paper certifications about conflicts of interest. “In fact, after careful evaluation of this e-transmittal process, we hope to be able to eliminate the need for and use of paper transmittal forms,” May says. Information programs and tutorials on the e-transmittal are being developed. Meanwhile, all responsible individuals need to certify, either electronically or on paper, that the information provided about all aspects of the project, including conflicts of interest, is complete and accurate.

Information about MSU’s conflict of interest policies and what constitutes a reportable financial interest is available online. May is available by e-mail at fcoiio@msu.edu or mayte@msu.edu or by phone at 432-7140 to answer specific questions.

A second new requirement applies to proposals submitted to NSF after April 6. “NSF began requiring that proposals include a mentoring plan for postdoctoral researchers last January,” May says. “Originally it was to be a section within the project description. After April 6 it should be a separate one-page supplement to the proposal.” NSF warns that proposals will be returned without review if postdoc salaries are requested and the mentoring plan is missing.

“Unlike the requirement starting next fall for a general institutional plan for training students and postdocs in the responsible and ethical conduct of research, the postdoc mentoring plans should be developed by individual investigators and tailored for the postdocs on the project,” May says. “Information about implementation and effectiveness of the mentoring will be expected in project reports.”

Resources for developing a mentoring plan include

• Compact Between Postdoctoral Appointees and their Mentors, from the Association of American Medical Colleges  
• Training & Career Opportunities Teaching/Advocacy Materials - Individual Development Plan for Postdoctoral Fellows from the Federation of American Societies for Experimental Biology  
• Resources for the Development of Early-Career Scientists from Howard Hughes Medical Institute 

The Graduate School (353-3220) offers additional resources.