Hi All,
At UAB we are assessing our policies regarding external usage of our core
facilities. I would really appreciate any information you can share about your
institution's policies and procedures.
These areas are of particular interest:
Your institutions' position on formal fee-for-service agreements and how they
are implemented. Currently at UAB all external usage is expected to have a
formal FFS agreement processed through our OSP and Contracts office.
Administrative fees assessed by central administration (e.g. our central
accounting charges a 5% fee on total charge for processing any external
payment).
Institutional policy on F&A that cores are to recover from external usage. Is
there a specific mandate or range?
Policies or practices that differentiate between outside academic users vs
non-academic users.
Overall best practices for working with external users.
If your university posts these on a public facing website, sharing the link
would be greatly appreciated.
Best,
Mike Bertram
<email obscured>
https://med.nyu.edu/research/scientific-cores-shared-resources/microscopy-laboratory/fees
"External nonprofit organizations pay 175 percent of posted fees, while
external for-profit organizations pay 250 percent of posted fees. Please note
that prices are subject to change."
There is also additional paperwork such as a contract limiting the liability of
the institution, option of a formal quote, and sometimes the outside clients
want NDAs signed.
Recently, "New payment option is available for External Users (option to pay by
Credit Card)."
Cheers-
Michael Cammer, Sr Research Scientist, DART Microscopy Laboratory
NYU Langone Health, 540 First Avenue, SK2 Microscopy Suite, New York, NY 10016
Office: 646-501-0567 Cell (DO NOT TEXT): 914-309-3270
<email obscured>
http://nyulmc.org/micros http://microscopynotes.com/
Scheduling the time you want is far more reliable by phone call. Why not
provide your phone number?
Probably nobody reads this part, but everybody should and heed it:
Acknowledgement in publications and presentations of Microscopy Core performed
work is vital to secure support and funding necessary to maintain this valuable
research resource.Β Β For publications that include work performed in the core,
please use the acknowledgement statement βWe thank the NYU Langone Microscopy
Core for experimental and technical supportβ and include required grant numbers
as listed here http://microscopynotes.com/ilabnyu/acknowledgements2017.pdf
Please also consider staff for co-authorship if they played a key role in the
study.
Rest of post
-----Original Message-----
From: Core Administrators Network Forum <email obscured>> On Behalf Of Mike
Bertram
Sent: Wednesday, February 23, 2022 9:47 AM
To: <email obscured>
Subject: [core administrators network forum] External Usage Policies and
Agreements
[EXTERNAL]
Hi All,
At UAB we are assessing our policies regarding external usage of our core
facilities. I would really appreciate any information you can share about your
institution's policies and procedures.
These areas are of particular interest:
Your institutions' position on formal fee-for-service agreements and how they
are implemented. Currently at UAB all external usage is expected to have a
formal FFS agreement processed through our OSP and Contracts office.
Administrative fees assessed by central administration (e.g. our central
accounting charges a 5% fee on total charge for processing any external
payment).
Institutional policy on F&A that cores are to recover from external usage. Is
there a specific mandate or range?
Policies or practices that differentiate between outside academic users vs
non-academic users.
Overall best practices for working with external users.
If your university posts these on a public facing website, sharing the link
would be greatly appreciated.
Best,
Mike Bertram
<email obscured>
ββ
View topic
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NU recommends 60% over the calculated rate (i.e. unsubsidized) for not for
profits and 2X for commercial. This covers real cost F&A and unrelated business
income tax. There are some cores that receive federal funding aimed at
supporting external usage (NSF NNCI) that charge internal rates for not for
profits.
Andy
Director of Core Facilities Administration
Office for Research
ph: 847-467-1622
email: <email obscured>
Rest of post
-----Original Message-----
From: Core Administrators Network Forum <email obscured>> On Behalf Of Mike
Bertram
Sent: Wednesday, February 23, 2022 8:47 AM
To: <email obscured>
Subject: [core administrators network forum] External Usage Policies and
Agreements
Hi All,
At UAB we are assessing our policies regarding external usage of our core
facilities. I would really appreciate any information you can share about your
institution's policies and procedures.
These areas are of particular interest:
Your institutions' position on formal fee-for-service agreements and how they
are implemented. Currently at UAB all external usage is expected to have a
formal FFS agreement processed through our OSP and Contracts office.
Administrative fees assessed by central administration (e.g. our central
accounting charges a 5% fee on total charge for processing any external
payment).
Institutional policy on F&A that cores are to recover from external usage. Is
there a specific mandate or range?
Policies or practices that differentiate between outside academic users vs
non-academic users.
Overall best practices for working with external users.
If your university posts these on a public facing website, sharing the link
would be greatly appreciated.
Best,
Mike Bertram
<email obscured>
ββ
View topic
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Thanks for the responses Michael and Andy.
Michael- is the rate statement you quoted NYU Langone policy for all cores or
what you implemented specifically for your core?
Andy- Since it is "recommended" do the cores have the freedom to set the rate
less than the 60%? If so do they have to get it approved by someone at NU?
Fore everyone: Does your institution require a fee-for-service agreement for
all external customers?
Mike Bertram
205-975-0358
<email obscured>
Mike,
We have a blanket calculation based on affiliation at CCHMC as well.
External Academic
External Industry
We also have clinical compendium research rates, but that gets complicated for
this thread.
We only extend fees for services agreements or require an SOW for extensive
volume submissions. We get a lot of one-off customers, but sometimes we get a
large project, and for that, we do require an SOW to be agreed upon by both
parties, a PO, and two backup business contacts to coordinate invoicing with.
Regardless, everyone has a dedicated account number we send invoices to and
they are billed out monthly.
We keep everyone about to the same standard - its easier to manage and
mitigate, putting in price rule exceptions can be hard sometimes but it can be
done as long as it follows our min recommended standards.
Rest of post
Best,
Nicole
-----Original Message-----
From: Core Administrators Network Forum <email obscured>> On Behalf Of Mike
Bertram
Sent: Thursday, February 24, 2022 10:11 AM
To: <email obscured>
Subject: Re: [core administrators network forum] External Usage Policies and
Agreements
This email originated from an EXTERNAL sender to CCHMC. Proceed with caution
when replying, opening attachments, or clicking links in this message.
Thanks for the responses Michael and Andy.
Michael- is the rate statement you quoted NYU Langone policy for all cores or
what you implemented specifically for your core?
Andy- Since it is "recommended" do the cores have the freedom to set the rate
less than the 60%? If so do they have to get it approved by someone at NU?
Fore everyone: Does your institution require a fee-for-service agreement for
all external customers?
Mike Bertram
205-975-0358
<email obscured>
ββ
View topic http://list.abrf.org/r/topic/35Tlvma4QVqQmC2x8XQqUB
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I donβt know the answer regarding other cores.
But here are the other cores' websites:
https://med.nyu.edu/research/scientific-cores-shared-resources/
-mc
Rest of post
-----Original Message-----
From: Core Administrators Network Forum <email obscured>> On Behalf Of Mike
Bertram
Sent: Thursday, February 24, 2022 10:11 AM
To: <email obscured>
Subject: Re: [core administrators network forum] External Usage Policies and
Agreements
[EXTERNAL]
Thanks for the responses Michael and Andy.
Michael- is the rate statement you quoted NYU Langone policy for all cores or
what you implemented specifically for your core?
Andy- Since it is "recommended" do the cores have the freedom to set the rate
less than the 60%? If so do they have to get it approved by someone at NU?
Fore everyone: Does your institution require a fee-for-service agreement for
all external customers?
Mike Bertram
205-975-0358
<email obscured>
ββ
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review, use, disclosure, or distribution is prohibited. If you have received
this email in error please notify the sender by return email and delete the
original message. Please note, the recipient should check this email and any
attachments for the presence of viruses. The organization accepts no liability
for any damage caused by any virus transmitted by this email.
=================================
MD Anderson charges several different rates depending on whether there is a
memorandum of understanding between the institutions which waives overhead.
"In Network" institutions are either other University of Texas components or
nearby neighbors where the "trade" between the institutions is equal, so we
waive our overhead and they waive theirs. We have a separate rate for
non-academic. Core facility do not have the ability to change the rates except
for non-academic in which case it can only be higher than service plus
overhead.
We also have a CPRIT grant rate but like Nicole said, too complicated for this
tread.
Rest of post
-----Original Message-----
From: Core Administrators Network Forum <email obscured>> On Behalf Of
White, Amanda (Nicole)
Sent: Thursday, February 24, 2022 10:30 AM
To: <email obscured>
Subject: [EXT] Re: [core administrators network forum] External Usage Policies
and Agreements
WARNING: This email originated from outside of MD Anderson. Please validate the
sender's email address before clicking on links or attachments as they may not
be safe.
Mike,
We have a blanket calculation based on affiliation at CCHMC as well.
External Academic
External Industry
We also have clinical compendium research rates, but that gets complicated for
this thread.
We only extend fees for services agreements or require an SOW for extensive
volume submissions. We get a lot of one-off customers, but sometimes we get a
large project, and for that, we do require an SOW to be agreed upon by both
parties, a PO, and two backup business contacts to coordinate invoicing with.
Regardless, everyone has a dedicated account number we send invoices to and
they are billed out monthly.
We keep everyone about to the same standard - its easier to manage and
mitigate, putting in price rule exceptions can be hard sometimes but it can be
done as long as it follows our min recommended standards.
Best,
Nicole
-----Original Message-----
From: Core Administrators Network Forum <email obscured>> On Behalf Of Mike
Bertram
Sent: Thursday, February 24, 2022 10:11 AM
To: <email obscured>
Subject: Re: [core administrators network forum] External Usage Policies and
Agreements
This email originated from an EXTERNAL sender to CCHMC. Proceed with caution
when replying, opening attachments, or clicking links in this message.
Thanks for the responses Michael and Andy.
Michael- is the rate statement you quoted NYU Langone policy for all cores or
what you implemented specifically for your core?
Andy- Since it is "recommended" do the cores have the freedom to set the rate
less than the 60%? If so do they have to get it approved by someone at NU?
Fore everyone: Does your institution require a fee-for-service agreement for
all external customers?
Mike Bertram
205-975-0358
<email obscured>
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Similar to CCHMC, we don't require formal agreements for external customers
unless the project is very large. In those cases it would normally be referred
to the sponsored programs contracting office for a formal contract. In cases
where an external customer wants to come and use equipment themselves (in the
Imaging Core, for instance), we have a Facilities and System Access Agreement
that covers issues of liability, compliance with university policies,
requirements for workers compensation insurance, etc.
Our rates for external users are set at calculated break-even plus overhead for
nonprofit institutions. Cores may add additional surcharges for for-profit
customers, and are allowed flexibility to set market rates, depending on the
specific core and service.
Natasha
Rest of post
-----Original Message-----
From: Core Administrators Network Forum <email obscured>> On Behalf Of
White, Amanda (Nicole)
Sent: Thursday, February 24, 2022 11:30 AM
To: <email obscured>
Subject: Re: [core administrators network forum] External Usage Policies and
Agreements
Mike,
We have a blanket calculation based on affiliation at CCHMC as well.
External Academic
External Industry
We also have clinical compendium research rates, but that gets complicated for
this thread.
We only extend fees for services agreements or require an SOW for extensive
volume submissions. We get a lot of one-off customers, but sometimes we get a
large project, and for that, we do require an SOW to be agreed upon by both
parties, a PO, and two backup business contacts to coordinate invoicing with.
Regardless, everyone has a dedicated account number we send invoices to and
they are billed out monthly.
We keep everyone about to the same standard - its easier to manage and
mitigate, putting in price rule exceptions can be hard sometimes but it can be
done as long as it follows our min recommended standards.
Best,
Nicole
-----Original Message-----
From: Core Administrators Network Forum <email obscured>> On Behalf Of Mike
Bertram
Sent: Thursday, February 24, 2022 10:11 AM
To: <email obscured>
Subject: Re: [core administrators network forum] External Usage Policies and
Agreements
This email originated from an EXTERNAL sender to CCHMC. Proceed with caution
when replying, opening attachments, or clicking links in this message.
Thanks for the responses Michael and Andy.
Michael- is the rate statement you quoted NYU Langone policy for all cores or
what you implemented specifically for your core?
Andy- Since it is "recommended" do the cores have the freedom to set the rate
less than the 60%? If so do they have to get it approved by someone at NU?
Fore everyone: Does your institution require a fee-for-service agreement for
all external customers?
Mike Bertram
205-975-0358
<email obscured>
ββ
View topic http://list.abrf.org/r/topic/35Tlvma4QVqQmC2x8XQqUB
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Northwestern does not have strict controls. We look at the rates annually and
let cores know if they don't follow rate guidelines. Having said that, if a
core has a budget issue, the first thing I do is look at external rates to see
if we are leaving money on the table.
Andy
Director of Core Facilities Administration
Office for Research
ph: 847-467-1622
email: <email obscured>
Rest of post
-----Original Message-----
From: Core Administrators Network Forum <email obscured>> On Behalf Of Mike
Bertram
Sent: Thursday, February 24, 2022 9:11 AM
To: <email obscured>
Subject: Re: [core administrators network forum] External Usage Policies and
Agreements
Thanks for the responses Michael and Andy.
Michael- is the rate statement you quoted NYU Langone policy for all cores or
what you implemented specifically for your core?
Andy- Since it is "recommended" do the cores have the freedom to set the rate
less than the 60%? If so do they have to get it approved by someone at NU?
Fore everyone: Does your institution require a fee-for-service agreement for
all external customers?
Mike Bertram
205-975-0358
<email obscured>
ββ
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Thanks for the information and discussion.
For those that implement agreements for "large" projects, what defines large?
Is it a set dollar amount, number of independent interactions/sample runs, or
is it time period?
If there are not clear triggers, who has final determination that an agreement
needs to be put in place?