Click here to download the entire TEES Support Services Booklet.
TEES Engineering Research Digest
Each week, TEES Research Development distributes a newsletter highlighting funding opportunities and news for engineering principal investigators. Click here for the newsletter archives. To receive the newsletter, contact:
Cindy Wall, Director, Assistant Agency Director for Regional Divisions
Texas A&M Sponsored Research Services
The Texas A&M Sponsored Research Services (SRS) office provides research administration services on behalf of TEES. These include the pre-award areas of proposal preparation and submission as outlined below:
1. Access to Maestro is Required
Maestro is an enterprise-wide system that supports The Texas A&M University System researchers and research administration where TEES researchers can review their proposals and accounts once awarded. Login with your UIN and Single Sign-On password at maestro.tamus.edu. All TEES researchers, even those who are not affiliated with the Texas A&M System, have access to Maestro. Note: The ‘researcher’ role created for new faculty/researchers by Maestro will only allow researchers to access proposals, accounts, and projects for which they are listed as PI, Co-PI, or Co-I.
Maestro grants the ‘researcher’ role (allowing researchers to view their accounts, projects, complete FCOI, etc.) for any of the following situations:
a. A new hire is flagged as ‘Subject to FCOI’ in BPP.
b. A person is added as a PI, Co-PI, Co-I to a proposal.
c. A person is added as a PI, Co-PI, Co-I to an account.
For options a. and b. the role is created in the Maestro nightly process.
For option c. the role is created immediately.
New researchers will receive a generic log-in account once they have a UIN. Once logged in, researchers will have access to only the homepage that includes their worklist and the general search page.
2. Contact your Proposal Administrator
SRS provides comprehensive proposal support services. You can either begin a proposal in the Maestro system or contact your proposal administrator who will begin the proposal for you in Maestro. The sooner you contact your administrator, the better! Three weeks or more prior to the sponsor’s deadline is preferred.
The following items are needed for log-in:
a. Sponsor information (program announcement and due date)
b. Project title
c. Project start date and duration of project
d. List of Co-PIs and/or outside collaborators with contact information
3. Budget Development
Your proposal administrator will review the sponsor’s guidelines and assist you with the preparation of a proposal budget. They will verify the salaries and fringe benefits and assist you with estimates for to-be-named employees. They will ensure that the appropriate facilities and administrative rates are budgeted for the project. They will also incorporate subawardees’ budgets into your budget, provided that subawardees submit the required budget and documentation in advance of proposal submission lead times. Proposal administrators will also assist you in revising your budget, if required by the sponsor, prior to award.
4. Proposal Routing and Approvals
Before your proposal is submitted to the sponsor, the final budget, cost-sharing documentation, and draft text will be submitted through Maestro for electronic approval. You will be asked to approve–as will your department head, dean, and system member representative (e.g., director or vice president for research).
5. Preparing the Proposal for Submission
Your proposal administrator can assist you with completing sponsor-required forms and prepare your proposal for submission to the sponsor. Given sufficient time, they will review the sponsor’s guidelines and help to make sure your proposal is in compliance so it is accepted by the sponsor.
6. Copy of Submitted Proposal
Once your proposal is submitted, a copy of the final submission will be uploaded into Maestro for your future reference.
For assistance with proposal preparation and submission, contact:
Heather Henry, Senior Proposal Administrator II
TEES has a partnership with Hanover Research to provide prospecting and proposal development. These are the levels of support, and timelines associated with each, available to Texas A&M Engineering and TEES through the partnership.
Funding Opportunity Prospecting
With funding opportunity prospecting projects, Hanover can provide an analysis of viable funding opportunities based on an intended research aim or previously submitted proposal. The results can also be presented as a funding calendar outlining projected submission dates for opportunities of interest across a particular area of interest for an individual or department. (Typical project timeline: 3 weeks)
With review-only projects, a principal Investigator (PI) or single project team at the client organization can receive up to two waves of support from a Hanover grants consultant. As requested on a project-by-project basis, each wave of this support may include: (1) margin comments on the narrative draft with recommendations surrounding alignment of the proposal to the grant opportunity’s guidelines and funder’s expectations; (2) a brief memo outlining high-level recommendations; and (3) a debrief teleconference call with a grants consultant. (Typical project timeline: 2 weeks)
Proposal Review and Revision
With review and revision projects, a principal investigator (PI) or single project team at the client organization can receive up to two waves of support from a Hanover grants consultant. As requested on a project-by-project basis, each wave of this support may include: (1) margin comments on the narrative draft with recommendations surrounding alignment of the proposal to the grant opportunity’s guidelines and funder’s expectations; (2) a brief memo outlining high-level recommendations; (3) revision of narrative content for clarity and effective use of language; (4) editing of proposal content for punctuation and grammar; and (5) a debrief teleconference call with a grants consultant. (Typical project timeline: 3 weeks)
Institutional Proposal Development
With institutional proposal development projects, a Hanover grants consultant will serve as the lead writer for the proposal narrative, working collaboratively with the PI(s) to gather concept design information and other contextual details to complete a full first draft of the narrative and provide follow-up revisions based on PI feedback. The grant consultant may also provide feedback on compliance for additional proposal components (budget, required forms, etc.) as time permits. (Typical project timeline: 8-16 weeks)
To schedule a scoping call with Hanover Research, contact:
Cindy Wall, Director, Assistant Agency Director for Regional Divisions
Agreements require careful review to protect the interests of the researcher, regional division member, and TEES. A contract negotiator will review the terms and conditions of agreements for non-standard conditions and negotiate any necessary changes. To confirm agreements are acceptable, contract negotiators also consult, as needed, with the Texas A&M System's Office of General Counsel, Technology Commercialization and the appropriate TEES administration.
For information about contract negotiation, contact:
While SRS is the primary contact for research administration services, TEES also provides direct proposal and contracting services for projects with industry sponsors. Typically proposals are not competitive submissions and are prepared in conjunction with the contract. Additionally, TEES processes all non-funded agreements (i.e., nondisclosure, material transfer, and teaming agreements).
For more information about industry contract negotiation, contact:
Mark Andrews, Director, Contract Negotiation
Marcie Avery, Coordinator, Industry Contracts
The post-award administration team establishes and monitors sponsored project accounts and provides:
For information about post-award administration, contact:
The Risk and Compliance Office assists administration, staff, and researchers with a multitude of compliance issues ensuring that research is conducted within appropriate guidelines, including:
Export controls, including: international travel and shipping; export control language/restrictions in research agreements; screening visiting scholars, employees, and vendors; preparing technology control plans as needed
For more information about risk and compliance, contact:
Lisa Akin, Director
Deidra White, Manager, Risk Assessment and Compliance Monitoring
John Carroll, Compliance Officer
Brian Ridenour, Compliance Officer
Sheri Jones, Compliance Monitor
Lisa Foster, Program Specialist
Business Support Services
As a reminder, the TEES Fiscal Office has undergone a change in the way it is processing travel reimbursements and purchase documents as a result of new finance system implementations in FY 2016.
For all Texas A&M University System Members with accounts at TEES, please proceed as follows:
For the Members already using the Concur travel system, please continue to use Concur for all trips charged to a TEES account.
For the Members not currently using Concur, please send scanned copies of your travel receipts with the pertinent TEES-FAMIS account information and traveler certification statement to the TEES Fiscal Office at email@example.com. We will then prepare the travel expense reports on your behalf. TEES will continue to provide these centralized travel processing services until such time that either Concur is implemented at your institution, or until an alternative process in FAMIS conducive to electronic document workflow and imaging is available.
Purchase Vouchers and Requisitions
For vouchers, please send scanned copies of your receipts with the pertinent TEES-FAMIS account information to firstname.lastname@example.org. We will then prepare the voucher(s) on your behalf in the BuySpeed procurement system (often referred to as “Buy A&M” or “BAM”) and allow you the opportunity to review/approve the expenses before they are processed. We will continue to work with your institution to make sure the appropriate approval routing paths are set up in BAM to accommodate this.
For requisitions, please send all pertinent documentation to email@example.com. We will enter the requisition in BAM on your behalf.
TEES will continue to provide these centralized procurement processing services until such time that the BAM system has been fully implemented by your respective institution.
For all non-Texas A&M University System regional institutions with accounts at TEES, please proceed as follows:
Please send scanned copies of travel receipts with pertinent TEES account information to the TEES Fiscal Office at firstname.lastname@example.org. We will then prepare travel reimbursements on your behalf. TEES will continue to provide centralized travel processing services until your institution has the ability to process TEES-related travel in FAMIS/Concur.
Purchase Vouchers and Requisitions
Please send scanned copies of receipts with pertinent TEES account information to email@example.com. We will then prepare the voucher(s) on your behalf in FAMIS via the BAM system. For requisitions, please send all pertinent documentation to firstname.lastname@example.org, and we will enter the requisition in FAMIS/BAM on your behalf. TEES will continue to provide centralized procurement processing services until your institution has the ability to process TEES purchases in FAMIS/BAM.
For general questions about your accounts, including balances and reports, contact:
For general questions about processing travel in FAMIS/Concur or purchasing vouchers in FAMIS/BAM, contact:
For general questions about processing purchase requisitions in FAMIS/BAM, contact:
For questions about FAMIS access, security, and routing paths, contact:
Center Support Operations
TEES is home to 30 centers and institutes performing quality research to meet society’s needs and committed to the following areas:
To assist the centers and institutes in their research endeavors, Center Support Operations provides administrative support, often connecting the centers and institutes with industry, research, funding, and partnership opportunities and ensuring TEES centers and institutes maintain high quality operations.
For more information about how you might partner with TEES centers and institutes, contact:
John Pappas, Director, Center Support Operations
Holley Howell, Administrative Coordinator
Commercialization & Entrepreneurship
Cutting edge and world class research is conducted at TEES across 14 engineering departments and 30 TEES Research Centers. The goal of the Office of Technology Commercialization & Entrepreneurship is to catalyze the commercialization of discoveries and inventions arising from this major research portfolio. Formed in 2014, the office is organized like a bootstrapped venture capital firm with a team of senior Entrepreneurs-in-Residence (EIR), and Entrepreneurs-in-Training (EIT), who collaborate closely with TEES researchers to enable the following:
To learn more about commercialization and entrepreneurship, contact:
Dr. Balakrishna Haridas
Executive Director for Technology Commercialization & Entrepreneurship
The Office of Corporate Relations serves as a single point of contact for private companies and industries interested in pursuing research and other collaboration projects with TEES. We actively engage with potential customers in strategic vertical markets and seek out opportunities to develop business strategies for these markets, leveraging our diverse engineering capabilities portfolio. We assess industry needs/interests, connect the faculty/expert capabilities with the needs, develop TEES-level research or other projects as appropriate, assist in partner industry collaborations as needed, and maintain a contact and capabilities database to perform follow-ups.
Our ultimate goal is to create demand for our technology, real-world solutions, and world-class facilities and resources, by broadening and reinforcing the trust industries and corporations have in our organization. Additional information is available at tees.tamu.edu/OCR.
For more information about Corporate Relations, contact:
Chip Hill, Director of Corporate Initiatives
Brian Conroy, Director of Industry Initiatives
Pamela Edwards, Program Specialist
Professional & Continuing Education
TEES offers many opportunities for state-of-the-art professional development and continuing education by facilitating the educational activities provided by our centers and departmental divisions to bring high-quality technical education for individual learners and organizations. TEES utilizes recognized research faculty and industry experts to deliver superior knowledge and practical application scenarios to its professional development and continuing education offerings. Whether through face-to-face, online or blended methods, TEES is poised to deliver short courses, workshops and conferences.
To discuss professional and continuing education, contact:
Dr. Melissa N. Walden, P.E.
Director of Professional and Continuing Education
Upon approval from the TEES Agency Director, the TEES Government Relations Department works in coordination with The Texas A&M System Office of State and Federal Relations (OSFR), under the direction of Vice Chancellor Tommy Williams, to increase the presence of our unique and dynamic capabilities in all governmental arenas.
The purpose of OSFR is to maintain a “boots on the ground” approach both in Austin and Washington D.C., with specific staff assignments for each institution – either a university or agency – who are focused on raising the profile at the state or federal level. The primary mission of OSFR is to support funding initiatives and achieve policy goals for all the Texas A&M System institutions.
Please contact your appropriate administrator to obtain their support on any matter before directly contacting the respective OSFR staff for your institution. You should inquire about the applicable protocols established by your institution for communication with OSFR.
For more information about Government Relations, contact:
Norman Garza Jr., Assistant Vice Chancellor for Government Relations
Julia R. Pierko, Director of Government Initiatives
Diane Hurtado, Ph.D., Associate Vice President for Federal Relations
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