Hi, I am new to the list serve and am wondering if any of you can share what your Research/Sponsored Programs Office does to support your faculty both pre- and post-award? For example,

Do you find and share opportunities with the faculty?
If yes, how do you share that information?
Do you have a grant writer that helps them put together their proposals?
Does your office put together the budgets for them?
When the award is received, do you assist them in hiring their students, allocating their pay, etc.

Anything you can share would be greatly appreciated.

Thank you.

Donn

Donn Miller-Kermani, Ph.D. | Assistant Director of Sponsored Research

Pronouns: (She/Her/Hers)

Office of Sponsored Research

Ph: 321.674.7648 | www.floridatech.edu/research

From: RESADM-L (Research Administration Discussion List) <xxxxxx@lists.healthresearch.org>
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Re: Building ahome-grown grants managementsystem - Joseph Gesa (11 Jul 2024 07:28 EST)

Re: [EXTERNAL] [RESADM-L] Re: Building ahome-grown grants managementsystem - Lori Schultz (11 Jul 2024 08:10 EST)

Re: [RESADM-L] Re: Building ahome-grown grants managementsystem - Andrea Buford (11 Jul 2024 08:19 EST)

RE: Re: Building ahome-grown grants managementsystem - Tammy Jobes (11 Jul 2024 09:44 EST)

Cost Share Policy - MaryTherese Kocevar (11 Jul 2024 09:46 EST)

RE: Cost Share Policy - Tammy Jobes (11 Jul 2024 12:02 EST)

RE: [EXT] [RESADM-L] RE: Cost Share Policy - Remotigue, Robyn (11 Jul 2024 12:17 EST)

Re: [RESADM-L] Cost Share Policy - Kristy Askam (11 Jul 2024 12:31 EST)

Cost Share Documentation - Angie Poulin (11 Jul 2024 10:13 EST)

Policies on gift cards - Amanda Drivas (11 Jul 2024 13:08 EST)

RE: [EXTERNAL] [RESADM-L] Policies on gift cards - Odparlik, Stephanie L. (HSC) (11 Jul 2024 13:22 EST)

Dual Roles? - Robin Dewey (11 Jul 2024 13:16 EST)

RE: Dual Roles? - Katherine M. Andrews (11 Jul 2024 14:31 EST)

Hiring: Research Accounting Manager - Maili Winther (11 Jul 2024 13:24 EST)

Hybrid/Remote post-award job opportunity - Contracts & Grants Analyst III - Amy Velasco (11 Jul 2024 16:49 EST)

C06 RPPR - Tucker, Shawn (11 Jul 2024 18:33 EST)

Changes to 2 CFR 200 - Linda Phinguyen (11 Jul 2024 19:01 EST)

Re: Building ahome-grown grants managementsystem by Joseph Gesa (11 Jul 2024 07:28 EST)
Reply to list

Just on person’s opinion. Don’t build your own system. Home grown systems were a necessity when no other options existed. With the proliferation of web-based systems I would be very surprised if you were unable to find one that suits your needs and budget.

I entered research administration 15 years ago as an administrator to a home grown system. Despite best efforts, it was buggy and lacked a host of functionality like the ability to aggregate and report data. It also lacked the ability to stay current with the ever-changing regulatory landscape. This is an important consideration because you will either have to have someone on staff to rewrite the system when changes occur (documentation of the system will be key for continuity should staff turnover), or you will need to hire a contractor (expensive).

Just a short time after my hire as the system administrator, I participated in the implementation of a commercial product. Having seen both sides, I can tell you that you will spend more time and money building, maintaining, and training on the use of a home grown system. Commercial systems are scalable, come complete with the functionality you will need, remove the responsibility and cost of updating from the institution, provide support if something breaks, and most come with training.

Best Regards,

Joe Gesa

Pre-Award Research Administrator, College of Engineering and Computing

George Mason University

Nguyen Engineering Building

4400 University Drive, MSN 4A3

Fairfax, Virginia 22030

703-993-5340

Re: [EXTERNAL] [RESADM-L] Re: Building ahome-grown grants managementsystem by Lori Schultz (11 Jul 2024 08:10 EST)
Reply to list

I think this is good advice.

Most eRA system vendors have a sliding scale for pricing based on the size of the institution. The annual price tag, while it isn’t a small amount of money, can still be less than the salary + fringe of the FTE(s) needed to build, maintain, and update a home-grown system. These systems also have flexible options for choosing the modules you need, and not paying for the other ones.

I have no interest (financial or otherwise) in any eRA vendor, but if anyone wants to email me directly on which ones they might want to look into, please email at xxxxxx@utsa.edu. I will not send my thoughts to the full list, so please don’t ask.

Thanks,

Lori.

From: xxxxxx@lists.healthresearch.org <xxxxxx@lists.healthresearch.org> on behalf of Joseph Gesa <xxxxxx@gmu.edu>
Date: Thursday, July 11, 2024 at 7:33?AM
To: xxxxxx@lists.healthresearch.org <xxxxxx@lists.healthresearch.org>
Subject: [EXTERNAL] [RESADM-L] Re: Building ahome-grown grants managementsystem

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Best Regards,

Joe Gesa

Pre-Award Research Administrator, College of Engineering and Computing

George Mason University

Nguyen Engineering Building

4400 University Drive, MSN 4A3

Fairfax, Virginia 22030

703-993-5340

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Re: [RESADM-L] Re: Building ahome-grown grants managementsystem by Andrea Buford (11 Jul 2024 08:18 EST)
Reply to list

I didn't want to say this, really, but I agree that you shouldn't attempt this. A home-grown service won't serve you very long anyway - and it will necessarily limit the transparency and outreach you can offer to the campus. The reason I was cautious about saying it (first!) is that these systems are expensive. And the implementation/ramp-up is daunting. It's still worth it.

I'll be happy to help you to make the business case (no, I don't work for any of them....) since I've had to do it a lot lately.

On Thu, Jul 11, 2024 at 8:29?AM Joseph Gesa <xxxxxx@gmu.edu> wrote:

Best Regards,

Joe Gesa

Pre-Award Research Administrator, College of Engineering and Computing

George Mason University

Nguyen Engineering Building

4400 University Drive, MSN 4A3

Fairfax, Virginia 22030

703-993-5340

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Andrea Buford

Director, Office of Sponsored Programs

Oakland University

(248) 370-3789

Pronouns: she/her

I often work non-traditional hours. It is also true that I respect people's boundaries between work and personal time. If you receive an email from me outside your work-hours, please know that I am not expecting a response until your work-day starts.

Oakland University resides on the ancestral, traditional, and contemporary lands of the Anishinaabe, known as the Three Fires Confederacy, composed of the Ojibwe, Odawa, and Potawatomi. The land was ceded in the 1807 Treaty of Detroit and makes up southeast Michigan.

RE: Re: Building ahome-grown grants managementsystem by Tammy Jobes (11 Jul 2024 09:43 EST)
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Tammy Jobes reacted to your message:

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Best Regards,

Joe Gesa

Pre-Award Research Administrator, College of Engineering and Computing

George Mason University

Nguyen Engineering Building

4400 University Drive, MSN 4A3

Fairfax, Virginia 22030

703-993-5340

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Cost Share Policy by MaryTherese Kocevar (11 Jul 2024 09:46 EST)
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Good Morning,

With tight budget times, I was wondering if any institution has a policy/procedure they would be willing to share regarding cost share. Specific as to if you have guidelines as to when your institution would allow cost share, whether mandatory or voluntary, limits on cost share amount, limits on PI effort as cost share, etc.

Thank you in advance.

Best,

Teri

Sincerely,

M. Therese Kocevar, CRA

Director, Sponsored Programs & Research Services

Phone: (216)687-3675

RE: Cost Share Policy by Tammy Jobes (11 Jul 2024 12:01 EST)
Reply to list

If you have access, I would encourage you to search the NCURA policy library – they have several available policies that may fit what you are seeking.

Best,

Tammy L. Jobes, DBA
Phone: 651-229-3992 | Fax: 651-229-1767
Email: xxxxxx@gillettechildrens.com
Research Correspondence: xxxxxx@gillettechildrens.com

Normal Business Hours: 7:00 a.m. to 4 p.m. Central time
Upcoming PTO 6/19-6/26

From: MaryTherese Kocevar - m.kocevar at csuohio.edu (via resadm-l list) <xxxxxx@lists.healthresearch.org>
Sent: Thursday, July 11, 2024 9:46 AM
To: xxxxxx@LISTS.HEALTHRESEARCH.ORG
Subject: [RESADM-L] Cost Share Policy

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Good Morning,

Thank you in advance.

Best,

Teri

Sincerely,

M. Therese Kocevar, CRA

Director, Sponsored Programs & Research Services

Phone: (216)687-3675

RE: [EXT] [RESADM-L] RE: Cost Share Policy by Remotigue, Robyn (11 Jul 2024 12:17 EST)
Reply to list

Hi Teri:

NCURA has a specific Collaborate Community for sharing policies and procedures. There is a library in the community that maintains great resources.

Kind regards,

Robyn

Robyn Bowling Remotigue, MPPA, CRA | Executive Director

Office of Research Services

School of Public Health

a: 3500 Camp Bowie Blvd., EAD 731, Fort Worth, Texas 76107

p: 817.735.2759

xxxxxx@unthsc.edu

https://www.unthsc.edu/school-of-public-health/

Pronouns: she/her/hers

SciENcv - Required by NIH and NSF October 2023

We welcome your feedback! Please tell us how we are doing?

From: xxxxxx@lists.healthresearch.org <xxxxxx@lists.healthresearch.org> On Behalf Of Tammy Jobes
Sent: Thursday, July 11, 2024 12:02 PM
To: xxxxxx@lists.healthresearch.org
Subject: [EXT] [RESADM-L] RE: Cost Share Policy

If you have access, I would encourage you to search the NCURA policy library – they have several available policies that may fit what you are seeking.

Best,

Tammy L. Jobes, DBA
Phone: 651-229-3992 | Fax: 651-229-1767
Email: xxxxxx@gillettechildrens.com
Research Correspondence: xxxxxx@gillettechildrens.com

Normal Business Hours: 7:00 a.m. to 4 p.m. Central time
Upcoming PTO 6/19-6/26

Stop, Look, and Think. Do you trust this email? If it looks suspicious, DO NOT CLICK on links or attachments. Please use the Phish Alert Button to report it.

Good Morning,

Thank you in advance.

Best,

Teri

Sincerely,

M. Therese Kocevar, CRA

Director, Sponsored Programs & Research Services

Phone: (216)687-3675

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Re: [RESADM-L] Cost Share Policy by Kristy Askam (11 Jul 2024 12:30 EST)
Reply to list

Hi Teri,

I was the Business Manager for the College of Science at the University of New Orleans. R2 state school in LA. All proposal budgets routed through me for college level approval. We were also under significant budget pressure, but didn't want to discourage research activities. We accepted cost share and any cost share was reviewed and approved by the dean. We didn't have a written policy, but Research has this nice FAQ...
https://www.uno.edu/research/funding/budget-development/cost-sharing
The colleges were given freedom as long as they showed that cost share had a reliable allowable committed account number (which was on the proposal budget and referenced as the committed account, if awarded). Available balances were limits. If they were using a rev generating account, a future rev projection was allowed, but we provided a backup source should actual rev fall under projection. Our 9-mo faculty salary was split teaching and research. Usually 50/50 or 75/25. Faculty were allowed to use the research portion as salary cost share. If awarded, this was tracked with a project cost share account for ease of reporting. It was up to the colleges to make sure faculty weren't overcommitted.

Hope this helps.

Kristy

On Thu, Jul 11, 2024 at 10:46?AM MaryTherese Kocevar - m.kocevar at csuohio.edu (via resadm-l list) <xxxxxx@lists.healthresearch.org> wrote:

Good Morning,

Thank you in advance.

Best,

Teri

Sincerely,

M. Therese Kocevar, CRA

Director, Sponsored Programs & Research Services

Phone: (216)687-3675

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Cost Share Documentation by Angie Poulin (11 Jul 2024 10:13 EST)
Reply to list

Hi,

We have a partner providing match. They are a foreign entity and they submit a letter with the employees name, hours and rate of pay listed. However, we had a site visit by the Grantor, and they are asking us to request documentation proving the rate of pay.

I am just wondering if you take the letter at face value, or if you typically ask for documentation proving the rate of pay.

Thanks,

Angie

Angie Poulin
Endowment and Grant Accountant
Vermont Law and Graduate School
164 Chelsea Street, P.O. Box 96, South Royalton, VT 05068
T: 802-831-1219 | F: 802-831-1171

vermontlaw.edu

Working Remotely M-F 8am-4pm

Policies on gift cards by Amanda Drivas (11 Jul 2024 13:08 EST)
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Hi everyone,

Can you share your institution's policy on purchasing gift cards under a sponsored award (federal, non-federal) as incentives (e.g., to participate in a survey) or in lieu of providing a monetary payment for participation in something related to the award?

Thanks,

Amanda

RE: [EXTERNAL] [RESADM-L] Policies on gift cards by Odparlik, Stephanie L. (HSC) (11 Jul 2024 13:22 EST)
Reply to list

I typically steer away from it as it is a pain to keep up with. But here’s our policy: https://financialservices.ouhsc.edu/Policies-and-Procedures/participant-incentive-gift-cards

Hope that helps Amanda.

Stephanie L. Odparlik, MA

Clinical Business Manager

Department of Neurology

Department of Psychiatry and Behavioral Sciences

University of Oklahoma College of Medicine

(405) 271.5121 ext.46121 | WP3995

xxxxxx@ouhsc.edu

Department of Neurology Website

Department of Psychiatry and Behavioral Sciences Website

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From: Amanda Drivas - drivasa at caryinstitute.org (via resadm-l list) <xxxxxx@lists.healthresearch.org>
Sent: Thursday, July 11, 2024 1:08 PM
To: xxxxxx@lists.healthresearch.org
Subject: [EXTERNAL] [RESADM-L] Policies on gift cards

Hi everyone,

Thanks,

Amanda

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Dual Roles? by Robin Dewey (11 Jul 2024 13:16 EST)
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I check in every few years with this question.

Anyone else in dual roles where the positions don’t necessarily seem like they go together?

For example, I am Director of both Institutional Research and Assessment, and Sponsored Programs. I know Kalamazoo used to have this blend, but have since split it into two separate roles. (For those unfamiliar with IR, here’s the best description: https://www.airweb.org/ir-data-professional-overview/duties-and-functions-of-institutional-research).

Thanks, Robin

**********************************************

Robin N Dewey, MS

Director, Office of Institutional Research and Sponsored Programs

McDaniel College

2 College Hill

Westminster, MD 21157-4390

410-386-4699

Do you have data needs? Click here for the data request form: https://mcdaniel.az1.qualtrics.com/jfe/form/SV_7VDs0FCkboXE2Jo

RE: Dual Roles? by Katherine M. Andrews (11 Jul 2024 14:31 EST)
Reply to list

Robin,

That is my situation. I do grants/sponsored research, institutional research, accreditation, and serve as the IRB chair. It is fine for much of the year, depending on how forthcoming various offices are in providing data. During the “survey season” it can be really challenging to keep up with conflicting deadlines. I have concluded that IR should be a full-time role. My title is “Director of Research.”

Katherine Andrews, Ph.D.

Director of Research

Centre College

Danville, Kentucky 40422

xxxxxx@centre.edu

Office 859-238-5212

Cell 505-470-7188

From: xxxxxx@lists.healthresearch.org <xxxxxx@lists.healthresearch.org> On Behalf Of Robin Dewey
Sent: Thursday, July 11, 2024 2:16 PM
To: xxxxxx@LISTS.HEALTHRESEARCH.ORG
Subject: [RESADM-L] Dual Roles?

[External Email: Use caution with links or attachments.]

I check in every few years with this question.

Anyone else in dual roles where the positions don’t necessarily seem like they go together?

Thanks, Robin

**********************************************

Robin N Dewey, MS

Director, Office of Institutional Research and Sponsored Programs

McDaniel College

2 College Hill

Westminster, MD 21157-4390

410-386-4699

Do you have data needs? Click here for the data request form: https://mcdaniel.az1.qualtrics.com/jfe/form/SV_7VDs0FCkboXE2Jo

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Hiring: Research Accounting Manager by Maili Winther (11 Jul 2024 13:24 EST)
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The Mid-Atlantic Permanente Research Institute is hiring!

https://www.midatlanticpermanentecareers.org/us/en/job/RESEA006261/Research-Accounting-Manager

Mid-Atlantic Permanente Medical Group (MAPMG) invites applications for a Research Accounting Manager to join our Mid-Atlantic Permanente Research Institute (MAPRI) department. This position is a full-time opportunity based out of our regional office located in Rockville, MD, with a hybrid work model.

The Research Accounting Manager will lead the regional research accounting team to prepare documentation for financial audits, operational budgets and expense reporting. You will be responsible for high-level financial reporting to comply with federal and organizational requirements, such as Research Expense Forecast Reports, Federal Subrecipient Payment Reporting, SEFA Reports, Indirect Cost Rate Proposal Reports, and other reports as required. You will also supervise the research accounting staff and processes such as accounts receivable, month-end close, account reconciliations, grant research accounting, reporting, and analysis.

You can expect to:

Manage current research, overseeing their day-to-day responsibilities and acting as the primary point of contact for all research accounting financial matters

Oversee the month-end close process for research, including ledger entry calculation and recording, validation of journal entry data, reconciliation of general ledger with sub-ledger, and review of team-prepared account reconciliations. Prepare internal financial reports, account trends, and perform month-end variance analysis; review account reconciliations prepared by the research accounting team to ensure proper and timely recording of financial transactions Partner with the Research Administration and Research Support team to ensure a cohesive grant cycle workflow for research operations within MAPRI Provide reports to MAPRI leadership to support regulatory and internal requirements

What is required:

Master’s degree in Accounting, Business Administration, or related field is required; CPA is preferred

Minimum of five (5) years of accounting management experience is required

Experience in research accounting is required

Experience with PeopleSoft accounting software is preferred Strong knowledge of accounting principles and Uniform Guidance related to research accounting Demonstrated ability to lead professionals and manage others through influence and collaboration. The ability to commute to Rockville, MD on an as-needed basis Candidates must either currently live in or be willing to relocate to the Washington D.C. metropolitan area Must provide documentation of the Covid vaccine 2-dose series (or J&J 1-dose) prior to October 1, 2023, or documentation for 1-dose of the most current Covid vaccine (Pfizer or Moderna) as a condition of employment. Must provide documentation for the influenza vaccine as a condition of employment

Competitive Benefits:

Competitive compensation package

100% employer-funded medical and dental insurance premiums

for employees and families effective on the first day of employment Generous

paid time off,

including vacation, holidays, and sick leave, plus maternity and parental leave

Pension plan, and 401(k)

retirement plan with employer contributions Life insurance, short-term disability, and long-term disability coverage

Education reimbursement

Please feel free to reach out to me if you have any questions!

Best Regards,

Maili

Maili Winther, MPP
Lead Sr. Research Administrator

Mid-Atlantic Permanente Research Institute

Permanente Medicine

Mid-Atlantic Permanente Medical Group

2101 E Jefferson Street, 3W

Rockville, MD 20852
202-570-6354 (mobile)

Kaiser Permanente

Out of Office: September 30 - October 2

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Hybrid/Remote post-award job opportunity - Contracts & Grants Analyst III by Amy Velasco (11 Jul 2024 16:49 EST)
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Hi all-

Cal Poly Partners, a nonprofit auxiliary supporting Cal Poly San Luis Obispo, has an exciting post-award position opportunity available in the Sponsored Programs Office. The Contracts & Grants Analyst III provides post-award management and financial oversight for sponsored projects, with a specific focus on the administration and management of subawards and subcontracts. Hybrid schedule or in-California full-remote options available. Come join our dynamic team!

To apply, please visit the Cal Poly Partners Jobs website, posting # 201000734: https://calpolypartnersjobs.org/postings/2058

Questions about the position? Feel free to reach out to Darya Veach, Director of the Sponsored Programs Office.

~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~

Amy Velasco

pronouns she/her/hers

Associate Vice President for Research Administration

Division of Research

Cal Poly, San Luis Obispo, CA

_______

research.calpoly.edu

Want to start a proposal? https://preaward.calpoly.edu/prop-info-form

C06 RPPR by Tucker, Shawn (11 Jul 2024 18:33 EST)
Reply to list

Has anyone done a C06 RPPR?

Question about unobligated balance, as of yet, we have no expenses as we’re still in the design phase. Total amount of the budget has been provided in the first year from NIH for the project (with stipulations on spending during the design phase). The full amount of the project is obligated for the build, but otherwise, are we reporting that the full amount is unobligated since we haven’t signed any contracts as of yet?

Anyone have insight as to how to report on this as a construction grant?

Thank you,

Shawn Tucker

Research Program Coordinator

Environmental and Molecular Toxicology

Superfund Research Center

Pacific Northwest Center for Translational Environmental Health Research

Oregon State University

1011 ALS

Corvallis, OR 97331

541-737-0908 (office)

541-231-9473 (cell)

xxxxxx@oregonstate.edu

Please remember to properly cite our centers and grants.

“Research reported in this publication was supported by the National Institute Of Environmental Health Sciences of the National Institutes of Health under Award Number xxxESxxxxxx. The content is solely the responsibility of the authors and does not necessarily represent the official views of the National Institutes of Health.”

P42ES016465 – Superfund

P30ES030287 – EHSC

T32ES007060 – T32 Training Grant

Changes to 2 CFR 200 by Linda Phinguyen (11 Jul 2024 19:01 EST)
Reply to list

Hello,

I wanted to share this information regarding the changes to 2 CRF 200 with my fellow RAs in case you haven’t read it yet. If this has already been mentioned, apologies for the duplication.

Changes to be implemented to awards on or after October 1, 2024:

an increase in the de minimis indirect cost rate from 10% to 15% of Modified Total Direct Costs (2 CFR § 200.414 [f]),an increase in the threshold for determining equipment from a per unit cost of $5,000 to $10,000 (2 CFR §?200.313),an increase in the upper limit for computers as supplies from $5,000 to $10,000,an increase in the threshold for reporting unused supplies from an aggregate value of greater than $5,000 to $10,000 (2 CFR §?200.314),an increase in the threshold for excluding subaward costs from the modified total direct cost base from $25,000 to $50,000,a requirement that recipients verify that subrecipients are not suspended, debarred, or otherwise excluded from receiving Federal funds (2 CFR § 200.332), andan increase in the Single Audit Threshold from $750,000 to $1 million (2 CFR § 200.501).

However, I do have a couple of questions:

How has your institution implemented these changes, if they have?Most importantly, are you using the new thresholds for your current proposal budgets?

Thank you in advance for your feedback!

Have a wonderful day 😊

Linda Phinguyen, Sr. C&G Analyst

University of California, Riverside

College of Humanities, Arts, & Social Sciences

CHASS Dean’s Office l HMNSS 1202A

xxxxxx@ucr.edu l (951) 827-0117

Thank you for your email. Please note that I am on a hybrid schedule and off on Mondays. I will respond to your email as soon as possible.

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