Caribbean Administrative Group
University of Florida - University of Puerto Rico - University of the Virgin Islands
Operational Policies
0.0 Preamble
1.0 Research Proposals of Interest
2.0 Geographic Area of Interest
3.0 TSTAR-CARIBBEAN Program Management
4.0 TSTAR-CARIBBEAN Technical
Committee
5.0 Technical Committee Membership
6.0 Management of Project Funds
7.0 TRAVEL - Domestic and Foreign
8.0 Research Documentation
9.0 Cooperation Between Institutions
10.0 Training Opportunities
11.0 T-STAR Sponsored Workshops
0.0 Preamble
Since 1984, TSTAR-Caribbean (formerly known as "CBAG") at
its semiannual meetings has made policy decisions regarding
operations of the T-STAR research program in tropical and
subtropical agriculture in the Caribbean Basin funded through
grants from USDA/CSREES. These policy decisions provide
guidelines for the three participating universities. After
several years, it became necessary to document these periodic
decisions in one place for use by members and others interested
in the program. The information has become vital to new
university administrators and to university faculty members
desiring to obtain a TSTAR grant for the first time. This
population changes quite often. This document is "dynamic",
in the sense that it changes as TSTAR-Caribbean makes new
decisions or changes existing decisions regarding operational
policies. Therefore, the document is revised periodically
as required by such changes. Experience has shown that the
document is invaluable to new members of TSTAR-Caribbean
to allow them to become familiar with the operational policies
as soon as possible and to prevent repeated questions that
have been resolved previously by TSTAR-Caribbean.
1.0 Research Proposals of Interest to TSTAR Back to Top
1.01 TSTAR funds research proposals that most closely are targeted toward the goals, objectives and research priorities as presented in the TSTAR Strategic Research Plan.
1.02 Occasionally, TSTAR will announce special problems of an emergency nature that require immediate research effort that may not be identified clearly in the Strategic Plan. In this event, a RFP is issued for distribution to the faculties.
1.03 TSTAR assigns priority to research proposals involving studies that will result in specific benefits to both U. S. Caribbean and U. S. Continental agriculture.
1.04 TSTAR assigns priority to research proposals that clearly can be implemented and completed within three years. Therefore, it is important to select a research problem, or a component of a research problem, that can be accomplished during the tenure of the project.
1.05 TSTAR will not consider proposals that represent long-range programs extending over many years and cannot be completed during the tenure of a limited-time research project. The proposer is challenged to define clearly a research problem with clear objectives that reasonably can be expected to be researched to completion during the life of the project.
1.06 Research proposals are due in the TSTAR-Caribbean Program Management Office on November 1st of each year. Institutions should request proposals from their faculties in August of each year with a "Letter of Intent" due on October 1st of that year. The T-STAR-Caribbean Administrative Group (TSTAR-CAG) selects new projects for funding in April, and initial funding to the institutions from USDA is targeted toward July 1 to September 30 each year.
1.07 Research proposals that are candidates for T-STAR-Caribbean funding are subjected to the "peer review" process. The results of the peer review are only one factor in the decision process by members of TSTAR-CAG in selecting proposals for funding. Other factors include: Balance in overall program; current topic priorities; unique research opportunities; and unique contributions to Caribbean Basin and U.S. Continental agriculture.
1.08 The decision process followed by the Technical Committee to select new research proposals for initial funding is a four-step process represented by the following model:
PR + CO + RD + PB = The Program.
In this model PR is peer review; CO is consensus opinion; RD is resolution of differences; and PB is program balance. After consideration of some of the factors cited in Paragraph 1.07, the results of the total process make up the program for the three participating institutions.
1.09 Normally, grant proposals
are accepted only from faculty members who are on the FL,
PR, or VI State
Agricultural Experiment Station Faculty/Staff. The exception to
this requirement is when a specific technical capability
is needed but is not available in the Experiment Station
Faculty/Staff.
2.0 Geographic Area of Interest Back to Top
2.01 The Project Directors of TSTAR-Caribbean-sponsored research projects must be a member of the faculty of one of the three participating institutions (Florida, Puerto Rico and the US Virgin Islands). These are the three U. S. Land-Grant institutions in the U. S. Caribbean. Therefore, the research under these projects primarily is conducted within the boundaries of these three areas. TSTAR-Caribbean funds cannot be allocated to foreign institutions.
2.02 TSTAR-Caribbean policy does permit faculty members to conduct studies in non-US Caribbean countries for certain specific technical problems. These include the following:
2.021 Germplasm research, collection and improvement that benefits the objectives of U. S. agricultural germplasm interests.
2.022 Plant disease that represents a threat to U. S. agriculture.
2.023 Insect or weed pests that represents a threat to U. S. agriculture.
2.024 Discovery and evaluation of a biocontrol agent for a pest of U. S. agricultural commodities.
2.025 Availability of a special research facility needed to research problems in the above four categories.
These exceptions present an opportunity to learn more about potential problems for U. S. agriculture before their introduction into the U. S., or to obtain biocontrol agents for pests that have already been introduced into the U. S.
3.0 TSTAR-Caribbean Program Management Back to Top
3.01 Nationally, the T-STAR-Caribbean program is administered by USDA/CSREES under the terms described in "Special Terms and Conditions, Federal Demonstration Project" issued by USDA/CSREES originally in March of 1989. This document is updated periodically. Grant administrators at the participating universities should be thoroughly familiar with the terms and conditions set forth in this document which apply to all three institutions.
3.02 The Grantee institutions are authorized to make certain line item budgetary changes as requested by the Project Director. Project Directors should contact the Grant administration office of their institution to request such changes. At the University of Florida, IFAS, the appropriate office is the IFAS Sponsored Research Programs (IFAS Grants Office - Telephone 352-392-2356). At the University of Puerto Rico and the University of the Virgin Islands, Project Directors should contact appropriate personnel in the Office of the Experiment Station Director.
3.03 The limitations on line item budget changes by participating institutions are established by "Special Terms and Conditions, Federal Demonstration Project" cited in Paragraph 3.01 above.
3.04 The Grantee institutions are authorized to approve "No-Cost Extensions" up to one (1) year beyond the original termination date. The institution must notify USDA/CSREES with a copy to the TSTAR Caribbean Program Manager.
3.05 No-Cost Extensions longer than one (1) year require the approval of institution officials and the approval of USDA/CSREES/OGPS. A written approval will be issued by USDA.
3.06 TSTAR-Caribbean is favorable of requests for No-Cost Extensions for the purposes of: (a) completing unfinished research, (b) data processing, and (c) preparing manuscripts for publication. However, funding ends three (3) years after the original starting date. Funds remaining after three years, will be returned to the U.S. Treasury.
3.07 In no case can a Grant extend three (3) years beyond the original starting date. Any funds remaining three (3) years after the original starting date are returned to the U. S. Treasury.
3.08 Requests for No-Cost Extensions should be submitted well before the Grant termination date. USDA/CSREES/OGPS normally will not honor requests for extensions dated after the Grant termination date.
3.09 Grantee institutions should notify the TSTAR-Caribbean Program Manager immediately when there is a change in Project Directors on an on-going TSTAR-Caribbean Grant. The accurate and timely identity of the Project Directors is a very important record for USDA/CSREES/OGPS. An official record must be submitted to CSREES and should include the curriculum vitae for the new PI, and a letter signed by the PI indicating his/her acceptance of the position of PI.
3.10 Project Directors may propose and implement subcontracts in their research Grants. Subcontracts may be used to attain technical capabilities, use of specialized equipment, or specialized technical methodologies required to conduct the research. Subcontracts may be issued to faculty members at participating or non-participating universities, state and federal agencies, commercial and private organizations and other appropriate research organizations. However, subcontracts cannot be issued to foreign institutions or agencies without specific written approval of USDA/CSREES.
3.11 If a subcontract
amounts to 20 percent or greater of the grant total dollar
award, the Project Directors (PD) cannot redirect funds
allocated for the subcontract for other research activities
or equipment without the written approval of the TSTAR-Administrative
Committee (TSTAR-CAG). The PD must request in writing such approval
from the TSTAR-CAG. If an active PD determines
that an approved subcontract cannot be implemented during
any given year of the Grant award, the PD cannot obligate
those funds and must advise the TSTAR-CAG in writing
as soon as possible. The PD can present a proposed use of
these funds to the TSTAR-CAG. The TSTAR-CAG,
during it's Spring Meeting, will reallocate those funds
for either the PD's proposed use or for other research activity
the TSTAR-CAG deems of higher priority program
needs.
4.0 TSTAR-Caribbean Administrative Group Meetings Back to Top
4.01 The TSTAR-Caribbean Administrative Group is "TSTAR-CAG".
4.02 TSTAR-CAG conducts a "Spring" and "Fall" meeting as well as a Summer meeting in conjunction with the Caribbean Food Crops Society annual meeting.
4.03 The "Spring" meeting is scheduled in March-April in Washington, DC for the following activities:
(a) Review and evaluate Project Progress Reports from the PD(s).
(b) Allocate renewal funding to on-going projects based satisfactory progress as presented in Progress Reports, or on emergency needs as presented by Institution representatives.
(c) Allocate annual funding to program management operations.
(d) Select and allocate first and second year funding to new research projects based on criteria presented previously.
(e) Meet with the TSTAR-Pacific Administrative Group for overall TSTAR program matters, including updating of the T-STAR Strategic Plan.
(f) Make decisions on program management business matters.
4.04 The "Fall" meeting is scheduled in October-November for the following activities:
(a) Review and evaluate the T-STAR research at a selected site of one of the participating institutions.
(b) Meet and hear presentations by the PD(s) of T-STAR projects.
(c) Make decisions on program management business matters.
( NOTE: The Fall meetings are rotated annually among the three participating institutions.)
4.05 Upon agreement with TSTAR-Pacific, every second year the Fall meeting will be a joint meeting rotated between the Pacific and Caribbean Basins.
4.06 The Minutes of the Spring and Fall meetings are documented by the T-STAR-Caribbean Program Manager, and are reviewed by all members for completeness and accuracy.
4.07 The T-STAR-Caribbean
archives are maintained in the office of the Program Manager.
4.08 The T-STAR Administrative Group meets at the Caribbean
Food Crops Society
Conference which is held annually in late July at a Caribbean
location.
5.0 Membership in the TSTAR Administrative Group Back to Top
5.01 Voting members of the TSTAR-CAG include the following:
(a) Director (or the Director's designee) of the Experiment Stations of the three participating universities.
(b) The Executive Director, Southern Association of Agricultural Experiment Station Directors.
(c) The representative of USDA/CSREES.
(d) The representative of USDA/ARS
5.02 Non-voting members of the TSTAR-CAG include:
(a) The T-STAR-Caribbean Program Manager, except for the purpose of breaking a tie vote.
(b) Other university personnel selected by the Experiment Station Director to participate in the meeting.
(c) Guests.
5.03 The Chair of the TSTAR-CAG is selected by vote of the TSTAR-CAG during the annual Fall Meeting. The tenure of the selected Chair may be at the discretion of the TSTAR-CAG .
5.04 USDA/CSREES/OGPS awards a "Management Grant" to the "lead" University to be used for contracting with the T-STAR-Caribbean Program Manager who functions at the direction of the TSTAR-CAG. The Program Manager is charged with the following duties:
(a) Processing all paperwork required to peer review, select, fund, conduct and report the research projects.
(b) As requested, provide information and analytical data about the research program.
(c) Work with Workshop Organizing Committees to plan, conduct and report approved Workshops.
(d) Maintain interactions with T-STAR-Pacific.
(e) Maintain interactions with USDA/CSREES.
(f) Maintain current and archival records.
(g) Work with T-STAR-Pacific in maintaining the T-STAR World Wide Web page.
(h) Work with Project Directors in assembling impact stories for the TSTAR website, Research highlights section.
(i) Other duties as assigned by the TSTAR-CAG.
6.0 Management of Project Funds Back to Top
6.01 T-STAR-Caribbean-sponsored Grants are funded initially for two years upfront based on Congressional appropriations to the USDA/CSREES Program of Special Grants in Tropical/Subtropical Agriculture administered under PL 89-106
6.02 Funds allocated to a T-STAR-Caribbean research project should not be used to pay salaries of Project Directors or other permanent faculty or staff of the participating institutions.
6.03 T-STAR-Caribbean does not favor procurement of costly non-expendable equipment on T-STAR-Caribbean Grants. Availability of appropriate equipment required for the proposed research is a measure of the institution's "readiness" for conducting the research proposed by members of its faculty.
6.04 Universities participating in the TSTAR-Caribbean program are expected to provide on a "cost sharing" basis the following: Salaries of the Project Directors and other permanent personnel, space, experimental plots of land, laboratory and farm equipment, administrative services, and other support personnel and services.
6.05 Renewal funding is allocated by the TSTAR-Caribbean Administrative Group annually for the third year of currently-active research projects. This decision is part of the March meeting at the time new projects are selected for funding. Renewal funding is based on a Progress Report from the Project Directors that is reviewed by members of the TSTAR-CAG prior to the meeting.
6.06 Renewal funding allocation levels begin at the level approved by the TSTAR-CAG at the time of initial funding. Adjustments in renewal funding may be made at the end of the second year of the grant. Renewal funding may be reduced based on lack of research progress or significant changes in personnel or the research objectives. Increases in renewal funding must be defended strongly by the Project Directors and the appropriate member of the TSTAR-CAG .
6.07 TSTAR-Caribbean reserves
the right to modify proposed budgets of new research projects,
as well as currently on-going projects.
7.0 TRAVEL - Domestic and Foreign Back to Top
7.01 TSTAR-Caribbean supports domestic travel required to perform the approved research to be accomplished in the T-STAR-Caribbean project.
7.02 TSTAR-Caribbean supports reasonable domestic travel to report the results of funded research.
7.03 TSTAR-Caribbean does not support attendance to scientific meetings that cannot be justified for reporting results of the research.
7.04 TSTAR-Caribbean supports international travel under the following requirements:
(a) To conduct the approved research
(b) The traveler is the Project Director or Co-Project Director of the project involved.
(c) A presentation (including poster) is to be made.
(d) A copy of the presentation (or poster abstract) is attached to the travel request.
8.0 Research Documentation Back to Top
8.01 TSTAR-Caribbean-sponsored Grants require a Progress Report during the second year of the grant and a Final Report when the Project (Grant) is terminated. These reports are the CRIS AD421 Progress and Termination reports to CRIS plus the 8.04 requirement below.
8.02 USDA/CSREES requires a Progress Report when "renewal" funds are requested for the third year. The Progress Report must include a one-page "news release" type informative article in which the research and its economic impact (or potential impact) are explained in language easily understood by the general public.
8.03 USDA/CSREES expects the results of TSTAR-Caribbean-sponsored research to be published in recognized peer-reviewed scientific journals. Publication should be at least within one year following termination of the Grant. The Program Management office will maintain a record of publications by the PD(s), and lack of publication from a funded Grant may prevent the PD(s) from receiving another TSTAR-Caribbean Grant.
8.04 In addition to a Final Report, when a TSTAR-Caribbean Grant is terminated, a "news release" type of article in language easily understood by the general public must be provided. This article must contain "economic impact" (or potential impact) information presented in the best possible quantifiable data. These articles will be added to the TSTAR Web page.
8.05 It is the responsibility of the PD's institution to assure that the PD submits the "impact" statement cited in Section 8.04.
8.06 Principal Investigators must provide data on economic impacts (or potential impacts) of the results of their research to producers/consumer. Such economic and social benefits should be part of the Final Report and included in the CRIS Termination Report that will be entered into the CRIS national database.
8.07 Manuscripts based
on TSTAR-Caribbean-sponsored Grants, wholly or in part,
should acknowledge TSTAR support in a footnote in the following
terms:
"This material is based on research supported by USDA/CSREES Grant No. (Enter number assigned by USDA) in Tropical/ Subtropical Agriculture Research".
8.08 Publications listed by the PD(s) on Project Progress Reports should be limited to those relating to the current research project only, and not any other period of time.
9.0 Cooperation Between Institutions Back to Top
9.01 TSTAR-Caribbean encourages cooperative research involving scientists at the University of Florida, the University of Puerto Rico, the University of the Virgin Islands and USDA/ARS laboratories. Project Directors also can cooperate with scientists at other universities. However, such cooperation should be an "outreach" of the PD seeking research capabilities or facilities not available otherwise.
9.02 TSTAR-Caribbean encourages interactions between scientists funded on research projects and the Caribbean Food Crops Society and supports participation in the annual meetings of the Society. The purpose of this policy is to provide opportunities for sponsored scientists to become knowledgeable about research performed by non-U.S. institutions in the Caribbean Basin, to meet the scientists from these institutions and create opportunities for cooperative research.
9.03 TSTAR encourages
joint proposals by members of the faculties of Caribbean
and Pacific Basin universities, and encourages their development
at the scientist-to-scientist level.
10.0 Training Back to Top
10.01 TSTAR-Caribbean encourages the training of undergraduate, graduate and postdoctoral students in research methodology through assignment to funded research projects.
10.02 TSTAR-Caribbean
encourages faculty exchanges among the three participating
universities and with personnel at USDA/ARS laboratories.
Also, activities designed to provide opportunities for faculty
"improvement" through participation on T-STAR-Caribbean
projects at one of the participating universities is encouraged.
If properly planned, there should be opportunities for members
of the faculties to be funded during their sabbatical leaves
by participation on a TSTAR-Caribbean research project.
11.0 TSTAR-Caribbean Sponsored Workshops Back to Top
11.01 TSTAR-Caribbean attempts to conduct jointly a Workshop on a subject of great interest to both the Caribbean and Pacific Basin every two years.
11.02 During the "off year" an Organizing Committee is established and directed to plan the next Workshop. Each participating institution provides at least one member of the Organizing Committee.
11.03 The Workshop plan developed by the Organizing Committee is subject to review by the T-STAR Technical Committee.
11.04 The Workshop Organizing Committee is responsible for the assembly of a Proceedings following the Workshop. Extra copies of Proceedings are maintained by the Program Manager and are available for world-wide distribution. Selected sections of the Proceedings may be entered into the TSTAR Web page.
11.05 The recommendations
included in Workshop Proceedings may serve as a source of
researchable matters for future TSTAR research Grants.
