Administrative Services

Contact: Patrick Callaghan, Assistant Vice Chancellor for Marine Sciences

The Assistant Vice chancellor’s office coordinates all operational and administrative services for Scripps. This includes submission of all proposals, negotiations of contract/grant awards, general administrative services, budget and finance, operations and facilities, capital planning and space management, facilities management, safety/emergency preparedness, staff human resources, equity, diversity and inclusion, and information technology. These responsibilities are distributed among several managers noted below.

Contract & Grant Administration

Contact: Frank Truong, Scripps Contracts and Grants, 858-534-7962

Scripps Office of Contract and Grant Administration (Scripps OCGA) serves as administrative liaison for activities related to Scripps research contracts and grants funded by federal, state, and private agencies. The office is also the point of contact for Scripps unfunded collaboration agreements, incoming material transfer agreements, non-disclosure agreements, and sales and service agreements.

Scripps OCGA’s primary goal is to assist principal investigators and their business offices identify and obtain funding for research. Scripps OCGA staff works closely with division business offices (Business Officer and fund managers) on sponsored project proposals to ensure compliance with agency and RFP requirements and guidelines, and University policy. The office also tracks the status of proposals and responds to agency pre-award audits; negotiates, accepts, and signs awards on behalf of the University; processes post-award actions which require agency approval; and ensures compliance with sponsor reporting requirements.

There are a variety of topics on the Scripps OCGA website to help you navigate through the services provided by Scripps OCGA. You should always keep your business office informed of any upcoming proposal submissions so they can plan their workload, and alert Scripps OCGA that a proposal is coming. The business offices work directly with Scripps OCGA to ensure that you will meet the established lead times found in the policy guidance; this site also includes research compliance information.

Research Guidance on Export Control

Scripps is committed to supporting the University's compliance with export control laws, regulations, and policies pertaining to the conduct of research or the provision of services.

Equipment & Materials

For researchers at SIO there are a number of third-party equipment components, tools, or materials that may require export licenses under EAR or ITAR depending on their capabilities or original design intent. Technology control plans will be required for export controlled technical data, equipment, or components where it is anticipated that the item will be shipped out of the country, will be taken out more than 12 nautical miles from the U.S. into international waters, or where foreign nationals will require access to controlled items or associated technical data or information.

Please contact UC San Diego Export Control prior to the acquisition or transfer of any export restricted items so they can assist in securing licenses and developing the required plan including physical and IT. If a similar item is available that is not ITAR controlled, it may be preferable to purchase that item instead.

In addition to an export license, other conditions and provisions must be followed. UC San Diego Export Control will advise you at the time the license is approved and assist you in complying with those government requirements like filing the Electronic Export Information (EEI) through the Automated Export System (AES).

Travel

If you are traveling abroad on UC San Diego business or with UC San Diego property, please read “What You Need to Know Before You Travel Outside the U.S.”] (PDF). Hand carrying items in your luggage abroad is an export. Depending on the item you are carrying and your ultimate travel destination, an export license may be required. Additionally, whether or not an export license is required, if the items you are carrying are valued over $2500, additional US government paperwork needs to be filed through the Automated Export System (AES) for Electronic Export Information.

This only takes a few minutes. Export Control will provide a review of your equipment and determine if an export license or license exception is available and if AES filing is required. Please contact them in advance of your travels as early as possible as export licensing may take 6 weeks or longer.

Research Materials with Export Restrictions, Confidential Discussions, and Service Agreements

An export license may be required for a researcher to have access to certain controlled information provided as background on fundamental research projects. Work closely with Scripps Contracts and Grants and UC San Diego Export Control to make sure you are able to comply with any obligations relating to such information. Review the quick reference Export Control Checklist to help you determine if your activities require licensing.

Some federal solicitations may include publication restrictions, data safeguarding requirements, or other restrictions on the open conduct of research. If this is the case, please contact Scripps Contracts and Grants immediately so that they, in consultation with your business office and UC San Diego Export Control, can help you determine a path forward.

CUI is a designation assigned to non-public data and technology received or generated on behalf of the U.S. Government subject to dissemination control. A full description of CUI controls is available at: Controlled Unclassified Information (CUI) | National Archives.

As of 8/22/2022, there is no Federal Acquisition Regulation (FAR) clause for CUI. One of the highest priorities of the CUI Executive Agent is getting a CUI FAR clause issued. This will create a common mechanism to communicate which information contractors create for and receive from the Federal Government must be protected, how to protect it, and who it can be shared with. Currently laws, Federal regulations, and Government-wide policies already mandate these protections, but there is not a standard way these requirements are shared with contractors.

CUI indicates that data cannot be disseminated and is used to distinguish such data/technology from that which can be publicly distributed. A CUI designation does not mean the data/technology is export controlled. CUI is identified by the presence of a distribution statements B through F, or the DFARS 252.204-7000 dissemination control. Agencies may include other publication or dissemination controls.

Activities subject to CUI may include a “CUI Guide” that details the marking requirement, and the specific data subject to controls. Contractors and universities in and of themselves are not approval authorities to declare information as CUI. The U.S. Government has to specify it.

UCSD implements a Technology Control Plan (TCP) for activities subject to dissemination, distribution and CUI controls to ensure project participants are aware of requirements.

If a potential collaborator or vendor asks for a non-disclosure agreement, work with Scripps Contracts and Grants or UC San Diego Procurement, respectively. Confidential communications/material transfers that involve export-controlled materials must be cleared by UC San Diego Export Control, and all organizations and participants in a confidential discussion must clear restricted party screening before conversations can take place.

Non-disclosure agreements (NDAs) or Confidentiality Disclosure Agreements (CDAs) are agreements that set out obligations for conversations that contain confidential and/or proprietary information from one or both parties. Commonly, this type of agreement is needed when a sponsor or collaborator and a principal investigator are contemplating a research collaboration, and first need to exchange confidential information to evaluate the collaboration’s potential. Should a formal research relationship arise from these initial discussions, confidentiality terms in a sponsored research agreement or unfunded collaboration agreement would supplement or take the place of the NDA/CDA. When considering the exchange of confidential or proprietary information, please contact your business office and SIO C&G (Travis Dadigian). Please note that NDAs/CDAs are outside the fundamental research exception. All parties involved (institutions and individuals) must undergo restricted party screening, and any controlled items or materials may only be exchanged under a control plan developed in advance by UCSD Export Control.

When performing a non-research service for an outside entity, that entity must clear restricted party screening before work can begin.

General

Alert the UC San Diego Export Control Office or Export Analyst so they can assist you with navigating export licenses, foreign nationals, your travels abroad, Customs, or other specific export control questions. Please also ask your business office to contact UC San Diego Export Control for access to and training on the Visual Compliance screening tool needed for non-disclosure agreements and service agreements.

If you have any questions, contact Export Control or visit their website for assistance and information.

Safety at Scripps

Contact Scripps EH&S Coordinator Jennifer Rosales at (858) 534-8449 or j2rosales@ucsd.edu.

UC San Diego Emergencies: 911 from campus phone; 858-534-8449 from other phones

Scripps Institution of Oceanography operates its safety program in conjunction with UC San Diego’s Environment, Health, and Safety (EH&S) division, which manages a coordinated safety program for the entire UC San Diego campus. Safety at Scripps is a responsibility shared by everyone: students, volunteers, faculty, and staff.

The Scripps Safety Office is committed to promoting awareness, providing effective consultation, and ensuring compliance to cultivate a safe working and research environment for all.

Safety training is required for anyone who works in or uses a research lab, instrument development shop, test facility or other space at UC San Diego where workplace hazards exist. This includes researchers, faculty, post-docs, students (graduates and undergraduates), staff research associates, visiting scientists, and volunteers. To access the Principal Investigator (PI) Safety Orientation Training, visit the Research Assistance Program or schedule via email a New PI Orientation or call (858) 534-2118.

Principal Investigators are responsible for conducting laboratory hazard assessments, developing hazard control plans, and providing personal protective equipment (PPE) to lab workers based on these assessments.

Required Lab Safety Trainings

NOTE: If you work in a research setting (e.g. laboratory) and use chemicals, biological materials, radioactive, or other hazardous materials, you will need to complete e-course training. Before taking any training, determine your Research Facility Classification e.g., wet labs, technical shops, clinical research areas, etc.

Individual principal investigators and supervisors must identify job-specific hazards and make sure their employees attend safety training appropriate for their work. Keep all training records for a minimum of 3 years.

 

In-Person Injury and Illness Prevention Program Training

All employees, even those who are not working in a lab or research space, such as administrators, lab managers, or theoretical research personnel, must complete the in-person Injury and Illness Prevention Program Training within a month of their hire date. This training is offered on site on the last Monday of each month in Hubbs Hall 4500 at 10am. Otherwise personnel will need to go to the main campus for training. This is a one-time training course.

 

UC Shop and Technical Space Safety Fundamentals

All those who work in either a shop or a technical space must complete the following safety training requirements:

Before a new employee, student, volunteer, or visiting scientist begins working in a shop or technical space, they must participate in a Shop-specific Safety Orientation, led by the PI or designee, addressing hazards associated with the unique processes and equipment in their particular research environment. This is required in addition to, not in lieu of, the other lab safety training course described below. UC San Diego’s department of environmental Health and Safety (EH&S) offers a simple outline for a lab-specific safety orientation on its “New Laboratory Worker Checklist for Technical Labs”.

The Annual Shop & Studio Environmental Compliance & Hazards Training. This is an annual training.

Personal Protective Equipment (PPE)

Visit My Research Safety site where you can manage your research safety and access tools to manage your lab. The Laboratory Hazard Assessment Tool (LHAT) is required before beginning work in a UC San Diego laboratory facility, shop, or Technical space. This application provides a summary report of hazards present in your spaces and specifies PPE required for workers. Please note that the minimum attire required at all times for lab, shop, and technical space users is full-length pants and closed-toe/heel shoes. Additional PPE (lab coat, face shield, chemical splash goggles, thermal protection gloves) may be required, based on the LHAT. PPE is available for free from UC San Diego PPE Office located at UC-401.

 

UC Laboratory Safety Fundamentals

All those who work in a laboratory (including Faculty and Staff) must complete the following safety training requirements:

Before a new employee, student, volunteer, or visiting scientist begins working in a laboratory, they must participate in a Lab-specific Safety Orientation, led by the PI or designee, addressing hazards associated with the unique processes and equipment in their particular research environment. This is required in addition to, not in lieu of, the other lab safety training courses described below. UC San Diego’s Department of Environmental Health and Safety (EH&S) offers a simple outline for a lab-specific safety orientation on its “New Laboratory Worker Checklist”. The e-course UC Laboratory Safety Fundamentals (Login required) covers the fundamentals of laboratory and chemical safety, general safety, lab users’ rights and responsibilities. This Lab Safety Refresher training must be repeated every 3 years. Lab personnel do not have to complete the Injury & Illness Prevention Program Training if compliant with UC Laboratory Safety Fundamentals Training. The e-course Annual Laboratory Hazards training (login required) is an annual training required every year after initially being taken as part of the Laboratory Safety Fundamentals.

Principal Investigator (PI) Safety Responsibility

PIs are required to fill out and submit a field research safety plan before beginning travel for field research to any location more than 100 miles from UC San Diego or to any remote site where communications or access to emergency services are limited. A comprehensive Field Operational Planning Tool developed by EH&S for this purpose is available or you may prefer to download and use the shorter, more streamlined Field Research Safety Planning Record (FRSPR) used by others at Scripps Institution of Oceanography.

Visit Frequently Asked Questions regarding UC San Diego-Scripps requirements for Principal Investigators to submit a Field Research Safety Plan/Record prior to commencing travel for field research.

Equity, Diversity, and Inclusion Initiatives

Contact: scrippsdiversity@ucsd.edu

Scripps Cares promotes “Community Awareness, Resources, Engagement & Support” and includes a number of initiatives and programs related to Access and Success, Community Engagement, Accountability and provides Resources & Support.

The diversity of personal experiences, values, and world views that arise from differences of culture and circumstance among students, faculty, and staff at Scripps Institution of Oceanography strengthens our institution and our mission. Faculty are encouraged to support the University’s strategic goal of evolving our campus culture through actionable initiatives and measurable outcomes that enhance equity, diversity, and inclusion (EDI) for students, staff, and faculty at UC San Diego. To address student and early career diversity, there are a number of opportunities to participate in mentoring through undergraduate research programs such as Scripps Undergraduate Research Fellowship (SURF), Summer Training Academy for Research in the Sciences (STARS), and the Faculty Mentor Program (FMP).

Chat with a Scripps Scientist invites underrepresented students from minority-serving institutions (MSIs) to chat with a faculty member and/or graduate student at Scripps. This program is designed to demystify the application and admissions processes as well as create a more personal connection with prospective students. It is also an effort to increase the visibility and awareness of the variety of research projects available at Scripps. Contact scrippsdiversity@ucsd.edu for more information on how to participate.

Scripps IMPROVES (inclusive Mentorship Program for Retention & Outreach thru Value-driven Engagement & Support): Initiative offers tiered mentorship training and engagement opportunities to support the Scripps community at various stages of career pathway.

Scripps HIRES (Hiring thru Inclusive Recruitment & Engagement Strategies): This initiative provides support to staff search committees through training on implicit bias in hiring, and best practices for inclusive resume screening and interviewing. Program also provides guidance for targeted outreach to affinity-based professional associations to encourage a diverse candidate pool.

The Birch Aquarium also organizes a number of outreach programs that engage K-12 students and the broader community in science education and exploration.

Additional resources can be found at UC San Diego’s Center for Faculty Diversity and Inclusion, including information about professional development opportunities; EDI-related fellowships, grants, & awards; and best practices for building a diverse, equitable, and inclusive environment at UC San Diego.

Computational Facilities, Local IT Support, HPC Services

Scripps Information Technology provides solutions and support to the entire Scripps Institution of Oceanography community to promote and enable teaching and learning, research, and administration. The Earth Section’s Institute of Geophysics and Planetary Physics (IGPP) continues to support its own IT staff.

The entire service catalog of Scripps IT and the IGPP Help Desk can be found on their websites, but include account provisioning, system deployment and troubleshooting, automated backups, as well as printer support. You can contact them via email or phone: Scripps IT: siohelp@ucsd.edu ; 858-534-8484 or IGPP Help Desk: igppticket@ucsd.edu ; 858-534-1753.                         

Note that both groups work closely with the campus network administrators to support, monitor and optimize network performance within the context of constant cybersecurity threats. All systems connected to the campus network need to be registered and firewall exceptions for public services need to be requested explicitly.

Centralized server hosting and system administration is available in the SIO Colocation Server Facility. This is the recommended option for critical research infrastructure. For HPC workloads, Scripps IT can facilitate collaboration with the resources provided by the San Diego Supercomper Center (SDSC).

Many network services at Scripps are not reachable from outside of the campus network. When off-site, you will need to use the campus VPN service which lets you create protected connections to the UC San Diego and Scripps networks.

Research Profile and Group Websites

Scripps Web Operations offers resources and tools for faculty, staff, and students to communicate, collaborate, and share their knowledge or research via campus websites and administrative apps.

Typical faculty services: