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Week of February 17-21

2025

From Provost Cyril Clarke and COO Amy Sebring: Guidance, updates on NIH F&A funding cap

Provost Cyril Clarke and Chief Operating Officer Amy Sebring shared a message with the academic and research communities last week on the National Institutes of Health’s (NIH) new cap on facilities and administrative (F&A) costs. Here are summary points from that message:

  • On February 7, the NIH released guidance to its 2024 NIH Grants Policy Statement: Indirect Cost Rates establishing a new cap of 15 percent on F&A costs. 
  • On February 10, a federal district court judge temporarily blocked the action in 22 states which was expanded to all 50 states on February 11. 
  • We are assessing the potential impact of this change and are engaged in informing leadership groups about the potential consequences of this action. 
  • Until further notice, we recommend that principal investigators (PIs): 
    • continue to submit proposals at the negotiated rate without amending current submissions, 
    • be mindful to limit overhead expenditures to those that are essential to the continuance and advancement of the research, 
    • explore continued funding through alternative sources, if possible, for graduate research assistants funded through returned overhead, and 
    • monitor federal websites for changes in proposal deadlines, requirements, or other actions and share all sponsor/agency communications with the Office of Sponsored Programs.
  • Although the situation is evolving quickly, we will continue to update you as new information becomes available. 
  • Guidance and info on federally sponsored grants and contracts can be found on the Research and Innovation website.

Read the full message on the provost’s website. If you have questions or comments, please send them to Provost Communications.

Global Education Office: Recent updates to Policy 1070-Global Travel Policy

Virginia Tech, through the Global Education Office (GEO) and the Global Travel Oversight Committee (GTOC), has updated Policy 1070: Global Travel Policy to continue to provide support to faculty, staff, and students taking part in university-supported travel outside of the United States.

What is new in Policy 1070:

  • Travelers are now required to report incidents while abroad using Global Safety and Risk Management as a one-stop-shop for reporting requirements and support. Incidents include, but may not be limited to injury, illness, damage to university property, robbery, burglary, vehicle accidents, assault, harassment, and arrest. 
  • More clarity in what is considered a “high risk” destination. 
  • Improved support for faculty planning non-credit or co-curricular student travel.

Fiscal personnel, business managers, departmental leadership, and anyone who engages in university-supported international travel should familiarize themselves with the recent updates.

For more information on GEO support and resources, read this campus notice, visit the Global Safety and Risk Management website, or refer to Policy 1070.

Faculty Affairs: Join colleagues for spring semester Roving Writing Retreats

Faculty Affairs invites faculty from across the university to gather for Roving Writing Retreats - a writing retreat series where colleagues learn about the many writing nooks on and around campus, enjoy some coffee, snacks, and companionship, and write together in community.

All Virginia Tech instructional faculty are invited to participate. The retreats consist of three 50-minute writing sessions that begin at the top of the hour with each session ending with a 10-minute break for socializing and movement tips for writers. Retreats are free to attend, but registration is required.

  • February 25: 12:30 – 3:30 p.m.
    1100 Torgerson and via Zoom
    Registration deadline: February 18
  • April 23: 9:00 a.m. – 12:00 p.m.
    Solitude and via Zoom
    Registration deadline: April 15

For more information, read this campus notice or email Catherine Piché in Faculty Affairs. Due to space concerns, availability is limited.

Provost’s Office: Support for students, employees observing religious holidays

Many Virginia Tech students and employees engage in religious observances during the spring semester that may impact their workplace or classroom participation. As stated in the Faculty Handbook (section 9.6.2: Class Attendance), “in accordance with the Virginia Tech Principles of Community, faculty are encouraged to accommodate students when the observance of religious, cultural, ethnic, meaning- making, or faith-based beliefs conflict with academic requirements.”  

The Provost’s Office acknowledges that every course section and class is different, and some are able to be adapted more easily than others. Recognizing that faculty are primarily responsible for making decisions on academic requirements for their courses, including modifying assignments and exam timelines, please do your best to support students and colleagues who are observing religious holidays and practices whenever it is academically feasible.

ICYMI: Be judicious when sharing university data with publicly available AI tools

As generative AI tools gain a greater presence, it is important to consider the potential security risks of using these tools, as well as their potential benefits, and to follow best practices to protect data, your privacy, and the privacy of others.

The Division of IT asks that members of the university community not share any personal, sensitive, or high-risk data in publicly available AI platforms (e.g. ChatGPT.com, DeepSeek.com). To mitigate risk, sensitive data should only be shared within appropriate, secure platforms, or per university guidelines.

Several resources are available to help the Virginia Tech community navigate their use of generative AI at the university effectively and responsibly:

For more information, read this campus notice. For information about what constitutes low vs high-risk data, see the Virginia Tech Risk Classification Standard.

Additional Resources and Updates

Newsletter Spotlight: University Libraries Research Services

Please submit a Google form or email Provost Communications for comments or recommendations to improve the Weekly Communications Update or to share faculty, staff, and academic program personnel information.

Visit the provost’s website frequently for new and updated university information. All members of the campus community should also read their VT News daily email for further important updates, notices, and resources.