portland maine ncura region i spring meeting access to a table in the interview room. the interview...
TRANSCRIPT
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April 28– May 1, 2019
The Westin Portland Harborview
PORTLAND MAINE
NCURA REGION I
SPRING MEETING
Register by 4/5
and save
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Greetings from Region I
Dear Friends and Colleagues,
We are very excited to invite you all to the Region I an‐
nual Spring meeting to be held in Portland Maine.
The theme of the conference is Back to the Basics.
What are the basics? The basics are about the core com‐
petencies, tools and knowledge that make up what we
do everyday in supporting research. “The basics” are
relevant to all, no matter if you are a new administrator
or someone who has been in the field for decades. It’s
about remembering core values and applying practical
solutions to “get the job done.”
Our program committee has been hard at work to offer
you a terrific program that includes a wide variety of
sessions. We are pleased to offer several workshops
taught by highly experienced research administrators.
We are thrilled to have Michael Botticelli join us as our
keynote speaker on Monday. Michael Botticelli was the
White House drug czar in the Obama administration.
He is now the head the new Grayken Center for Addic‐
tion at Boston Medical Center. Michael Botticelli found
his passion for the field of substance abuse treatment by
the most direct means imaginable: by being treated for
addiction himself.
Did you know that Portland was recently named by as
Restaurant city of the year by Bon Appetit magazine.
The conference will offer several chances to try the
amazing Portland foodie scene including our Monday
evening dinner groups.
Sincerely,
Louise Griffin
University of New Hampshire Jill Mortali Dartmouth College And the NCURA Region I 2019 Program Committee 2
Thank you, Sponsors
Volunteering
Volunteering is an excellent way to make
new connections in the field, gain new
knowledge and perspective, and of course,
make new friends. Region I depends en‐
tirely upon volunteers to provide members
with high‐quality programming through‐
out the year. There are many ways to vol‐
unteer your time. If you have questions or
suggestions for offerings, please direct in‐
quiries to [email protected].
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Registration Hotel Information
The Westin Portland Harborview 157 High Street, Portland Maine 04101 The Westin Portland Harborview pro-vides travelers a perfect vantage point to explore Maine's largest city. Originally opened in 1927 as the Eastland Park Hotel, this historic ho-tel has been immaculately restored. Take a short walk to discover the Old Port and some of the best restau-rants, retail shops, museums and ar-tistic venues in Maine. You'll leave feeling better than when you arrived when you stay over in our plush rooms and suites. Each of the guest rooms feature a stunning view of downtown, the harbor or Casco Bay. Click here to register https://www.marriott.com/event-reservations/reservation-link.mi?id=1547847782798&key=GRP&app=resvlink
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Spring Meeting
Registration Register Early and Save!
Full Meeting Registration:
Early Bird by 4/5/19 $485
AFTER 4/5/19 $535
Day Registration
Monday $275
Tuesday $275
Wednesday $120
Tuesday Banquet guest $90
Workshops (additional fee): Full Day Workshops: $275 Essentials of Sponsored Research Administration - Half Day Workshops: $160 each CRA: Getting Certified Senior Forum: Current Issues in Re-search Administration
Post-award Awareness for the Pre-award Administrator
Lunch included with all workshops. Please arrive at 12.
Registration link for meeting and workshops:
https://www.ncura.edu/Education/MeetingsConferences/EventInfo.aspx?sessionaltcd=2019REGIONI
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Chair
Donna Smith Senior Manager Massachusetts General Hospital [email protected]
Secretary
Suzanne Araujo Research Program Manager Rhode Island Hospital [email protected]
Treasurer
Jori Barabino Director, Pre‐Award Tufts [email protected]
National Board Member
Stacy Riseman Director, Sponsored Research College of the Holy Cross nationalboardmem‐
Chair-Elect
Louise Griffin Senior Director of Research and Sponsored Programs University of New Hampshire
Secretary-Elect
Laurel Cobban Assistant Director, Research Administration Brigham and Women's Hospital [email protected]
Treasurer-Elect
Sonya Stern Director, Sponsored Project Administration University of Vermont
Immediate Past Chair
Denise Rouleau Research Administration Associate Director Tufts University
Co‐Chairs
Louise Griffin, Snr. Dir for Research & SPA
University of New Hampshire
Jill Mortali, Director, Sponsored Projects
Dartmouth College
Workshops
Lee Picard, Administrator, Graybiel Laboratory
Brandeis University
Compliance Track
Steven Hoffman, Director, Research Admin.
Steward Healthcare
Henrike Frowein, Research Compliance Officer
Dartmouth College
Clinical Research Track
Ben Prince, Admin., Meyers Primary Care Inst.
Gary Smith, Sr. Administrative Director
Massachusetts General Hospital
Financial and Post‐Award Track
Susan Zipkin, Mgr., Acctg & Financial Compliance
University of New Hampshire
John Harris, Director, Research Administration
Northeastern University
Pre‐award Track
Sonya Stern, Dir., Sponsored Projects Admin.
University of Vermont
Jori Barabino, Director, PreAward, Tufts Univ.
PUI Track
Rachel Girardi, Sponsored Research Coordinator
College of the Holy Cross
Stacy Riseman, Director of Sponsored Research
College of the Holy Cross
Special Topics
Vivian Holmes, Asst. Dean, Research Admin.
Boston University, School of Public Health
Patrick Fitzgerald, Assoc. Dean, Reserch Admin.
Harvard University
Sponsor Coordinator & AV VIP
Ben Garvin. Research Portfolio Manager
Harvard University
Events Committee
Lee Picard, Administrator, Graybiel Laboratory
Brandeis University
Heather Arnold, Assoc. Director, Dartmouth College
Region I Officers Program Committee
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Please join us on Monday for a very special keynote
address.
MICHAEL BOTTICELLI
Michael Botticelli is the Executive Director of the Grayken Center for Addiction at
Boston Medical Center and a former Distinguished Policy Scholar at the Johns Hop‐
kins Bloomberg School of Public Health.
Prior to this, Michael was the Director of National Drug Control Policy for the
Obama Administration. He joined the White House Office of National Drug Control
Policy (ONDCP) as Deputy Director in November 2012 and later served as Acting
Director.
Mr. Botticelli has more than two decades of experience supporting Americans affect‐
ed by substance use disorders. Prior to joining
ONDCP, he served as Director of the Bureau of Sub‐
stance Abuse Services at the Massachusetts Depart‐
ment of Public Health, where he successfully expand‐
ed innovative and nationally recognized prevention,
intervention, treatment, and recovery services for the
Commonwealth of Massachusetts. He also forged
strong partnerships with local, state, and federal law
enforcement agencies; state and local health and hu‐
man service agencies; and stakeholder groups to guide
and implement evidence‐based programs.
Mr. Botticelli holds a Bachelor of Arts degree from Si‐
ena College and a Master of Education degree from St.
Lawrence University.
He is also in long‐term recovery from a substance use
disorder, celebrating more than 30 years of recovery.
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Networking
BACK TO THE BASICS
NETWORKING OPPORTUNITIES
Sunday
New Member’s Reception
Welcome Reception
Monday
Dinner Groups
Mentor/Mentee Reception
Hospitality Suite
Tuesday
Volunteer Appreciation Reception
Back to the Future
Rock and Roll Party”
Banquet
Entertainment provided by Ben G and the Bureau”cats”
Dress & Trivia Contests
Hospitality Suite
Check out the Innovation Suite on Monday from 3:30 pm to 5 pm while
enjoying some fine refreshments.
The Innovation Suite was introduced at our 2018 meeting and was a huge success. A hybrid exchange oppor‐tunity that incorporates both delivery methods. In this Suite, you can help others enhance their knowledge and networks, and present tips for skill development. Topics you find im‐portant and relevant to your team can also be shared with your Region I col‐leagues.
Visit exhibits, ask questions, and net‐work while gaining useful tips and new experiences. Exhibits will include posters, checklists, one‐page best practice handouts or even laptop visu‐als. Eye‐catching, easy‐to‐read mate‐rials will be presented and will guide conversations about the various top‐ics being shared.
Don’t forget to vote for your
favorite exhibit
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Monday Night Dinner Groups Sign up by Monday noon time at the registration desk:
Portland is a “foodie” town. Named best restaurant town by Bon Appetit magazine in 2018. Dinner Groups provide
conference attendees with the opportunity to meet other members while enjoying a nice meal. The Program
Committee has taken the guesswork out of trying to figure out where to find a great meal in Portland. Choose from a
variety of cuisines, stick with your favorite one or try something new!
Newcomers Orientation Reception
Are you new to NCURA Region I? Is this your first NCURA
Region I meeting? Are you new to research administration?
If you answered yes to any of these questions then please join us to learn more about NCURA benefits, volunteer opportunities, professional development options and
gain tips for navigating the meeting.
Sunday: 4:30-5:30 pm
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Career Center
at the
Regional Mee ng
We are offering employers connections to the brightest, most qualified candidates in the job
pool and providing job seekers access to some of the most prestigious opportunities!
Employer/Recruiter Information:
Benefits Include:
Place an ad in the welcome package; receive a reserved space at the Innovation Suite Event on Monday, April 28th from 3:30pm – 5:00 pm
Receive access to a table in the Interview Room.
The Interview room will be available on Tuesday from 9am ‐ 4pm; and Wednesday
from 8am – 11:30 am
Set your interview schedule. Conduct all interviews in the designated area. Hotel rooms are inappropriate settings for conducting interviews. Register for the annual meeting through the main registration page. Reserve your housing either through our reserved block of rooms or at your own
convenience. School banners and literature are welcome. Please take all materials after the con‐
ference as any left behind will be discarded on Wednesday. Investment Fee: $500
Our onsite Career Center makes job recruitment easy, efficient and affordable, including host‐
ing the interview process. For job seekers, whether you are a seasoned administrator or look‐
ing to advance your career, this is a great opportunity to take control of you career and find that
perfect position.
Interested? Contact Louise Griffin at [email protected]
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2019 NCURA Region I Spring Meeting
NCURA CARES
The NCURA Cares Outreach program connects with local shelters by assisting in their mission of providing accessible barrier-free services to empower people struggling and to advocate for solutions such as providing basic essentials.
You can help by donating some (or all) of your hotel vanity items to provide necessities for those in need.
NCURA Volunteers will be collecting these items throughout the conference (at the Registration Table).
In addition, we are asking that you please con-sider dontating item(s) from the top ten needs list. The Dollar Store is a great place to get some of these items!
The following organization will greatly benefit from your generosity:
https://www.preblestreet.org/
THINK BIG! Collaborate with your colleagues or consider hosting a needs drive at your insti-tution and bring collected items for donation to Portland, Maine.
Two RAFFLE DRAWINGS means 2 chances to win!!!!
Donate hotel vanity items to receive a raffle ticket for a chance to win $50 in scratch tickets! Donate items from the Top Ten Needs List (or provide a monetary donation) to re-ceive a raffle ticket to win $100 in scratch tickets!
Raffle prizes have been donated by Zack’s Team Foundation.
For more information regarding NCURA Cares (additional items needed, what you/your institution can do to assist this outreach program, etc.), please contact:
Kyle Lewis, Connecticut Children’s Medical Center
Louise Griffin, University of New Hampshire [email protected]
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AT A GLANCE
Sunday April 28th
Start End Event
7:30 am 5:30 pm Registration for all Attendees & Speakers
Workshops
9:00 am 4: 00 pm Workshop 1: Essentials of Research Administration
9:00 am 12:00 pm Workshop 2: CRA: Getting Certified
12:00 pm 1:00 pm Sunday Lunch Served to All Workshop Attendees
1:00 pm 4:00 pm Workshop 3: Post‐award Awareness for the Pre‐award Administrator
1:00 pm 4:00 pm Workshop 4: Senior Forum : Current Issues in Research Administration
Events
4:30 pm 5:30 pm Newcomers Reception (Meet, greet and learn about NCURA)
6:00 pm 7:30 pm Welcome Reception for All
8:30 pm 10:30 pm Hospitality Suite
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AT A GLANCE
Monday April 29th
Start End Event
7:30 am 5:30 pm Registration for all Attendees & Speakers Main Lobby
7:30 am 9:00 am Continental Breakfast Eastland Grand Ballroom
8:45 am 9:00 am Welcome Address Eastland Grand Ballroom
9:00 am 10:00 am Keynote:
Michael Botticelli, Center for Addiction Medicine at
Boston Medical Center
Michael was the Director of National Drug Control Policy
for the Obama Administration. He joined the White House
Office of National Drug Control Policy (ONDCP) as Deputy
Director in November 2012 and later served as Acting Direc‐
tor.
This marks a return to Boston for him, where he previously
served as Director of the Bureau of Substance Abuse Ser‐
vices at the Massachusetts Department of Public Health,
working closely with many BMC experts and others to ex‐
tend successful models of care developed at BMC across the
state and the nation. He has served in a variety of leader‐
ship roles for the National Association of State Alcohol and
Drug Abuse Directors. He was a member of the Advisory
Committee for the Substance Abuse and Mental Health Ser‐
vices Administration's Center for Substance Abuse Preven‐
tion and the National Action Alliance for Suicide Preven‐
tion. He has also co‐authored many peer‐reviewed articles
that have significantly contributed to the field. Born in Up‐
state New York, Mr. Botticelli holds a Bachelor of Arts de‐
gree from Siena College and a Master of Education degree
from St. Lawrence University.
Eastland Grand Ballroom
10:00 am 10:15 am Break Ballroom Pre‐function
6:00 am 6:45 am Fun Run (or Walk) in Portland. Meet in Main Lobby
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AT A GLANCE
Monday April 29th
Start End Event Track
10:15 am 11:15:am PI Faculty Engagement from Proposal to Closeout Compliance
10:15 am 11:15 am Whose Job Is It? Roles and Perspectives at a PUI PUI
10:15 am 11:15 am F&A Guidance for Central & Department Administrators Post‐Award
10:15 am 11:15 am Troublesome Clauses Pre‐Award
10:15 am 11:15 am How to Survive as a Middle Manager in Research Administration Special Topics
11:15 am 12:15 pm Working with Internal Audit Compliance
11:15 am 12:15 pm Enterprise Implementation and Adoption of a Clinical Trial Management
System
Clinical/
Hospital
11:15 am 12:15 pm Mindset Matters: Empowering Faculty Grantseekers for Success PUI
11:15 am 12:15 pm Effective Meetings with Your PIs Post‐Award
11:15 am 12:15 pm Fear of Commitment Pre‐Award
12:15 pm 1:30 pm Awards and Recognition Lunch All
1:30 pm 2:30 pm FDP Data Use and Transfer Agreement Templates and Pilot Program Compliance
1:30 pm 2:30 pm Proposal Preparation, Review and Submission: Best Practices and Pitfalls to
Avoid
Pre‐Award
1:30 pm 2:30 pm Building a Learning Community: One University’s Method Special Topics
1:30 pm 2:30 pm Starting from Scratch with a New PI PUI
1:30 pm 2:30 pm Outgoing Subawards from Your Institution
2:30 pm 3:30 pm National Science Foundation Update Federal
2:30 pm 3:30 pm The Magic and Mystery of Industry ‐Funded Clinical Trials. Clinical/
Hospital
2:30 pm 3:30 pm The Love Triangle ‐ family‐work‐school: Juggling the balance for emotional sani‐
ty while working in Higher Education
Special Topics
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AT A GLANCE
Monday April 29th
Start End Event
3:30 pm 5:00 pm Innovation Suite with refreshments
Presentations include:
1. Suzanne Araujo, Rhode Island Hospital – Off the Clock: Streamline Your Life to Reduce Stress Outside of the Office"
2. Maggie Dobson, Boston VA Research Institute ‐ Compliance Your Way to Success
3. Kyle Lewis, Connecticut Children’s Medical Center, Departmental in Central Grants Office
4. Stephanie Muto, Massachusetts Institute of Technology, Current & Pending Reports Generator
5. Jordan Wilkinson, Tufts University, Subaward Monitoring Process!
6. Makki Hui, Similarities/Differences between Human & Veterinary Clinical Trials
More to come...Don’t miss! Networking! Innovation! And More!
6:00 pm 8:00 pm Dinner Groups (sign up by 12 pm on Monday)
9:00 pm 11:00 pm Hospitality Suite
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AT A GLANCE
Tuesday April 30th
Start End Event
7:30 am 4:30 pm Registration for all Attendees & Speakers All
7:30 am 8:30 am Breakfast Roundtable Discussion Groups All
8:30 am 9:30 am Conflict of Interest for Research Administrators Compliance
8:30 am 9:30 am Closeout: Compliance and Operations—at the Finish Line Post‐Award
8:30 am 9:30 am Managing Faculty Current & Pending Commitments & Disclosures. How
much is too much?
Pre‐Award
8:30 am 9:30 am Winning Strategies for Departmental Administrators: The Best Defense to
Avoid Any Offense
Post‐Award
8:30 am 9:30 am Proposal Submissions: Are You There Yet? Pre‐Award
9:30 am 10:30 am Responsible Conduct of Research (RCR):
A Primer for Research Administrators
Compliance
9:30 am 10:30 am Data and Metrics to Monitor Performance, Assess Financial Management &
Identify Compliance Risk Areas
Special Topics
9:30 am 10:30 am Grant Management Services: A Departmental Shared Services Model Post‐Award
9:30 am 10:30 am Industry Sponsored Research Agreements: Compromising on Terms without
Compromising Academic Research Integrity
Pre‐Award
9:30 am 10:30 am Budget Preparation ‐ modular versus detailed and what to include Pre‐Award
10:30 am 10:45 am Break
10:45 am 11:45 am Ready or Not: The Push for Faculty to Pursue more External Funding at PUIs PUI
10:45 am 11:45 am Current and Pending/Other Support: Challenges and Best Practices Pre‐Award
10:45 am 11:45 am Clinical Trials Billing ‐ Things You Should Know Clinical/
Hospital
10:45 am 11:45 am Audit Trends: How to be Proactive to Prepare for your Next UG Audit Post‐Award
10:45 am 11:45 am Export Control and the University – Basics and Best Practices Special Topics
6:00 am 6:45 am Fun Run (or Walk) in Portland Main Lobby
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AT A GLANCE
Tuesday April 30th
Start End Event Track
12:00 pm 1:30 pm Lunch All
1:30 pm 2:30 pm Leading Research Administration at a PUI; all you wanted to know but
were afraid to ask
PUI
1:30 pm 2:30 pm How did we ever agree to this? Avoiding Post Award Pitfalls BEFORE Pro‐
posal Submission
Pre‐Award
1:30 pm 2:30 pm Partnering with Industry Sponsors in an Academic Research Setting Clinical/
Hospital
1:30 pm 2:30 pm Internal Controls—How to Perform a Self‐Assessment Post‐Award
1:30 pm 2:30 pm Managing Change in Research Administration Organizations Special Topics
2:30 pm 2:45pm Break
2:45 pm 4:00 pm NIH Update Federal
2:45 pm 4:00 pm The Cradle to Grave Approach: Working with the VA and Diverse Research
Populations— Session
PUI
2:45 pm 4:00 pm Recruiting, Diversity and Inclusion Special Topics
2:45 pm 4:00 pm How You Can Implement Flexible Work Schedules to Help Achieve Business
Goals & Optimize Engagement
Special Topics
6:00 pm 6:30 pm Volunteers Appreciation Reception
6:30 pm 11:00 pm Back to the Future party All
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AT A GLANCE
Wednesday May 1st
Start End Event
7:30 am 9:00 am Registration for all Attendees & Speakers All
9:00 am 10:15 am Full Breakfast and Business Meeting All
10:15 am 11:30 am Ask the Experts Pre‐Award
10:15 am 11:30 am NSF Award Cash Management System Federal
10;15 am 11:30 am Useful Tools during the Pre‐award Proposal Development: Perspective
from an Administrator that served in both Central and Department roles
Pre‐Award
11:30 am Great sco ! See YA in the future!
10:15 am 11:30 am The Cradle to Grave Approach: Working with the VA and Diverse Research
Populations—Discussion Group
PUI
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WORKSHOPS
SUNDAY APRIL 28 Full Day Workshop 9 am—4 pm
Workshop 1: Essentials of Research Administration
The Essentials of Sponsored Research Administration workshop provides par‐ticipants with a broad overview of sponsored projects administration. The workshop covers cost principles, budgets, coordination and review of pro‐posals, negotiation and acceptance of awards, financial and administrative management, closeout and audit, and compliance issues.
In this workshop, participants can expect to connect and share knowledge via hands‐on, interactive learning. By the end of the workshop, you will have an overview of and practice on essential skills needed for effective research man‐agement.
Denise Rouleau, Tufts University Krista Carmichael, Harvard University Danforth Nichols, MIT
Half-Day Workshops
9 am—12 pm
Workshop 2: CRA: Getting Certified The workshop will introduce participants to the Certified Research Adminis‐trator (CRA) exam. We will conduct a brief review of the CRA Body of Knowledge, in addition to walking through the registration process, how to prepare, and some effective "tips and tricks" of taking the exam.
Jeffrey Ritchie, Hamilton College
1 pm—4 pm
Workshop 3: Post‐award Awareness for the Pre‐award Administrator This workshop is designed for research administrators interested in thinking ahead to the Post‐Award phase when searching for funding opportunities and developing proposals. Participants will have the opportunity to engage in a meaningful discussion of Pre‐Award activities with a focus on topics that typi‐cally arise during Post‐Award. The conversation will span from award imple‐mentation through closeout and audit and will be directed towards an award lifecycle approach. We will explore effective strategies for proactively manag‐ing Post‐Award topics such as cost sharing, indirect cost recovery, effort com‐mitments, subaward vs. vendor determinations, internal billings, IRB & IACUC issues, participant support costs, administrative salaries, financial re‐porting, foreign currency, and payroll when putting together proposal budg‐ets.
Rady Rogers, Harvard University
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WORKSHOPS
SUNDAY APRIL 28 Half-Day Workshop
1 pm—4 pm
Workshop 4: Senior Forum:
Current Issues in Financial Research Administration—Problems,
Perceptions and Potential Solutions
Session Description
This session is designed for experienced research administrators and will offer participants an opportunity to engage colleagues in a discussion of current challenges related to financial issues facing pre‐and post‐award administra‐tors, departmental staff, and compliance officers. This workshop will closely examine key topics in financial research admin‐istration including: Cost allocation and sponsored budget issues, including research compu‐
ting costs Effort Reporting, effort commitments and outside activities Indirect Costs Subrecipient monitoring Service Centers International collaborations The session will highlight real‐life issues and will use audit findings and recent developments to illustrate the high risk compliance areas. We will also discuss possible solutions and strategies that institutions can adopt to minimize compliance risk. The workshop is intended to be highly in‐teractive and we strongly encourage participants to come prepared to ask questions and to share their own experiences
Patrick Fitzgerald,
Associate Dean for Research
Administration,
Harvard University
Wendy Meister,
Sr. Director,
Huron Consulting Group
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SESSIONS
Clinical Hospital Track
Clinical Trials Billing ‐ Things You Should Know
This session will cover development of a clinical trial budget, and it's translation into billing for clinical trial services. Includes: Medicare coverage analysis overview ‐ CMS NCD 310.1 overview ‐ Building the budget ‐ step by step ‐ Using billing systems to identify and appro‐priately bill for clinical research services
Theresa Stone
Lahey Hospital
Medical Center
Enterprise Implemen‐tation and Adoption of a Clinical Trial Management System
Partners Healthcare implemented OnCore, a Clinical Trial Management System (CTMS), in the Fall of 2016 to increase transparency in industry‐sponsored clinical tri‐als and recoup revenue that could be easily missed by de‐centralized departments. Now live to the entire Part‐ners system for industry‐sponsored clinical trials, the CTMS is integrated with their IRB, EPIC demographics, and a participant payment system, as well as a Peo‐plesoft Financials integration in development for gen‐eral ledger and automated invoicing. We will discuss our implementation, benefits and challenges, and other unique experiences of using a CTMS in clinical trials.
Dan Liddick
Partners
Healthcare
Partnering with
Industry Sponsors in an Academic Research Setting
As Federal support for research fluctuates, new initiatives are needed to maintain the overall support for research at aca‐demic institutions. Investigators are encouraged to "Think Outside the Box" and seek out funding opportunities in other places, such as Industry. Several years ago, Massachusetts General Hospital launched its Translational Research Center (TRC) as an effort to partner more closely with industry spon‐sored clinical studies, both locally within the Boston area, and nationally/globally. In this session, the TRC business model will be discussed, including industry sponsor outreach, streamlining the contracting and onboarding process for clini‐cal trials, and unit staffing needs. Learning Objectives: ‐Gain insight into building stronger partnerships with indus‐try sponsors ‐Key areas to target in order to facilitate study start up ‐Identify facility and staffing needs to support clinical trials
Lynne Cortellini
Massachusetts General Hospital
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SESSIONS
Clinical/Hospital Track
The Magic and Mystery of Industry‐Funded Clinical Trials
Are industry ‐funded clinical trials a mystery to you? This session will briefly introduce you to the world of industry‐ sponsored clinical trials. We discuss how being thoroughly up front when budgeting and negotiating with industry pays off by making it easi‐er to manage accounts receivables later, the im‐portance of billing compliance ,payment terms, and tracking receivables. We also discuss how managing clinical trial finances is different than managing grant finances, including reporting key performance indicators to Principal Investigators
Ian Stephenson
Beth Israel Deaconess Medical Center
Lan Zhou Dana Farber Cancer In‐stitute
SESSIONS
Federal Updates NIH Update Don’t miss this opportunity to hear about what is
new and being developed within the National Insti‐tutes of Health’s (NIH) programs, policies and budg‐ets. In this comprehensive review, participants will learn about the newest policy updates and how their respective institutions may be impacted. Upon com‐pletion of the presentation, participants may have the opportunity to ask questions about new and ex‐isting policies. Topics include recent and upcoming changes to NIH policy, compliance requirements, and so much more!
Laura Gray, MPH, Divi‐sion of Grants Compli‐ance and Oversight, As‐sistant Grants Compli‐ance Officer, Office of Policy for Extramural Re‐search Administration, OER, National Institutes of Health
NSF Update Review of what is new and being developed within the National Science Foundation programs, policies, and budgets.
To be named
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SESSIONS
Compliance Track Conflict of Interest for Research Administra‐tors
While many universities and academic research institu‐tions have a compliance office dedicated to Conflict of Interest (COI) review and management, research ad‐ministration plays a critical role in implementing, and managing federal and institutional COI regulations and policies. Thus, research administrators need a basic un‐derstanding of regulatory COI requirements and devel‐op an awareness of key regulatory terms. This session will explore COI in research, including all applicable regulations and policies ‐ what are COIs; introduce COI regulations including Public Health Service and NSF; discuss institutional and researchers requirements and the role of Research Administration in helping your in‐stitution stay compliant.
Juliane Blyth,
Brown University
Kim Lincoln,
Partners Healthcare
Export Controls and the University ‐ Basics and Best Practices
Compliance with export controls and responding to Government concerns about foreign entities is of in‐creasing concern in the University context. How do we best support our PIs to avoid pitfalls?
Janet Johnston, MIT
Henrike Frowein,
Dartmouth College
FDP Data Use and Transfer Agreement Templates and Pilot Program
This session will include the information about the Fed‐eral Demonstration Partnership (FDP) Data Transfer Use Agreement (DTUA) template and pilot. We will dis‐cuss the background that led to the creation of the DTUA template, the structure of the template and in‐structions for it use, the “rules” of the pilot, including timeline and description of the assessment tools, and answer questions about the template and pilot. This ses‐sion will also provide the background information nec‐essary to evaluate a proposed DTUA and Subawards col‐laboration.
Martha Davis
Brandeis University
Melissa Korf
Harvard University
PI Engagement from Proposal to Closeout
This session is designed to explore aspects of research compliance with a specific lens to direct interaction with PI faculty. All levels of experience as well as central/local role‐groups are welcomed. While we will tailor many examples to PI faculty at universities, colleagues in pri‐marily hospital settings may find these suggestions, tips and tricks useful. Session highlights will include: ‐ Ex‐amples of engaging PI faculty from Proposal to Close‐Out through facilitator improv & discussion. ‐ Tips and Tricks for Flexibility and Principles for Maintaining Compliance. ‐ Finding Balance of Tone; Getting to Yes, Stretching to No. ‐ Engagement within Smaller Institu‐tions: One Stop Shop, wearing all the hats at once! ‐ Pre‐serving a relationship of trust and accountability.
Krista Carmichael
Harvard University
Eric Asetta
Emerson College
Susan Cohn‐Child
Harvard Medical
School
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SESSIONS
Compliance Responsible Conduct of Research (RCR): A Primer for Research Administra‐tors
n this session, participants will: Review the founda‐tions of ethical conduct in science; Review the feder‐al RCR mandates; Learn about other sources of guid‐ance for RCR and research integrity programs; • Re‐view RCR topic areas; Review the research on re‐search integrity; Look at examples of problematic behaviors in re‐ search; and • Learn about RCR re‐sources
Julie Simpson
University of New Hampshire
Working with Internal Audit
Historically internal auditors have provided inde‐pendent assurance regarding compliance in various areas by performing transactional reviews.
Join two seasoned administrators to understand the value of working with an internal audit depart‐ment beyond those traditional roles.
As a compliance partner, internal audit can help with the management of institutional risks, assess internal controls ensuring proper oversight and communicate opportunities for improved processes or best practices across the institution. Learning objectives: Understand the value of multiple par‐ties working together toward your institutions shared mission and vision.
Christine Heise
University of New Hamp‐shire
Louise Griffin
University of New Hamp‐shire
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SESSIONS
Post-Award
Audit Trends:
How to be Proactive and Prepare for your next
UG Audit
This session will provide an overview of the UG Au‐dit process and explore industry audit trends based FY18 UG audit findings. Particpants will gain an un‐derstanding of how to optimally structure their UG audit for success and assess their own compliance in preparation of the UG audit
Roseanne Luongo
Huron Consulting
Tracey Westervelt
Harvard University
Closeout: Compliance and Operations at the Finish Line
The session will cover the basics of award closeout, including common hurdles and setbacks. This will include insights from both the central and depart‐ment perspectives.
Mike Guerard, North‐
eastern University
Matt Rogers, Northeastern University
Effective Meetings with
Your PIs
In this session, we will show effective ways to con‐duct meetings with the PIs. During the session, we’ll explore critical factors in building good communica‐tion and working relationships with the PIs. Outlines will include frequency and structure of meetings, in‐formation gathering as a key component of success‐ful grant management, review of data, developing and presenting the most useful reports, adjustments and corrections and the importance of follow up. At the end of the presentation, participants will be bet‐ter able to • conduct efficient meetings • ensure compliance with existing policies and regulations • build a relationship with PIs and within the organi‐zation
Solaris Bujor
Boston University
Cindy‐jo Gross
Boston University
F&A Guidance for Depart‐mental and Central Ad‐ministrators
In this session you will learn: 1) The history of Federal Indirect Cost Reimbursement; 2) the Present Environ‐ment; 3) Terminology; 4) Long Form Process Over‐view and 4) Negotiations
Bob Cohen, Attain
TBD
24
24
SESSIONS
Post-Award
Grant Management Services: A Departmental Shared Service Model
Grant Management Services (GMS) is the College of Liberal Arts and Sciences (CLAS) one stop shop for all grant activity, from the grant application process to the grant closeout and everything in between. Our focus is to reduce the administrative burden from CLAS faculty so they can focus on their research. The GMS team has vast knowledge and experience with many grant sponsors and has a strong relationship with UConn’s central grants office, Sponsored Pro‐gram Services. Each GMS team member values the time and effort it takes for a faculty member to re‐ceive grant funds and we do our part to ensure that the grant is properly managed according to the Uni‐versity and sponsor’s requirements. In our presenta‐tion we will demonstrate the details of our College’s Shared Service Business Model and its role in manag‐ing Sponsored awards. We explore what success we have had as well as the challenges overcome to pro‐vide insight on an alternative organization structure.
Francesca D'Antonio,
UCONN
Nicholas Franconi
UCONN
Kyle Levesque, UCONN
Shelby Corbin, UCONN
Internal Controls:
How to Perform a Self‐Assessment
Sponsored research administration and compliance can be challenging for both departmental and central administrators in a world where questions are fre‐quently answered with it “depends.” The focus of this session is to provide research administrators with best practices for managing compliance within spon‐sor and institutional regulations, assessing compli‐ance and audit risk from proposal to close out, deter‐mining roles and responsibilities, and establishing internal controls for the management of sponsored programs
Roseanne Luongo
Huron Consulting
Susan Zipkin
University of New Hampshire
Outgoing Subawards at your Institution
What are the best practices for outgoing subawards.? The panelists will share their practices in monitoring and evaluating risk. Participants are encourage to bring their ideas to help our colleagues streamline and improve efficiency.
Jessica McDonough
Dartmouth College
Susan Zipkin
University of New Hampshire
25
25
SESSIONS
Post-Award
Post‐award
Account Monitoring
This session will discuss the basics of post‐award financial monitoring and the expectation for it to be performed on a regular basis. The unique field of post‐award requires strong accounting skills, ease with Excel, cost principle analytics, and forecasting. It also demands soft skills necessary for communi‐cating with PIs and sponsors, as well as relevant in‐tra‐institutional offices. Finally, a good post‐award manager would proactively inform pre‐award activi‐ties, thus truly participating in the life cycle of spon‐sored research. Best practices in the following areas will be of focus: account reconciliation; developing projections; com‐paring budget to actuals; and award close‐out
Rady Rogers
Harvard University
Winning Strategies for Departmental Adminis‐trators: The Best Defense to Avoid Any Offense
Effective departmental level research administration is one of the key components of a compliant system for managing sponsored projects. The systems we employ to communicate, direct, project, review, re‐port on and manage our research programs strongly impact the quality of our oversight as research ad‐ministrators. This session will focus on tips & tricks from experienced departmental administrators – in‐cluding stories of success & failure – and strategies for effectively coordinating a busy research program.
Suzanne Araujo
Rhode Island Hospital
Lorraine Kiley, Boston Uni‐versity
26
26
SESSIONS
Pre-award
Budget Preparation ‐ mod‐ular versus detailed and what to include
Submitting a proposal, modular or detailed and what additional information should be included for both. Learning objectives: Differences in budgets and budget items based on types of submissions/sponsors When a modular budget is REQUIRED versus allowed Addi‐tional supporting documentation for different budgets based on items included in budget proposals.
Kyle Lewis,
Connecticut Children's Medical Center
Current and Pending/Other Support:
Challenges &
Best Practices
Current and Pending/Other Support reports can be challenging due to the various formats and types of in‐formation requested by Sponsors. For example, a PI could have an NSF proposal and a Just‐in‐Time request from NIH. Each report is different and yet contains the same basic information. The goal of this session would be to share and discuss best practices for generating Current and Pending/Other Support reports for Pro‐posals and Just‐in‐Time. The discussion will pose ques‐tions such as: How does one store and maintain pre‐ and post‐ award information that Sponsors request? What are the most efficient ways to create these re‐ports? Participants would be encourage to share their own tips and tools for managing Current and Pending/Other Support.
Stephanie Muto
MIT
Fear of Commitment Is including a percentage of salary really a commitment of time/effort being made at time of proposal submis‐sion? Or, are you proposing an estimate of cost to per‐form the project? Maybe both, or neither, depending on sponsor guidelines? Many institutions track com‐mitments made at time of proposal and throughout the life of the award. Is this necessary or required? What exactly is being tracked ‐ commitment of time, request‐ed compensation, data for current and pending sup‐port, time reporting on a progress report or allocation of salary during the award? Or some combination of all of these. This session will focus on the different, and sometimes conflicting guidance provided by sponsers and the associated risks of tracking and using commit‐ments to answer very different questions. Learning ob‐jectives: 1) Differences between commitment of time & allocation of salary; 2) Juxtaposition of faculty and ad‐ministration perspectives of "tracking" and reporting and 3) Basic understanding of the different agency per‐
Lisa Mosley
Yale University
Jeremy Forsberg
University of Texas
Dave Ngo
The New School
27
27
SESSIONS
Pre-award How did we ever agree to this? Avoiding Post Award Pitfalls BEFORE Proposal Submission
Have you ever wanted to shout "WHAT DID WE AGREE TO??" when reviewing or managing a new sponsored award? How many times have you been tasked with untangling difficult elements of a sponsored project? Did you ever just think, if only we talked about this during the proposal preparation stage? In this interactive session we will discuss what things can be avoided during proposal devel‐opment and contract negotiations to make manage‐ment of the project run smoother once awarded. Bring your pet peeves, suggestions to avoid them and questions!
Denise Rouleau
Tufts University Brandi Negron
University of
Massachusetts Lowell
Industry Sponsored Research Agreements: Compromising on Terms without Compro‐mising Academic Research Integrity
Explore creative solutions to vexing industry con‐tracting terms with this highly experienced legal ex‐pert in technology transfer in a University environ‐ment.
Kim Rosenfield, Dart‐mouth College
Managing Faculty Current & Pending Commitments & Disclosures.
How much is too much?
This session will focus on: NSF & NIH reporting re‐quirements; Major challenges institutions encounter in meeting the reporting requirements; Addressing what can be done to ensure the accuracy of current & pending support disclosures; Applicable external & internal policies and procedures at different organi‐zations related to current & pending commitments & disclosures to federal agencies, including all financial support and resources available in direct support of an individual's research endeavors and effort com‐mited to the projects; Issues associated with imple‐menting new or revised internal procedures on cur‐rent & pending support disclosures at departmental & central offices; and Best practices on effectively managing current, pending & other support disclo‐sures in a timely manner.
Patrick Fitzgerald
Harvard University
Elena Glatman
University of Massachu‐setts Dartmouth
28
28
SESSIONS
Pre-award Proposal Preparation, Review and Submission: Best Practices and Pitfalls to Avoid
This session will analyze the troublesome clauses of a FAR‐based procurement contract for research & development. Participants will gain a working un‐derstanding of some of the problematic and trouble‐some clauses encountered in Federal R&D Contract.
Michael Corcoran, MIT
Courtney Bensey, MIT
Troublesome Clauses Explore creative solutions to vexing industry con‐tracting terms with this highly experienced legal ex‐pert in technology transfer in a University environ‐ment.
Kim Rosenfield
Dartmouth College
Useful Tools during the Pre‐award Grant life cycle: Perspective from an Adminis‐trator who served in both Central and Department roles
Provide participants with a general overview of what a Grant Administrator can experience while serving in a pre‐award capacity along with tools that can be used in proposal development. This will also include examples, solutions for proposal development and an open discussion on what can be done to improve the pre‐award process. Who Should Attend: Begin‐ning research administrators in the field to four years o Objectives § What roles does a Grant Ad‐ministrator play in the pre‐award life cycle of the grant § What services can be provided to your de‐partment along with your research community § What are suggested timelines and Tools to meet pro‐posal submission deadline § How to build a grant budget and stay within sponsored budget limits * Budget Templates* § Ways to effectively work with the Central Office during proposal deadlines § Ways to improve the pre‐award process .
Chanda Robe, Boston Medical Center
29
29
SESSIONS
PUI Leading Research Administra‐tion at a PUI: Everything you wanted to Know But were Afraid to Ask
This will be a presentation about the challenges of lead‐ing research administration in a small school environ‐ment. Learning objectives: What elements have to be in place How to manage up Where to turn for help. To en‐sure a full discussion, please send questions in advance of the session to Elizabeth Demski at [email protected]
Elizabeth Demski
Wellesley College Michelle Auerbach Boston University
Mindset Matters: Empowering Faculty Grant Seekers for Suc‐cess
When we serve faculty grant seekers well, we boost their odds for success. A well‐timed grant award can take both their research and their careers to the next level. Getting an award notification feels amazing. The small invest‐ments we make in our faculty now can yield big results later, particularly when those investments are grounded in relationships of mutual trust. The panel will include a reflection on how our own mindsets can influence the experience of a faculty grantseeker, especially in the face of setbacks. We’ll talk about best practices and the best sources for keeping your skills and approaches fresh. Topics will include: ‐‐ Tools for demystifying the grantseeking process ‐‐ Strategies for empowering faculty grantseekers to learn and improve ‐‐ Techniques for modeling positive grantseeker habits + an iterative mind‐set ‐‐ Ideas for promoting grantseeker resources (both those that exist and those that we can customize or cre‐ate at low‐cost or for free) Finally, we’ll discuss the “nothing‐is‐wasted” approach to grantseeking, which ad‐vocates for a checklist‐driven debrief on “failed” grant proposals, to ensure that they bring about other benefits.
Mary Elizabeth Strunk Am‐herst College
Kiku Ichihara
Broad Institute
Funda Alp
Sacred Heart University
Ready or Not: The Push for Faculty to Pursue more Exter‐nal Funding at PUI
There is an increasing urgency to push PUI faculty to go after more research and other external grant funding. We know that grants that do not include large indirect cost funds are still significantly beneficial to the institu‐tion's bottom line, as they often directly support faculty scholarship, student engagement, fellowships, and college‐community partnerships. The co‐presenters will lead the discussion by sharing recent administrative changes and challenges at PUIs, whether one is at a private college or a state university. With limited resources, how do we in‐crease support for faculty research while sustaining other successful grant‐funded programs? How do we establish mutually agreed upon priorities for external funding pur‐suits? What methods can be more counter‐productive than helpful? Can we recognize when an opportunity is not a good fit, and when a faculty member is ready, or not?
Linda Marston
Echo Hill Group Karen Frank‐Mays
Fitchburg State University
30
30
SESSIONS
PUI
The Cradle to Grave Approach:
Working with the VA and Diverse Research
Populations
The strategic partnership between academic affilia‐tions and Principal Investigators present particular challenges and opportunities for the Sponsor Re‐search offices in NPs (non‐for‐profits). In order to cultivate a sustainable culture of collaboration be‐tween the PI, Sponsor, and Institutional leadership, the research administrator requires support and commitment from all of the research stakeholders.
Please note: The Session will be Followed by a Dis‐cussion Group
Geraldine Pierre
Moderator
Boston VA Research
Institute
Janet Bowne,
Boston VA Research
Institute
Starting from Scratch with a New PI
This discussion will focus on how to best reach out and work with faculty who have never stepped foot in a Sponsored Research office. We will trade tips & tricks on engaging beginner PIs to help them submit their first external proposal.
Rachel Girardi
College of the Holy Cross
Dalila Alves
Providence College
Whose Job Is It? Roles and Perspectives at a PUI
Using case studies and a healthy dose of humor, we will cover 'real life' scenarios of what goes down at PUIs on a daily basis. How do we manage compet‐ing requirements? This session will address Re‐search Administration challenges from different per‐spectives and provide pathways to common ground using specific strategies.
Pattie McNulty,
Concurrent Research
Sandra Castaldini,
Babson College
31
31
SESSIONS
Special Topics
Building a Learning Com‐munity: One University’s Method
How does an atmosphere of learning and growing in the Research Administration field happen in a university set‐ting? In this session we will examine how Tufts Universi‐ty’s professional development has evolved over time and across multiple campuses in the ever changing field of re‐search administration.
Jori Barabino,
Tufts University
Denise Rouleau,
Tufts University
How you can implement flexible work arrangements to help achieve business goals and optimize engage‐ment?
The Office of Research Administration at Harvard Medical School, a growing office of more than 25 people, is fully en‐gaged in a TeleWork Model, with staff working remotely between 1‐3 days per week. Learn how to develop a solid Flex Work Proposal. Hear the feedback we’ve gathered over the last 18 months. Discover how this tool is working to‐ward our institution’s sustainability goals and commitment to the employee wellbeing. The Flex Work Proposal is not a one‐size‐fits‐all document but it can help launch and guide your engagement. We will outline and discuss how it can: Assist your team in thinking through/developing spe‐cific flex work proposals; Guide managers in evaluating flex work proposals objectively and equitably; Ensure equitable treatment for all staff who propose flex work; Help manag‐ers who are reviewing multiple proposals in understanding overall team and operational impacts; Enable successful implementation of flex work through improved clarity and alignment on the specifics; Serve as a basis for ongoing con‐versations between staff and managers. Leave with tools to begin conversations in your own environments and institu‐tions, devise strategies, and implement solutions that will work for your specific case.
Christina Kennedy
Harvard Medical School
Ivona Jukic
Harvard Medical School
Managing Change in Re‐search Administration
The pace of change in universities is accelerating. These changes run the gamut from integrating or spinning off ar‐eas of the university to introducing new operating models, policies, business processes and technology platforms. As research administrators, we need to adapt our institutions and our operations to change on an ongoing basis. Navi‐gating change is both an art and a science. In this session, we will define “change management” and discuss strategies and methods tailored to a university setting where govern‐ance is highly decentralized. We will draw on recent expe‐riences at a range of universities to explore best practic‐es. Participants will walk away with a clearer understand‐ing of the factors that should be considered when develop‐ing a change management plan and guiding principles for facilitating change.
James Kemp, Managing Director, Higher Edu‐cation, Deloitte Con‐sulting
Jill Mortali, Director, Office of Sponsored Projects, Dartmouth College
32
32
SESSIONS
Special Topics How to Survive as a Middle Manager in Research Administration
You've just been hired to run the Office of Sponsored Programs or a clinical department at an R1 institution, or maybe you have been tasked with building a re‐search administration infrastructure at a PUI, or may‐be you run the lifecycle office for a school, college or division. After a short time in your new role, the en‐thusiasm starts to fade as you realize you're trying to survive out in the wild, wild west. It seems like any‐thing goes. The answer changes depending on who you talk to and you finally realize that the job is yours to do and the politics have to be navigated. How do you survive as a middle manager in this environment? How do you protect the institution from itself, when you don't have the final say? This is an interactive session where together we can commiserate (using Vegas rules) and come up with survival techniques (and best practices).
Melissa Spragens
UMASS Medical
Samantha Westcott
CalTech
Recruiting, Diversity &
Inclusion
This interactive session will look at how to build that support and discuss the cradle to grave approach in managing diverse grants and contracts challenges in Non‐Profits similar to PUIs and other emerging insti‐tutions.
TBD
The Love Triangle ‐ family‐work‐school: Juggling the balance for emotional sanity while working in Higher Ed‐ucation
Are you trying to accomplish everything at once? Do you want to have a family while you are studying for your degree(s) and trying to accomplish your career goals? Are you in the trenches and feeling guilty when you are in one place and feel that you should be in the other? Come listen and join the discussion with some‐one who has done it all! My motto is “It’s never too late, and if I can do it, anyone can do it.” For those of us who work at a university, we often have the option and luxury to nourish all three of these important as‐pects of our lives. Whether it is tuition remission or the physicality of being on campus to take classes, many of us have taken advantage of this unique op‐portunity. Please join us in a presentation and discus‐sion that will include perspectives from different gen‐erations of how we have overcome these obstacles and challenges and lived fulfilling lives with our children, completed degrees and thrived in our jobs at the uni‐versity.
Sheryl Mendlinger Northeastern University
Yael Magan, Esquire
33
33
SESSIONS
Special Topics Using Data and Metrics to
Monitor Performance, As‐
sess Financial Manage‐
ment & Identify Compli‐
ance Risk Areas
Over the past years, research organizations have im‐plemented electronic systems to replace paper‐based processes and improve financial management both ret‐rospectively and prospectively. While this transition has mainly been recognized for improving organiza‐tional efficiency and management, another major ben‐efit is the vast quantity of financial and administrative data now available to better manage the research en‐terprise, proactively identify risk areas, and aid in de‐cision‐making. This session is an update from last year’s session in the constantly revolving field of data analytics. We will focus on how one organization is currently using their data to monitor performance, as‐sess financial management, and identify compliance risk areas. We will also discuss a vision for using this data in the future and how our decision‐making thought process is evolving as new forms of financial and administrative data are being introduced to our research organization.
Gary Smith