October 28th, 2009

11:00 a.m.

McLean HospitalResearch Town Meeting

McLEAN HOSPITAL

Pierce Hall

McLean Research Day

January 28, 2010 1-5:30pm

Agenda

9:00 a.m. Poster set up begins in deMarneffe 132, central aisle and upper tier

1:00-2:50 p.m. Posters are presented with authors available to answer questions

(Refreshments served)2:50-3:00 p.m. Adjourn to Pierce Hall3:00-4:30 p.m. Brief research communications in Pierce

Hall4:30-5:00 p.m. Reception (Pierce Hall Foyer)

Agenda1. IntroductionScott L. Rauch, MD, President, Psychiatrist in Chief2. Student VisitorsShelly Greenfield, MD, MPH, Chief Academic Officer3. Partners Research Management and FinanceAndrew Chase, Corporate Director, Research Management

and Research Finance4. Open Forum / Q&APeter Paskevich, Sr. VP, Research Administration / All

McLEAN HOSPITAL

The Scientific Vision Committee

McLEAN HOSPITAL

The Scientific Vision Committee

The Research Finance Workgroup

McLEAN HOSPITAL

The Scientific Vision Committee

The Research Finance Workgroup

Pilot Department Budget Reviews

McLEAN HOSPITAL

The Scientific Vision Committee

The Research Finance Workgroup

Pilot Department Budget Reviews

deMarneffe II / Depression Center

McLEAN HOSPITAL

Student Visitors

Shelly Greenfield, MD, MPH,

Chief Academic Officer

McLEAN HOSPITAL

Shelly Greenfield, MD, MPH

Chief Academic Officer

McLean Hospital Student Visitor Program

Background

Federal Labor Law Requires:Volunteers cannot provide service to the

institution that would ordinarily be compensated employment

If a compensated person would perform the same job tasks, volunteers may not provide this service uncompensated

This violates federal labor laws

Liability to the institution

Purpose

McLean Hospital’s Academic Mission includes providing opportunities for undergraduate and graduate students to gain experience in a research environment to:

Enhance their education

Explore career options

Aims of the Student Visitor Program

To provide an opportunity for a balanced exchange of education and exposure to ideas between McLean Hospital and the Student Visitor

To allow researchers and program directors an opportunity to mentor undergraduate and graduate students

Who is Eligible?

Undergraduate and graduate students NOT seeking credit

Goal is for student to have educational experience and gain understanding of career goals

Under certain circumstances, high school students in their junior or senior year with parents’ permission (summer only)

Who is NOT Eligible?

Students who come to McLean for academic credit through a school do not need to utilize the student visitor program. We have existing mechanisms requiring an Affiliation Agreement between the school and McLean.

Students from outside the US. These students should be referred to Terry Bragg, Registrar.

People seeking experience in/exposure to a research atmosphere who may be rethinking their career, etc.

Initiation of Student Visitor Program Summer 2009

Formal application process, description of program, completion of human resources forms and requirements, and attendance at orientation

24 student visitors were hosted summer of 2009

Weekly seminar series was offered (6 seminars) with 50% attendance by student visitors

Student Visitor ProgramSummer and Academic Year

Summer experience – up to 40 hours per week for 1 to 3 months.

Academic year (not for credit)– permitted under certain circumstances: Enrolled Undergraduate – up to 2 days (or 16

hours)/week – usually no more then 2 semesters Undergraduate – Semester off – one semester Recent College Graduate – up to 3 days/week – no

more than 2 semesters Anything over 3 days/week for more than 2

semesters should be considered for a paid position (e.g., lab assistant)

General Application Process

Research Administration and CAO will circulate to PIs and programs a memo asking if you would like to receive submitted applications/CVs for students looking for student visitor opportunities

You will receive CVs and applications if you indicate interest

Student visitor program is NOT a match program. The office of the CAO/Research/HR do not match students to labs/programs. Only students who will be sponsored by a PI/ program mentor will be eligible

General Application Process

If a PI has a student they would like to host, they should download the Student Visitor Application from the Research intranet and ask the student to fill it out.

PI’s are responsible for interviewing potential student visitors.

The student visitor returns the completed application to Norma at (ndollardlaflamme@mclean.harvard.edu) with a cc: to Terry Bragg, Registrar, who reviews the application for eligibility.

General Application Process

Norma will notify the PI/program once the application is processed. The PI/program will then contact the student to inform them that they need to visit HR to complete a CORI form. Once the CORI clears, student visitors need to attend orientation.

NOTE: Student visitors are no longer permitted to start in the lab/program until both the CORI has cleared AND the student has attended orientation. CORI’s can take up to 4 weeks to clear and orientation is scheduled every other Monday.

General Application Process

Student Visitor Obligations

Fill out the CORI

Have health insurance

Attend orientation

General Application Process

PI’s/programs need to inform Norma of the student visitor’s last day at McLean.

Student visitors need to return their badge to Security on their last day.

A feedback form will be developed for student visitors to provide their feedback regarding the program.

Summer 2010

Student visitor applications will be accepted from:

February 1, 2010 to April 15, 2010

Remember: the process could take up to 2+ months (interview, CORI, orientation) so plan ahead.

Questions: Norma Dollard-Laflamme, 617-855-3259 ndollardlaflamme@mclean.harvard.edu

Reminders

Student visitors are not permitted to have access to patients’ medical records. They may not observe clinical staff in the provision of clinical services to patients (i.e. evaluations, family meetings, group or individual treatment) where protected health information is discussed.

Student visitors must wear their ID badges at all times.

Student visitors are not permitted to have keys and must have supervision.

Contacts

Office of the CAOShelly Greenfield, 617-855-2241 ………….....sgreenfield@mclean.harvard.eduNorma Dollard-Laflamme, 617-855-3259 ......ndollardlaflamme@mclean.harvard.edu

RegistrarTerry Bragg, 617-855-2183 …………………. tbragg@partners.org

Human ResourcesJean Mansfield, 617-855-3473 ………………

jmansfield@partners.orgNicole Lemmon, 617-855-4182 …………….

enlemmon@partners.org

Partners Research Management and Finance

Andrew Chase, Corporate Director, Research Management and Research

Finance

McLEAN HOSPITAL

Research Management UpdateMcLean Research Town MeetingOctober 28, 2009

Agenda

How is the research landscape changing?

What is Partners Research Management (RM) doing to improve service to Investigators?

What are some other RM initiatives and improvements that will better serve the research community?

Survey of 6,081 faculty in 2005 revealed that “42% of the time that faculty committed

to federal research was spent on administrative activities – not on active research.” (source: Federal Demonstration Partnership)

Federal Rules and Regulations

Day-to-dayLab Management

EffortReporting

PurchasingInstitutional IT systems

Proposals Submissions

Project Reporting

Research

Hiring Staff/Immigration

Sponsor IT systems Conflict of Interest

Institutional Policies and Procedures

Financial Management

IRB/IACUC

How is the landscape changing?

We need to work more effectively to change this…

How is the landscape changing at Partners?

Increasing

Sponsor

scrutiny adds

administrative

burden

Increase in Awards

+

Limited Staffing

+

Historical Backlogs

+

Inadequate IT Systems

IncreasingCompliance

Unsustainable Model

How is the landscape changing at Partners?

Improved Staffing

Elimination of Historical Backlogs

Enhanced IT Systems

Risk Management not Risk Aversion

New ModelTo better serve the Research Community…

Primary GoalMinimize administrative burden on Investigators

McLean and Partners RM initiatives

Systems

Launch InfoEd Proposal Development (PD) Phase 1 Streamline the submission process by enabling

electronic routing from DA/PI/Chief/RM Phase 2 Full rollout of system-to-system submissions for

NIH proposals

Rollout of InfoEd Proposal Tracking (PT) to McLean

Implemented PeopleSoft system for billing and cash management

Insight improvements Soliciting Investigator feedback on potential enhancements

McLean and Partners RM initiativesOn-site Resources Scheduled “office hours” to support John Cavanaugh and Raquel Espinosa Focus on financial management, effort reporting and compliance

Training for Department Administrators Research Management training

Quarterly – Ongoing courses on systems, policies and business processes Intensive two-week training for Department Administrators

Early 2010 – RM Training and Development team will conduct sessions at McLean (a few McLean DAs have attended the sessions at RM)

Specialized RM trainings will be tailored and rolled out to Hospital Department Administrators, including: Principles of Customer Engagement Team Building Communication Styles

Tools In the process of developing a PI toolkit for new investigators, which will

include important contact information, systems overview and description of Research Management support

What information would be most helpful?

We want your input

Your feedback is critical

We want to ensure that our planned improvements align with your priorities; address the core issues; and meet your expectations of a successful research operation.

Open Forum / Q&A

Peter Paskevich,

Sr. VP, Research Administration

Scott, Shelly, Andrew

McLEAN HOSPITAL

McLEAN HOSPITAL