Set a course for leadership, knowledge, and collaboration

Research Administration:

Leading Through a Sea of Change

NCURA Region I

Preliminary Program

May 1 - 4, 2016

Region I Meeting

Sea Crest Beach Hotel,

North Falmouth, Mass.

Greetings from Region 1 Join your colleagues for an informative, educational and

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Phone: (508) 540-9400

Toll-Free Reservations: (800) 225-3110

Directions:

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location/directions

Dear Friends and Colleagues,

We are thrilled to invite you to join us for the 2016 Region 1

Spring Meeting. The theme of the meeting is “Leadership

through a Sea of Change.” No matter what your current role,

whether you are a “newbie” or a “senior”, we can all benefit by

enhancing our skills. The program will include several ses-

sions and key note sessions on the topic of leadership.

Special thanks to our program committee for their hard work to

identify outstanding speakers and topics in all areas of re-

search administration .

We are pleased to announce the launch of the Julie Norris Memo-

rial Leadership plenary session. Julie was the Director of the Of-

fice of Sponsored Programs at MIT from 1994 to 2004 and

passed away on November 17, 2015. Julie was widely recog-

nized as one of the leading experts in the country on university

research administration and always gave generously of her

time and knowledge.

This year’s keynote address will be delivered by Gil Tran. The

always entertaining and knowledgeable Gil, is a senior policy

analyst with the Executive Office of the President, Office of

Management and Budget (OMB). Gil serves as the point of

contact for all Federal Agencies and the implementation of the

Uniform Guidance.

As you plan your trip to the conference, please reach out to us

with questions or suggestions. We look forward to welcoming

you at what will surely be a meeting to remember.

Sincerely,

Jill Mortali Louise Griffin

Dartmouth College University of New Hampshire

And the

NCURA Region I 2016 Program Committee!!

General Information

Spring Meeting Registration

Full Meeting Early Bird by 4/10/16 $450

Full Meeting Registration AFTER 4/10/16 $525

Day Registration

Tuesday Evening Banquet $90

Workshops (additional registration fee):

Workshop A: Essentials of Sponsored Research Administration (Full Day) - $270

Workshop B: International Research: What You Really Need to Know (Half Day) - $150

Workshop C: Budgeting for Excel (Half Day) - $150

Workshop D: Numbers Tell the Story:

How to Develop, Monitor and Manage Budgets for Sponsored Programs (Half Day) - $150

Workshop E: Special: Combine Workshop C & D (Full Day) - $270

Networking events

Sunday night reception

Hospitality Suite

Monday night event

Tuesday night dinner and dancing

Newcomer’s Reception

Program Committee Co-Chairs

Jill Mortali, Dartmouth College

Louise Griffin, University of New Hampshire

Compliance Track

Jennifer Donais, University of Mass. Amherst

Rachel Ackman, Mass. General Hospital

Clinical Research Track

Mary Mitchell, Partners Healthcare

Sheila Noone, Dartmouth College

Department Administration Track

Donna Smith, Mass. General Hospital

Lee Picard, Brandeis University

Financial and Post-Award Track

Patrick Fitzgerald, Harvard University

David Barnett, MIT

Pre-award Track

Colleen Sullivan, Dartmouth College

Lisa Thompson, Dartmouth College

PUI Track

Stacy Riseman, College of the Holy Cross

Penny Miceli, Keene State College

Special Topics

Ben Prince, UMass Medical School

Michael Glasgow, Univ. of Connecticut

Audiovisual Support

Elizabeth Haney, Middlebury College

Volunteer Coordinator

Denise Rouleau

Sponsor Coordinator

Patricia McNulty, Concurrent Research

Events Committee

Heather Arnold, Dartmouth College

Jeff Seo, Harvard Medical School

Lee Picard, Brandeis University

Sponsors

More to come...

OVERVIEW

Sunday May 1st

Start End Event

7:30 am Registration for all Attendees & Speakers 4:00 pm

8:00 am Continental Breakfast for Workshop Attendees Only 9:00 am

9:00 am

1:00 pm

Half day Workshops 12:00 pm

4:00 p,

9:00 am Full day Essentials Workshop 4: 30 pm

12:00 pm Sunday Lunch Served to all Workshop Attendees 12:45 pm

5:15 pm Newcomers Orientation Session 6:00 pm

6:00 pm Welcome Reception for All 8:00 pm

8:00 pm Hospitality Suite 11:00 pm

Monday May 2nd

Start End Event

7:30 am 4:00 pm Registration for all Attendees & Speakers

7:00 am 8:00 am Yoga

7:30 am 9:00 am Continental Breakfast

9:00 am 9:15 am Welcome Address

9:15 am 10:30 am Plenary Julie Norris Memorial Lecture: Leadership in Research Administration

10:45 am 12:00 pm Concurrent Sessions

12:00 pm 1:00 pm Awards and Recognition Lunch

1:00 pm 2:00 pm Concurrent Sessions & Discussions Groups

2:00 pm 2:30 pm Break with Coffee, Vendor Area

2:30 pm 3:30 pm Concurrent Sessions & Discussion Groups

3:30 pm 3:45 pm Break

3:45 pm 5:00 pm Concurrent Sessions

6:00 pm 8:00 pm Dinner Groups (sign up by 12 pm on Monday)

8:00 pm 12:00 am Networking and Socializing Event– Featuring NCURA’s Region I Band!!!

OVERVIEW

Tuesday May 3rd

Start End Event

7:30 am Registration for all Attendees & Speakers 4:00 pm

8:00 am Breakfast Roundtable Discussion Groups 9:00 am

9:00 am Keynote: Gil Tran, OMB and Leading Through Change 10:30 am

10:30 am Break, Vendor Area 10:45 am

10:45 am Concurrent Sessions/Discussions Groups 12:00 pm

12:00 pm Lunch 1:00 pm

1:00 pm Concurrent Sessions/Discussion Groups 2:00 pm

2:00 pm Break, Vendor Area 2:15 pm

2:15 pm 3:30 pm Concurrent Sessions/Discussion Groups

3:30 pm 3:45 pm Break with Coffee, Soda, Water, Snacks

3:45 pm 5:00 pm Concurrent Sessions/Discussion Groups

5:30 pm 6:30 pm Pre-Banquet Networking Reception

6:30 pm 11:00 pm Leading through a Sea of Change: Dinner & Dancing

Wednesday May 4th

Start End Event

8:00 am 9:00 am Registration for all Attendees & Speakers

8:15 am 9:30 am Region I Business Meeting & Breakfast

9:30 am 10:30 am Concurrent Sessions./Discussion Groups

10:45 am 11:45 am Concurrent Sessions/Discussion Groups

12:00 pm Ipad Raffle & Adjournment

SUNDAY MAY 1

Pre-conference Workshops

Half-Day Workshops

9 am—12 pm

Workshop 1 Excel for Budgets Microsoft Excel for Research Administrators: This half-day hands-on workshop will cover a range of topics and tips for producing effective, useful spreadsheets and reports. The 4-hour session covers basic functions, formulas and commands to provide a foundation for developing practical budget templates and proposal and award reports. In addition, we’ll provide hands-on tutori-als for intermediate/advanced topics (macros, pivot tables, forms) and demonstrate how Excel can be used in conjunction with other applications (e.g., Access and Adobe) to produce forms and standard reports.

Rady Rogers, Research Administration Consulting Specialist, Harvard University Olga Klas, FASTRAC Research Administration Consultant, Harvard University

1 pm—4 pm

Workshop 2 Numbers Tell the Story: How to Develop, Monitor and Manage Budgets for Sponsored Programs Budgets are essential components of any sponsored project. They are the financial expression of the statement of work. The ability to develop the budget that directly relates to the pro-posed work enhances the chances of being funded and can allow for modification flexibility during the execution of the project. This workshop will help to hone the skills needed during various phases of the project lifecycle from idea to closeout. We will explore techniques for interpreting the goals of the investigator, budget development, comparing proposed and actu-al budgets and monitoring the progress of a project through numbers, analyze real-life situa-tions and discuss potential solutions.

Shella Batelman, Sr. Research Administrator, Beth Israel Deaconess Medical Center Patricia McNulty, Concurrent Research Robert Stemple, Attain

Workshop 3 Managing International Research Programs This workshop will provide a framework for conceptualizing, approaching and enacting inter-national programs at a university or college engaged in research and educational activities. Portions of this framework can also be applied for non-profit and other research institutions. We will discuss the many ways in which an international program or project is created and implemented. Based on the overview, this session will used an issue-based approach to investigate the prac-tical realities of handling international work and international entities in four key areas likely to arise in sponsored international program management: • Allowable Cost Budgeting and Currency Exchange • Subrecipient Monitoring and Overseas Entity Establishment (General) • Employment and Timetracking • Reporting and Audit

Tiffany Blackman, Grants and Contracts Officer, Manager of International Operations Harvard University Roseann Luongo,

Associate Director,

Training and Compliance,

Harvard University

SUNDAY MAY 1

Pre-conference Workshops

Full Day Workshop 9 am– 4 pm

Workshop 4

Essentials in Research Administration

Individuals involved in research administration are faced with a multitude of challenges: becoming knowledgeable about federal regulations and individual agency requirements, providing assis-tance to faculty, gathering information, administration of awards, and more. The purpose of this program is to provide participants with a broad overview of the various aspects in-volved in sponsored projects administration, including coordina-tion and review of proposals and proposed budgets, negotiation and acceptance of awards, financial and administrative manage-ment, closeout and audit, as well as the relevant compliance is-sues. Who should attend: Newcomers involved in research ad-ministration at colleges, universities, or teaching hospitals, or individuals looking for a broader understanding of the field.

Karen Woodward Massey, Financial Associate, Harvard University Susan Zipkin, Associate Director,

Boston Medical Center

Julie Norris Keynote on Leadership

Please join us for a special keynote address as we open our conference

on Monday. Some of Julie’s closest friends and colleagues will present

on leadership. Whether you knew or worked with Julie or not, you will

gain valuable insight into developing your own leadership skills.

MONDAY MAY 2

Keynote, Concurrent Sessions

Conference Opening

Julie Norris Memorial Plenary on Leadership in Research Administration

Leading Through a Sea of Change

Three senior research administration professionals will present an inspirational key note address on leadership quali-

ties and what they have learned from mentors and given to their teams

Concurrent Sessions 10:45 –12:00 pm

Clinical

Research

Introduction to Industry Clinical Trials for Grant Administrators

This session will serve as a primer for Grants Administrators who are not currently in-

volved in industry clinical trial administration but are interested in moving into a central

Clinical Trials Office (CTO) or are at the department level providing support to PIs. The

focus will be on primarily on pre-award issues: budget development, conducting a MCA

Coverage Analysis, contract negotiation and other topics unique to working with a spon-

Suzanne Morin, Director,

Clinical Trials Office, Partners

HealthCare

Compliance/

Ethics

Dual-Use Research of Concern - Preparing for and Supporting DURC as a

Department Administrator

This session will provide a practical overview of the DURC regulatory require-

ments, and will reflect on the speaker's experience navigating potential DURC-

designated projects.

Timothy Brauns,

Associate Director, Vaccine and

Immunotherapy Center,

Massachusetts General Hospital

Department

Administration

Numbers Tell the Story: Do’s and Don’ts of Budgeting

Budgets are essential components of any sponsored project as the financial expression of

the statement of work. The ability to develop a budget that expresses the proposed work

enhances the chances of being funded and can allow for modification flexibility during the

execution of the project as well. Monitoring and managing the budget during the lifecycle

of the award, while ensuring adherence to sponsor guidelines is paramount to the success

of the project. This session will summarize the techniques for interpreting the goals of the

Investigator via budget development, monitoring the progress of a project through num-

bers, analyze real-life situations and discuss potential solutions. **It is recommended par-

Shella Batelman,

Sr. Research Admin.,

Beth Israel Medical Deaconess

Patricia McNulty,

Concurrent Research

Robert Stemple,

Attain

Federal Update National Science Foundation Update Beth Strausser Senior Policy Specialist NSF Policy Office

Pre-award PCORI Overview and Application Submission Process

This session will provide an overview of the Patient-Centered Outcomes Research Insti-

tute (PCORI)—its mission, vision, and purpose. Participants will learn about PCORI’s ap-

plication and LOI process, including programmatic requirements for completing required

templates such as research plans and budgets, and administrative requirements for for-

matting and submission.

James Hulbert Assistant Director, Policy and Planning, Contracts Management and Administration, Patient-Centered Outcomes Research Institute (PCORI)

Gunta Liders,

Associate VP for Research Admin.

University of Rochester,

Jane Youngers,

former Assistant VP for Research Admin.

University of Texas Health Science Center

at San Antonio, Texas

Kim Moreland,

Associate Vice Chancellor,

University of Wisconsin-Madison

MONDAY MAY 2

Concurrent Sessions, Discussion Groups

Awards and Recognition Lunch 12:00 pm—1:00 pm

Concurrent Sessions 1:00 pm—2:00 pm

Compliance Managing Data Use and Access in Research

This session will provide a forum to discuss best practices, compliance pitfalls, and strate-

gies for managing data use and access in research, within the requirements of the law,

typical institutional policies, and sponsor terms and conditions.

Kristen Bolt,

Research Data Consultant

Special Topics How May We Serve You? Changing the Focus from Service to Profession

We, research administrators, pride ourselves in being professionals. We gather to im-

prove ourselves, expand our knowledge base and to promote our profession. Often times

we focus on the service component with job descriptions seeking “service oriented”, cus-

tomer focused”, “client-driven” staff that also happens to know how to deal with the com-

plexities of our industry. While no one wants a team of people unwilling to be helpful, it

is our knowledge, experience and professional skills that our institutions rely upon. Em-

phasis on professionalism rather than “servicing” might strengthen our position within the

institutional hierarchy and consequently enhance our ability to perform at the highest

level of excellence with a greater professional satisfaction.

Shella Batelman, Sr. Research Administrator Beth Israel Deaconess Medical Center Pattie McNulty, Concurrent Research Stephanie Wasserman, BIDMC

Pre-award NIH Public Access Policy and PubMed Central

NIH makes the peer-reviewed articles it funds publicly available on the National Library of

Medicine's PubMed Central. The NIH Public Access Policy requires investigators to sub-

mit final, peer-reviewed journal manuscripts that arise from NIH funding to PubMed Cen-

tral immediately upon acceptance for publication. Lack of compliance will result in a delay

of funding. In this session, we will talk about when to comply with this policy, how to suc-

cessfully submit articles through the NIH Manuscript Submission system to PubMed Cen-

tral, and how to obtain and document the PubMed Central ID (PMCID).

Heather A. Arnold, M.Ed. Assistant Director, Office of Sponsored Projects Dartmouth College

Financial &

Post-Award

Administration

Service Centers: The Not So Simple Basics

The session is a beginner’s guide to operating or overseeing scientific service centers. Ser-

vice Centers are internal operating units that sell goods or services to members of the re-

search community or other users. The costs of providing the products/services are allocat-

ed to the users based on established billing rates. How are service centers established?

How are rates set? What rules govern the operations of service centers? What are the

common pitfalls? What does it mean to be compliant?

Sarah Axelrod, Int. Dir. Office for Spon. Pro. Director of Cost Analysis and Compliance, Harvard University Zach Belton, Director, Huron Consulting Group

Clinical Research

Research Billing Compliance Basics of Clinical Trial Billing and Coverage Analysis Clinical research and trial billing rules play an increasingly important role in research compliance. Research administrators may benefit from a basic understanding of CMS re-search billing rules, including CMS coverage analysis and policies. This session will intro-duce attendees to the history, regulations, guidance and tools that are part of an effective and compliant billing program.

Beth Belt Director Huron Consulting Group

Coffee and Refreshment Break with Vendors/ Sponsors 2:00 pm—2:30 pm

MONDAY MAY 2

Concurrent Sessions, Discussion Groups

Concurrent Sessions 2:30 pm—3:30 pm

Federal Discussion Group with NSF Policy

Beth Strausser

Senior Policy Analyst,

National Science Foundation

Compliance/

Financial

Managing Salary and Effort on Sponsored Projects Doyle Smith, Director,

Maximus Consulting

Financial & Post

-Award Admin-

istration

Service Centers: The Not So Simple Basics

This discussion session is a follow-on to the concurrent session "Service Centers: Not So

Simple Basics." The presenters will meet with individuals to discuss specific issues related

to service center operations and will be available to answer questions from the concurrent

session. Participants in this discussion group do not have to attend the concurrent session

of the same name.

Sarah Alexrod,

Interim Dir. OSP and Dir. of

Cost Analysis and Compli-

ance,

Harvard University

Zach Belton,

Director,

Huron Consulting Group

Pre-award Proposal Preparation Tips from the Reviewer's Perspective

This session will share tips for proposal preparation including sponsor requirements and

best practices for internal review to ensure reviewer’s criteria are met.

James Hulbert Assistant Director, Policy and Planning Contracts Management and Admin. Patient-Centered Outcomes Research Institute (PCORI) Co-Presenters, TBD

Department

Administration

Export Controls When You're Not in Charge

Do you get intimidated by export control terminology such as ITAR, EAR, OFAC, ECCN,

deemed exports, etc? Do you interact on a daily basis with faculty, but just hearing the term

"export controls" from your central research administration office terrifies you? This session

focuses on the day-in-the-life scenarios department administrators might encounter but

aren't aware how they relate to export controls. We will provide basic tools and knowledge

on export controls which the department administrator can take back with them and im-

mediately use. This session will be very interactive with Q&A discussions and case studies.

Participants are encouraged to ask questions and provide real-life scenarios for open discus-

sion.

Denise Moody,

Sr. Director of Research Com-

pliance, Harvard University

Rachel Ackman,

Senior Compliance Associate,

Mass. General Hospital

Break 3:30 pm —3:45 pm

Sessions from 3:45 pm—5:00 pm on next page

MONDAY MAY 2

Concurrent Sessions, Discussion Groups

Concurrent Sessions 3:45—5:00 pm

Senior Senior Leadership Forum - Current and emerging topics in Research Administra-

tion

Chaired by Patrick Fitzgerald, Associate Dean for Research Administration, Faculty of Arts and

Sciences, Harvard University and Louise Griffin, Senior Director for Research and Sponsored

Programs, University of New Hampshire, this session is for senior level research administrators

(director level and above) who will candidly discuss how their institutions successfully navigate

through the most challenging areas of Research Administration and share ideas and best practices

for implementing the emerging policy changes that have recently occurred or are on the horizon.

Please email Louise Griffin (louise.griffin@unh.edu) to register and include topics for discussion.

Patrick Fitzgerald, Associate Dean for Research Administration, Harvard University Louise Griffin, Senior Director for Research and Sponsored Programs, University of New Hampshire

Special Topics Using Data and Metrics to Aid in Decision Making and Improve Research

Administration

Over the past years, research organizations have implemented electronic systems to replace

paper-based processes and improve financial management both retrospectively and pro-

spectively. While this transition has mainly been recognized for improving organizational

efficiency and management, another major benefit is the vast quantity of data now available

to better manage the research enterprise and proactively identify risk areas. This session

will focus on how one organization is currently using their data to monitor performance,

assess financial management, and identify compliance risk areas. We will also discuss a

vision for using this data in the future. In addition, we will present other methods for col-

lecting data, such as performance surveys, that are used to drive organizational improve-

ment.

Gary Smith

Sr. Administrative Director

Mass. General Hospital

Jonathan Kutrubes

Associate Director, Research

Analytics

Partners Research Manage-

ment

Compliance/

Financial & Post

Award

Subrecipient Monitoring in 2016

Subrecipient Monitoring has been receiving a lot of attention with the increased emphasis

in uniform guidance on the subject. This session is geared toward finding a balance be-

tween implementing an effective program that mitigates risk and continuing to work to-

wards increased efficiencies in sponsored programs offices. We will focus on making a de-

termination of high vs. low risk at the entity level, the project level and systems and re-

sources to track these designations.

Amanda Humphrey, Asst. Dir. Research Compliance Harvard Medical School

Financial & Post

-Award Admin-

istration

The Treatment of Utility Costs at Institutions of Higher Education and the

Utility Cost Adjustment

In their response to OMB-2015-001 the Council of Government Relations (COGR) stated

that the Utility Cost Adjustment (UCA) may be the single most confusing section of Uni-

form Guidance. This session will focus on what UCA really means, how it is calculated and

other opportunities for IHE to improve the identification and recovery of Operation and

Maintenance Costs.

Anthony Benigno, Attain

Department

Administration

Tips and Tricks for New DGA's: From Slamming Fists to Getting Hugs

This session will provide new department grant administrators (DGAs) with information

that can be used to: build relationships with PIs; improve collaborations; and increase work

efficiency. Learning Objectives: The learning objectives of this session are for new DGAs to

be able to identify and apply tips for: communication; time management; partnering with

Central administration; and partnering with other DGAs. These objectives will be accom-

plished through tools and case studies. "

Kimberly Davey,

Grants Manager, Connecticut

Children's

Kara E. Charmanski, Grants

Manager Human Nutrition

Research Center on Aging,

Tufts University

TUESDAY MAY 3

Concurrent Sessions, Discussion

Breakfast Roundtable Discussions 8:00 am—9:00 am

TBA: Current Topics in Post Award Administrator, Managing Your Demanding

Role, Master of Science in Research Administration: Confessions of a Recent Grad-

uate, Hot Topics in Compliance and More!

Keynote Address:

Gil Tran, Senior Policy Analyst,

Office of Management and Budget

9:15 am—10:30 am

Concurrent Sessions 10:45—12:00 pm

Clinical

Research

NIH Contact Compliance Issue: FISMA Requirements

Using a case to kick off discussion and identification of issues, this session will

provide an overview of basic NIH contract FISMA clauses; FISMA security, risk

assessment, personnel, and training requirements at different points in the award

lifecycle: pre-award, contract execution, and annually; data breach/incident re-

porting requirements; and tools and recommendations for PIs and department

administrators to ensure FISMA compliance.

Christine Chateauneuf, Information Security Officer, Partners HealthCare Jennifer Mahoney, JD, Compliance Officer, McLean Hospital Mary Mitchell, Corporate Director, Research Compliance, Partners HealthCare

Federal NIH Update

Video Conference with Live Q&A

Michele Bulls, Office of Policy for Extramural Research Administration, National Institutes of Health

Financial & Post

-Award Admin-

istration

Community Engagement and Involvement

This session will be on community involvement and engagement. I'm putting this

session in as a placeholder while awaiting information from the presenters.

Pam Schickling,

Assistant Controller, MIT

Tim Vacha,

Manager of Sponsored Accounting,

MIT.

Special Topics Using Data and Metrics to Aid in Decision Making and Improve Re-

search Administration

This is a continuation of the previous concurrent session. This session will provide

the opportunity for panelists to answer questions and discuss how one organiza-

tion is currently using their data to monitor performance, assess financial manage-

ment, and identify compliance risk areas.

Gary Smith

Sr. Administrative Director

Mass. General Hospital

Jonathan Kutrubes

Associate Director, Research Analytics

Partners Research Management

Lunch 12:00 pm—1:00 pm

TUESDAY MAY 3

Concurrent Sessions, Discussion Groups

Discussion Groups 1:00 pm—2:00 pm

PUI Do I need a Faculty Advisory Committee?

What are the benefits of establishing and working with a Faculty Advisory Committee for

sponsored research ? In a small college, sponsored research support is often more important

to faculty than to the administration. Can a group like this give faculty a voice in developing

and advancing the strategic direction of sponsored research on your campus?

Elizabeth Demski, Director, Office of Sponsored Research, Wellesley College

Financial &

Post-Award

Administra-

tion

P-card Fraud: Is Your Department or University at Risk?

PCards are a convenient method for paying for eligible goods and services in support of Uni-

versity business, including Sponsored Research. The PCard’s efficiency and ease of use reduce

administrative burdens on the University however also expose the University to risk. What

are the potential risks associated with University PCard programs? What does PCard fraud

look like? How would I detect it? How could I prevent it? Come join us for an interactive

Nuala McGowan, Sr. Dir, Research Finance and Compli-ance, Harvard University Michael Monaghan, Dir. of Financial, Operational and Compliance Audit, Harvard University

Financial &

Post-Award

Administra-

tion

Post-Award 101

Discussion Group on the Post Award process from Notice of Award to Closeout and every-

thing in between. Reviewing the process once NOA is received, how to work with institu-

tions' sponsored programs office to setup the award, some tools and references available

while managing grant accounts, the Post Award Management/Monitoring activity). The

presentation will provide examples for the Post Award Management/Monitoring activity with

detailed justifications for proper approvals when making changes from original proposed/

awarded project, especially changes that alter the scope of the project.

Kyle Lewis, Grants and Contracts Assistant, University of Connecticut Deborah McIntosh, Post-Award Manager, College of Liberal Arts , University of Connecticut

PUI Export Control Compliance at PUIs

In this interactive presentation and discussion group, we will first describe the legal frame-

work of export controls. We will then identify areas of risk for PUIs. Finally, we will discuss

how to implement these requirements and minimize risk given limited human and financial

resources at PUIs and take questions from the participants about their specific challenges.

Elizabeth Haney, Associate Director of Grants and Sponsored Programs, Middlebury College

Department

Administra-

tion

Nurturing the Partnership between the Central and Departmental Research

Administration Offices

This session will focus on several dynamics needed to nurture an effective working relation-

ship between the central and departmental office. Discussions will focus on common barriers

to the partnership and key dynamics to making these relationships work effectively such as

training, communication, customer service and increased collaboration. Participants for the

discussion panel will comprise of department and central research administrators from re-

gion I institutions who will present scenarios and respond from their own perspectives in an

open and honest discussion.

Geraldine Pierre, Grants and Contracts Manager Boston University School of Public Health Myriam Paul, Staff Accountant Sponsored Accounting, MIT Kirsten Levy, Senior Research Administrator Office of Spon-sored Programs, Boston University

Concurrent Sessions 2:15 pm – 3:30 pm

PUI The Write Stuff: Developing a Faculty Writing Group to Increase Scholarly

Production

Providence College supported a faculty writing retreat and writing cohort over Academic

Year 2015-2016 to stimulate and support faculty writing. Presenters from the office of spon-

sored research & programs office, academic support services which houses the College’s writ-

ing center, and a faculty member who served as a faculty leader with the inaugural writing

cohort will discuss project implementation, preliminary impact on faculty, and tips to consid-

er if developing a similar program at your institution.

Dr. Kris Monahan, Dir. of Spon. Research & Pro-grams, Dr. Robert Hackey, Professor of Health Policy & Management, Dr. Bryan Marinelli, Dir.of Academic Support Ser-vices, Providence College

TUESDAY MAY 3

Concurrent Sessions, Discussion Groups

Concurrent Sessions 2:15 pm—3:30 pm (continued from previous page)

Compliance/

Ethics

Balancing institutional risk and administrative burden for IACUC/IRB com-

pliance

This session will provide an understanding of evaluating institutional risk in the IRB and

IACUC contexts, while considering the administrative burden of reducing those risks.

Denise Moody, Sr. Dir.of Research Compliance, Harvard University Shannon Sewards, Director of IRB Administration, Harvard University

General Uniform Guidance: Strategy and Implementation Update

This session will discuss major issues in the guidance and provide news on recent develop-

ments in the dialogue with Federal agencies and OMB and COFAR. The panel will offer

information and experiences about "What Have We Been Doing and What Are the Challeng-

es? Procurement, Subrecipient Monitoring, Conflict of Interest, Closeouts, Compensation

and other topics will be discussed.

Mark Davis,

Attain

Clinical Research

Clinical Trials Regulatory Issues for Grants Administrators

This session will prove an overview of clinical trials regulatory issues for Grants Administra-

tors who are not currently providing support to PIs with clinical trials and to seasoned GAs

looking for a refresher. The session will include topics such as Good Clinical Practice, FDA

IND and IDE requirements, Preparing for and Surviving FDA Inspection, ClinicalTrials.gov

registration and reporting requirements, and use of controlled substances in research, and

connecting with your institution's QI program in the Human Research Affairs/IRB depart-

ment.

Sarah A. White, MPH, Director, Quality Improvement Program, Human Research Affairs, Partners HealthCare Emily Ouellette, JD, Assistant Director, Quality Improvement Program, Human Research Affairs, Partners HealthCare

Concurrent Sessions 3:45 pm – 5:00 pm (continues on next page)

PUI Managing Growth and Change in a Small OSP

"You cannot step twice into the same rivers; for fresh waters are flowing in upon you." So

said the ancient Greek philosopher Heraclitus. He also thought all things in the universe

were made of ever-living fire, which suggests he had preternatural insight into what work

would be like for research administrators at a PUI. If change is the only constant, how does

one plan for it and exert mastery over it? Managing growth and change can imply several

types of management: managing down, managing up, managing expectations, managing

oneself. This presentation will touch on all of these, drawing not only on personal experience

but on the wisdom of the ages.

Joseph Tomaras, Director of Sponsored Pro-grams and Research Compliance, Bates College Linda Crocker, Grants Coordinator, Worcester State University

Special Topics Leading and Listening: Community Engagement for Research Administra-

tors

Research administrators serve many communities, such as faculty, departmental staff, and

institutional leadership. We work with these partners on both the micro level (individual

proposals for funding), and macro level (sharing and explaining agency and internal policy

updates). In order to effectively do this work, we must remain fully engaged with these dis-

parate groups of constituents, no easy task when paired with our many other duties. Effec-

tive community engagement involves activities designed to give information to a communi-

ty, as well as activities designed to learn from a community. In this session we discuss how

to engage with your community authentically, and will identify several key community en-

gagement techniques for research administrators to use when working with the communi-

ties they serve. Drawing from a community engagement case study at Tufts University, we

will evaluate what techniques work well for different groups of stakeholders. We will analyze

how community engagement can be used by research administrators to both instruct their

communities and gain needed insight from them.

Zoya Davis-Hamilton, Senior Associate Director, Research Administration, Tufts University Sarah Marina, Assistant Director, Research Development, Tufts University

TUESDAY MAY 3

Concurrent Sessions, Discussion Groups

Concurrent Sessions 3:45 pm—5:00 pm (continued)

Compliance/

Ethics

Analyzing Relatedness under PHS Financial Conflict of Interest Regula-

tions

Under PHS FCOI regulations, funding recipient institutions must solicit, review and evalu-

ate significant financial interests disclosed by research investigators. Institutions specifical-

ly bear the responsibility of evaluating whether or not a disclosed significant financial in-

terest is related to the PHS-funded project. This session will address a framework for such

evaluations and best practice information.

Jennifer Ryan, J.D., Director of Research Integrity, Harvard Medical School Jules Blythe, MSc, MA, Associate Director of Research Operations, Office of Research Integrity, Brown University

Pre-Award Identifying and understanding problematic grants and contracts language

This session will address some of the common problematic grants and contracts language,

a Department Research Administrator encounters, such as intellectual property clauses, PI

questions on export controls, confidentiality provisions, publications rights, problematic

FAR clauses and complex terms and conditions of awards. At the end of the session, a par-

ticipant should have a general understanding of how to approach and administer complex

contract language.

Geraldine Pierre, Grants & Contracts Manager, Health, Law, Policy and Manage-ment, Boston University School of Public Health TBN, Co-Presenter

Financial & Post

-Award Admin-

istration

Post-Award Tools and Systems:

This session would give the audience the tools necessary to unlock their inner creativity to

build a system from the ground on up for their own use (or to be distributed elsewhere)

resulting in workload efficiency and office transparency. Topics to be covered include:

shadow systems, reconciliation tools, salary projections and proposal templates.

Patrick DeCoste,

Grants Manager

Boston University

WEDS. MAY 4

Concurrent Sessions, Discussion Groups

Concurrent Sessions 9:00 am— 10:15 am

PUI Developing Financial Research Administration Functions at PUIs

Attendees will be led through a discussion of strategies to assess the post award opera-

tions at PUIs to assist in identifying opportunities to improve service to the faculty,

mitigate financial compliance risk, improve administrative and financial management,

and enhance operational performance. The information will be presented through the

lens of individuals that have either participated in the assessment of the financial land-

scape of PUI finance, or have made the transition from having no dedicated resources

to putting the resources and infrastructure in place. This interactive concurrent session

will focus on positively impacting the management of financial research administration

functions through the use of relationship-building strategies. Learning Objectives:

Participants will take away concepts to improve organizational awareness and under-

standing of the importance of financial compliance at a PUI. Participants will take

away strategies to assess the post award operations.

Moderator: Kris Monahan, D irector of Research & Programs, Providence College Joyce H. Ferland, Administrative Director of Research Operations, Massachusetts General Hospital, Radiology Research Administration Robert Stemple, Senior Consultant, Attain L.L.C.

Special Topics FAR and Troublesome Clauses

Review of Troublesome Clauses found in Federal Award Agreements

Michael P. Corcoran Assistant Director, OSP MIT Erin Hall Sr. Contract Specialist , OSP MIT

WEDS. MAY 4

Concurrent Sessions, Discussion Groups

Concurrent Sessions 9:00 am — 10:15 am

Pre-Award Hot Topics in Pre-Award TBA

Department

Administration

Tackling the Administrative Burden on the Research Enterprise: One AMCs

Plan

Utilizing Isuggest as a tool to work through issues which may be impeding research. Working

with the community and implementing changes to process and policies based on feedback from

the community. Learning Objectives: Attendees will come out of the discussion with a greater

sense of why and how using communication can be effective to helping refine and improve

administration to improve and reduce the frustration levels of all to allow better relationship

building and team approached improvements to support research and promote efficient admin-

istration.

Gary Smith,

Sr. Administrative Director,

Mass. General Hospital

General NCURA: Benefits for You and How to Work with the National Office

Marc Schiffman,

NCURA

Concurrent Sessions 10:45 am – 11:45 am

PUI Personalities and Professionalism: Perspectives

Interactive discussion group about relationships between sponsored research office and other

offices within your institution. It's all in your perspective.

Molly Roberts, Sponsored Programs Coor-dinator, College of the Holy Cross

Compliance/

Ethics

Internal/External Audit Readiness: How to manage the moving parts?

This session describes audit readiness for research administration audits. Audit management

requires a systematic approach to assessing and addressing research administration audits

throughout an organization. Further, inadequate planning and directional guidance for deter-

mining audit risks puts organizations at jeopardy for adverse findings for regulatory agencies.

Finally, this panel session analyzes processes for preparing for external audits, responding to

audit documentation requests, preparing staff for agency interviews, and challenging govern-

ment findings.

Erika Stevens, Senior Managing Director, FTI Consulting Jill Mortali, Director, Sponsored Pro-jects, Dartmouth College

Department

Administration

Compliance Oversight & Ethical Dilemmas from the Department Perspective

As Research Administrators, we are can sometimes be faced with decisions that pose ethical

dilemmas; particularly for Department Administrators who are entrenched in the day to day

operations of the research and work closely with the PI’s. We are all responsible for compli-

ance oversight of our sponsored projects but the Department Administrators are “the first line

of defense”. Compliance oversight is not always black and white and more often than not the

answer is ""it depends"". It can be a challenging environment. During this discussion, we will

review case studies involving ethical dilemmas facing Department Research Administrators and

strategies for handling them. Please come prepared to share hypothetical situations for discus-

sion as well. Let’s have fun discussing strategies and decision-making processes that provide a

framework for understanding and working through these ethical dilemmas.

Joyce Ferland, Director Radiology, Massachusetts General Hos-pital Jennifer Towers, M.S. Director, Dental Research

Special Topics Challenging Traditional Ways: Leadership, Trust, and Reducing Administrative

Burden

This session will outline how using Jim Kouzes and Barry Posner's The Five Practices of Exem-

plary Leadership can build trust and reduce administrative burden for your faculty

Anita Mills, Evisions

Financial & Post

-Award Admin-

istration

Best Practices for Removing Unallowable Costs and Avoiding Audit Findings

Using Cost Transfers & Effort Re-certifications

TBA