March 7, 2022

NIH Annotated Form Sets

NIH's Annotated Forms are great visual resources created by the NIH to assist in completing their application forms. Although you MUST follow the requirements listed in NIH's Application Form Instructions and the funding opportunity announcement, we highly recommend these quick reference guides for administrators and researchers. 

• Annotated Form Set for NIH Grant Applications – FORMS-G Series 
• Multi-project Annotated Form Set – FORMS-G Series 
• Small Business Annotated Form Set – FORMS-G Series 

Landmark Reopening on February 28^th    

Landmark will be widely accessible as of February 28^th for those who have indicated they would like to return to the office on certain days. Please feel free to start going to Landmark beginning that week. We plan on having staff in Landmark to assist with questions you may have when you return. If you have indicated a desire to return to the office but will be delaying your return past that week, please send your proposed return date to Laura Chau. 

The information on Harvard Chan School's Return to Work website provides current policies aimed at health and safety. You’ll find details about vaccination, masking, distancing, and testing; guidance on events and gatherings, dining, parking, and public transportation; information on flexwork; and resources to ensure your well-being.

Return to Landmark Guide

Description: In the Return to Landmark Guide, you will find more detailed information to help you prepare for your first day.

Before you come to campus for the first time, there are a few important steps you must take: 

• Use Crimson Clear to verify your vaccination status and check your required testing protocols.
• Create your Color account using your Harvard email address to activate your COVID-19 testing eligibility. 
• Reconnect to Harvard’s secure wifi. You can do this at home so that when you arrive on campus your devices will connect.

And a few things you should plan to bring with you on your first day back:

• A face mask. Everyone is required to wear masks while on campus. Upon arriving, you’ll need to switch to a medical mask provided by the School. Please feel free to take more than one to use throughout the day.
• Your Harvard ID, Landmark entrance fob, headset, and the keys to your office, desk, or filing cabinets.
• Your laptop. IT staff will be on site to help folks set up. Plan to use an hour or two that first day to get back online, sync your files, reconnect with printers, etc.

BookIT - Hotel Space Reservations at Landmark

Description: Reserving a hoteling space is a quick and easy process that can be done via self-service. This document includes numerous screenshots that will guide you through the process. To reserve your hoteling station, please visit the BookIt Hotel Space Reservations site. To view the visual floor plan for hotel spaces at Landmark, please view the LM3 Floor Plan.

B2P Reminder: Link a Requisition or PR to an Active Contract

Linking a Requisition or Payment Request (PR) to a contract allows Contract Managers to review and report on contract spend, and it also lets the Approver view the linked contract prior to approving. For more information, refer to the “Linking a Contract”  Quick Reference Guide.

New HCSRA Pages

The following pages were recently added to the HCSRA website:

• NIH Grant Process Overview
• NIH Application Information
• NIH Sample Documents
• NIH Prior Approvals

Revised Statement of Intent Form

A subrecipient's Statement of Work and other institutional information is provided to the Harvard Chan School using a signed Statement of Intent (SOI) form. At the proposal stage, an SOI must be completed and signed by each institution listed as a subrecipient on an Harvard Chan School proposal, prior to submission. If a subagreement is being added to an award after the proposal stage, an SOI must be completed and signed by the institution, at the new subagreement approval stage.

List of changes:

1. Updated the DUNS # field to reflect the updated UEI # requirement
2. Added YES/NO radio buttons to enhance the user experience
3. Added the fCOI institutional compliance question to the Project Information section
4. Moved the fCOI initial request (for institutions without a compliance fCOI policy) to the Project Information section to make it more visible

OVPR's Updated Guidance on Russia-related Sanctions & Impacts on University Research

OVPR has provided updated Export Control guidance on Russia-related sanctions and impacts on University Research. Please review the Export Control Guidance on Russia-related Sanctions. 

Contact Harvard Chan School’s Export Control Administrator, Jennifer Neira at jneira@hsph.harvard.edu:

• Before shipping or transferring, even by email, any items or technology to Russia or Belarus. 
• If you currently have or anticipate any activities involving individuals, colleagues, businesses, universities, etc. in Russia, Belarus, Luhansk People's Republic, Donetsk People's Republic, or the Crimea regions of Ukraine including, but not limited to,: 
  • Collaborations on research or other projects
  • Exports from/imports to Russia, Belarus, LNR, DNR, or the Crimea Region of Ukraine
  • Technology exchanges with these regions
  • Travel to these regions
  • Financial dealings with individuals or entities in these regions

Updated Training: Intro to ROPPA

The web-based training for the Responsibilities of Purchasers, Preparers, and Approvers Policy (ROPPA) has been updated to include Concur and Buy-to-Pay processes and language. The full ROPPA policy and additional materials may be found on the Finacial Policy Office website.

Updated Guidance: Requirement for Instruction in the RCR

NIH issued Notice NOT-OD-22-055 to reaffirm the principle that education in the Responsible Conduct of Research (RCR) is a fundamental element of research training and announce updates to their existing policy and guidance for such instruction. In particular, this Notice provides new recommendations on the format, frequency, and timing of instruction in the responsible conduct of research (RCR) and suggests additional topics for consideration.

Implementation: Institutions are expected to begin to incorporate the changes described in NOT-OD-22-055 into their plans for RCR instruction for the 2022-2023 academic year and in new and renewal applications for research training, career development, research education and dissertation research grants beginning with the September 25, 2022 due dates. For more information, read the full NIH notice.

NSF Current & Pending Support Webinar Recording

The first webinar in the 2022 NSF Policy Office Webinar Series, covering Current and Pending Support, was recently hosted on January 31, 2022. The webinar was recorded and is now available on-demand in the NSF Resource Center and on NSF's YouTube page. You could visit NSF's website for announcements and the most up-to-date webinar information.

eRA Commons Enhancements: Prior Approval Module's New Look

On March 7, 2022, the Prior Approval Module in eRA Commons is moving to the new visual appearance being adopted by other eRA modules, as a result of a required technology upgrade. The functionality and content will remain the same with a few updates provided in the full eRA Commons post. 

As a reminder, these screens are used to seek prior approval (if needed) for certain activities from the funding agency. These include requests for a no-cost extension, for a carryover of funds, for a change in Program Director/Principal Investigator (PD/PI) and for withdrawal of an application. See the Seek Prior Approval (if Needed) webpage for the circumstances and conditions under which these requests can be made.

eRA Commons Update: New Wizard-Like Feature in Registration Screens

On March 2, 2022, a "wizard-like" feature was added to the eRA Registration screens for a better user experience (Live date: March 2, 2022). It also pre-populates institutional information based on Unique Entity Identifier (UEI) data in SAM.gov. For more information, read the full eRA Commons post.

Fishbowl Tuesdays at the Harvard Chan School are 1 to 1 1/2 hour sessions held on a regular basis during the academic year. All sessions are currently being held via Zoom. Invitations to attend each session (with Zoom Meeting Info) are sent to our research administrator’s mailing list. Please contact Jennifer Neira with questions, suggestions, or to have your name added to the email list.
 

Disclosing Other Support: Guidance for Faculty and Key Personnel (University-wide)

Date: Ongoing

Register: Harvard Training Portal

Description: This course is required for faculty members who submit proposals to the National Institutes of Health (NIH) or the National Science Foundation (NSF), and Senior/Key Personnel on an NIH and/or NSF-funded project. This module provides important information on the changes to NIH and NSF Disclosures.

The University strongly encourages all researchers and administrators to take this training by January 25, 2022. 

ScienCV Training for PIs

Date: Ongoing

Register: Harvard Training Portal

Description: The Harvard Training Portal (HTP) recently added 7 ScienCV and Biosketch training sessions for researchers. They are instructed by Scott Lapinski, Associate Director, Scholarly Communication and Open Science at the Countway Library.  

Harvard Chan School's Administrative Forum 

Date: Wednesday, March 9, 2022, 1:00PM - 2:00PM

Register: Please reach out to Laura Chau for the Outlook invite, if you have not received it 

Description: The agenda is currently TBD. The Admin Forum will be held on a bi-monthly basis with the aim of bringing subject matter experts, representatives from central offices, and other key stakeholders together to discuss policy and procedures updates, system enhancements, best practices, upcoming deadlines, new tools, updates from leadership and various committees, and other topics of interest.

We want to cover the topics and issues that are most important to you, so we’d love to hear from you! If you have any questions, ideas for future Forums, or general feedback, please let us know at adminforum@hsph.harvard.edu.

NCURA Live Webinar: Agency Updates with OMB (University-wide)

Date: Thursday, March 17, 2022, 11:15AM - 12:30PM

Register: Harvard Training Portal

Description: The Office of Management and Budget oversees the implementation of the President’s vision across the Executive Branch. Join us for the latest updates from OMB.

NCURA Live Webinar: Agency Updates with NSF (University-wide)

Date: Thursday, March 17, 2022, 2:00PM - 3:15PM

Register: Harvard Training Portal

Description: This session will cover new developments related to proposal and award policy at NSF. NSF staff will provide a comprehensive review of recent policy changes as well as major updates to NSF’s proposal system modernization efforts. Participants will learn and be able to ask questions about NSF proposal and award policies and procedures, agency priorities, and advances with proposal submission modernization and Research.gov.

NCURA Live Webinar: Agency Updates with NIH (University-wide)

Date:  Thursday, March 17, 2022, 3:45PM - 4:45PM

Register: Harvard Training Portal

Description: Don’t miss this opportunity to hear about what is new and what is being developed within the National Institute of Health's (NIH) programs, policies, and budgets. In this comprehensive review, participants will learn about the newest policy updates and how their respective institutions may be impacted. Upon completion of the presentation, participants will have the opportunity to ask questions about new and existing policies and procedures. Topics include recent and upcoming changes to NIH policy, compliance requirements, and so much more. Participants will learn about NIH’s budget priorities. Participants will learn about new policies and compliance initiatives. Participants will gain insight into current issues at NIH

Research Management Meeting (RMM)

Date: Wednesday, March 23, 2022, 12:30PM - 2:00PM

Register: Registration link

Description: The agenda is currently TBD but it will include a Participant Support Costs update and other up research administration updates.

(ICYMI) January's RMM highlighted important points on the changes in Faculty Disclosures and Other Support requirements. The resources used/referenced during this session are listed below:

• Video Recording of the Session (HUID log-in required)
• Presentation Slides
• Updated Q&A from the session

GMAS Basics & Requests 

Date: Tuesday, March 29 & Wednesday, March 30, 2022, 10:00AM - 12:00PM 

Register: Harvard Training Portal

Description: Brought to you by the University Research Administration Training Team, “GMAS Basics & Requests” will provide attendees with an introduction to Harvard’s Grants Management Application Suite (GMAS) and how it is used to manage sponsored projects.

The following topics will be covered during this session:

• Basic system navigation
• Overview of the content housed within the system
• How to access different project data elements
• Portfolio management tools

Introduction to Data Management Plans

Date: Wednesday, March 30, 2022, 12:00PM - 12:30PM

Register: Registration link

Description: Many key granting organizations, like NSF, NIH, NEH, and more, now require submitters to include a Data Management Plan (DMP) as part of their application. In short, these plans outline the best practices in data management that you will apply throughout the course of your grant. By creating a data management plan for your data at the beginning of the project, you save time and effort later on.

This virtual session will provide an introduction to the components of typical data management plans.

Clinical Trials: The What, How and Why of Registering

Date: Thursday, March 31, 2022, 10:00AM - 11:00AM

Register: Registration link

Description: This QIP Education Session will discuss reasons and avenues for clinical trial reporting, with a focus on ClinicalTrials.gov. We will learn about tools and resources for trial registration and reporting in the ClinicalTrials.gov system and provide tips and tricks for keeping records up to date and compliant. We will also discuss the real world implications and importance of clinical trial access to a broad population and the role of ClinicalTrials.gov in supporting this access.

Job Openings in Research Administration

We would like to use this section to highlight current research administration job openings. We will keep this section up to date and all job postings can be found on Harvard Careers. 

Assistant Director of Finance 
Sponsored Programs Administration - GHP
The ADF is an integral part of the research enterprise and works in close partnership with faculty members on the financial management of their research portfolio. The Assistant Director of Finance will oversee the financial management and administration of sponsored and non-sponsored awards, with a focus on customer service.  This role will also supervise a team of 3 direct reports that manage a diverse and challenging portfolio of federal and non-federal grants, subawards and contracts.
Grade: 57
57399BR

Financial Associate II (Finance Associate)
Sponsored Programs Administration - MET
Description: The Finance Associate is an integral part of the research and academic enterprise and performs multiple diverse and complex accounting and financial management duties serving primarily the Department of Molecular Metabolism but may provide the same services to additional departments. The Finance Associate works collaboratively with other members of the team in the areas of Accounts Payable, Corporate Cards, Reimbursements, billing and monitoring for numerous Academic Service Centers and general financial support. 
Grade: 55
57110BR

Financial Associate I (Financial Associate)
Sponsored Programs Administration - IID
Description: The Financial Associate will support innovative research in the Department of Immunology and Infectious Diseases (IID) at the world's leading public health research institution. IID focuses on the biological, immunological, epidemiological and ecological aspects of viral, bacterial and protozoan diseases of animals and humans, including the vectors that transmit infectious agents.
Grade: 54
57072BR

Accounting Assistant V (Finance Assistant)
Sponsored Programs Administration - EH
Description: The Accounting Assistant is an integral part of the research enterprise and will work directly with the Financial Associate, as well as the Financial Manager, to perform a variety of accounts payable and accounts receivable duties in a timely, professional, courteous and collaborative manner.
Grade: 53
56978BR

Senior Grants and Contracts Manager
Sponsored Programs Administration
Description: The Senior Grants and Contracts Manager is an integral part of the research enterprise and manages the proposal submissions for a given department. They work in close partnership with faculty members and are responsible for proposal preparation and submission. Reporting to the Team Lead, they will work with all aspects of pre-award finances but will have some exposure to post-award management which may include setting up awards, managing contracts, endowments, and gifts.
Grade: 56
55511BR

Senior Grants and Contracts Manager
Sponsored Programs Administration
Description: The Senior Grants and Contracts Manager is an integral part of the research enterprise and manages the proposal submissions for a given department. They work in close partnership with faculty members and are responsible for proposal preparation and submission. Reporting to the Team Lead, they will work with all aspects of pre-award finances but will have some exposure to post-award management which may include setting up awards, managing contracts, endowments, and gifts.
Grade: 56
54437BR

Senior Sponsored Research Administrator
Sponsored Programs Administration
Description: The Senior Sponsored Research Administrator (SSRA) will support innovative research at the world's leading public health research institution where areas of research are focused across nine academic departments which include Biostatistics, Environmental Health, Epidemiology, Molecular Metabolism, Global Health & Population, Health Policy & Management, Immunology & Infectious Disease, Nutrition, and Social Behavioral Sciences.  The SSRA is assigned departments and faculty/researchers (P.I.s) with the administration of pre-award, as well as some awards management tasks with a focus on compliance and customer support.
Grade: 56
56648BR

Financial Associate II (Finance Associate) 
Sponsored Programs Administration - EH
Description: The Finance Associate is an integral part of the research enterprise and manages task completion in the accounts payable (AP) and non-sponsored accounts areas. They work in close partnership with faculty members, faculty assistants, grant managers, accounting assistants, and vendors. Reporting to the Finance Manager, they will manage AP task completion by others on the EH-Finance Team.
Grade: 55
56381BR

Senior Grants and Contracts Manager
Sponsored Programs Administration
Description: The Senior Grants and Contracts Manager is an integral part of the research enterprise and manages the proposal submissions for a given department. They work in close partnership with faculty members and are responsible for proposal preparation and submission. Reporting to the Team Lead, they will work with all aspects of pre-award finances but will have some exposure to post-award management which may include setting up awards, managing contracts, endowments, and gifts.
Grade: 56
56332BR