October 3, 2022

Join Ecrt Group in HTP to Access More Resources

You are encouraged to view all available resources, however, Judy Lo (Harvard Chan School's Tub-level Effort Coordinator), listed the most relevant resources for GMs. If you have any ecrt questions, please contact Judy Lo. 

Effort Coordinators Responsibilities Flowchart ecrt Object Codes Tasks in ecrt ecrt Reports Job Aid ecrt Certifier Experience Job Aid

Grant Manager Job Aid Primary/Secondary Effort Coordinator Job Aid Creating and Posting Payroll Journals Frequently Asked Questions

 

Upcoming Federal Holiday

Harvard University and NIH will be closed on Monday, October 10 for the federal Holiday (Columbus Day). Reminder: When an NIH application due date falls on a weekend or federal holiday, the due date shifts to the next business day per their submission policies.

FY22 Annual & Q4 Ecrt Statements due October 20

An ecrt system-generated email will go out to all certifiers with outstanding certification statements on Thursday, October 6. Please ensure all adjusting journals are processed and all statements are off hold to allow PI certifications. It would be best to aim to ask your PI certifiers to complete the certification by an earlier internal deadline before the ecrt reminder on October 13.

Reminder: Institutional Letters of Support Signed by the Dean

The Office of Research Strategy and Development (ORSD) coordinates all letters of institutional support that are to be signed by the Dean’s Office (Michelle Williams, Dean of the Faculty), including letters of institutional commitment, which are used for all training and Center grants that will provide graduate student support. ORSD enhances and strengthens the language used in the letters and, upon request, can provide templated language to assist in drafting letters.

IORSD may monetize resources (financial support, effort support, and programmatic support) being committed (new) or leveraged (existing) at the School. Some of these resources fall under Cost Sharing that is committed (must be recorded in GMAS) and/or uncommitted (not recorded in GMAS). If you have questions regarding an institutional LOS or need assistance in determining the Cost Sharing type and/or source, please contact Vanessa Barton (ORSD) or Catalina Diaz (SPA).
 
Please note that institutional LOS require multiple levels of review and, therefore, should be submitted to ORSD as soon as possible and, ideally, at least one week prior to the SPA internal deadline.

Updated Guidance: Harvard International Travel & Reimbursement

The Travel website has been updated to include the latest Harvard International Travel & Reimbursement Guidance, as well as the updated Missing International Travel Registration Form. In short:

• Travelers booking tickets through a Harvard preferred agency (Egencia, Travel Collaborative, BCD Travel, or Milne Travel) are automatically registered with International SOS and the agency receipt will serve as proof of registration. As long as this receipt is attached to the reimbursement, no further documentation is required
• Travelers booking tickets through the airline directly or using other, non-preferred agencies, must include proof of registration in the form of either: 
  • The International SOS Itinerary & Travel Brief registration confirmation email, or
  • A screenshot of the registered trip in the International SOS My Trips system
• If the traveler did not register or does not have their receipt, they will need to attach the Missing International Travel Registration Form to their reimbursement

Updated Guidance: Budgeting HUIDC for Multiple Subawards

On June 6, 2022, the Harvard Chan School shared guidance on Budgeting HUIDC for Multiple Subawards, which stated that “F&A will no longer be taken on multiple subs to the same institution/PI combination on the same sponsored competing segment.” After further review, it has been confirmed that a subagreement will be issued for and HUIDC collected on each separate Scope of Work (not by PI or institution) on an award per competing segment.

Please refer to the most current Budgeting HUIDC for Multiple Subawards Guidance. Note: This revision is effective for proposals submitted after October 6, 2022.

Special Reminder: AHRQ Natural Disaster Policy (Hurricane Ian)

AHRQ realizes that the widespread damage caused by Hurricane/Tropical-Storm Ian and aftermath may lead to problems for investigators who are planning on submitting grant applications and reports. When delays occur because the applicant or recipient organization is officially closed due to a natural disaster or other emergency, AHRQ will consider accepting applications late, on a case-by-case basis. AHRQ issued Notice NOT-HS-22-025 to inform the research community that AHRQ will implement the policy, as described in the notice, to those affected by Hurricane Ian. 

eRA Commons: New Look for Status Information Screen Coming Soon

The Status Information screen, accessible from the Status module in eRA Commons, is moving to the new visual appearance being adopted by other eRA modules, as part of a required technology upgrade. The release date will be determined based on discussions with eRA stakeholder communities. The capabilities and content remain the same. 

Center for Scientific Review 2022-2027 Strategic Plan

NIH released the Center for Scientific Review (CSR) 2022-2027 Strategic Plan. This plan delineates a forward-looking framework comprising of five overarching goals that organize CSR’s current and future initiatives in support of their mission to foster and enhance the quality and fairness of the peer review process. For more information, refer to the full Open Mike Blog post.

List of NIH Activity Codes Subject to the DMS Policy

NIH released a list of activity codes subject to the DMS Policy. To determine if the DMS Policy applies to your application, be sure to check out the complete list of NIH activity codes subject to the DMS Policy, as well as the Funding Opportunity Announcement.

The DMS Policy applies to all research that generates scientific data, including:

• Research Projects
• Some Career Development Awards (Ks)
• Small Business SBIR/STTR 
• Research Centers

The DMS Policy does not apply to research and other activities that do not generate scientific data, including:

• Training (T)
• Fellowships (Fs)
• Construction (C06)
• Conference Grants (R13)
• Resource (Gs)
• Research-Related Infrastructure Programs (e.g., S06)

Standardize Your Research Data with the NIH Common Data Elements Repository

Date: Tuesday, October 4, 2022, 2:00PM - 3:30PM

Register: Registration Link

Description: Through live demonstrations and hands-on exercises, this course will introduce you to common data elements (CDEs) and the NIH Common Data Elements Repository (CDE-R).

NCURA Live Webinar: Successfully Onboarding Your Staff in the Virtual World (University-wide)

Date: Thursday, October 13, 2022, 2:00PM - 3:30PM

Register: Registration Link

Description: Onboarding newly hired employees includes welcoming and successfully integrating them into your office. Introducing new, remote team members to the culture while helping them understand how their role and individuals they support impact the overall organization involves a multimodal approach. Since the pandemic, hiring remote staff requires innovative ways of communicating, collaborating, thinking and training. This webinar will provide organizational socialization strategies and tips from three different perspectives to ensure new staff are set up for success and retention.

Upon completion of the webinar, participants will be able to:

• Analyze gaps and identify challenges in the current onboarding structure
• Create a successful virtual onboarding framework
• Utilize available resources and develop new ones

Virtual NIH Grants PreCon Event: Research Misconduct & Detrimental Research Practices

Date: Friday, October 14, 2022, 2:00PM - 4:00PM

Register: Registration Link (Register to conference to access all virtual Precon Events)

Description: What is research misconduct and how do you distinguish it from detrimental research practices? Research Integrity Officers from HHS and NIH will help answer this question and more, as they discuss regulations, an institution’s responsibilities, and ways to avoid misconduct in research at all! Experts will explore interpersonal, institutional, and professional responsibilities in the overall ethical conduct of research during presentations, case studies, and discussions with the audience.

Financial Award Management II: Analyzing Cost Principles

Date: Wednesday, October 19, 2022, 1:00PM - 3:00PM

Register: Harvard Training Portal

Description: This course incorporates activities and case studies to help participants think through complex questions regarding allowability of costs on federal awards and how non-compliance with cost principles can lead to audit findings. We will also consider how internal controls plays a role in ensuring cost principles are applied when charging federal awards. Activities include budget analysis, allowability Q&A, and an audit case study.

Pre-Requisites: We strongly recommend Cost Principles and Direct Costs on Sponsored Awards (University-wide) for participants. Please note, this course is not foundational and achieving objectives is based on participation.

Virtual NIH Grants Conference & PreCon Events

Date: Wed-Thurs, February 1-2, 2023 1:00PM – 5:45 PM

Register: Registration Link (Register once to access all virtual preconference events)

Description: The NIH Grants 2023 Virtual NIH Grants Conference to NIH Grants Conference: Funding, Policies, & Processes will offer 2-days of sessions designed to clarify the NIH grants process and policies, as well as provide the latest news and information. Once registered and logged into the conference site, you are free to explore the 2-day agenda, on-demand library of related resources, and create your personal schedule. For more information, refer to the full NIH Post and view the full agenda.

Preconference Events (register once to access all events):

• Loan Repayment Programs: Supporting the Next Generation of Researchers: August 25 (view recordings)
• Navigating Early Career Funding Opportunities: September 15, 2022 (view recordings)
• Research Misconduct & Detrimental Research Practices: October 14, 2022 from 2:00 – 4:00 PM (info page)
• International Collaborations: Policies, Processes, & Partnerships: November 9, 2022 1:00 – 3:30 PM (info page)
• Human Subjects Research: Policies, Clinical Trials, & Inclusion: December 6-7, 2022 12:00 – 4:00 PM (info page)
• Making the Most of the 2023 NIH Grants Conference: January 12, 2023 2:00 – 3:00 PM (info page)

An Overview of Effort Reporting for Administrators (University-wide)

Date: Ongoing

Register: Harvard Training Portal

Description: Intended for Grant Managers and staff involved in research administration at Harvard University, this course provides an overview of Harvard's effort reporting policy. Topics covered include:  

• Risks posed to Principal Investigators, faculty members, and the institution if federal effort reporting requirements are not met 
• How federal regulations drive the University’s effort reporting policy and procedures
• Committed effort and “reasonable estimates” 
• The responsibilities of administrators, PIs and faculty members, and researchers and lab staff with regards to effort reporting and certification 

Harvard Research Data Security Training Course (University-Wide) 

Date: Ongoing

Register: Harvard Training Portal

Description: The Harvard Research Data Security Training Course provides researchers and administrators with an overview of processes and procedures related to managing research data in compliance with the Harvard Research Data Security Policy and other related University policies. The Course focuses on human subjects and sensitive or confidential data, as well as data that is subject to contractual requirements

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. 

Senior Grants and Contracts Manager 
Sponsored Programs Administration - IID
Description: The Senior Grants and Contracts Manager is an integral part of the research enterprise and manages the financial portfolio for a given subset of faculty members. They work in close partnership with faculty members and are responsible for the financial management of their research portfolio. Reporting to the Research Administration Team Lead, they will work with all aspects of pre- and post- award finances, and manage contracts, endowments, and gifts. Faculty have a wide-ranging portfolio of accounts from sponsors including the federal government (e.g. NIH, EPA, DoD), foundations, industry, and international contracts from foreign entities.  
Grade: 56 
60088BR

Senior Grants and Contracts Manager
Sponsored Programs Administration - GHP
Description: The Senior Grants and Contracts Manager is an integral part of the research enterprise and works in close partnership with faculty members. They are a primary resource for providing guidance and oversight on issues related to fiscal, administrative and regulatory management of a portfolio of grants, contracts, and sponsored programs from award receipt through closeout. These grants are from a wide-range of sponsors including the federal government (e.g. NIH), foundations, industry, and international contracts from foreign entities
Grade: 56
60013BR

Senior Grants and Contracts Manager
Sponsored Programs Administration - EPI
Description: The Senior Grants and Contracts Manager is an integral part of the research enterprise and works in close partnership with faculty members. They are a primary resource for providing guidance and oversight on issues related to fiscal, administrative and regulatory management of a portfolio of grants, contracts, and sponsored programs from award receipt through closeout. These grants are from a wide-range of sponsors including the federal government (e.g. NIH), foundations, industry, and international contracts from foreign entities
Grade: 56
59991BR

Senior Grants and Contracts Manager
Sponsored Programs Administration - NUT
Description: The Senior Grants and Contracts Manager is an integral part of the research enterprise and works in close partnership with faculty members. They are a primary resource for providing guidance and oversight on issues related to fiscal, administrative and regulatory management of a portfolio of grants, contracts, and sponsored programs from award receipt through closeout. These grants are from a wide-range of sponsors including the federal government (e.g. NIH), foundations, industry, and international contracts from foreign entities
Grade: 56
59960BR

Senior Sponsored Research Administrator
Sponsored Programs Administration 
Description: The Senior Sponsored Research Administrator (SSRA), sits within SPA and acts as the institutional representative of the President and Fellows of Harvard College for the administration of sponsored projects for the school. The Office of Sponsored Programs Administration is comprised of research administrators that work in partnership with faculty to review and submit proposals for funding and to ensure that proposals and awards are managed according to sponsor guidelines and University policies.
Grade: 56 
58854BR

Financial Associate II (Grants and Contracts Manager)
Sponsored Programs Administration - IID
Description: The Grants and Contracts Manager is an integral part of the research enterprise and manages the financial portfolio for a given subset of faculty members. They work in close partnership with faculty members and are responsible for the financial management of their research portfolio. Reporting to the Research Administration Team Lead, they will work with all aspects of pre and post-award finances, and manage contracts, endowments, and gifts. Faculty have a wide-ranging portfolio of accounts from sponsors including the federal government (e.g. NIH, EPA, DoD), foundations, industry, and international contracts from foreign entities. 
Grade: 55
58464BR

Associate Director of Finance
Sponsored Programs Administration - NUT
Description: The Associate Director of Finance (ADF) is a key leadership position in the Department and is responsible for financial and grants management.  They will oversee a team of financial staff including grant managers and accounts payable personnel. The Associate Director of Finance is an integral part of the research enterprise and works in close partnership with faculty members to advise them on the financial management of their funds and will have oversight over the Department's sponsored research portfolio as well as their non-sponsored funds.  
Grade: 58 
59604BR

Senior Grants and Contracts Manager
Sponsored Programs Administration - SBS
Description: The Senior Grants and Contracts Manager is an integral part of the research enterprise and works in close partnership with faculty members. They are a primary resource for providing guidance and oversight on issues related to fiscal, administrative, and regulatory management of a portfolio of grants, contracts, and sponsored programs from award receipt through closeout. These grants are from a wide-range of sponsors including the federal government (e.g. NIH), foundations, industry, and international contracts from foreign entities
Grade: 56 
59568BR

Senior Grants and Contracts Manager
Sponsored Programs Administration - BIO
Description: The Senior Grants and Contracts Manager is an integral part of the research enterprise and works in close partnership with faculty members. They are a primary resource for providing guidance and oversight on issues related to fiscal, administrative and regulatory management of a portfolio of grants, contracts, and sponsored programs from award receipt through closeout. These grants are from a wide-range of sponsors including the federal government (e.g. NIH), foundations, industry, and international contracts from foreign entities.
Grade: 56
59224BR

Senior Grants and Contracts Manager
Sponsored Programs Administration - EPI
Description: The Senior Grants and Contracts Manager is an integral part of the research enterprise and works in close partnership with faculty members. They are a primary resource for providing guidance and oversight on issues related to fiscal, administrative and regulatory management of a portfolio of grants, contracts, and sponsored programs from award receipt through closeout. These grants are from a wide-range of sponsors including the federal government (e.g. NIH), foundations, industry, and international contracts from foreign entities.
Grade: 56
59180BR

Assistant Director of Research Administration Subawards
Sponsored Programs Administration - SPA 
Description: The Assistant Director of Research Administration Subawards is a School and University signatory with primary responsibilities for drafting, interpreting, reviewing, and negotiating initial subcontracts, as well as amending existing subcontracts. The Assistant Director works closely with faculty and administrators in all aspects of subcontract management. It is expected that the Assistant Director is able to navigate complex contractual situations, apply sound judgment, and balance independence with a team approach.
Grade: 57
59063BR

Associate Director, Research Finance and Reporting 
Sponsored Programs Administration - SPA 
Description: The Associate Director, Research Finance & Reporting will support innovative research at the world's leading public health research institution.  Areas of research are focused across nine academic departments and a number of centers that include Biostatistics, Environmental Health, Epidemiology, Molecular Metabolism, Global Health & Population, Health Policy & Management, Immunology & Infectious Disease, Nutrition, and Social Behavioral Sciences. The Associate Director will provide leadership across the whole research administration enterprise while working with both academic departments and centers. 
Grade: 58
59064BR

Senior Grants and Contracts Manager 
Sponsored Programs Administration - EH 
Description: The Senior Grants and Contracts Manager is an integral part of the research enterprise and works in close partnership with faculty members. They are a primary resource for providing guidance and oversight on issues related to fiscal, administrative, and regulatory management of a portfolio of grants, contracts, and sponsored programs from award receipt through closeout. These grants are from a wide-range of sponsors including the federal government (e.g. NIH), foundations, industry, and international contracts from foreign entities. 
Grade: 56
58983BR

Senior Grants and Contracts Manager 
Sponsored Programs Administration - NUT
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 Assistant Director of Pre-Award Services, 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. Faculty apply to a wide-range of sponsors including the federal government (e.g. NIH, EPA, DoD), foundations, industry, and international contracts from foreign entities.  Some of the proposals are complex and may involve multiple subcontracts.
Grade: 56
58969BR

Senior Grants Manager 
Center for Biostatistics in AIDS Research (CBAR)
Description: The SGM will work closely with researchers and other members of the Finance Team to design and prepare budgets, as well as assemble highly-confidential, final grant proposals. The SGM will analyze past data in preparing projections, completing required forms for new grant proposals, and completing competitive renewals and continuations for a number of different sponsors (NIH, subcontractors, and corporations). The SGM will also be responsible for monitoring all deadlines and contacting the School’s Office of Sponsored Programs Administration to resolve any problems or issues that arise. 
Grade: 56
58978BR

Senior Grants and Contracts Manager 
Sponsored Programs Administration - GHP
Description: The Senior Grants and Contracts Manager is an integral part of the research enterprise and works in close partnership with faculty members. They are a primary resource for providing guidance and oversight on issues related to fiscal, administrative, and regulatory management of a portfolio of grants, contracts, and sponsored programs from award receipt through closeout. These grants are from a wide-range of sponsors including the federal government (e.g. NIH), foundations, industry, and international contracts from foreign entities. 
Grade: 56
58898BR

Senior Grants and Contracts Manager 
Sponsored Programs Administration - NUT
Description: The Senior Grants and Contracts Manager is an integral part of the research enterprise and works in close partnership with faculty members. They are a primary resource for providing guidance and oversight on issues related to fiscal, administrative and regulatory management of a portfolio of grants, contracts and sponsored programs from award receipt through closeout. These grants are from a wide-range of sponsors including the federal government (e.g. NIH), foundations, industry, and international contracts from foreign entities.
Grade: 56
58926BR

Senior Sponsored Research Administrator
Sponsored Programs Administration - SPA
Description: The Senior Sponsored Research Administrator (SSRA), sits within SPA and acts as the institutional representative of the President and Fellows of Harvard College for the administration of sponsored projects for the school. The Office of Sponsored Programs Administration is comprised of research administrators that work in partnership with faculty to review and submit proposals for funding and to ensure that proposals and then awards conform to and are managed according to sponsor guidelines and University policies.
Grade: 56 
58854BR