November 28, 2022

Committed Effort Reminders

There are only two scenarios in which you would need to update the effort recorded (committed effort) in the GMAS research team after the initial award. Note: For both scenarios, listed below, the sponsor will respond either with a letter/email or Notice of Award, indicating explicit or implicit approval.

1. For most sponsors, including NIH: The PI sends a (prior approval) request, usually a letter or email, to the Grants Management Specialist via SPA, to change effort for anyone listed in the research team (for any amount).
2.  For NIH-specific awards: In the RPPR, a “Yes” answer to question D.2.a. Will there be, in the next budget period, either (1) a reduction of 25% or more in the level of effort from what was approved by the agency for the PD/PI(s) or other senior/key personnel designated in the Notice of Award or (2) a reduction in level of effort below the minimum amount of effort required by the Notice of Award?

2022 Yearly Access Review (YAR) Due December 9

The Yearly Access Review (YAR) process is an annual review of user access to Harvard Financial Systems, required by Harvard University IT Client Services, for the following applications: Buy-to-Pay (B2P); CONCUR; GMAS; HART (reporting); Oracle; PeopleSoft/QlikView/DZConnex (Fieldglass)/Equifax; PI Dashboard; and Wasabi. This year's YAR review period will be held 11/22/22 - 12/9/22.

Catalina Diaz sent YAR Reviewers an email notification with the following information:

• Overview: HCSRA YAR Info webpage
• Detailed Instructions: Yearly Access Review 2022 PPT 
• Survey of YAR Completion:  2022 Yearly Access Review Survey

SPA Holiday Internal Proposal Deadlines

Harvard Chan Scholl will be closed for the Winter Recess from Thursday (12/22/22) to Monday (1/2/23). SPA would like to remind grant administrators that the winter recess will alter the internal proposal deadlines: Proposals due to sponsors during this period will be due to SPA no later than Monday (12/12/22) by 10 AM.

HSPH Book Club

Would you like to join the HSPH Book Club? The club has a mix of members from SPA, departments, and some research administrators from Tufts, Broad, etc. The club takes turns choosing 3 books, then a survey is sent out for the members to vote on which of the 3 books they would like to read. The book club takes about 6-8 weeks to obtain & read the book, and they meet once per book during lunchtime on zoom to discuss it. They're about to pick a new book, so this is good timing for new members! If you're interested in joining or have any questions, please feel to contact Rachel Link.

New Award Management Checklist for Research Administrators

OSP is excited to announce a new tool for Research Administrators to assist with the management of sponsored awards. The Award Management Checklist is now available as a supplemental “Resource” to the Closeout and Reporting Policy for Sponsored Awards. This checklist was developed by the University-wide Operations and Policy Committee (OPC) with input from schools and local units. It includes a comprehensive list of activities that should be performed during the award and specific activities that should be performed at closeout.

The Award Management Checklist is a downloadable Excel file, so it can easily be customized based on specific award terms or to complement local procedures and controls. The checklist can assist with tracking the broad range of compliance activities that must be monitored throughout an award and can be a useful resource for new or existing grant managers. With the checklist being a “tool” for Research Administrators, usage of the Award Management Checklist is not a requirement by OSP.

Please note: The Award Management Checklist should be saved and tracked locally (not in GMAS).

Important: BCD Travel Will No Longer Be a Preferred Travel Agency

Effective February 18, 2023, BCD Travel will no longer be a preferred Travel Agency Partner of Harvard. BCD will continue to support travelers who have already purchased tickets with travel dates beyond that time, however, we encourage you to begin using one of our other preferred agency partners to support your future travel needs including guest and/or meetings travel. Travel booked through one of these preferred agencies provides access to the discounts and benefits negotiated with our Airline partners and Harvard travelers are automatically registered with International SOS. 

• Any unused tickets/credits in the BCD travel bank need to be issued prior to February 18, 2023
• For questions, contact Stacey Clifton, Sr. Manager of Travel, Expense, and Card Services
• For pricing and additional information, visit https://travel.harvard.edu/preferred-agencies

FastLane Proposal Decommissioning and Transition of Functionality to Research.gov

Effective November 21, Award Documents, Organizational Reports, and Grants.gov integration in FastLane were retired and will be decommissioned. For more information, refer to the HCSRA News post.

Test Your Knowledge – Interactive Video of Research Misconduct Case Studies

What are some red flags that may help you avoid research misconduct? Research Integrity Officers from the HHS Office of Research Integrity (ORI) and NIH answer this question and more during our recent Research Misconduct & Detrimental Research Practices event. In this interactive session, experts break down several case studies and hear from the audience to explain Public Health Service (PHS) regulations on handling allegations and responsibilities of an institution receiving PHS funds. Tune in to the recording to join the conversation and check your knowledge on the ethical conduct of research

Reminder to AHRQ Grantees that FY2018 Funds will Expire on September 30, 2023

AHRQ released Notice #NOT-HS-23-002 to remind all AHRQ grant recipients, who received grant funding from AHRQ in Fiscal Year (FY) 2018 (10/1/2017 - 9/30/2018), to check the Program Support Center (PSC) Payment Management System (PMS) website for information regarding the last day to draw funds on awards issued using FY2018 fixed appropriation funds. The last day to draw funds is often earlier than September 30.

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. To access previous Fishbowl presentations, visit HCSRA's Fishbowl Tuesday page.
 

Drop-in NIH DMS Policy Office Hours

To help you learn about the National Institutes of Health (NIH) Data Management and Sharing Policy, effective January 25, 2023, and how to successfully meet its expectations at Harvard, the Harvard Research Data Management (RDM) working group is hosting both in-person and virtual information sessions. Experts from research support services will be on hand to provide guidance and answer your questions — a great opportunity to get some face-to-face time (and even 1:1 time) with research support experts. Registration is only required for online sessions.

Keeping the Record Straight: Data Management & Sharing (DMS) Requirements, Strategies, and Tools

Date: Tuesday, November 29, 2022, 1:00PM - 2:00PM

Register: Registration Link

Description: This session will get you up to speed with new NIH Data Management and Sharing (DMS) requirements. Discover what successful data management entails; what a data management plan is and how to go about building one; and strategies for recording keeping ensuring your data will be readable and understandable in the future.

Audits: Request and Documentation

Date: Wednesday, November 30, 2022, 1:00PM - 2:15PM

Register: Harvard Training Portal

Description: This session is for research administrators who would like to gain knowledge of audit requests and what actions are needed when you are audited. We will cover the workflow of audits, the types of audit requests one may receive as well as requested documentation to support costs. During this presentation, we will demonstrate differences in workflow and documentation requested between U.S. audits and International audits through examples. This will provide foundational knowledge and begin to advance participants' understanding of how to approach an audit request.

NSF Fall 2022 ERA Forum Webinar

Date: Wednesday, November 30, 2022, 2:00PM - 3:30PM

Register: Registration Link

Description: You are invited to participate in the National Science Foundation (NSF) Electronic Research Administration (ERA) Forum webinar. The topics for this Forum webinar will cover: ORCID and SciENcv, Research.gov – Proposal Submission Modernization updates, FastLane to Research.gov Transition – Supplemental Funding Requests, Notifications and Requests, Award Documents, Continuing Grant Increment Reports, Award Notices – Schedule of Expenditures of Federal Awards (SEFA) Reporting, and Unique Entity Identifier (UEI).

NNLM: NIH Data Management and Sharing Policy Overview

Date: Wednesday, November 30, 2022, 2:00PM - 3:30PM

Register: Registration Link

Description: The NIH Data Management and Sharing Policy that will go into effect in January 2023 will require funded researchers to submit a plan outlining how scientific data from their research will be managed and shared. This session is intended for information professionals who are unfamiliar with this policy and will review the policy components and how you can prepare to address the policy at your institution. Topics to be covered include the context for the policy, the scope, the various components of the policy, institutional considerations for working with the policy in place, and tools and resources already available to help.

Your Research Can’t Stay Here: What Researchers Departing HLC Schools Should Know

Date: Tuesday, December 6, 2022, 11:00AM - 12:00PM

Register: Registration Link

Description: Finished with your human research study? Leaving a Harvard Longwood Campus School and have an open Human Subjects research protocol? Transferring your human research to your new institution? Join the Office of Regulatory Affairs and Research Compliance to discuss the off-boarding process with the HLC IRBs and your responsibilities when it comes to your research records once your study is over.

Cost Transfer Level II Training

Date: Tuesday, December 6, 2022, 1:30PM - 3:00PM

Register: Harvard Training Portal

Description: This Cost Transfer session will focus on the role of the Cost Transfer Authorized Approver. The class will include a review of Harvard's Cost Transfer Policies and Procedures, the responsibilities of approvers, identifying requirements and best practices for approval, and cost transfer resources. Attendees will participate in group discussions and work through examples and case studies. Pre-Requisites: Review the Cost Transfer Policy, Complete the Intro to Cost Transfer online course (Required).

Human Subjects Research: Policies, Clinical Trials, & Inclusion

Date: Tues & Wed, December 6 & 7, 2022, 12:00PM - 5:00PM 

Register: Registration Link

Description: Are you working with human subjects in your research and wondering about how HHS regulations and NIH policies apply, how to prepare a research proposal, or how to develop inclusion plans? Join experts from the NIH Division of Human Subjects Research and HHS Office of Human Research Protections (OHRP) for answers to these questions and more at the Human Subjects Research: Policies, Clinical Trials, & Inclusion event on December 6 and 7, 2022. During this 2-day virtual event, these NIH and HHS experts will share policies, resources, guidance, and case studies in this informative and engaging, live event. Check out the full agenda on this page for a detailed list of topics covered.

Ethics and Accountability – Financial Management Course

Date: Wednesday, December 7, 2022, 10:00AM - 12:00PM 

Register: Registration Link

Description: The Ethics and Accountability course is now combined with the Fraud and the Workplace course for one dynamic workshop! Intended for new hires, staff with new financial management roles or those interested in a refresher. In this dynamic workshop, you will explore the world of fiduciary responsibility, internal controls and detecting fraud in the workplace. This course seeks to provide you with a clear understanding of your roles and responsibilities in protecting the University’s resources while promoting an environment consistent with the University’s values and objectives.

Research Management Meeting (RMM)

Date: Wednesday, December 7, 2022, 2:30PM - 3:30PM 

Register: Registration Link

Description: These bi-monthly meetings are open to the University’s sponsored research community to provide updates on relevant issues.  The specific agenda will be posted soon.

NIH Data Management and Sharing Policy Immersion Workshop

Date: Monday, December 12, 2022, 11:00AM - 5:00PM 

Register: Registration Link

Description: The NNLM National Center for Data Services is hosting this workshop to provide an extensive look at the upcoming NIH Data Management and Sharing Plan Requirements (effective January 25, 2023).This all-day workshop is intended for those without much experience working in research data management and will provide an overview of the NIH policy, research data management basics, and related resources.

Ask an Expert: NIH Data Management and Sharing Policy

Date: Tuesday, December 13, 2022, 1:00PM - 2:00PM

Register: Registration Link

Description: So, you want to write an NIH grant and need to know more about their new policy on Data Management & Sharing Plans? Drop-in this virtual information session to learn about the policy and how to successfully meet its expectations at Harvard. Experts from research support services across Harvard will be on hand to provide guidance and answer your questions.

NNLM: Creating Data Management Plans with DMPTool

Date: Tuesday, December 13, 2022, 1:00PM - 2:00PM

Register: Registration Link

Description: The DMPTool is a free tool that walks users through creating comprehensive data management plans. This webinar will guide attendees through data management plan basics, creating a DMPTool profile, and exploring available templates and planning resources.

FASEB DataWorks!: Budgeting for Data Management & Sharing (DMS)

Date: Thursday, December 15, 2022, 2:00PM - 3:00PM

Register: Registration Link 

Description: FASEB DataWorks! is a new initiative that brings the biological and biomedical research communities together to advance human health through data sharing and reuse. Held monthly, these conversations are a space for researchers to discuss issues related to data sharing and reuse.

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 regard 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.

Associate Director of Finance
Sponsored Programs Administration - EPI
Description: The Associate Director of Finance will support innovative research at the world's leading public health research institution, primarily in the Department of Epidemiology.  Reporting jointly to the Director of Administration for the Department of Epidemiology, the Chief Financial Officer in the Office of Financial Services and the Chief Research Administration Officer in the Research Administration Office, 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.
Grade: 58
60590BR

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, EPA, DoD), foundations, industry, and international contracts from foreign entities.
Grade: 56
59180BR

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, EPA, DoD), foundations, industry, and international contracts from foreign entities.
Grade: 56
60460BR

Senior Grants and Contracts Manager 
Sponsored Programs Administration 
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, EPA, DoD), foundations, industry, and international contracts from foreign entities.
Grade: 56
60461BR

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 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

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