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May 8, 2023
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Important: Institutional LOS Requests Due Prior to July 1st
The Office of Research Strategy and Development, which coordinates all institutional letters of support (LOS) signed by Dean Michelle Williams, is asking to be notified as soon as possible of any institutional LOS needed prior to July 1st. Due to the leadership transition, additional time is required for the review and approval of any LOS requested from the Dean’s office. Please notify Vanessa Barton (vbarton@hsph.harvard.edu) as soon as possible and no later than May 15th of any LOS for a proposal with an internal deadline prior to July 1st.
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New F&A Rate Agreements for All Rate Areas
New rate agreements for all rate areas are now complete and posted on the OSP website.
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FY23 Q3 Certification Period
The FY23 Q3 Project Certification Period opens May 9, 2023. Refer to the HCSRA Effort Reporting & Salary Certification page for more information.
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May 2023 GMAS Release
The May 2023 release will be available on Friday, May 19, 2023. The goals for this release were to provide further enhancements and bug fixes related to subagreements, provide the ability to communicate directly in the application and to continue to work on technical upgrades. Refer to the GMAS Blog for more information.
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Harvard Policies & Guidance
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Research Administration Essentials (RAE) Video Series
The previously recorded REACH Foundations 101 sessions are now available in the Harvard Training Portal (HTP). Each Wednesday, an OSP Blog Post titled “Research Administration Essentials (RAE)” will detail the most recent video releases. These REACH 101 recorded training sessions were reviewed and separated into 21 videos that provide foundational information about topics that span the sponsored award life cycle and are essential to research administrators.
Stay tuned each Wednesday for information about the most recent video release. All previously posted Research Administration Essentials videos can be found on the RAE Page of the OSP Website. The 2 videos featured this week are:
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New Procedure: Backup Documentation for Sponsored Journals
Sponsored journals must be justified and documented more thoroughly than non-sponsored journals due to possible audit by sponsors and to assist the transmitter/approver in quickly understanding the journal. Therefore, backup documentation must be uploaded into Wasabi for every sponsored journal. The Backup Documentation for Sponsored Journals procedure was created to assist administrators determine the best backup documentation to include for sponsored journals.
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Resources to Aid Your Journey on xTrain
Several resources are on hand for xTrain users to navigate the redesigned xTrain module that was launched March 30. xTrain allows program directors/principal investigators, university administrators, and trainees to electronically prepare and manage appointments and terminations for trainees and fellows.
- xTrain online help — For step-by-step instructions and screenshots
- xTrain videos — Tutorials that walk you through an overview of xTrain and how to initiate and manage appointments and terminations of trainees
- xTrain quick reference guides — Guides by user role for principal investigators, trainees, and institution users
- xTrain presentation — An overview of xTrain, highlighting key screens and information
- NIH Guide Notice NOT-OD-23-094 — An official notice about the redesign with information on a process change for deletion of forms as well as clarifications on signatures for trainees and organizational responsibilities for users
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Updates to Funding Opportunity Terminology
Notice # NOT-OD-23-109 notifies the community that NIH is transitioning to updated terminology regarding funding opportunities to better align with the Uniform Administrative Requirements as outlined in 2 CFR Part 200. Effective immediately, NIH will use the term notice of funding opportunity (NOFO) to refer to formal announcements of the availability of Federal funding through a financial assistance program. Previously, such announcements were referred to as funding opportunity announcements (FOAs). See the NIH Grants & Funding Glossary for the full definition. NIH is currently updating websites, documents, and other resources to reflect the new terminology.
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Fraud Alert: Scammers on HHS Websites and Social Media Schemes
The U.S. Department of Health and Human Services (HHS), Office of Inspector General (OIG) is alerting the public to a fraud scheme that uses social media and fake websites to steal money from individuals by offering fake HHS grants. Refer to the full article for more information. Also, read the 5 Tips to Help Grants.gov Users Avoid Scams.
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NIH Notice regarding NRSA Stipends, Compensation, and Other Income
On April 21, 2023, NIH released a notice (NOT-OD-23-111) regarding NIH Policies for NRSA Stipends, Compensation and Other Income. The notification is not clear and Harvard, along with COGR and FDP representatives, have requested clarification from NIH on this notice. Therefore, at this time, there are no updates to Harvard University policy regarding how individuals NSRA trainees and fellows are paid. Until we have further clarification, please do not make any changes, rather, continue to follow the university and your school’s guidance for paying individuals. We will send further communication when we have further interpretation.
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GMAS Basics and Requests Online Training (University-wide)
Date: Self-Paced, 2 hours 30-minute training
Register: Harvard Training Portal
Description: This online class is an introduction to Harvard’s Grants Management Application Suite (GMAS) and how it is used to manage sponsored projects. This course is recommended for all new staff in Research Administration and runs approximately 2 hours 30 minutes. In order to get a completion status for this class, you must view each video in it's entirety and complete the quiz at the end of each section.
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Ethics and Accountability (University-Wide)
Date: Wednesday, May 10, 2023, 10:00AM - 12:00PM
Register: Harvard Training Portal
Description: In this dynamic workshop, you will explore the world of fiduciary responsibility, internal controls and detecting fraud in the workplace. Using a combination of case studies, recent examples in the higher education sector and group discussion, 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. It will also raise your awareness to fraud indicators and outline the actions to take if you suspect that it may occur.
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HSPH Administrative Forum
Date: Wednesday, May 10, 2023, 1:00PM - 2:30PM
Register: If you have not recieved the Zoom invite, please reach out to adminforum@hsph.harvard.edu
Description: The 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.
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Endowment, Gifts & Chart of Accounts Zoom Office Hours
Date: Wednesday, May 17, 2023, 2:30PM - 3:30PM
Register: Zoom Link
Description: The Endowment, Gifts & Chart of Accounts Zoom Office Hours repeats on the third Wednesday of January, February, March, April, May, June, September, October, November, December until Sun Jun 30, 2024. If you have questions on the below topics, this is the place to get them answered.
- gifts (for current use or for principal)
- non-sponsored activity values
- CVRs (cross-validation rules)
- endowment distributions
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2023 Faculty and Staff Spring Reception & Appreciation for Dean Michelle Williams
Date: Wednesday, May 17, 2023, 2:00PM - 3:30PM
Register: Registration Link
Description: Harvard Chan School faculty and staff are invited to celebrate the end of the academic year at the 2023 Spring Reception & Appreciation. The School will also have the opportunity to recognize Dean Williams for her service and dedication. The party begins at 2:00pm, following the last Faculty Meeting of the year. You may drop in at any time, and brief remarks are planned for 2:15pm.
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DMPTool: One-Stop-Shop for Data Management Plans
Date: Wednesday, May 17, 2023, 12:00PM - 1:00PM
Register: Registration Link
Description: A 2-page Data Management Plan (DMP) is now required as part of the new NIH Data Management & Sharing Policy. Data management planning is important for funding, but it also sets you up for success with best practices.
The DMPTool is web-based and provides basic templates that can help you construct data management plans. The DMPTool provides you with templates, funder mandates, institutional requirements, and other instructional material.
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HART Fiscal Year End Webinar
Date: Friday, June 2, 2023, 10:30AM - 12:00PM
Register: Harvard Training Portal
Description: This annual webinar focuses on tips and tricks for making the most use of HART during the fiscal year end. Topics include understanding how to use the time period prompts found on the Transaction Listing dashboards to locate prior and new fiscal year entries, specific dashboard recommendations for getting results quickly, and using other dashboards found in the FIN-Core and other folders to get the results you need at the most critical reporting time of the year.
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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 - 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
62222BR
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), foundations, industry, and international contracts from foreign entities.
Grade: 56
61675BR
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
61145BR
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For more information, please visit the HCSRA website.
To subscribe and reference past issues, visit the HCSRA Highlights Newsletter Page.
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