Virtual Research Administration Conference - Wednesday Sessions

This session will discuss job searching, job variety in research administration, career choices and decision making and focus on how to transition roles effectively. The last piece is unique and critical, as managing resignation, communication around that and the actual transition of a role is vital to reputation management and ongoing career building. 

Content level: Intermediate 

Learning Objectives: 

1. Frame how they might think about a new role and the job search process
2. Have a concrete plan to change jobs. 

Track: Professional Development 

Speaker(s): Saiqa Anne Qureshi, Head of Analysis, Stanford University School of Medicine

Artificial Intelligence (AI) technology is quickly being adopted and integrated into a wide variety of business operations and document oriented workflows.  This trend will certainly have a long-term impact on research funding in both the pre-award and post-award setting.  In several ways, the research funding landscape operates like a multi-sided marketplace.  AI will have different impacts on each aspect of the process.   Researchers may adopt AI matching tools that will help them find grant opportunities that are uniquely aligned with their needs and then use an AI chat engine to help them write a winning grant proposal.  Reviewers may adopt AI to prescreen and eventually provide an initial peer-review to help them process large volume of grant applications.

This session will explore these different aspects of the impact of AI in the funding process and call out some of the early indicators where we can see this happening now, describe use cases and areas where AI technology is likely to impact the process based on evidence from other markets, and examine questions on research effectiveness and reproducibility and explore how AI technology might support better research outcomes.  

Content level: Basic 

Learning objectives:

1. Describe the key touchpoints where AI technology is likely to impact research funding wolflows. 
2. Describe the benefits and challenges of applying AI technology to the research funding process.  

Track: Administration and Management 

Speaker(s): Brian Romansky, Chief Strategy Officer, Profound Impact

When an investigator leaves one institution for another it can be a challenge for both the prior institution and the new one to move the sponsored programs.  Different sponsors have different requirements, timelines, and sensitivities.  Moving one project - let alone an entire portfolio can be an overwhelming process, and can be difficult to know where to begin. This presentation will provide an in depth look into considerations and practical steps in supporting investigators moving between institutions. The presentation will address practical steps in the process, internal procedural items to expedite project transfer, handling difficult situations, and working with different sponsors.  

Content level: Intermediate

Learning objectives:

1. Identify best practices for supporting investigators moving to a different institution
2. Understand potential pitfalls and challenges relating to the transfer of programs between institutions

Track: Pre-Award

Speaker(s): Stephanie Panach, Director of Research Administration, University of Pittsburgh; Caroline Dietz, Manager of Institutional Wide Grants and Contracts, The University of Texas Health Science Center at Houston

 Institutions receiving $50M or more in federal research funding annually will be required to certify in SAM.gov that they have a research program in place that meets the Research Security Programs Standard Requirement.  However, it is advisable for all institutions, especially those accepting federal funding for research, to ensure the requirements for disclosure and management of real or perceived conflicts of interest or commitment are met.  This workshop will help institutions understand where to concentrate efforts to meet sponsor requirements and protect valuable intellectual property, how to investigate and respond to potential issues of non-compliance, and to promoting a research environment that still facilitate global partnerships and open intellectual pursuits.  A case study of how one research institution established its program will provide a real world example.

Content level: Intermediate 

Learning objectives:

1. Understand the Research Security Programs Standard Requirements, how they apply to your institution and how these standard intersect with export control laws
2. Identify resources your institution can use to guide its implementation

Track: Compliance and Ethics 

Speaker(s): Susie Sedwick, Senior Consulting Specialist, Attain Partners

It is scientifically and ethically imperative for researchers to understand it is a key commitment to our research participants to report the results of the clinical trials, so that we can advance knowledge and make informed medical decisions about health care. This session will discuss the most recent federal mandates, requirements, and enforcement of clinical trials disclosure, as well as updates and best practice identified in the research community. The presenter(s) will share the approach that Rutgers’ Human Research Protection Program (HRPP) has taken to establish an effective program, identify key issues and facilitate investigators to maintain compliance with clinical trials registration and results reporting at their institution.

Content level: Intermediate

Learning objectives:

1. Describe why clinical trials disclosure matters; list resources to assist investigators in maintaining compliance
2. Identify how to establish a system in your organization to facilitate and monitor clinical trials registration and results reporting

Track: Clinical and Translational

Clinical Trials Research Administration Certificate: Elective

Speaker(s): Niem-Tzu (Rebecca) Chen, Human Subjects Protection Senior Analyst, Rutgers University

Beginning with the end in mind. Closeouts take place when the awarding agency has determined that all applicable administrative actions and required work have been completed. This session will provide guidelines for preparing for a smooth grant closeout. 

Content level: basic

Learning objectives: 

1. Identify the benefits of having a structured closeout timeline.
2. Educate faculty and staff on the significance of efficient grant closeouts.
   

Track: Finance

Speaker(s): Pamela Montgomery, Assistant Director of Finance & Administration, Duke University; Kimberly McKoy, Accountant former Assistant Director for Pre-Award, North Carolina State University

Research administration professionals use many strategies to ensure effective programs. This session describes an approach that leverages the unique organizational governance of universities to advance research integrity goals. This approach will ensure the success of your program beyond simple compliance with regulatory or local requirements but infuse integrity into self-governance in a participatory framework.

Content level: Intermediate

Learning objectives:

1. Describe how research administration supports scientific integrity and quality science.
2. Build a corps of faculty compliance ambassadors who are engaged in supporting scientific integrity.

Track: Administration and Management

Speaker(s): Michelle Stevenson, Associate Vice President - Research Integrity, The University of Texas at San Antonio

It is important to navigate the pre-award process with Central Departments as a cohesive effort. This session will cover what it takes to build strong, working relationships with Central Departments in order to meet the needs and requirements of the pre-award process.  This includes clear, concise and consistent communication, dependability and building trust with team engagement and the essential functionality of time management. We will also cover maintaining these relationships in and outside the course of the pre-award process.  We will discuss the importance of keeping communication active and open, learning how to be a reliable resource, and methods in keeping a positive morale through language, actions and solutions.

Content level: Basic

Learning Objectives:

1. Discuss how to enhance communication and build relationships with Central Departments.
2. Review how to be a resource and maintain positive morale with Central Departments.

Track: Pre-Award 

Pre-Award Certificate: Elective

Speaker(s): Kristen Itahara, Fund Manager, University of California San Diego; Jayme LaForte, Fund Manager, University of California San Diego

Agreements in the world of research administration come in all shapes and sizes and RAs in central offices can be responsible for ensuring the language in those agreements are in the best interests of their institution.  This session will review common clauses and corresponding positions.

Content level: Intermediate

Learning objectives:

1. Understand what clauses in agreements are intended to do
2. Understand their own institutions positions better

Track: Contract Law

Speaker(s): Sean Scott, Founder, 720 Consulting LLC

Data security and data sharing are critical considerations in modern research, especially in the context of sponsored projects. This session will provide attendees with essential strategies and best practices for safeguarding research data while promoting responsible data sharing practices. Participants will learn how to navigate the complex landscape of data security regulations and guidelines, address common challenges, and foster a culture of data stewardship within their organizations.

Content level: Intermediate

Learning Objectives:

1. Understand the importance of data security and data sharing in sponsored projects.
2. Understand how sponsored projects offices and research administrators can support faculty in meeting data security and sharing requirements.

Track: Compliance and Ethics

Clinical Trials Research Administration Certificate: Elective

Speaker(s): Amy Cook, Associate Vice President for Research Operations, Texas Tech University

At some point, every higher education institution (HEI) or organization receiving grant funding will be audited by the sponsor. Therefore, grantee organizations must prepare for those audits.

This session will:

• Demystify the audit process from the audit planning to the reporting and,
• Identify common areas of compliance vulnerability and,
• Suggest efficient ways to mitigate risk.

Content level: Intermediate 

Learning objectives:

1. Discuss how to best prepare for audit at your institution.

2. Identify risk and review efficient ways to mitigate those risks.

Track: Finance

Speaker(s): Sam Mombou, Director of Sponsored Programs, University of Nebraska, Lincoln

Developing training content, whether at the institutional level or for a single department, presents many challenges. This session will discuss strategies to meet those challenges, including developing effective training content to meet regulatory requirements, establishing key objectives, ensuring completion and measuring effectiveness. 

Content level: Basic

Learning Objectives:

Track: Professional Development 

Speaker(s): Meredith Noto, Associate Director of COI & Export Control, University of Texas Southwestern Medical Center

While research administration has standard duties across all platforms, how RA teams manage projects, PI’s, and project teams differs across institutions, and in many cases, within an institution’s own support system for PI’s/project teams. This panel discussion from four seasoned RA’s will provide various models of research administration support, providing perspectives from diverse institutions and departments. Topics to be discussed include different management teams, communication styles, structures, best practices, measurements of success, and overall pitfalls which will provide attendees a guide for managing research administration duties, teams and topics across faculty and institutional frameworks

Content level: Intermediate

Learning objectives:

1. Learn what the different types of research administration service providing models are in use by the panel
2. Through the panel discussion learn what model or what aspects of a model will be the most effective in your home office

Track: Administration and Management 

Speaker(s): Michael Marino, Associate Director, NU-RES, Northeastern University; Melissa Karby, Associate Director for Research Administration, University of Michigan; Nicholas Prieur, Research Administration Senior Manager, University of Michigan; Christopher Wang, Director of Research Administration, University of California Davis, School of Medicine

Getting through a system’s administrative review is the first hurdle for a proposal. Having a proposal rejected before it can receive a technical review and feedback results in wasted time by all stakeholders. This session will navigate the three main proposal submission portals: Research.gov, Grants.gov and ASSIST. The panel will explain the importance of compliance reviews and best practice tips from the AOR perspective for a successful submission. 

Content level: Basic

Learning Objectives:

1. Discuss obtaining access to the most common submission portals such as grants.gov, research.gov., ASSIST and other systems that require an AOR "button push".
2. Review tips on avoiding common errors. 

Track: Pre-Award 

Pre-Award Required: eRA Tools and Systems (PA-I)

Speaker(s): Kristen Bridges, Associate Director, Office of Sponsored Programs, Carnegie Mellon University; Julie Fredericks, Subcontracts Analyst, Carnegie Mellon University; Natalie Mumich, Senior Proposal Analyst, Carnegie Mellon University

Most research administrators work with their legal and technology transfer offices to some extent, but understanding how these offices can be leveraged to support research admin goals and when/how to interact with these offices can be challenging!  Whether you’re new to research administration or looking for ways to improve your relations with these partner offices, you’re welcome to join this presentation.  Ashley Thomas, Director of the Office of Intellectual Property and Technology Transfer at the University of Denver, will share knowledge gleaned from her work in and with offices of general counsel, tech transfer, and sponsored programs.  The session begins with a review of the nature and purpose of legal and tech transfer offices before focusing on some of the key sponsored research-related clauses of concern to these offices, and ways that you can partner more efficiently (and perhaps happily!) with these offices at your own institution.

Content level: Basic

Learning objectives:

Track: Contracts and Law 

Speaker(s): Ashley Thomas, Manager of Intellectual Property and Technology Transfer, University of Denver

Are you an administrator feeling lost in the labyrinth of pre-award compliance requirements? Worry no more! This insightful one-hour session will equip you with the knowledge and tools to navigate the pre-award process smoothly and efficiently. We'll delve into the essential elements of compliance, including:

• Understanding sponsor requirements: Demystify the specific regulations and guidelines set forth by different funding agencies.
• Navigating internal processes: Learn the ins and outs of your institution's compliance procedures and approval pathways.
• Common pitfalls and how to avoid them: Identify potential roadblocks and gain strategies to overcome them, ensuring a timely and successful submission.
• Best practices for streamlining your workflow: Discover practical tips and resources to optimize your pre-award preparation and submission.
  Whether you're a seasoned researcher or just starting out, this session will empower you to confidently navigate the pre-award compliance landscape, ultimately securing the funding you need to fuel your research endeavors.

Content level: Intermediate

Learning objectives:

1. Gain a comprehensive understanding of key pre-award compliance requirements for major funding agencies and your institution's internal processes.
2. Develop practical strategies to identify and avoid common pitfalls, ensuring a smooth and efficient pre-award submission.
3. Discover best practices for streamlining your workflow and maximizing your chances of securing research funding..

Track: Pre-Award

Speaker(s): Rani Muthukrishnan, Director of Research Compliance, Texas A&M University San Antonio

You have been asked to participate in a clinical trial – what expenses would you include and at what rate? Does it matter if it is federally funded vs. industry, and can you apply the same rate? Use of FTE vs. an overall coordinator rate – study startup, how do you consider all these costs with current NIH funding levels vs. other CRO limitations.

Content level: Basic

Learning objectives:

1. Identifying different types of costs associated with clinical trials.
2. Discussion on various costs associated with clinical trials that are allowable on industry vs. federally funded clinical trials.

Track: Clinical and Translational

Clinical Trials Research Administration Required: Clinical Trials Budget Negotiation (CTRA-R) 

Speaker(s): Linda Dement, Grant and Finance Program Manager, Benaroya Research Institute at Virginia Mason