Concurrent Sessions

Monday, June 10, 2019 - 10:35 am to 11:45 am

S1A: May You Live in Interesting Times - A Discussion of the Revised Common Rule and NIH’s Policies for Clinical Trials and Human Subjects Research

With the implementation of the revised Common Rule in January 2019 and a continuing stream of new policy requirements from the NIH related to clinical trials and human subjects research, research administrators have many new requirements to track. This session will provide an overview of:

  • The revised Common Role
  • The Single IRB of Record mandate
  • Special requirements for NIH-funded clinical trials and other human subjects research
  • Changes to NIH Certificates of Confidentiality

Content Level: Intermediate

Session Track: Compliance

Speaker(s): Cynthia S. Shindledecker, Director, Health Sciences and Behavioral Sciences IRB, University of Michigan; Mary E. Ramierz, Assistant Director, Health Sciences and Behavioral Sciences IRB, University of Michigan; Mary Donnelly, Full Board Administrator, Health Sciences and Behavioral Sciences IRB, University of Michigan

S1B: A Journey Through Process Improvement in Research Administration

The Spectrum Health Department of Research (SHOR) supports all of the research activity at Spectrum Health, a mid-size non-academic affiliated, not-for profit health system that includes 14 hospitals in Western Michigan. SHOR employs roughly 100 staff across 4 areas including Research Oversight (IRB), Sponsored Programs, Research Finance, and Clinical Operations Teams. It manages approximately 1,000 studies that include industry sponsored trials, registries and investigator-initiated research. In November 2018, SHOR launched a process improvement tool titled RiHub - Research Improvement Hub. The initiative was inspired by clinical process improvement systems referred to as 'iHubs' at Spectrum Health, the brainchild of Dr. Robert Connors, President of the Helen DeVos Children's Hospital who started the first  iHub at Spectrum. These iHubs model their clinical process improvement tools on the Kaizen methodology of rapid and continuous improvement using a visual management system that engages all levels of staff. (Kaizen methodology was initially developed by Toyota in the mid 20th century and has since been adapted to many different types of business operations.) The RiHub in SHOR was developed with two goals in mind: 1) To promote excellence in research administration by adopting cutting edge tools and smart, lean processes, and; 2) To enhance department culture by promoting team based all -inclusive problem solving.

This session will provide an overview of how to use and apply the Kaizen methodology including A3 thinking, visual management boards, establishing metrics of accountability and weekly huddles. There will be an interactive component whereby we will apply the methodology in a hands-on exercise around process improvement.

Content Level: Intermediate
Session Track: Leadership & Management
Speaker(s): Shanta Layton, Director of Research Operations, Spectrum Health

S1C: Department of Education Title III: It’s All About Retention of Students  

Saginaw Valley State University (SVSU) was one of 17 awardees from the 84.031F competition receiving $3M five-year grant. SVSU is using this award to update college-level match courses; develop on-line educational materials with instructional designer support, develop student analytics and business intelligence framework to improve student services, and expand scholarships with $1.2M endowment to retain students with financial burdens. This session will explain what Title III eligibility is, when to apply for it, how to use your University strategic plan to write Title III objectives, learn how to write and report on KPIs (Key Performance Indicators), objectives and measures, understand what is and is not allowable under Title III and what best reporting is needed to show strong student support.

Content Level: Intermediate

Learning Objectives:

  • Learn how and when to apply for Title III eligibility
  • Understand reporting requirements and best practices for reporting Title III
  • Learn how to take your University Strategic Plan and write Title III objectives based on strengths, weaknesses and significant problems
  • Learn how many and which Title III allowable activities to choose, so your reporting is manageable.

Session Track: Research Administration Fundamentals
Speaker(s): Janet Rentsch
, Director, Sponsored Programs, Saginaw Valley State University

S1D: Pre-Award Assessment/What Does Better Look Like?

The department of Internal Medicine at the University of Michigan completed an assessment of their pre-award process. The charge included a structure review of pre‐award staff in the department, cross-coverage, expectations and policy assessment, training for new faculty and pre‐award staff and more. This session will focus on the steps taken and tools used for a thoughtful, successful review. The outcome will be shared, and well as what the metrics showed us.

Content Level: Basic

Session Track: General Research Administration

Speaker(s): Judy Carrillo, Internal Medicine/Michigan Medicine, The University of Michigan

Monday, June 10, 2019 - 1:00 pm to 2:10 pm

S2A: Exploring a Shared Services Model for Pre-Award Research Administration

Where would you turn if your research administrator had an emergency and needed to be away? Is your research administrator of many years preparing for retirement? Is your school struggling to retain skilled staff? Do you or your colleagues find yourself planning time off around NIH deadlines? You might find answers to these questions through shared services implementation. In this session, we will walk through one College’s transition to a centralized pre-award model and explore the efficiencies gained.

Content Level: Intermediate
Learning Objectives:

  • Define shared services in research administration.
  • Outline a needs assessment.
  • Describe the implementation of shared services.
  • Consider expansion possibilities.

Session Track: Leadership & Management
Speaker(s): 
Erin Gorman, Director of Research Operations, Michigan State University, Health Colleges Research Services; Teresa Thomas, Research Administrator II, Michigan State University, Health Colleges Research Services

S2B: A Beginner’s Guide to Administration in a Research Focused, Faculty Led Environment

Accepting a job in a research lab or center can be intimidating for research administrators; they often are supported by “soft money” and report to faculty which can offer unique challenges. However, these jobs offer opportunities to grow your research administration skills and become immersed in the research process. In this session we will talk about our experiences working in a research-focused environment, the pros and cons, why we find these environments rewarding and models for how to structure a research program in your own unit.

Content Level: Basic

Session Track: Professional Development

Speaker(s): Corey Turner, Research Process Manager, University of Michigan; Nicholas Prieur, Research Process Senior Manager, University of Michigan

S2C: how to Run a Successful Seed Grant Program – The Good, the Bad and the Oh Boy I Didn’t See That Coming!

We will explore the basic components of a successful seed grant program, how to keep the recipients compliant, accountable, financial oversight and outcomes reporting. The Pop Centers at The Ohio State University (OSU) and the University of Michigan (UM) have each had Seed Grant Programs for over 10 years. Keeping track of multiple seed grants in various stages of development, with budgets ranging from $3,000 - $50,000 has its challenges. OSU and UM will team up to explore all of this, plus expectations of various NIH funders and funding mechanisms.

Content Level: Intermediate

Session Track: General Research Administration

Speaker(s): Jill Morris, Senior Grants Specialist, The Ohio State University; Carol Bowen, Research Process Sr. Manager, University of Michigan; Kerri Cross, Director of Research Administration, University of Michigan

S2D: Experiential Learning and Compliance: How to Handle Corporate Engagement with Students

There is an increase in experiential learning that brings real-world corporate problems into the classroom as well as creating more extracurricular activities available to students. These engagements need to be handled with care and often require written agreements in order to protect the corporation’s interests. There are some basic principles for managing these engagements, and they often require research administration involvement both in the units and centrally.

Content Level: Basic

Session Track: Compliance

Speaker(s): Jennifer Huntington, Research Process Manager, University of Michigan

Monday, June 10, 2019 - 2:15 pm to 3:25 pm

S3A: What the Certification for Research Administration (CRA) Can Do for the Administrator’s Career, Community and Institution

With the expansion of science and research over the years, the research enterprise today is vast, includes complicated legal and regulatory requirements, complex bureaucracies and increased demand for public accountability. The knowledge and skills needed by a research administrator encompasses a broad spectrum. Obtaining a CRA shows that you have demonstrated achievement of an advanced level of knowledge and understanding of the principles, concepts, and regulations for administering research.

Content Level: Basic

Session Track: Professional Development

Speaker(s): Danielle Smith, CRA, Director Research Administration and Finance, Life Sciences Institute, University of Michigan

S3B: Using Awarded Grant Data to Expand your Pool of Potential Funding

Are you missing out on valuable information to help inform your funding portfolio? This session will share ways for research administrators and others to use awarded grant data to discover funders, perform analysis of funding trends including comparative assessments, identify collaborators with a track record of securing awards and uncover lesser-known potential sources of funding for research projects. We’ll discuss real-life examples showing how these insights are actioned.

Content Level: Basic

Session Track: General Research Administration

Speaker(s): Heidi Becker, Product Specialist & Engagement Manager, Digital Science

S3C: The Art of Positive Post-Award Service

As research administrators, our unique customers often require very complicated and complete service, that at times can include difficult/demanding requests. The effectiveness in how our service meets their needs goes hand in hand with how it is delivered and eventually perceived by the customer. The goal of this session is to give research administrators the tools to provide post award service in a way that is; Positive, Trustworthy and Welcomed by our customers.

Content Level: Basic

Session Track: Research Administration Fundamentals

Speaker(s): Heidi Madias, Research Process Manager, University of Michigan, LSA Finance

S3D: Developing a Competency-Based Model for Research Administrators

This session will provide an introduction to competency models and explore how the University of Michigan has worked to develop a model that outlines the specific competencies required for research administrators to be successful in their positions, and potentially links those competencies to various tools that managers and staff use to assist in recruiting, hiring, training and professional development, and performance management.

Content level: Intermediate

Session Track: Leadership & Management

Speaker(s): David Mulder, Training Manager, University of Michigan

Monday, June 10, 2019 - 3:45 pm to 4:55 pm 

S4A: Biospecimen Data Collection 101 for Research Administrators in the Social Sciences

Integration of biospecimens into social science research is becoming more common. There are administrative responsibilities that come with collection and analysis of biospecimens including: procurement contracts for analysis and other services; coordination of shipping and storage; compliance requirements; and data use agreements. This session will help you learn the terminology and processes needed to navigate the administrative activities involved in social science research with biospecimens.

Content Level: Basic

Session Track: Compliance

Speaker(s): Lesli Scott, Associate Director, University of Michigan ISR Biospecimen Lab; Jacqui Hinchey, Research Administrator, University of Michigan ISR Survey Research Center

S4B: Resource Sharing and Community Building for Research Administrators

Inter-campus collaboration is of increasing importance to research institutions. While this leads to increased creativity and innovation, research administrators are struggling to keep up with the changing academic landscape. In order for staff to effectively support researchers, the University of Michigan College of Engineering (CoE) RA-Collaborate group was formed. This session highlights why collaboration among research administrators is critical for bridging knowledge across campus. RA-Collaborate was started by a Research Administrator (RA) in the College of Engineering in 2016, who identified a gap in the CoE. Due to the decentralized structure of the college as a whole, knowledge sharing was difficult. This RA saw an opportunity to gather RAs in a room around a topic and discuss best practices and share experiences and expertise. Currently, this group is open to any College of Engineering Research Administrator (approximately 70 Research Administrators) and is led by a committee including two current Research Administrators and the Director of Research Administration at the College of Engineering. We have found that most departments are represented at every meeting, giving us a breadth and depth of experience to call upon with any pressing research administration issues.

The goal of the session is to help attendees learn how to create a sense of community in their institution, which can lead to a more connected, collegial environment for Research Administrators. It will highlight the various methods used to assess the needs of the CoE Research Administration community and will also discuss the importance of building these networks for Research Administrators and how the connections made can benefit you throughout your career. Attendees will leave with suggestions on how to get buy-in from peers and central administration, topic ideas and how to assess what topics may be of importance at their institution. We will also discuss lessons learned from our own experience.

Content Level: Basic

Session Track: General Research Administration

Speaker(s): Elaine Meinzer, Research Process Coordinator, University of Michigan Climate and Space Sciences; Corey Turner, Research Process Manager, University of Michigan Naval Architecture & Marine Engineering

S4C: Leading Your Team to Excellence: Building a Positive Workplace Culture

We all want to be in an environment that is inspiring, nurturing, fulfilling and even fun. A positive workplace culture enhances teamwork, increases productivity, sparks creativity, boosts morale, builds group unity, improves employee retention, reduces employee stress and increases job satisfaction. We will teach you how to create a culture which has a safe workspace with work-life balance, where staff feel valued and empowered, can be creative, and where entrepreneurial failure is accepted.

Content Level: Basic

Session Track: Leadership & Management

Speaker(s): Lisa Armstrong, Unit Administrator, University of Michigan; Jean Policht, Financial Specialist, University of Michigan

S4D: Pre-Award Administration: We Can Provide More than a Budget!

Sometimes faculty assume that all they need from us pre-award research administrators is to complete a budget. But we have the ability to provide a much more comprehensive service that includes many other important pieces of a successful grant application. In this session, we will discuss the importance of the RFP review process, communication techniques for hard to reach PI’s, as well as tips to ensure that the budget is capturing all costs that are pertinent to the project. In addition, we will review areas that are often overlooked and additional ways that will transform the level of services provided to PIs and make their life easier – including how to handle those last-minute submissions. This sessuib will go beyond the basics of pre-award and delve into tactics to offer the best service possible.

Content Level: Intermediate

Learning Objectives:

  • How to read and comprehend the RFP – what to look for and communicate to the PI.
  • Know what questions to ask to ensure that the budget is complete and accurate.
  • Learn tips to handle late submissions.

Session Track: Research Administration Fundamentals
Speaker(s): 
Heather Hazzard, Chief of Staff, Institute for Quantitative Health Science & Engineering, Department of Biomedical Engineering, Michigan State University

Tuesday, June 11, 2019 - 9:35 am to 10:45 am

S5A: Facilitating Big Team Success: A Case Study Highlighting Pre- and Post-Award Management Challenges

Team research often involves partnership by many organizations. As the number of researchers and organizations increase, so does the complexity of pre- and post-award management. Proactive planning may help streamline the business components allowing researchers to focus on the work to be performed. In some cases, the nature of the work requires research administrators to develop tools, strategies and guidance to minimize risk and distractions from delivering the project outcomes.

Content Level: Intermediate

Session Track: General Research Administration

Speaker(s): Ms. Elizabeth Hoy, Assistant Director of Program and Business Development, Great Lakes Research Center, Michigan Technological University

S5B: Improving the Faculty and Research Administrator Relationship: A Framework for Working Together Towards Successful Research Collaborations

In a research-focused environment, faculty and research administrators can often have a strained relationship; competing priorities and shifting deadlines can cause stressors in an otherwise productive workplace. This session will discuss how to work together (from each vantage point) towards overall success in lifecycle project administration. Both parties will outline their distinct roles in the research process and how they manage opposing priorities for a successful collaboration.

Content Level: Basic
Session Track: Professional Development
Speaker(s): Nicholas Prieur, Research Process Senior Manager, University of Michigan; Megan Patrick, Research Professor, University of Minnesota

S5C: Research Administrators and Institutional Animal Care and Use Programs (IACUC); Why and When Our Paths Cross, and How to Improve the Journey

Ever wonder why the IACUC holds up an award release? Curious about why an IACUC protocol is needed and how it affects a subcontract? Frustrated by grant congruencies? Unsure what an MOU is and why they are needed? IACUCs have defined regulatory requirements to which they are beholden and the administrative offices that support them must uphold the requirements. These federal and state regulations affect pre- and post-award activities, subcontracts and other facets of research administration. Research Administrators are often caught in the middle of these “compliance holds.” In this session, the University of Michigan IACUC Office will provide foundational information to help Research Administrators navigate the IACUC. Focusing on how regulations relate to research administration, we will review cornerstone regulations, terminology, review processes and required documents and assurances. Participants are encouraged to bring questions, scenarios, quips and concerns to the discussion. Our goal is to help reduce administrative burden, and facilitate research administration by sharing foundational knowledge of IACUC regulations and processes, opening channels of communication and helping us all asking the right questions at the right time. Participants will be able to describe the basic regulations governing animal research, identify when IACUC regulations affect research administration functions and analyze when IACUC involvement is, or may be needed, and who to call.

Content Level: Basic
Learning Objectives:

  • Describe the basic regulations governing animal research
  • Identify when IACUC regulations affect research administration functions
  • Analyze when IACUC involvement is, or may be needed, and who to call

Session Track: Compliance
Speaker(s): Lauren Danridge, CPIR, LSSS, GBSS, Associate Director, University of Michigan Animal Care & Use Office (ACUO)

S5D: A Pre-Award Primer: Fundamentals of Pre-Award Administration

This session will provide an overview of the proposal preparation process. Presenters will discuss how to review solicitations, noting items to watch out for (including potential pitfalls), develop a proposal checklist and highlight items to consider in drafting a budget. The session will also include strategies for being proactive and keeping organized in the face of multiple proposals. At the end of the session, participants should have an understanding of the overall proposal process, acquire tips for smoother proposal submission and understand what good pre-award support entails.

Content Level: Basic
Session Track: Research Administration Fundamentals
Speaker(s): Brandi Berg, CRA, Research Process Manager, University of Michigan; Anne M. Thomson, JD, CRA, Research Process Manager, University of Michigan

Tuesday, June 11, 2019 - 11:00 am to 12:10 pm

S6A: Demystifying Data Use Agreements: Basics of Data and DUAs for Research Projects

Almost all projects use or create data in some manner. So when does that data require special protections, terms and handling? This session will provide an introduction to concepts of Data Use Agreements and the laws, regulations and concerns around them to help guide research teams through things to consider when conducting or preparing for projects. This will include basic information on HIPAA, The Common Rule, FERPA and GDPR (new EU regulation), and how they may apply to your research to govern what you can or cannot do without additional steps being taken first. It will also cover basic requirements and language/negotiation points for Data Use Agreements (including Business Associate Agreements, Data Transfer Agreements, etc.).

Content Level: Basic

Learning Objectives:

  • A greater understanding of when DUAs are needed, and what is the right agreement for the project.
  • Introduction of common terms and commonly confused terms in discussing DUAs.
  • General understanding of some of the basics of legal requirements around data, data transfers and DUAs.

Session Track: Compliance

Speaker(s): Patrick Woods, Managing Project Representative - Private Team, University of Michigan Office of Research and Sponsored Projects

S6B: Transferring NIH Grants: Bridging Two Institutions

Recruiting new faculty with existing NIH awards provides an opportunity for research administrators to dive into the Change of Grantee Organization (Type 7) Application. In this session we will explore the process from relinquishing statement to award. We will provide a roadmap for navigating the transfer process from tips to potential challenges. If your unit is recruiting NIH funded faculty, this might be the right session for you. 

Content Level: Intermediate
Session Track: General Research Administration

Speaker(s): Erin Gorman, Director of Research Operations, Michigan State University Health Colleges Research Services

S6C: What the Certification for Research Administration (CRA) Can Do for the Administrator’s Career, Community and Institution

With the expansion of science and research over the years, the research enterprise today is vast, includes complicated legal and regulatory requirements, complex bureaucracies and increased demand for public accountability. The knowledge and skills needed by a research administrator encompasses a broad spectrum. Obtaining a CRA shows that you have demonstrated achievement of an advanced level of knowledge and understanding of the principles, concepts and regulations for administering research.

Content Level: Basic
Session Track: Professional Development
Speaker(s): Danielle Smith, CRA, Director Research Administration and Finance, Life Sciences Institute, University of Michigan