Welcome to…RAIN (the meeting formerly known as SPIN) Presented by: the folks in RDA, with today’s emcee, Gary Chiodo Date: September 15, 2011

Agenda Intros Updates & timely information from the units: Gary Chiodo RFDS RGC SPA Office of the VPR CRBO ORIO Office of the Provost RATE Research HR CTO TTBD Q & A 2 RAIN:

RFDS –Research Funding & Development Services 3 RAIN:

RFDS OHSU Research Funding & Development Services 4 RAIN: Introducing SciVal Funding A powerful new database that makes it easier to find grants tailored to your research. Review previously awarded grants to analyze the current funding environment. Set up customized alerts based on your publication history and research interests. Rachel Dresbeck

RFDS OHSU Research Funding & Development Services 5 RAIN: Rachel Dresbeck

RFDS OHSU Research Funding & Development Services Training materials: -funding-development/funding- portal/upload/RFDS_SciValTraining_FINAL.pdf -funding-development/funding- portal/upload/RFDS_SciValTraining_FINAL.pdf Want us to present a training to your department? us at 6 RAIN: Rachel Dresbeck

RGC –Research Grants & Contracts 7 RAIN:

RGC: OHSU Research Grants & Contracts Hot Topic October 12 th Signing Officials Availability –Kellie, Deb and Jesse will all be in a meeting on October 12 th and will have NO availability for signature and application submission – please plan accordingly. Jesse Null 8 RAIN:

RGC: OHSU Research Grants & Contracts Intergovernmental Personnel Agreements (IPAs) Contractual Mechanism to purchase OHSU personnel time for VA research grants. Initiated by the VA Agreement reviewed and signed by RGC New IPA Cover Sheet available to VA Investigators at chasing/ipa-coversheet.doc chasing/ipa-coversheet.doc Jesse Null 9 RAIN:

RGC OHSU Research Grants & Contracts Jesse Null VA PI/Dept verifies with Dina at VA that IPA is appropriate to use OHSU Dept/PI prepare the IPA paperwork (coversheet/checklist, IPA agreement) and send directly to RGC for approval RGC reviews salary level and start dates. Packet must be received at least 4 weeks before start date listed. RGC approves/signs agreement and forwards to VA Research Services VA Research Services reviews packet and routes to VA HR and Director for approval. Once agreement is signed final copy is sent to SPA, OHSU Dept Admin and other appropriate VA offices Account is created in OGA and notification of account setup is sent to PI and fiscal managers. Dept schedules employee in labor distribution module at agreed upon FTE/% of pay. SPA invoices VA monthly for payroll expenses. IPA Flowchart

RGC: OHSU Research Grants & Contracts IPA Contacts For OHSU – Contact Jesse Null in RGC or For VA Research Services – Contact Dina Farrell or (503) extension Jesse Null 11 RAIN:

SPA –Sponsored Projects Administration 12 RAIN:

SPA: Sponsored Projects Administration 13 RAIN: PwC AR Audit SPA’s Accounts Receivable Other Reasons for delay in payment : Accelerated spending (especially >90 days) Significant deficits/overdrafts Late deliverables or progress reports Pre-award & partial setups Cari Benveniste

SPA: Sponsored Projects Administration 14 RAIN: Oracle Grant Accounting (OGA) Reports Two reports are now available as PDF or Excel Project Status Detail – by Expenditure Description Required for OHSU Adjustment forms, also contains VENDOR number! OGA Award Cash report No longer requests date parameters! Instructions on running reports: administration/upload/ProjStatDetailChanges.pdf administration/upload/ProjStatDetailChanges.pdf Cari Benveniste

Office of the VPR –Office of the Vice President for Research 15 RAIN:

16 VPR: Office of the Vice President for Research Dana Director Save the Date! at the Bancroft Building Thursday, October 20 th 2 p.m. to 5 p.m.

ORIO –OHSU Research Integrity Office 17 RAIN:

CoIR: OHSU Research Integrity Office Revised Conflict of Interest in Research Regulations announced- First glance at changes: Revisions to what requires disclosure: –All significant financial interests related to “institutional responsibilities” –Compensation or stock amounts greater than $5000 –Any reimbursed travel or sponsored travel related to Institutional responsibilities (including purpose of trip, sponsor/organizer, destination, and duration). NOT required to disclose travel that is reimbursed or sponsored by a federal, state, or local government agency, an Institution of higher education Kara Drolet, PhD 18 RAIN:

CoIR: OHSU Research Integrity Office Retrospective review requirement : –Required in cases noncompliance (note: noncompliance includes disclosing a new financial interest more than 30 days after obtaining the interest) –Institution must complete a retrospective review of the Investigator’s activities and the PHS-funded research project to determine whether any PHS funded research, or portion thereof, conducted during the time period of the noncompliance, was biased in the design, conduct, or reporting of such research Institutions required to report to the PHS awarding component more comprehensively on identified financial conflicts of interest and how they are being managed. Kara Drolet, PhD 19 RAIN:

CoIR: OHSU Research Integrity Office Institutions required to make certain information concerning identified financial conflicts of interest held by senior/key personnel accessible to the public via response to any requestors. Investigators must be trained on CoI requirements at least every 4 years. Compliance date: August 25, 2012 Stay tuned for more information and discussion on OHSU policy changes! Kara Drolet, PhD 20 RAIN:

IACUC: OHSU Research Integrity Office Standard Procedures now available on our website SPs developed to speed IACUC review and approval Must use verbatim in your protocol SPs posted as PDF files icies/iacuc-policies-by-category.cfm Bill Dale 21 RAIN:

IRB: OHSU Research Integrity Office IRB is developing new education and outreach initiatives: Development of Introduction to IRB Review Analyst Brown Bag Sessions IRB Chair visits Mindy Roberts 22 RAIN:

IRB: OHSU Research Integrity Office Upcoming education schedule: Mindy Roberts 23 RAIN: ClassDateTimeLocation Brown BagSeptember 22, :30 am – 12:30pmCEI eIRB 101October 6, :30 am – 1pmCHH 3172 eIRB 201October 20, :30 am- 1pmCHH 3172 Brown BagOctober 27, :30 am – 12:30 pmCEI Intro to IRB ReviewNovember 3, :30 am – 1pmCHH 3178 eIRB 101November 17, :30 am- 1pmCHH 3172 Intro to IRB ReviewDecember 1, :30 am -1pmCHH 3178 eIRB 201December 15, :30 am- 1pmCHH 3172 Brown BagDecember 22, :30 am-12:30pmCEI

IRB: OHSU Research Integrity Office Please register for upcoming IRB courses here: /eirb-training-registration.cfm Mindy Roberts 24 RAIN:

CRBO –Clinical Research Billing Compliance RAIN:

CRBO: Clinical Research Billing Compliance Changes in Research Visit Scheduling in Epic Patients cannot be scheduled for research appointments (using the ‘research’ visit type) without having a research association in Epic. All research subjects receiving OHSU clinical services for research purposes must have a research study association in their medical record. Submit the Research Subject Study Status Change form within 3 days of consent being signed. Once the link is placed by the Clinical Research Billing Compliance Office (CRBO), research appointments related to the study can be scheduled. Melanie Hawkins 26 RAIN:

CRBO: Clinical Research Billing Compliance Appointment Scenario 1: If patient has not yet signed consent (no research association in Epic) and you want to schedule a research appointment for the patient to come in to sign consent and there will be NO clinical services performed during that visit: You can still schedule an appointment in Epic (i.e. for notification or resource allocation purposes). The visit should be scheduled as a regular office visit (not research) with no level of service or charges generated. The research association is NOT necessary prior to scheduling for a regular visit. Melanie Hawkins 27 RAIN:

CRBO: OHSU Clinical Research Billing Compliance Appointment Scenario 2: If the patient has not yet signed consent (no research association) and you want to schedule a research appt for the patient to come in to sign consent and there will be clinical services performed during that visit, or ancillary study services (lab, radiology, etc.) performed that day: The patient will first need to be associated with the study in Epic. Send the Research Subject Study Status Change form to the CRBO. Use the status of ‘Pre-Consent’ and provide the date of the future appointment. Melanie Hawkins 28 RAIN:

CRBO: OHSU Clinical Research Billing Compliance Urgent Research Scheduling If you need to schedule a research-only appointment for the patient within the next 24 hours: the form to the CRBO with URGENT in the subject line. Indicate “Pre-consent” as the status on the request form. Melanie Hawkins 29 RAIN:

CRBO: OHSU Clinical Research Billing Compliance CRBO Town Hall: Scheduling Research Appointments (and other exciting topics related to research billing) October 13 th at 10 a.m. in UHS 8B60 (more info to come) Contact the CRBO at for research associations or any questions regarding research visit Melanie Hawkins 30 RAIN:

Office of the Provost –Mark Peters, Export Controls 31 RAIN:

Export Controls Office of the Provost OHSU strives for the betterment of all Oregonians. Our excellence is achieved with participation from a worldwide community of researchers. In our global age, Export Controls Compliance is an important part of national security and responsible research. Mark Peters 32 RAIN:

Export Controls Office of the Provost These events may trigger review of export controls: shipping or transferring controlled technology outside the United States traveling with controlled technology outside the United States hiring a "non-US person" who will have access to controlled technology allowing visitors and/or students who are non-US persons to access areas with controlled technology making payments to non-US persons Mark Peters 33 RAIN:

Export Controls Office of the Provost For questions or concerns regarding this complex area of compliance, please do not hesitate to contact: Mark Peters Mark Peters 34 RAIN:

RATE –Research Administration Training & Education 35 RAIN:

9/29 - RDA 101: Intro to Research Administration 9:30-11:30am at Bancroft 10/4 - Effort Reporting: Refresher, Q & A 1:30-3:30am at SON /6 - Clinical Trials: Pre & Post-Award Administration 10am-12pm & 1-3pm at SON 358 More details at RATE online.RATE RATE: Research Administration Training & Education Margaret Gardner 36 RAIN:

RAIN media conversion to Flash! Built into OHSU’s Internet Explorer No system restart with updates Archive downtime expected during transition. Streaming link to use Flash starting next month. RATE: Research Administration Training & Education Margaret Gardner 37 RAIN:

Fellow’s mentor must have SPONSOR role to terminate. Mentors with existing Commons accounts get ‘Sponsor’ added by calling RGC. Fellow designates Sponsor in xTrain once Sponsor access is granted. Fellow initiates termination notice in xTrain, completes Fellow sections (progress report and post-award contact information), routes to Sponsor for approval. Sponsor approves, routes back. RAIN: RATE: Research Administration Training & Education Margaret Gardner xTrain for Fellowships: The Sponsor Role

More information, especially regarding early terminations and prorating, will be added to the Training Grants & Fellowships resource page at: Please note: If a Fellow logs in to Commons xTrain and does not find the ‘initiate TN’ link, the next step is to contact the helpdesk. NIH eRA Commons Help Desk: M-F 7am-8pm EST. Hold times are sometimes lengthy. RAIN: RATE: Research Administration Training & Education Margaret Gardner xTrain Guidance:

Wrap Up Q & A Next Meeting: October 20, :30 AM (Same day as the Bancroft Open House!) Send agenda item requests to: Or use the feedback form at: Everyone 40 RAIN: