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New Faculty Onboarding

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Presentation on theme: "New Faculty Onboarding"— Presentation transcript:

1 New Faculty Onboarding

2 welcome Beverly L. Davidson, PhD Chief Scientific Strategy Officer Director, Center for Cellular and Molecular Therapeutics Dennis R. Durbin, MD, MSCE AVP and Chief Clinical Research Officer

3 New Faculty Onboarding
Outline Pre-arrival consultation Post-arrival assistance Human Resources Research Information Services Business Administration (grants and contracts) Faculty Affairs and Professional Development Office at Penn CHOP Office of Faculty Development Research Compliance and Regulatory Affairs Human, animal, laboratory research Responsible Research Training

4 New Faculty Onboarding
Outline, continued.. Department of Veterinary Resources CHOP Conflict of Interest Program Clinical Research Support Office Office of Technology Transfer IP, Licensing, Contracts RI Cores Office of Postdoctoral affairs Grant review groups Pre-review consultation for K’s, R’s, etc.

5 Moving or starting your lab
ONBOARDING Moving or starting your lab Howard Eck Director, Research Resources FIRST ORDER OF BUSINESS: Fill out ONBOARDING QUESTIONNAIRE!

6 ONBOARDING: Pre-arrival
Lab Move Freezers Reagents (Biohazard, Frozen samples, Tissue samples, etc.) IBC approval; MTA processes Equipment Special needs for the move? Special needs once you arrive (e.g., emergency power)? Are there equipment purchases that will occur prior to your arrival? Capital equipment, computers, phone set up, etc.?

7 ONBOARDING: Pre-/Post-arrival
Lab Needs Equipment installation, plumbing, outlets, lab furniture, etc. Office Needs Keys, ID access, telephone connections, voic (if used) Staff Needs Keys, ID access, lab telephones, moving people in your lab

8 ONBOARDING Human Resources
Joanne McCool Director, Human Resources

9 Human Resource Services
Before You Arrive Once You’ve Arrived Onboarding Complete profile, initiate clearances, Make appt. with Occupational Health (Clearance takes ± 30 days if smooth) Brian Naughton will connect you to a Talent Acquisition Coordinator (TAC) -Complete CHOP mandatory education for new employees CHOP (aka Talent Acquisition / Recruiting) Bringing current lab staff? Call Brian to move to CHOP-based salary ladder -Meet Brian to learn of how to post jobs, screen candidates and extend offers -Share preferences for sourcing and screening Office of Immigration & Visa Services (OIVS) Does anyone need visa sponsorship to work in the US or have immigration-related inquiries? Penn & CHOP each have their own OIVS (based on payroll ‘home’). Jane Kim-Hall -Learn about visa and green card sponsorship, processing timelines & costs. Individualized training sessions available upon request. -Connect with Legal Counsel (if needed).

10 Human Resource Services
Before You Arrive Once You’ve Arrived General Human Resources (HR) If you have an HR question or concern and don’t know who to contact, Leon can help you connect with the right person. Leon Jones w/Maxine Johnson support the Practice Plans Performance management, employee relations, job descriptions and compensation. Connect to / liaison with other HR services. Organizational Development (OD) Unlikely that you’d have an OD need prior to your arrival, but if you can’t connect with who you need, Ruth is accessible for escalation. Ruth Kilgore New leader support, training & development, talent management, engagement, retreats & in-tact team interventions, organizational analysis, design, etc. HR Leadership Unlikely that you’d have an HR leadership need prior to your arrival, but if you can’t connect with who you need, I’m accessible for escalation. Joanne McCool You are in very capable hands with the team. I am at your disposal for questions, comments & concerns.

11 HR Personnel Brian Naughton Leon Jones Jane Kim-Hall Joanne McCool
Lead Talent Strategist Leon Jones Strategic HR Business Partner Jane Kim-Hall Program Manager Immigration Services Joanne McCool Director HR Maxine Johnson Strategic HR Business Partner Ruth Kilgore Sr. Manager HR

12 Research Information Systems
ONBOARDING: Research Information Systems Michael Schulz Director, Research Information Systems

13 Research Information Systems
Answers to onboarding questionnaire will direct RIS leaders to contact you regarding: Web/Applications Systems Devices: relocation and/or requistion Data needs Usage levels Retention requirements Including large dataset moves Website or Web application porting or development Cloud based project porting Construct solutions tailored to specific needs Submit requests:

14 Research Sponsored Projects and Research Business Management
ONBOARDING Research Sponsored Projects and Research Business Management Michelle Lewis VP, Research Administration & Operations

15 Research Sponsored Projects and Research Business Management
Three individuals work as a unified team for you (team varies PI to PI) SPO = Sponsored Project Officer Helps insure that your grant applications are submitted and reviewed by the sponsor, and follows the sponsor’s instructions and CHOP policies RBM = Research Business Manager Supports you in the management of your research $ Meets with you to determine budgets, salary, and resource allocations for new awards Meets with you to determine budgets, salary and resource allocations for you post award Budget monitoring, financial closeouts of awards GCS = Grants Contracting Specialist Negotiates the incoming and outgoing subcontract agreements that support your collaborations with colleagues at other institutions

16 VP, Research Admin and Operations n lewism8@email.chop.edu
Subject Matter Experts Michelle Lewis VP, Research Admin and Operations n Brigid Czyszczon Assistant Director, Research Business Management [RBMs] Sara Dubberly Senior Director, Sponsored Projects [SPOs, GCSs & RBMs] Robert Denight Assistant Director, Sponsored Projects [SPOs & GCSs]

17 Faculty Affairs & Professional Development (FAPD)
Perelman School of Medicine FAPD supports the recruitment and appointment, promotion, and retention of distinguished faculty. See FAPD web site for MyDotMed (my.med.upenn.edu), the gateway to FEDS (Faculty Expertise Data System for CV & Grants), HAMSTER (House Staff & Medical Student Evaluation Record for teaching evaluations) Faculty Careers: Surveying the Road from Appointment to Promotion (on-line tutorial) Advance Faculty Professional Development program Professional Development Teaching Requirement for Assistant Professors Victoria A. Mulhern Executive Director

18 CHOP Office of Faculty Development
One-on-one meetings to welcome new CHOP faculty Provide names and describe roles of people who can help with academic career aside from your assigned Mentor and your Chair/Chief Outline departmental specific Faculty Development programs Website https//:ofd.research.chop.edu Guidance on managing a lab or clinical research group Internal (CHOP/Penn) and external (AAMC, Harvard) professional development sessions Samples of successful CHOP grants (K-, R-, P- and U-type funding) and templated language for Resources Faculty development sessions with internal and external speakers Mary Blitzer Field Assistant Director

19 CHOP Office of Faculty Development web site https//:ofd.research.chop.edu

20 Research Compliance & Regulatory Affairs
Investigational Drug Service Research Safety Institutional Review Board office Institutional Biosafety Committee Animal Care and Use Administration Shipping Core Matthew Hodgson, AVP

21 Office of Research Compliance
Routine and for-cause quality assurance and monitoring Human subjects research Investigational New Drug (IND) and Investigational Device Exemption (IDE) applications held by CHOP employees Research billing Clinicaltrials.gov support Export control Policy and procedure documentation program Research misconduct

22 Research Safety Just ask! Training programs (Bio, Chem, Lab Safety)
Assistance with Institutional Biosafety Committee (IBC) protocol submission Guidance on lab setup and safety in the lab Individual lab consultations (risk assessments) Incident response (24/7 on call) Research Safety Department (6-2272) Just ask!

23 Institutional Animal Care and Use Committee (IACUC)
Laurence Eisenlohr, VMD, PhD Chair Denise Ancharski-Stutler Administrative Director

24 CHOP Onboarding for the Animal User
Meet with IACUC Chair (I. Eisenlohr) and Admin Director to discuss protocol submission Protocol Submission Onboarding questionnaire For animal use = YES Complex Protocol or USDA Species: Meet with Attending Veterinarian (L. Stewart) or designated clinical veterinarian Meet with Facilities Director (L. Stewart) to discuss space needs Training: -On Line Learning Library -Occupational Health and Safety Risk Assessment (annual) -LAS hands on training

25 Department of Veterinary Resources
Professional and para-professional staff who provide veterinary, technical, regulatory and research-related expertise Provide administrative, scientific, and veterinary review of protocols Provide daily oversight and care for research animal colonies USDA and non-USDA covered species Colket Translational Research Building, Abramson Research Center Enable, support and facilitate animal- based research Laike Stewart, DVM, DACLAM Senior Director and Attending Veterinarian   Margaret Reasoner Associate Director Research Operations

26 Institutional Review Board (IRB)
Not Human Subjects Research Not Human Subjects Exempt Expedited Review Full Board Barbara Engel, MD, PhD Chair

27 IRB Resources IRB webpage https://irb.research.chop.edu/
What must be reviewed by the IRB Protocol and Consent Templates SOPs Contact IRB Help line ( ) IRB Office Hours – 4 times per month on Thursday afternoons and Friday mornings (no appointment required – call Help line for schedule) Meet with the Director, Assistant Director or one of the IRB chairs

28 Responsible Research Training
Use the Training Wizard to determine training requirements or contact us, or Wendy Reed Williams, PhD Director Jodi Leckrone Assistant Director

29 CHOP Conflict of Interest Program
“Conflict of interest” refers to situations in which financial or other personal considerations may compromise, or have the appearance of compromising, an individual’s professional judgment Janet Holcombe Vice President, Chief Compliance and Privacy Officer Patrick Egan, Esq. Senior Manager of Compliance Operations

30 eCOI Electronic Disclosure System
Online disclosure system Part of eResearch – interacts with eIRB, eSPA, eAgreements COI review required aspect of IRB approval, acceptance of funds, and approval of agreements Annual/Primary Disclosure Form Required once per year in February Reviewed by Department Chair/VP and COI Office Project-specific Disclosure Form Pulls information from Annual/Primary form Required for each specific project Helps COI Office determine whether project could affect interest Reviewed by COI Office and Conflict of Interest Committee (if necessary)

31 CHOP COI Requirements Types of conflicts:
Clinical (outside interests may affect prescribing practices or clinical decision-making) Purchasing (outside interests may affect decision- making with respect to purchasing or vendor relations) Commitment (outside commitments may conflict with primary obligations to CHOP or with CHOP’s mission) Research (research has potential to be biased as a result of outside interests – both those of the individual and of the Institution)

32 COI Resources Conflict of Interest Office\Office of Compliance and Privacy Intranet: Policy: Standard Operating Procedures: rating_procedure.pdf Anonymous Reporting of Compliance Concerns: or (enter CHOP when prompted for institution access code)

33 Clinical Research Support Office
Dennis R. Durbin, MD AVP & Chief Clinical Research Officer Jennifer Goldfarb Senior Director, CRSO

34 The CRSO Team Research Staffing Clinical Trials Support
Clinical research personnel to assist with start-up and execution of projects, and ensure compliance Clinical Trials Support Industry contracting support Support for management of trial using OnCore Trial budget preparation Recruitment support/consultation for clinical research studies IND/IDE support for sponsor investigators Research Navigator Serves as liaison to investigators and their teams navigating research administration

35 Other Clinical Research Resources
Biostatistics Faculty Support Justine Shults, PhD, lead biostatistician Westat Biostatistics and Data Management Core (BDMC) (240) or (267) Biostatistics support Study design, power calculations, analytic plans for grant applications Data management services Database development and maintenance

36 Office of Technology Transfer (OTT)
Zev Sunleaf, Vice President, OTT

37 Office of Technology Transfer (OTT)
Moving Breakthroughs from Bench to Bedside Disclosure: Drugs, Therapies, Devices, Diagnostics, Software and Materials. Review prior art and business case. Patent and market. Partner and license. Competitive intelligence Protect IP Communicate Outreach Funding Impact

38 OTT: Intellectual Property and
Licensing Group Manage the intellectual property (IP) of inventions (i.e. patents and copyrights) from the research institute and hospital Make patent filing decisions based on prior art and business case Work with inventors to market technologies to find licensees and sponsored research opportunities Negotiate the terms of license agreements

39 OTT: Contracts Group Facilitate the research and collaboration of CHOP’s faculty, research, and hospital staff in the preparation, review, and negotiations of certain research agreements, such as: Collaboration agreements with corporate and/or academic partners; Non-disclosure/confidentiality agreements to discuss potential collaborations; Transfer agreements to receive or send materials and data; and consortium agreements To learn more about the Office of Technology Transfer, visit Office of Technology Transfer Website

40 CHOP RI Cores The CHOP Research Institute Cores provide state-of-the-art technologies, technical expertise and education to facilitate discovery, and support the research missions of our investigators Harry Ischiropoulos, PhD Scientific Director for Cores

41 Abramson Pediatric Research Building (ARC)
Flow Cytometry Core (FCC) Metabolomic Core (MB) Nucleic Acid and PCR Core (NAP) Pathology Core (PC) Protein and Proteomics Core (PPC) Translational Lab Core (TLC) Aquatic Zebrafish Core Colket Translational Research Building (CTRB) Biostatistics and data management core (BDMC) Small animal imaging facility(SAIF) High Throughput Sequencing Core (HTS) Transgenic Core (TC)

42 Office of Postdoctoral Affairs
Provide opportunities for research trainees to participate in career and professional development programming (CHOP, BPP, Penn Career Services) Consider the Diversity Fellowship for postdocs Support trainees in pursuing external funding Visit the CHOP Trainee Portal to find out more about our services and programs Wendy Reed Williams, PhD Director David Taylor, PhD Assistant Director

43 Grant Review Groups Grant Proposal Success (GPS): Matthew Weitzman
Neuroscience: Michael Robinson Cell Biology: Janis Burkhardt Pediatrics basic: Garrett Brodeur Pediatrics clinical: Theo Zaoutis

44 Grant Review Groups Pediatrics K and R Advisory Committees
Review of basic and clinical proposals for K and R applications to NIH Neuroscience Grants Club Reviews Rs, Ks, Fs, and private foundation grants; clinical and basic research in neuroscience Attendees include senior faculty, junior faculty, fellows, and post-doctoral fellows Cell Pathology Grants Club Reviews basic research grants at concept stage Attendees include senior and junior faculty from Pathology Grant Proposal Success Groups (Self- Assembled: Current Group focused on Immunology for NIH, foundation and internal grants for early stage investigators or basic science K awards) Learning and networking opportunity for investigators across campus Attendees include senior faculty

45 THANK YOU! Also Visit: Getting Started at the CHOP RI and the
New to CHOP links on the Research Institute intranet

46

47 GRANT REVIEW GROUPS AT CHOP
Grant Proposal Success - Early Stage Investigator (esiGPS) Attendees include established faculty with extensive grant experience Reviews NIH grant proposals as well as foundation and internal grants This is a learning and networking opportunity for junior faculty Established for early stage investigators across campus Grant Proposal Success - Basic Science K awards (BaSciK-GPS) Established on Ad Hoc basis to support basic science K proposals for NIH Committee meets twice to help assemble the proposal ). Contact information: Matthew Weitzman

48 Neuroscience Grants Club
Group Meets 2nd Thursday of Every Month Attendees include senior faculty, junior faculty, fellows, and post-doctoral fellows Reviews Rs, Ks, Fs, and private foundation grants; clinical and basic research If one submits a grant, one is expected to participate in reviewing other peoples’ grants. This is a learning and networking opportunity. Contact information: Kristen Pidgeon or Michael Robinson

49 OFFICE OF RESPONSIBLE RESEARCH TRAINING (RRT)
Deliver training programs and events that improve compliance with federal regulations, and strengthen and diversify CHOP’s biomedical research pipeline. OFFICE OF POSTDOCTORAL AFFAIRS (OPA) Promote the professional development of research trainees (postdoctoral fellows, physician fellows, training grant fellows and CHOP-based graduate students) and foster diversity.


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