Welcome to…RAIN

1. 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

2. Agenda Gary Chiodo • Intros • Updates & timely information from the units: • RFDS • RGC • SPA • Office of the VPR • CRBO • ORIO • Office of the Provost • RATE • Research HR • CTO • TTBD • Q & A RAIN: 09.15.2011

3. RFDS • Research Funding & Development Services RAIN: 09.15.2011

4. RFDS OHSU Research Funding & Development Services Rachel Dresbeck 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. RAIN: 09.15.2011

5. RFDS OHSU Research Funding & Development Services Rachel Dresbeck http://www.funding.scival.com RAIN: 09.15.2011

6. RFDS OHSU Research Funding & Development Services Rachel Dresbeck Training materials: http://www.ohsu.edu/xd/research/administration/research-funding-development/funding-portal/upload/RFDS_SciValTraining_FINAL.pdf Want us to present a training to your department? Email us at funding@ohsu.edu. RAIN: 09.15.2011

7. RGC • Research Grants & Contracts RAIN: 09.15.2011

8. RGC: OHSU Research Grants & Contracts Jesse Null Hot Topic • October 12th Signing Officials Availability • Kellie, Deb and Jesse will all be in a meeting on October 12th and will have NO availability for signature and application submission – please plan accordingly. RAIN: 09.15.2011

9. RGC: OHSU Research Grants & Contracts Jesse Null 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 http://www.portland.va.gov/research/documents/purchasing/ipa-coversheet.doc RAIN: 09.15.2011

10. RGC OHSU Research Grants & Contracts Jesse Null IPA Flowchart

11. RGC: OHSU Research Grants & Contracts Jesse Null IPA Contacts • For OHSU – Contact Jesse Null in RGC (nullj@ohsu.edu or 4-0525) • For VA Research Services – Contact Dina Farrell (dina.farrell@va.gov or (503) 220-8262 extension 57895) RAIN: 09.15.2011

12. SPA • Sponsored Projects Administration RAIN: 09.15.2011

13. SPA: Sponsored Projects Administration Cari Benveniste 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 RAIN: 09.15.2011

14. SPA: Sponsored Projects Administration Cari Benveniste 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: http://www.ohsu.edu/xd/research/administration/sponsored-projects-administration/upload/ProjStatDetailChanges.pdf RAIN: 09.15.2011

15. Office of the VPR • Office of the Vice President for Research RAIN: 09.15.2011

16. VPR: Office of the Vice President for Research Dana Director Save the Date! at the Bancroft Building Thursday, October 20th 2 p.m. to 5 p.m. RAIN: 09.15.2011

17. ORIO • OHSU Research Integrity Office RAIN: 09.15.2011

18. CoIR: OHSU Research Integrity Office Kara Drolet, PhD 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 RAIN: 09.15.2011

19. CoIR: OHSU Research Integrity Office Kara Drolet, PhD • 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. RAIN: 09.15.2011

20. CoIR: OHSU Research Integrity Office Kara Drolet, PhD • 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! RAIN: 09.15.2011

21. IACUC: OHSU Research Integrity Office Bill Dale 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 http://www.ohsu.edu/xd/about/services/integrity/policies/iacuc-policies-by-category.cfm RAIN: 09.15.2011

22. IRB: OHSU Research Integrity Office Mindy Roberts IRB is developing new education and outreach initiatives: • Development of Introduction to IRB Review • Analyst Brown Bag Sessions • IRB Chair visits RAIN: 09.15.2011

23. IRB: OHSU Research Integrity Office Mindy Roberts Upcoming education schedule: RAIN: 09.15.2011

24. IRB: OHSU Research Integrity Office Mindy Roberts Please register for upcoming IRB courses here: http://www.ohsu.edu/xd/research/about/integrity/irb/eirb-training-registration.cfm RAIN: 09.15.2011

25. CRBO • Clinical Research Billing Compliance RAIN: 09.15.2011

26. CRBO: Clinical Research Billing Compliance Melanie Hawkins 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. RAIN: 09.15.2011

27. CRBO: Clinical Research Billing Compliance Melanie Hawkins 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.  RAIN: 09.15.2011

28. CRBO: OHSU Clinical Research Billing Compliance Melanie Hawkins 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 andthere 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. RAIN: 09.15.2011

29. CRBO: OHSU Clinical Research Billing Compliance Melanie Hawkins Urgent Research Scheduling If you need to schedule a research-only appointment for the patient within the next 24 hours: • Email the form to the CRBO with URGENTin the email subject line. • Indicate “Pre-consent” as the status on the request form. RAIN: 09.15.2011

30. CRBO: OHSU Clinical Research Billing Compliance Melanie Hawkins CRBO Town Hall: Scheduling Research Appointments (and other exciting topics related to research billing) October 13th at 10 a.m. in UHS 8B60 (more info to come) Contact the CRBO at crbo@ohsu.edu for research associations or any questions regarding research visit scheduling. RAIN: 09.15.2011

31. Office of the Provost • Mark Peters, Export Controls RAIN: 09.15.2011

32. Export Controls Office of the Provost Mark Peters 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. RAIN: 09.15.2011

33. Export Controls Office of the Provost Mark Peters 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 RAIN: 09.15.2011

34. Export Controls Office of the Provost Mark Peters For questions or concerns regarding this complex area of compliance, please do not hesitate to contact: Mark Peters 503-494-0137 petemark@ohsu.edu http://www.ohsu.edu/export RAIN: 09.15.2011

35. RATE • Research Administration Training & Education RAIN: 09.15.2011

36. RATE: Research Administration Training & Education Margaret Gardner 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 358 10/6 - Clinical Trials: Pre & Post-Award Administration 10am-12pm & 1-3pm at SON 358 • More details at RATE online. RAIN: 09.15.2011

37. RATE: Research Administration Training & Education Margaret Gardner 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. RAIN: 09.15.2011

38. RATE: Research Administration Training & Education Margaret Gardner • 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.  • xTrain for Fellowships: The Sponsor Role RAIN: 09.15.2011

39. RATE: Research Administration Training & Education Margaret Gardner • xTrain Guidance: More information, especially regarding early terminations and prorating, will be added to the Training Grants & Fellowships resource page at: http://www.ohsu.edu/research/rda/spa/nrsa.shtml 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: 1-866-504-9552 M-F 7am-8pm EST. • Hold times are sometimes lengthy. RAIN: 09.15.2011

40. Wrap Up Everyone Q & A Next Meeting: October 20, 2011 9:30 AM (Same day as the Bancroft Open House!) Send agenda item requests to: rain@ohsu.edu Or use the feedback form at: http://www.ohsu.edu/xd/research/administration/rain.cfm RAIN: 09.15.2011