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December 5, 2022
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ORSD Reminder: Institutional Letters of Support for T32 Applications
The Office of Research Strategy and Development (ORSD) coordinates all letters of institutional support that are to be signed by the Dean’s Office (Michelle Williams, Dean of the Faculty), including institutional letters of support, which are required for all T32 training grants.
Please be aware that the guidelines for T32 letters of support have been significantly expanded and ORSD can help draft a letter that complies with NIH requirements. All requests for T32 institutional letters of support should be sent to Vanessa Barton at least one month prior to the NIH deadline. For the January 25th deadline, please contact Vanessa Barton prior to December 14th.
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2022 Yearly Access Review (YAR) Due December 12*
The Yearly Access Review (YAR) process is an annual review of user access to Harvard Financial Systems, required by Harvard University IT Client Services, for the following applications: Buy-to-Pay (B2P); CONCUR; GMAS; HART (reporting); Oracle; PeopleSoft/QlikView/DZConnex (Fieldglass)/Equifax; PI Dashboard; and Wasabi. This year's YAR review period will be held 11/22/22 - 12/12/22.
Catalina Diaz sent YAR Reviewers an email notification with the following information:
*Please Note: We recently learned that there is a major budget deadline on Friday 12/9. If you need to push the YAR deadline to Monday (12/12), please inform Catalina Diaz, however, meeting the 12/9 deadline is greatly appreciated.
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Harvard e-News: December Issue is Now Available
The November issue of the Harvard e-News is now available. Harvard's Financial Administration Department publishes this monthly electronic newsletter for users of the University's administrative systems. They welcome questions and suggestions (admin_systems_enews@harvard.edu); if your questions are of general interest, they'll answer them in future issues.
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SPA Holiday Internal Proposal Deadlines
Harvard Chan Scholl will be closed for the Winter Recess from Thursday (12/22/22) to Monday (1/2/23). SPA would like to remind grant administrators that the winter recess will alter the internal proposal deadlines: Proposals due to sponsors during this period will be due to SPA no later than Monday (12/12/22) by 10 AM.
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Harvard Policies & Guidance
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The Reinvention of Subagreements in GMAS
Important information for anyone working with subagreements: The GMAS Team and Subagreement Committee are working together to reinvent the subagreement process, with a release date expected in February 2023. The new subagreement process will enhance communication and accessibility features in GMAS and create a workflow that supports each role involved with subagreements. For more information and appropriate contacts for questions, refer to the HCSRA News post.
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New Award Management Checklist for Research Administrators
OSP is excited to announce a new tool for Research Administrators to assist with the management of sponsored awards. The Award Management Checklist is now available as a supplemental “Resource” to the Closeout and Reporting Policy for Sponsored Awards. This checklist was developed by the University-wide Operations and Policy Committee (OPC) with input from schools and local units. It includes a comprehensive list of activities that should be performed during the award and specific activities that should be performed at closeout.
The Award Management Checklist is a downloadable Excel file, so it can easily be customized based on specific award terms or to complement local procedures and controls. The checklist can assist with tracking the broad range of compliance activities that must be monitored throughout an award and can be a useful resource for new or existing grant managers. With the checklist being a “tool” for Research Administrators, usage of the Award Management Checklist is not a requirement by OSP.
Please note: The Award Management Checklist should be saved and tracked locally (not in GMAS).
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Research Administration and Compliance Suite Update
The research administration and compliance suite of applications, including OAIR, ESTR-IRB, Agreements-DUA, and Data Safety will be unavailable from Thursday, December 8 at 7:00 pm ET until Friday, December 9 at 2:00 am ET to complete minor update activities. This configuration release includes minor changes to the Agreements-DUA and Data Safety SmartForms, along with small navigation improvements and enhanced activities for OAIR and ESTR-IRB. Please view the detailed release notes for additional information.
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Administrative Reporting and Analytics Program (ARAP)/Harvard Analytics and Reporting Tool (HART) Update
This article provides a monthly HART update, the upcoming release as well as information about the HART 6.4 Self-Service Training Program and additional user resources for ARAP and HART.
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Oracle EBS 12.2 is Coming in April 2023
The Oracle financial system is being upgraded this coming April. For this upgrade, the Oracle and B2P systems will be unavailable from Tuesday, April 18, 2023 at 5:00 pm through Monday, April 24, 2023, at 8:00 am. There will be more details over the next couple of months so watch the future eNews.
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12 Days of Data Management and Sharing Tips & Resources
As we get closer to the January 25, 2023 effective date of the new NIH Data Management and Sharing (DMS) Policy, here are 12 tips and resources we would like to gift you – but you might have to supply your own partridge in a pear tree
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FastLane Proposal Decommissioning and Transition of Functionality to Research.gov
Effective November 21, Award Documents, Organizational Reports, and Grants.gov integration in FastLane were retired and will be decommissioned. For more information, refer to the HCSRA News post.
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Upcoming Improvements to EBiz Account Management
Beginning January 21, 2023, the registration and authentication process for the EBiz POC (Electronic-Business Point of Contact) will change. The enhancement will improve account security with multi-factor authentication, and allow users to choose their username or use an existing applicant account. Managing an organization’s presence on Grants.gov will be more simple with improved user experience.
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Fishbowl Tuesdays at the Harvard Chan School are 1 to 1 1/2 hour sessions held on a regular basis during the academic year. All sessions are currently being held via Zoom. Invitations to attend each session (with Zoom Meeting Info) are sent to our research administrator’s mailing list. Please contact Jennifer Neira with questions, suggestions, or to have your name added to the email list. To access previous Fishbowl presentations, visit HCSRA's Fishbowl Tuesday page.
| Topic |
Description |
Presenters(s) |
Date/Time |
| GMAS Subagreement Module Training |
30-minute roadshow of the GMAS Subagreement module including design highlights, high-level process flows, and details on future training. |
Jess Perrault, Sr. Product Manager, HUIT |
Tuesday, January 10, 1pm to 2pm |
| University Billing Agreement Process |
Overview of Harvard Billing Agreement process and Harvard Chan School nuances. |
Wendy Chan, Associate Director, SPA |
TBD |
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Drop-in NIH DMS Policy Office Hours
To help you learn about the National Institutes of Health (NIH) Data Management and Sharing Policy, effective January 25, 2023, and how to successfully meet its expectations at Harvard, the Harvard Research Data Management (RDM) working group is hosting both in-person and virtual information sessions. Experts from research support services will be on hand to provide guidance and answer your questions — a great opportunity to get some face-to-face time (and even 1:1 time) with research support experts. Registration is only required for online sessions.
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Overview of Sponsored Programs Online Training (University-wide)
Date: Self-paced online module
Register: Registration Link
Description: An online training for research administration is now available as a self-paced course in the Harvard Training Portal: Overview of Sponsored Projects. The content of this course was previously offered on a quarterly basis and the session was over 3 hrs. This self-paced course consists of seven modules separated by topic area. Each module contains a video and varies in length. Modules can be completed in any order and re-taken as needed by the user.
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Your Research Can’t Stay Here: What Researchers Departing HLC Schools Should Know
Date: Tuesday, December 6, 2022, 11:00AM - 12:00PM
Register: Registration Link
Description: Finished with your human research study? Leaving a Harvard Longwood Campus School and have an open Human Subjects research protocol? Transferring your human research to your new institution? Join the Office of Regulatory Affairs and Research Compliance to discuss the off-boarding process with the HLC IRBs and your responsibilities when it comes to your research records once your study is over.
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Cost Transfer Level II Training
Date: Tuesday, December 6, 2022, 1:30PM - 3:00PM
Register: Harvard Training Portal
Description: This Cost Transfer session will focus on the role of the Cost Transfer Authorized Approver. The class will include a review of Harvard's Cost Transfer Policies and Procedures, the responsibilities of approvers, identifying requirements and best practices for approval, and cost transfer resources. Attendees will participate in group discussions and work through examples and case studies. Pre-Requisites: Review the Cost Transfer Policy, Complete the Intro to Cost Transfer online course (Required).
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Human Subjects Research: Policies, Clinical Trials, & Inclusion
Date: Tues & Wed, December 6 & 7, 2022, 12:00PM - 5:00PM
Register: Registration Link
Description: Are you working with human subjects in your research and wondering about how HHS regulations and NIH policies apply, how to prepare a research proposal, or how to develop inclusion plans? Join experts from the NIH Division of Human Subjects Research and HHS Office of Human Research Protections (OHRP) for answers to these questions and more at the Human Subjects Research: Policies, Clinical Trials, & Inclusion event on December 6 and 7, 2022. During this 2-day virtual event, these NIH and HHS experts will share policies, resources, guidance, and case studies in this informative and engaging, live event. Check out the full agenda on this page for a detailed list of topics covered.
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Ethics and Accountability – Financial Management Course
Date: Wednesday, December 7, 2022, 10:00AM - 12:00PM
Register: Registration Link
Description: The Ethics and Accountability course is now combined with the Fraud and the Workplace course for one dynamic workshop! Intended for new hires, staff with new financial management roles or those interested in a refresher. In this dynamic workshop, you will explore the world of fiduciary responsibility, internal controls and detecting fraud in the workplace. This course seeks to provide you with a clear understanding of your roles and responsibilities in protecting the University’s resources while promoting an environment consistent with the University’s values and objectives.
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Research Management Meeting (RMM)
Date: Wednesday, December 7, 2022, 2:30PM - 3:30PM
Register: Registration Link
Description: These bi-monthly meetings are open to the University’s sponsored research community to provide updates on relevant issues. The specific agenda will be posted soon. The agenda includes: DMSP Updates (NIH Data Management & Sharing Plans); Audit & Legal Issues (part 1); GSS – International Update, IT Updates; updates on Fringe Benefits, and Single Audit Results.
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GREI: Best Practices for Sharing Data in a Generalist Repository
Date: Thursday, December 8, 2022, 3:00PM - 4:00PM
Register: Registration Link
Description: This webinar will introduce best practices for sharing NIH-funded data in generalist repositories including tips and guidance for generating high quality metadata to describe your data, preparing data files and documentation for sharing, considerations for data licensing and privacy, and reporting on open data and metrics.
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NIH Data Management and Sharing Policy Immersion Workshop
Date: Monday, December 12, 2022, 11:00AM - 5:00PM
Register: Registration Link
Description: The NNLM National Center for Data Services is hosting this workshop to provide an extensive look at the upcoming NIH Data Management and Sharing Plan Requirements (effective January 25, 2023).This all-day workshop is intended for those without much experience working in research data management and will provide an overview of the NIH policy, research data management basics, and related resources.
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Ask an Expert: NIH Data Management and Sharing Policy
Date: Tuesday, December 13, 2022, 1:00PM - 2:00PM
Register: Registration Link
Description: So, you want to write an NIH grant and need to know more about their new policy on Data Management & Sharing Plans? Drop-in this virtual information session to learn about the policy and how to successfully meet its expectations at Harvard. Experts from research support services across Harvard will be on hand to provide guidance and answer your questions.
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NNLM: Creating Data Management Plans with DMPTool
Date: Tuesday, December 13, 2022, 1:00PM - 2:00PM
Register: Registration Link
Description: The DMPTool is a free tool that walks users through creating comprehensive data management plans. This webinar will guide attendees through data management plan basics, creating a DMPTool profile, and exploring available templates and planning resources.
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General Contract Review Training
Date: Wednesday, December 14, 2022, 10:00AM - 11:30AM
Register: Harvard Training Portal
Description: This is a great course to learn about, or brush up on, vendor contracting and will cover general legal concepts, Harvard-Specific policies and concerns, and how to use Harvard contracts templates or work with vendor documents.
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FASEB DataWorks!: Budgeting for Data Management & Sharing (DMS)
Date: Thursday, December 15, 2022, 2:00PM - 3:00PM
Register: Registration Link
Description: FASEB DataWorks! is a new initiative that brings the biological and biomedical research communities together to advance human health through data sharing and reuse. Held monthly, these conversations are a space for researchers to discuss issues related to data sharing and reuse.
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An Overview of Effort Reporting for Administrators (University-wide)
Date: Ongoing
Register: Harvard Training Portal
Description: Intended for Grant Managers and staff involved in research administration at Harvard University, this course provides an overview of Harvard's effort reporting policy. Topics covered include:
- Risks posed to Principal Investigators, faculty members, and the institution if federal effort reporting requirements are not met
- How federal regulations drive the University’s effort reporting policy and procedures
- Committed effort and “reasonable estimates”
- The responsibilities of administrators, PIs and faculty members, and researchers and lab staff with regard to effort reporting and certification
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Harvard Research Data Security Training Course (University-Wide)
Date: Ongoing
Register: Harvard Training Portal
Description: The Harvard Research Data Security Training Course provides researchers and administrators with an overview of processes and procedures related to managing research data in compliance with the Harvard Research Data Security Policy and other related University policies. The Course focuses on human subjects and sensitive or confidential data, as well as data that is subject to contractual requirements
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Job Openings in Research Administration
We would like to use this section to highlight current research administration job openings. We will keep this section up to date and all job postings can be found on Harvard Careers.
Financial Associate I (Grants and Finance Associate)
Department of Epidemiology - EPI
Description: PHACS seeks a Grants and Financial Associate to support the fiscal and compliance infrastructure of this complex NIH funded Program Project. Reporting to the Assistant Director of Finance, they will provide administrative and financial support for all ten components of the P01 research project. As a critical part of the PHACS financial team, the Grants and Financial Associate will contribute to all financial/grant business functions of the award, with a focus on routine grants management and budget tracking.
Grade: 56
60703BR
Associate Director of Finance
Sponsored Programs Administration - EPI
Description: The Associate Director of Finance will support innovative research at the world's leading public health research institution, primarily in the Department of Epidemiology. Reporting jointly to the Director of Administration for the Department of Epidemiology, the Chief Financial Officer in the Office of Financial Services and the Chief Research Administration Officer in the Research Administration Office, the Associate Director of Finance (ADF) is a key leadership position in the Department and is responsible for financial and grants management. They will oversee a team of financial staff including grant managers and accounts payable personnel.
Grade: 58
60590BR
Senior Grants and Contracts Manager
Sponsored Programs Administration - EPI
Description: The Senior Grants and Contracts Manager is an integral part of the research enterprise and works in close partnership with faculty members. They are a primary resource for providing guidance and oversight on issues related to fiscal, administrative and regulatory management of a portfolio of grants, contracts and sponsored programs from award receipt through closeout. These grants are from a wide-range of sponsors including the federal government (e.g. NIH, EPA, DoD), foundations, industry, and international contracts from foreign entities.
Grade: 56
59180BR
Senior Grants and Contracts Manager
Sponsored Programs Administration - EH
Description: The Senior Grants and Contracts Manager is an integral part of the research enterprise and works in close partnership with faculty members. They are a primary resource for providing guidance and oversight on issues related to fiscal, administrative and regulatory management of a portfolio of grants, contracts and sponsored programs from award receipt through closeout. These grants are from a wide-range of sponsors including the federal government (e.g. NIH, EPA, DoD), foundations, industry, and international contracts from foreign entities.
Grade: 56
60460BR
Senior Grants and Contracts Manager
Sponsored Programs Administration
Description: The Senior Grants and Contracts Manager is an integral part of the research enterprise and works in close partnership with faculty members. They are a primary resource for providing guidance and oversight on issues related to fiscal, administrative and regulatory management of a portfolio of grants, contracts and sponsored programs from award receipt through closeout. These grants are from a wide-range of sponsors including the federal government (e.g. NIH, EPA, DoD), foundations, industry, and international contracts from foreign entities.
Grade: 56
60461BR
Senior Grants and Contracts Manager
Sponsored Programs Administration - EPI
Description: The Senior Grants and Contracts Manager is an integral part of the research enterprise and works in close partnership with faculty members. They are a primary resource for providing guidance and oversight on issues related to fiscal, administrative and regulatory management of a portfolio of grants, contracts, and sponsored programs from award receipt through closeout. These grants are from a wide-range of sponsors including the federal government (e.g. NIH), foundations, industry, and international contracts from foreign entities.
Grade: 56
59180BR
Senior Grants Manager
Center for Biostatistics in AIDS Research (CBAR)
Description: The SGM will work closely with researchers and other members of the Finance Team to design and prepare budgets, as well as assemble highly-confidential, final grant proposals. The SGM will analyze past data in preparing projections, completing required forms for new grant proposals, and completing competitive renewals and continuations for a number of different sponsors (NIH, subcontractors, and corporations). The SGM will also be responsible for monitoring all deadlines and contacting the School’s Office of Sponsored Programs Administration to resolve any problems or issues that arise.
Grade: 56
58978BR
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For more information, please visit the HCSRA website.
To subscribe and reference past issues, visit the HCSRA Highlights Newsletter Page.
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