September 26, 2022

B2P Maintenance Request Form

Based on feedback received by Buy-to-Pay (B2P), they will be relabeling the following Maintenance Request options:

• “Site Add” will become “Address Add”
• “Site Inactivation” will become “Address Removal”

B2P Back to School Reminders for Supplier Onboarding

The start of another academic year brings new and returning students to campus. To help with onboarding these individuals and others, review the Supplier Onboarding Team's Back to School Reminders. It includes guidance and helpful links to assist you with the supplier onboarding process.

"Harvard Sponsored Role" is the New Term for POIs

All references to “Person of Interest” (POI) have been updated to “Harvard Sponsored Role”. Please note that this term refers to individuals with temporary access to Harvard systems and resources for administrative or scholarly purposes. The term sponsored in this context means the individual with temporary access is supported by an individual at Harvard who approves their access to systems and resources. This terminology is unrelated to sponsored activities occurring at Harvard. For more information on this update, please see the Harvard E-News announcement issued on September 8, 2022.

September 2022 GMAS Release

The September 2022 GMAS release will be available on Tuesday, September 27, 2022. For more information, please refer to the GMAS Blog. 

CORRECTION: Budgeting HUIDC for Multiple Subawards Guidance

On June 6, 2022, the Harvard Chan School shared the Budgeting HUIDC for Multiple Subawards Procedure, which stated that “F&A will no longer be taken on multiple subs to the same institution/PI combination on the same sponsored competing segment.” After further review, it has been confirmed that a subagreement will be issued for and HUIDC collected on each separate Scope of Work (not by PI or institution) on an award per competing segment.

Please refer to the most current Budgeting HUIDC for Multiple Subawards Guidance. Note: This revision is effective for proposals submitted after October 6, 2022.

DMS News Items on the HCSRA Website

As NIH works towards the January 25, 2023 effective date of the new NIH Data Management and Sharing (DMS) Policy, we will continue to post their updates on the HCSRA website. The HCSRA Data Management & Sharing (DMS) News link contains all DMS-related news items posted to the website. 

Updated OGC Model Documents for Services/Consulting and Publication Agreements

The Office of the General Counsel (OGC) recently updated the Model Documents used for services/consulting and publication agreements. Please note, these documents are HarvardKey-protected and only provided for use by the Harvard University community.

Supplemental Information to the NIH Policy for DMS

NIH issued the following Notices for Supplemental Information to the NIH Policy for Data Management and Sharing (DMS):  

• NOT-OD-22-213: Protecting Privacy When Sharing Human Research Participant Data
• NOT-OD-22-214: Responsible Management and Sharing of American Indian/Alaska Native Participant Data
• NOT-OD-21-014: Elements of an NIH Data Management and Sharing Plan
• NOT-OD-21-015: Allowable Costs for Data Management and Sharing
• NOT-OD-21-016: Selecting a Repository for Data Resulting from NIH-Supported Research
• The policy: NOT-OD-21-013: Final NIH Policy for Data Management and Sharing
• Implementation of the policy: NOT-OD-22-189: Implementation Details for the NIH Data Management and Sharing Policy

NIH FFRs Will No Longer Be Converted to Interim Annual Reports in the PMS

NIH issued Notice NOT-OD-22-215 to provide an update to NIH recipients who need to submit an SF-425 Federal Financial Report (FFR). Effective October 1, 2022, NIH Final FFRs will no longer be converted to Interim Annual FFRs. Therefore, this Notice serves to rescind NOT-OD-21-138, "NIH Final Federal Financial Reports (FFRs) will be converted to Interim Annual Reports in the Payment Management System (PMS)."

Center for Scientific Review 2022-2027 Strategic Plan

NIH released the Center for Scientific Review (CSR) 2022-2027 Strategic Plan. This plan delineates a forward-looking framework comprising of five overarching goals that organize CSR’s current and future initiatives in support of their mission to foster and enhance the quality and fairness of the peer review process. For more information, refer to the full Open Mike Blog post.

Reminder: Grants.gov Downtime September 23-29

As communicated on August 3, 2022, through the NIH Guide Notice NOT-OD-22-190, Grants.gov is migrating its systems and data to the cloud and therefore will be unavailable from Friday, September 23, at 12:01 a.m. ET to Thursday, September 29, at 11:59 p.m. ET (see for more details on the migration). For more information, refer to the eRA  notice and Grants.gov blog.

2022-2023 Virtual NIH Grants Conference and Pre-Con Events

NIH would like introduce their new NIH Grants Conference and PreCon Events, which all will be hosted within their virtual conference center. Visit the Conference Calendar of Events to view the times and descriptions for each of the events listed below. For more information, refer to the full NIH Post.

• October 14: Research Misconduct & Integrity
• November 9: Foreign Collaborations: Policies, Processes, & Partnerships
• December 6 & 7: Human Subjects: Policies, Clinical Trials, & Inclusion
• January 12, 2023: Making the Most of the 2023 NIH Grants Conference
• February 1 & 2, 2023: 2023 Virtual NIH Grants Conference: Funding, Policies, & Processes

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 regards to effort reporting and certification 

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

Financial Award Management I

Date: Monday, September 26, 2022, 1:00PM - 3:00PM

Register: Harvard Training Portal

Description: This course was developed to help research administrators effectively apply cost principles to manage sponsored awards. In this session participants will:

• Utilize internal financial systems (GMAS, HART) to confirm compliance to sponsor terms and internal policies
• Take appropriate steps to review, analyze, and, in cases of non-compliance, move costs
• Identify the differences between journals and cost transfers

Audience: Research Administrators, Grant Managers, and Research Portfolio Managers

NSF Webinar: Concept Outlines at NSF

Date: Tuesday, September 27, 2022, 2:00PM - 3:00PM

Register: Registration Link

Description: As part of the draft Proposal and Award Policies and Procedures Guide (PAPPG) (23-1), NSF is introducing the Concept Outline as a new submission type. The primary purpose of the concept outline is to ensure that the concept being proposed by the prospective Principal Investigator (PI) is appropriate for the proposal type or funding opportunity, and to help reduce the administrative burden associated with the submission of a full proposal.

Attendees also will learn about the Program Suitability and Proposal Concept (ProSPCT) tool which will be used for submitting and tracking Concept Outlines.

Getting the Most Out of Your Data: Standards to Find, Interpret, & Share Data

Date: Wednesday, September 28, 2022, 11:00AM - 12:00PM

Register: Registration Link

Description: Ever struggle to find that file you saved last semester (or last week)? Have trouble remembering details to re-use your own data? Need others to understand & use your data?n This workshop will introduce you to the power of metadata standards: What they are, why they’re important, and how to get started with them. You will also have the chance to see how metadata is used in data repositories to really help enhance your data. Stop wasting time in finding, interpreting, or sharing your data.

IRB Updates and Meet the ORARC Staff

Date: Thursday, September 29, 2022, 1:00PM - 2:00PM

Register: Registration Link

Description: Come hear the latest and greatest from ORARC staff. Topics to be discussed include an overview of the Office of Regulatory Affairs & Research Compliance, updates to ESTR (the IRB’s submission system), new policies, a review of the most common IRB requirements, and some new tools the IRB is offering.

NCURA Live Webinar: Successfully Onboarding Your Staff in the Virtual World (University-wide)

Date: Thursday, October 13, 2022, 2:00PM - 3:30PM

Register: Registration Link

Description: Onboarding newly hired employees includes welcoming and successfully integrating them into your office. Introducing new, remote team members to the culture while helping them understand how their role and individuals they support impact the overall organization involves a multimodal approach. Since the pandemic, hiring remote staff requires innovative ways of communicating, collaborating, thinking and training. This webinar will provide organizational socialization strategies and tips from three different perspectives to ensure new staff are set up for success and retention.

Upon completion of the webinar, participants will be able to:

• Analyze gaps and identify challenges in the current onboarding structure
• Create a successful virtual onboarding framework
• Utilize available resources and develop new ones

Financial Award Management II: Analyzing Cost Principles

Date: Wednesday, October 19, 2022, 1:00PM - 3:00PM

Register: Harvard Training Portal

Description: This course incorporates activities and case studies to help participants think through complex questions regarding allowability of costs on federal awards and how non-compliance with cost principles can lead to audit findings. We will also consider how internal controls plays a role in ensuring cost principles are applied when charging federal awards. Activities include budget analysis, allowability Q&A, and an audit case study.

Pre-Requisites: We strongly recommend Cost Principles and Direct Costs on Sponsored Awards (University-wide) for participants. Please note, this course is not foundational and achieving objectives is based on participation.

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. 

Senior Grants and Contracts Manager
Sponsored Programs Administration - GHP
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
60013BR

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
59991BR

Senior Grants and Contracts Manager
Sponsored Programs Administration - NUT
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
59960BR

Senior Sponsored Research Administrator
Sponsored Programs Administration 
Description: The Senior Sponsored Research Administrator (SSRA), sits within SPA and acts as the institutional representative of the President and Fellows of Harvard College for the administration of sponsored projects for the school. The Office of Sponsored Programs Administration is comprised of research administrators that work in partnership with faculty to review and submit proposals for funding and to ensure that proposals and awards are managed according to sponsor guidelines and University policies.
Grade: 56 
58854BR

Financial Associate II (Grants and Contracts Manager)
Sponsored Programs Administration - IID
Description: The Grants and Contracts Manager is an integral part of the research enterprise and manages the financial portfolio for a given subset of faculty members. They work in close partnership with faculty members and are responsible for the financial management of their research portfolio. Reporting to the Research Administration Team Lead, they will work with all aspects of pre and post-award finances, and manage contracts, endowments, and gifts. Faculty have a wide-ranging portfolio of accounts from sponsors including the federal government (e.g. NIH, EPA, DoD), foundations, industry, and international contracts from foreign entities. 
Grade: 55
58464BR

Associate Director of Finance
Sponsored Programs Administration - NUT
Description: 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. The Associate Director of Finance is an integral part of the research enterprise and works in close partnership with faculty members to advise them on the financial management of their funds and will have oversight over the Department's sponsored research portfolio as well as their non-sponsored funds.  
Grade: 58 
59604BR

Senior Grants and Contracts Manager
Sponsored Programs Administration - SBS
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 
59568BR

Senior Grants and Contracts Manager
Sponsored Programs Administration - BIO
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
59224BR

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

Assistant Director of Research Administration Subawards
Sponsored Programs Administration - SPA 
Description: The Assistant Director of Research Administration Subawards is a School and University signatory with primary responsibilities for drafting, interpreting, reviewing, and negotiating initial subcontracts, as well as amending existing subcontracts. The Assistant Director works closely with faculty and administrators in all aspects of subcontract management. It is expected that the Assistant Director is able to navigate complex contractual situations, apply sound judgment, and balance independence with a team approach.
Grade: 57
59063BR

Associate Director, Research Finance and Reporting 
Sponsored Programs Administration - SPA 
Description: The Associate Director, Research Finance & Reporting will support innovative research at the world's leading public health research institution.  Areas of research are focused across nine academic departments and a number of centers that include Biostatistics, Environmental Health, Epidemiology, Molecular Metabolism, Global Health & Population, Health Policy & Management, Immunology & Infectious Disease, Nutrition, and Social Behavioral Sciences. The Associate Director will provide leadership across the whole research administration enterprise while working with both academic departments and centers. 
Grade: 58
59064BR

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), foundations, industry, and international contracts from foreign entities. 
Grade: 56
58983BR

Senior Grants and Contracts Manager 
Sponsored Programs Administration - NUT
Description: The Senior Grants and Contracts Manager is an integral part of the research enterprise and manages the proposal submissions for a given department. They work in close partnership with faculty members and are responsible for proposal preparation and submission. Reporting to the Assistant Director of Pre-Award Services, they will work with all aspects of pre-award finances but will have some exposure to post-award management which may include setting up awards, managing contracts, endowments, and gifts. Faculty apply to a wide-range of sponsors including the federal government (e.g. NIH, EPA, DoD), foundations, industry, and international contracts from foreign entities.  Some of the proposals are complex and may involve multiple subcontracts.
Grade: 56
58969BR

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

Senior Grants and Contracts Manager 
Sponsored Programs Administration - GHP
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
58898BR

Senior Grants and Contracts Manager 
Sponsored Programs Administration - NUT
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
58926BR

Senior Sponsored Research Administrator
Sponsored Programs Administration - SPA
Description: The Senior Sponsored Research Administrator (SSRA), sits within SPA and acts as the institutional representative of the President and Fellows of Harvard College for the administration of sponsored projects for the school. The Office of Sponsored Programs Administration is comprised of research administrators that work in partnership with faculty to review and submit proposals for funding and to ensure that proposals and then awards conform to and are managed according to sponsor guidelines and University policies.
Grade: 56 
58854BR