Advisory Council for Research Administration Meeting Updates

Updates from the Advisory Council for Research Administration meeting include organizational changes, introduction of new members, and discussions on proposal submission policies. The meeting agenda covered topics such as portfolio re-assignment, compliance data, training task force, and future priorities. Additionally, details on updated personnel assignments and information on Intergovernmental Personnel Act (IPA) agreements were provided.

• Research Administration
• Meeting Updates
• Organizational Changes
• Proposal Submission Policies
• IPA Agreements

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1. Advisory Council for Research Administration 09/26/2016 2:00pm 4:00pm School of Public Health, Dept. of Global Health, 801 Massachusetts Ave., Crosstown Center, 3rd Floor, Room 305 1

2. Agenda Updates SP Organizational update Portfolio re-assignment Proposal Submission Policy Compliance data as of 9/23 Draft Revised Forms Renna Lilly VA/IPA Transmittal Sheet IPAS Transmittal Sheet Training Task Force - Jen Marron Guest Speaker Bill Segarra, Director of Industry Contracting, Industry Team, Who, What and Why Group Discussion Future topic priorities 2

3. Updates Introducing new ACRA members Geraldine Pierre (SPH); Patrick Decoste (SPH); Nancy Clinton (MED) SP Organizational/Assignment changes 3

4. Updated 09.15.16 Effective 09.26.15 Assoc. Vice President of Sponsored Programs D Baldwin Director Special Projects, Policy &Compliance D Markey Director Director Contracting W Segarra Associate Director Subcontracts S Ciccarelli Director Research Operations, Analytics & Systems R Russell Pre-Award Services R Lilly Team C Team B Team A Reporting & Data Analyst K Sokol TBD (open) Sr. Contracting Associate Industry A Franks Subcontract Specialist D Hesketh, Z Bjorkman Pre-Award Associate Director N Mujagic Pre-Award Associate Director M Harlow Pre-Award Associate Director P Murphy Business Analyst S Morse TBD PD Analyst (open) Contracting Associate Industry A Colon Sr. Managing Research Administrator TBD (Open) Sr. Managing Research Administrator internal? Sr. Managing Research Administrator S Rocha Sr. Research Administrator T Moy, M Ledbetter- Johnson Administrative Coordinator M Gillis, M Sankale Sr. Research Administrator L Kelly, K Levy, L Stringer, JL Washington, Sr. Research Administrator N DeLeon Research Administrator T DiGuiseppe M Klumpar, D VanVooren Research Administrator M Costa, A Lennon Office Services Manager K Guadagni Research Administrator A Freed Sr. Award Analyst K Broderson, Award Analyst M Rangarajan Award Analyst S Hattori, J Schmacher Award Analyst E Gibbs, L Joseph Orange = open positions Green = Award Analysts to be moved into life cycle team at a later date Blue = not an open FTE would need to be filled by existing staff

5. Intergovernmental Personnel Act (IPA) Agreements Background For BU personnel (faculty and staff) working on Federal projects Mechanism to reimburse BU for the time/effort BU personnel are working on VA projects. IPA is setup as a cost-reimbursable account in OSP and we invoice the VA on a monthly basis IPA is valid for 12 months and can be renewed annually for up to 48 months, then a 12 month break in VA funded service is required Federal Agency initiates IPA with BU personnel 5

6. Intergovernmental Personnel Act (IPA) Agreements Revised IPA transmittal sheet Highlights of changes: 1. Formatted to match the new look/feel of BU research forms and eliminated unnecessary fields 2. Includes budget section that auto-calculates 3. Includes checklist of supporting documents 4. Removes Sponsored Programs signature 5. Adds Dean Signature 6

7. DRAFT: Institutional Prior Approval Request IPAR form The IPAR form proposes to consolidates 3 existing forms MED IPAS MED NCE request form CRC IPAS The current forms look different, are in different formats (PDF and Word) and request different information. This is confusing for new Sponsored Programs staff and new department administrators. 7

8. DRAFT: Institutional Prior Approval request IPAR form Highlights of changes in IPAR form: 1. Single form will be used for both campuses for Pre-Award/Advance Account and Re- budgeting requests 2. Title of Form: New: Institutional Prior Approval Request IPAR OLD: Institutional Prior Approval System IPAS 3. Formatted to match the new look/feel of BU research forms and eliminated unnecessary fields 4. Pre-Award/Advance Account: Added consistent DC and IDC fields but will not require detailed budget. Added anticipated award type 5. Re-budget section: Simplified budget section 6. Removed NCE request section. PI/DA should work directly with SP RA to submit appropriate NCE request based on sponsor requirements. Thoughts on this major change? 7. Removed Sponsored Programs signature line 8

9. Training Task Force Jen Marron (ENG) was asked to lead a Task Force to take the work we did as a group around onboarding and bring several of these projects to fruition Identified colleagues to participate Will kick-off in October 9

10. Boston University Sponsored Programs (SP) - Industry Group Who we are: 1. William P. Segarra, MA, JD, MPH |Director, Industry Contracts and Agreements 2. April Franks, JD, MS, CRCP | Senior Contract Associate 3. Angelica M. Colon | Contract Associate 10

11. Boston University Sponsored Programs (SP) - Industry Group What we do: 1. Review, negotiate and execute: Industry supported Clinical Trial Agreements (CTA s) Industry supported Sponsored Research Agreements (SRA s) All contract amendments for CTA s and SRA s 2. Review, negotiate and execute: All Incoming Material Transfer Agreements (MTA s) All incoming and mutual Confidential Disclosure Agreements (CDA s) All incoming and mutual Data Use Agreements (DUA s) 11

12. Boston University Sponsored Programs (SP) - Industry Group What we need to get started: For CTA s and SRA s Completed Proposal Summary Form (PSF) Budget Scope of Work For MTA s, CDA s and DUA s Completed Request Form Please see this link: https://www.bu.edu/osp/industry/ 12

13. Boston University Sponsored Programs (SP) - Industry Group How to reach us: 1. William P. Segarra, JD, MPH Office: 617 353-6151 | Email: segarra@bu.edu 2. April Franks, JD, MS, CRCP | Senior Contract Associate Office: 617.358.1658|Email: afranks@bu.edu 3. Angelica M. Colon | Contract Associate Office: 617-358-7506| Email: acolon@bu.edu Or at: industry@bu.edu 13

14. Boston University Sponsored Programs (SP) - Industry Group What we have done since January 1, 2016: Agreement Type Clinical Trial Agreement CTA Amendment Data Use Agreement Industry Equipment Agreement Master Agreement Material Transfer Agreement Non-Disclosure/Confidentiality Agreement Count Completed 16 10 31 1 3 337 61 Sponsored Research Agreement SRA Amendment Grand Total 26 19 504 14

15. Priorities identified Topics 5/4/16 Meeting 6/27/16 Meeting 7/25/16 Meeting Discussed 9/26/16 Meeting Effort Reporting Communication Onboarding Compliance* Clinical Trials Carryforward No-Cost Extensions Discussed Post Docs New Policy Best Practices* Cost-Sharing Departing Faculty Discussed Discussed Discussed Building BU s Research Community* Subaward Process Discussed 15

16. *Compliance ((IRB, IACUC, FCOI) Challenges navigating the BU system / Process / Faculty Support * Best Practices - specific to sponsor type (i.e.. Foundation Grants vs. Federal Grants) or specific to award type (i.e.. R01, T32, etc. ) *Building BU s Research Community: Certificate Program Webinars (NCURA, SRA, etc.) - save and share with community, encourage DA s to attend. Tea Time small groups where a specific topic is introduced Social Media Blogs, Twitter Networking informal luncheons. Important for face to face recognition Office hours for OSP/PAFO, where anyone can pop in and casually ask questions Internal Newsletter Committee Members saw value in this approach. Keep it short and simple Monthly? Tips and tricks; Spotlight and RA/DA Use actual links for provided information, so updated information can be found in the future. Events at BU Bring in an expert to present on a specific topic Get to know our audience, identify, and target events towards pre or post 16

17. Closing Next Meeting, Monday, 10/31/16 Questrom - One Silber Way, Room 426/428 http://www.bu.edu/research/administration/research-support-offices/advisory-council-for-research-administration/ ACRA email: acra@bu.edu 17