Longwood Focused Topics

Focused Topics are one to one-and-a-half hour sessions on a specific topic.  Topics have been chosen based on requests from departments, areas of risk or a new policy or procedure.  For all Focused Topic sessions:  Please register on the OFS/iSite/Training Sign up page.

eCRT Refresher

When:  Tuesday, Sep. 22, 2015, 2-3 p.m.
Where: Kresge 502
Presenter:  Judy Lo, Manager of Cost Accounting

Description: Come to this session to review the eCrt certification requirements for annual certification, including the use of Proxy for 6030 employees.   Also we will review the new job aids for the FY16 payroll journal process for payrolls that cross fiscal quarters.    Ruth Lacroix will be here to answer any other questions you may have, including statements re-opened due to payroll journals, negative effort values, and other recertification scenarios.

Audience:  SPH financial administrators responsible effort certification.

New!  Understanding the IRB Review and Approval Process

When:  Tuesday, Sep. 29, 2015, 2-3 p.m.
Where:  Kresge G2
Presenters:  Alyssa Speier, Assistant Director of Regulatory Affair & Research Compliance, and Leslie Howes, Director-Office of Human Research Administration (OHRA)

Description:  This presentation introduces the Office of Human Research Administration.  Presenters provide  examples of what constitutes Human Subjects Research and when such activities are exempt from certain IRB requirements. In addition, the two modes of IRB approval will be discussed, namely Expedited and Full Board. We will also review NIH’s new Genomic Data Sharing policy and how it impacts JIT and IRB submissions. Available resources will be highlighted, and there will be plenty time for questions!

Audience:   Grant managers interested in learning more about the human subject review process

De-mystifying the Biohazard/rDNA GMAS Approval – for GMs, ADFs & SRAs

When:  Wednesday, Oct. 7, 2015, 2-3 p.m.
Where: FXB-G13
Presenter:  Dana Burns, Laboratory Health & Safety Officer

Description: A business process for biohazard approvals was recently implemented to ensure projects involving biohazards/rDNA are appropriately reviewed prior to the start of work.  However, reviewing the research strategy can be daunting, and there may be uncertainty in determining the nature of a project and whether or not it requires biohazard approval.   Proper identification of projects requiring biohazard approval will ensure awards are properly set up to avoid interruptions and delays.

Audience:  This session is geared towards GMs, ADFs & SRAs and will provide an overview of biohazard and rDNA research and how to identify projects involving these materials when preparing and reviewing proposals and setting up awards.

New! The Uniform Guidance and Prior Approvals (and why we like NIH so much!)

When: Wednesday, Oct. 14, 2015, 2-3 p.m.
Where: FXB-G13
Presenters:  Elaine Kiley, Associate Director of Sponsored Programs Administration, and Eileen Nielsen, Director of Research Administration Education

Description: This session will focus on the Prior Approval requirements in 2 CFR 200 (the Uniform Guidance).   What are the requirements?  Are federal granting agencies allowed to deviate from the requirements?  Are the Prior Approval requirements contained in 45 CFR 75 (the HHS implementation of the UG) the same?  When and in what format should prior approval requests be submitted?  ?  What makes NIH special?

Audience: Anyone involved in requesting prior approvals. (GMs, ADFs, Program Managers)

Budget Justification

When: Wednesday, Oct. 28, 2015, 2-3 p.m.
Where: Kresge 904 (EPI Library)
Presenters: Melissa Francis, Associate Director-Research Administration, and Heather Fuller, Sr. Sponsored Research Administrator

Description: The Budget Narrative is the justification of “how and/or “why a line item helps to meet the program deliverables. This topic explains the best way to identify the important components of the budget narrative.

Audience: Grant Managers who work with Principal Investigators on budget narrative composition and development.

New! Independent Contractor Policy

When:  Tuesday, Nov. 3, 2015, 2-3 p.m.
Where: FXB-G12
Presenter: Michael Loconto, Deputy Director for Policy and Compliance, Harvard Employee Labor Relations

Description: A worker providing services to the University must be classified properly.  Questions often arise as to how these determinations are made, why it matters, and what alternatives are available.   This session is intended to help clarify the Independent Contractor Classification procedures and discuss alternative employee classifications.  In addition to our presenter, a representative from Human Resources will be available to take your questions.

Audience: Grant Managers, Assistant and Associate Directors of Finance involved in the review and processing of Independent Contractor requests.

New! Cost Transfers in Wasabi

When:  Thursday, Nov. 12, 2015, 2-3 p.m.
Where: Kresge 904 (EPI Library)
Presenters: Kristie Froman, Associate Director of Research Operations, and Diane Standring, Administrative Training and Support Specialist

Description: This session offers practical advice interpreting the university cost transfer (CT) policy and processing the forms necessary for CT approval. We will review the tools needed to complete the process. Open to all staff involved with Federal grants.

Audience: Anyone creating and/or approving journals for federal grants


When:  Tuesday, Nov. 17, 2015, 2-3 p.m.
Where: Kresge G03
Presenters: Elaine Kiley, Associate Director of Sponsored Programs Administration, and Patrick O’Neill, Sr. Associate Director of Sponsored Programs

Description:  In the current economic environment federal agencies, particularly NIH, are carefully scrutinizing unobligated balances.   During this focused topic, we will discuss the importance of monitoring the “burn rate” for a project, how to best report on large unobligated balances in NIH progress reports and how to submit prior approval carryover requests.

Audience: Anyone involved in the financial management of a project (GMs, ADFs, Program Managers)

The Uniform Guidance and Implications for Foreign Subrecipients

When: Tuesday, Dec. 1, 2015, 2-3 p.m.
Where: Kresge G3
Presenters: Elaine Kiley, Associate Director of Sponsored Programs Administration, and Christine Azzaro, Office of Sponsored Programs-Financial Analyst

Description: This focused topic is intended for staff with a role in administering subcontracts to foreign institutions.  Issues which will be covered include: Value Added Taxes, Fixed Price Contracts, 10% De Minimis Rate, Advance Payments and Working Capital.  What are the implications for proposal preparation, content of subcontract agreements, subcontract payments, and subcontract financial reporting?

Audience: Grant Managers and ADF’s working with international subrecipients.