FAQs

HMS is submitting a proposal that includes a mentor from an institution outside of Harvard. The mentor can’t access the OAR system; how do they submit a COI certification?

 

If the mentor included on your proposal cannot access the OAR system, complete the following steps:

  • Complete a “person of interest” form to obtain a HUID
  • The mentor should choose the Consultant Role on the person of interest form.
  • Once the HUID has been issued, the individual will need to set up their login through the PIN system (http://www.pin.harvard.edu/).

Once the individual’s… Read more about HMS is submitting a proposal that includes a mentor from an institution outside of Harvard. The mentor can’t access the OAR system; how do they submit a COI certification?

I was initially marked as an investigator on a proposal but then determined not to be an investigator so my designation was changed from Yes to No. Why do I still get an email notification to do the OAR Certification the next day?

The OAR system is updated every 24 hours.  There is occasionally, however, a lag depending on when work is done in one system and when the update is made.  Once the update is processed you should no longer receive email notifications from the OAR system.  If you are, please contact ARI and we will ensure that the email notifications stop immediately.

My PI says he/she didn’t get a notification email from GMAS to certify in OAR. Is there a direct link to the OAR system I can send him/her?

Yes, the direct link to the OAR system is https://esupport.hms.harvard.edu/OAR. Once logged into the OAR system the investigator will be able to access their certification in their “My Inbox”. Additionally, your PI can contact ARI to confirm that the OAR system is up-to-date with the accurate email address. You may also request that the email notification be resent by contacting ARI.

Read more about My PI says he/she didn’t get a notification email from GMAS to certify in OAR. Is there a direct link to the OAR system I can send him/her?

What if my PI has questions about the PHS definition of an investigator or who the designation of investigator should be applied to on his/her project? Is there someone they can contact?

Your PI can find additional information about the definition of an investigator under the PHS regulations in the Frequently Asked Questions posted on the NIH website (http://grants.nih.gov/grants/policy/coi/coi_faqs.htm#D). If your PI has further questions about the PHS definition of an investigator or who the designation of investigator should be applied to on his/her project he/she can contact ARI at… Read more about What if my PI has questions about the PHS definition of an investigator or who the designation of investigator should be applied to on his/her project? Is there someone they can contact?

My PI is out of town and hasn’t submitted a COI certification for his/her proposal, which is due soon. If the PI doesn’t certify before the proposal due date, can the proposal still be submitted? Who can I speak to for an exception to the policy?

 

The outside activity disclosure certification must be completed by proposal submission. If the PI is having difficulty completing their submission, he/she should contact ARI for assistance.  Additionally, you can let your SPA contact know and they will alert ARI is well. 

ARI can be reached at outside_activities@hms.harvard.edu or (617)432-1343.

I’m submitting S2S application via GMAS and there’s a subaward on it. I need to mark the subrecipient PI as Key personnel in GMAS so they appear on the Senior/Key personnel form in the application. Do I also need to mark the sub PI as an investigator?

When you add an individual to the research team and answer the question “Is this person responsible for the design, conduct or reporting?”, answer “No” for subcontractor investigators.  While they technically meet the definition, HMS has contracted with the subawardee institution to conduct the COI process for their investigators.

I’m submitting a proposal with a subaward whose PI is considered an investigator, and the subrecipient is a small organization that doesn’t have a PHS compliant COI policy in place. How should we handle this at time of submission to be compliant?

When you add an individual to the research team and answer the question “Is this person responsible for the design, conduct or reporting?”, answer “No” for subcontractor investigators.

HMS is responsible for ensuring that any sub-recipient's institution affirms that the institution has a PHS compliant COI policy and will report any FCOIs identified to HMS in a timely manner.  HMS will be responsible for reporting it to PHS prior to any spending on subaward (or prior to commencement of new investigator participation).  If sub-recipient institution does not have a COI policy, HMS will… Read more about I’m submitting a proposal with a subaward whose PI is considered an investigator, and the subrecipient is a small organization that doesn’t have a PHS compliant COI policy in place. How should we handle this at time of submission to be compliant?

An HMS researcher will be an investigator on another Harvard school or affiliated institution’s award. Which process do they follow: HMS, or the submitting school"s/affiliated institution's? How will (s)he be notified about how and where to certify?

An HMS researcher listed as a member of the research team on a grant submitted through another Harvard school or affiliated institution’s award should follow the process for submission of the school or institution through which the grant is submitted.  This means that the school or institution will reach out to the investigator and/or ARI to provide a copy of their disclosure.

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