Checklist for Research Administrators at WCM

Transcription

1 Checklist for Research Administrators at WCM Created by the ETRA office (Education & Training in Research Administration) - last update 01/12/18 - Person of Contact: Helene Brazier-Mitouart Webpage to get the latest version of that checklist heb2020@med.cornell.edu KNOW WEILL CORNELL MEDICINE (WCM) Weill Cornell Medicine Central website Weill Cornell Medicine website Weill Cornell Medicine Research website Know your Research department at WCM Human Ressources intranet website from WCM Finance intranet website from WCM ITS intranet website from WCM ONLINE SYSTEMS YOU NEED TO HAVE ACCESS TO 1/ Access to Weill Business Gateway (WBG) Various access to WBG can be requested - check the section WBG access forms Access to Weill Research Gateway (WRG) The WRG access form available in the section "WBG Access Forms" online should be completed 2/ To get access and training to WRG-Sponsored Program module (used for grant's applications) *The DA/DD should open a GRC request by logging in WBG, clicking on the "GRC" tab and following the "Compliant User Provisioning" Link. * Once the DA/DD has completed the GRC request, it should be faxed to ITS at / * The user will then be registered for training ( Basics, Budget or both) * Following training completion, within 72 hours the user will receive access to WRG-SP for Grant application and Sponsored Contracts RESEARCH ADMINISTRATION PRE-AWARD RESPONSIBILITIES NIH website General NIH website NIH Grants & Funding All about Grants at the NIH All Parent Announcements NIH due dates NIH Funding Strategies Research Training and Career Development at the NIH

2 Office of Sponsored Research Administration (OSRA) OSRA web page Meet with your people of contact at OSRA: Grants and Contracts Specialist, Subaward Specialist, and Research and Financial Administrator) - Select your department on this webpage to know who to contact All WCM Institutional Informations WCM indirect Costs Rate and Fringe Benefits All OSRA Standard Operating procedures (SOPs) Create or update your era Commons account + ask to set up as delegate of your PIs To receive OSRA updates, click on the following link + hit send Wiki Page related to WRG-SP Discuss with your Grants and Contracts Specialist at OSRA mailto:listserv@listserv.med.cornell.edu?body=subscribe%20osra-updates POST AWARD RESPONSIBILITIES WCM Finance Office Website Finance Office Directory List of contacts by finance areas Assistant Director of Finance - Grants and Contracts Accounting Melissa Paray (GCA) Available at the top right of the screen under "Contact Us" General for questions related to all NIH accounts ( WBS accounts that start by 525, 526, and 528) about-us/contact-list-by-responsible-areas.html mep2005@med.cornell.edu GCA-Federal@med.cornell.edu General for questions related to Sub/Qatar/state/International WBS elements (accounts that start by 529, 5729, 5429, and 530). General for questions related to Private accounts (WBS accounts that start by 5327) General for questions related to Grants cash transactions General for questions related to Grants related Cost Transfers (Journal Vouchers). Get access in WBG to all that apply: Change of Funding, Purchasing, BI reports, e Forms * The various forms for WBG access are available online in "WBG Access Forms" section GCA-Contracts@med.cornell.edu GCA-Private@med.cornell.edu GCA-cash@med.cornell.edu GCA-JV@med.cornell.edu * The DA/ DD should open an Access Request by loggging in to the WBG, clicking on the "System Access" tab, and clicking on the link " Create Access Request". Then the DA/DD should attach the request form within WBG Access Request * Training Session should be sheculed with ITS training team, please contact wbg-training@med.cornell.edu How to obtain a new corporate card? finance-areas/corporate-card-services/obtaining-a-card.html Communication about corporate cards corporatecard@med.cornell.edu Update the allocator or approver of existing P-Card, One-Card, Executive Card role (allocator or approver) if necessary Complete the PCARD Allocation Data Change Form available in the section Corporate Cards - Follow the PCARD Allocation Data Change Instructions available in that same section on the intranet forms/ Support for Payment Requisitions Manager at Accounts Payable: Paul Brown pmb2004@med.cornell.edu Support for Travel and Business Expenses Reimbursement Senior Accounting Assistant: Kim Serrette kss2002@med.cornell.edu All forms relevant to Finance forms/ Accounting Payroll Schedule Available at the bottom left of the screen For effort reporting Ask your DA to a request access to ETS to Amenophis Fausset at the Budget & Financial Planning Office asf2003@med.cornell.edu ETS is then accessible here Visit the compliance section below for required training when an employee devotes effort to a sponsored research project

3 FOR EDUCATION IN RESEARCH ADMINISTRATION Education & Training in Research Administration Office (ETRA) E2RA Course (Education & Excellence for Research Administrators) Comprehensive course on research Administration at WCM ETRA Education Manager Helene Brazier-Mitouart, PhD COMPLIANCE INTERNAL REQUIRED TRAININGS THAT NEED TO BE COMPLETED ASAP HIPAA training Contact Privacy Office for HIPAA questions Tanisha Raiford When any effort is committed to research projects - even unpaid - The Research Compliance Training (RCT) must be completed To get access to the online course, research_compliance@med.cornell.edu FOR BIOSAFETY Environmental Health and Safety Office (EHS) ehs@med.cornell.edu Phone Number Institutional Biosafety Committee (IBC) ibc@med.cornell.edu Phone Number Radiation Safety Committee (RSC) If assistance is needed, contact Radiation Safety Committee rsc@med.cornell.edu *For human use of radiological procedure Contact Peter Capitelli, Radiation Safety Officer pec2008@med.cornell.edu *For non human use of radiological procedure Contact Chris Saganich, Senior Health Physicist chs2018@med.cornell.edu FOR ANIMAL RESEARCH Institutional Animal Care and Use Committee (IACUC) Person of Contact for questions: Jennifer Akl jea2012@med.cornell.edu Guide to create your animal use protocol in EnCComPass Tutorial to create your animal use protocol in EnCComPass For Animal Use Protocols Submissions / Amendments Get access to EnCCoMPass - Instructions are online html AccessInfo Get support to submit an animal use protocol, or an amendment Schedule for IACUC submissions and meetings Research Animal Resources Center (RARC) Contact RARC Education and Quality Assurance team RARCEQA@med.cornell.edu Person of Contact for questions: Odessa Giardino odg2001@med.cornell.edu Necessary steps once an animal use protocol is approved * Visit RARC new animal user onboarding website ng+training+requirements&type1=2active* * Complete RARC online orientation modules available in EnCCoMPass

4 * Obtain medical clearance Contact Jennifer Akl at IACUC * Obtain access to the vivarium Contact Odessa Giardino at RARC To access RARC billing for animal related expenses You need to get access to EnCCoMPass - Instructions are online AccessInfo Person of contact for Billing at RARC: Moses Gerena, Billing Specialist mog3005@med.cornell.edu FOR HUMAN RESEARCH, TRANSLATIONAL RESEARCH & CLINICAL TRIALS Institutional Review Board Office (IRB) IRB Director Alavy Sos als2082@med.cornell.edu General Contact IRB@med.cornell.edu General Phone number CSEC (Clinical Study Evaluation Committee) at WCM All WCM human subject researchers and staff are required to take the CITI Biomedical Research Investigators and Key Personnel course (Valid 4 years), and the CITI Good Clinical Practice (GCP) course (Valid 3 years). For more information: CITI Home page Online submission of Human Research Protocols FAQs on submissions of Human Research Protocols IRB forms nts.html Clinical and Translational Science Center (CTSC) Director: Julianne Imperato-McGinley, MD All CTSC Services & Resources CTSC Training and Education Programs CTSC Funding Opportunities CTSC Current Research Studies CTSC Application Process jimperat@med.cornell.edu Joint Clinical Trials Office (JCTO) Director of Clinical Trials, Alicia N. Lewis All contacts at JCTO by topics and2007@med.cornell.edu JCTO Support for investigators JCTO Researcher's Toolbox (Templates, material and more) Human Research Compliance Office Support for Data and Safety Monitoring Board (DSMB) Support for ClinicalTrials.gov registration Support for Human Research Audit Program Assistant Director, Human Research Compliance Gabrielle Gaspard gag7001@med.cornell.edu FOR CLINICAL RESEARCH BILLING COMPLIANCE Clinical Research Billing Compliance WCM Policy FAQ on Research Billing Compliance New Modifiers when Billing for Patient Care in Clinical Research Instructions to complete HRBAF form (Human Research Billing Analysis Form)

5 For Human Embryonic Stem Cells + Human Pluripotent Stem Cells + Human Gametes + Human Embryos Research Visit the TRI-I Stem Cell Initiative website Send your questions to ESCRO submit2escro@med.cornell.edu For FINANCIAL CONFLICTS OF INTEREST, STUDY SPECIFIC REPORTS AND TRAVEL DISCLOSURE Financial Conflicts of Interest WCM Financial Conflicts of Interest Policies Conflicts Survey for Interests and Commitments in Weill Research Gateway (WRG) - REQUIRED for all - More details here : Financial Conflicts of Interest Training on CITI - MANDATORY for Research personnel on any grants or contracts funded by an agency or organization that follows the Public Health Service FCOI regulations (NIH, AHRQ, ACS, AHA, CDC, etc) - Link to CITI Program Instructions for the CITI Conflicts of Interest course For FAQs: For any questions, contact the Conflicts Management Office conflicts@med.cornell.edu Study Specifc Report A Study Specific Report (SSR) is applicable to individuals involved in the design, conduct and reporting of research and who have study specific related financial interests to disclose. To complete a SSR, first submit first the Financial Conflicts Survey in WRG, then click on "Edit/Submit Study Specific Report (SSR) to complete the SSR. More information : Travel Disclosures All travel expenses paid or reimbursed by "for-profit" entities must be disclosed within 30 days of completing the travel, regardless of the amount. Reimbursed travel expenses and other compensation greater than $5,000 per year in aggregate from a single non-profit entity must be reported. Travel reimbursed to or paid on behalf of an investigator's spouse and dependent children by a single entity in any 12 month period may need to be disclosed. Contact the Conflicts Management Office to proceed conflicts@med.cornell.edu