National Council of University Research Administrators
FRA/PRA2020 WORKSHOPS AND SENIOR LEVEL FORUMS
MARCH 4, 2020
FRA/PRA2020
Overview | Wednesday, March 4, 2020 7:30 am – 5:00 pm
WORKSHOP CONCIERGE
8:30 am – 5:00 pm
FULL DAY WORKSHOPS 3
WORKSHOP 1 MANAGING SPONSORED AWARDS FROM A DEPARTMENTAL PERSPECTIVE PROGRAM LEVEL: Intermediate
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WORKSHOP 2 EXCEL TIPS FOR PRE- AND POST-AWARD ADMINISTRATORS PROGRAM LEVEL: Intermediate
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WORKSHOP 3 CERTIFIED FINANCIAL RESEARCH ADMINISTRATOR BODY OF KNOWLEDGE REVIEW SESSION PROGRAM LEVEL: Intermediate
8:30 am – 12:00 pm
MORNING HALF DAY WORKSHOPS 6
7
8
WORKSHOP 4 TIME MANAGEMENT: GOING FROM FRAZZLED TO FOCUSED PROGRAM LEVEL: Basic WORKSHOP 5 RESEARCH ADMINISTRATION CAREER PLANNING: TAKING A PERSONAL INVENTORY PROGRAM LEVEL: Basic WORKSHOP 6 LIFE-CYCLE OF T32 AWARDS: NUTS AND BOLTS OF DEVELOPMENT TO CLOSEOUT PROGRAM LEVEL: Intermediate
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WORKSHOP 7 THE YEAR IN AUDITS: WHAT’S NEW, WHAT’S HOT PROGRAM LEVEL: Intermediate
10 WORKSHOP 8
11
FOSTERING A COMPLIANCE MINDSET – BUILDING INTERNAL CONTROLS PROGRAM LEVEL: Overview WORKSHOP 9 INTRODUCTION TO POST-AWARD PROGRAM LEVEL: Basic
13 WORKSHOP 11
14 WORKSHOP 12
RESEARCH DEVELOPMENT STRATEGIES FOR BUILDING INDIVIDUAL AND INSTITUTIONAL CAPACITY PROGRAM LEVEL: Intermediate
COMPLIANCE WITH NIH GRANTS – HOW TO MITIGATE THE RISKS WHEN BEING A FOREIGN RECIPIENT OF U.S. FUNDING PROGRAM LEVEL: Basic
15 SENIOR LEVEL FORUM 13
12 WORKSHOP 10
SERVICE CENTERS: THE NOT SO SIMPLE BASICS PROGRAM LEVEL: Overview
EMPOWERING AND LEADING OUR HUMAN CAPITAL THROUGH ORGANIZATIONAL TRANSITIONS AND CHANGE MANAGEMENT PROGRAM LEVEL: Advanced
1:30 – 5:00 pm
AFTERNOON HALF DAY WORKSHOPS 16 WORKSHOP 14
FINANCIAL POST-AWARD OVERVIEW PROGRAM LEVEL: Overview
17 WORKSHOP 15
BUSINESS COMMUNICATION: BEYOND THE EXCHANGE OF WORDS PROGRAM LEVEL: OVERVIEW
18 WORKSHOP 16
MIND THE GAP: WOMEN IN LEADERSHIP PROGRAM LEVEL: Basic
20 WORKSHOP 18
21 WORKSHOP 19
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FOUNDATIONS OF PARTNERING WITH FEDERAL SPONSORS: AN OVERVIEW OF WORKING WITH OUR FEDERAL SPONSORS PROGRAM LEVEL: Overview
THE BRIDGE OVER TROUBLED PROPOSALS, HOW TO MAKE IT WORK PROGRAM LEVEL: Intermediate
22 WORKSHOP 20
19 WORKSHOP 17
THE NEW ERA OF EFFORT REPORTING: IT’S ALL ABOUT INTERNAL CONTROLS PROGRAM LEVEL: Intermediate
USING THE FEDERAL AUDIT CLEARINGHOUSE (FAC) DATA TO IMPROVE EFFICIENCY IN SUBRECIPIENT MONITORING PROGRAM LEVEL: Intermediate
23 WORKSHOP 21
POST-AWARD AWARENESS FOR THE PRE-AWARD ADMINISTRATOR PROGRAM LEVEL: Basic
24 WORKSHOP 22
THE DIFFERENT CHARACTERISTICS OF CONTRACTS AND THE ART OF NEGOTIATION PROGRAM LEVEL: Intermediate
25 WORKSHOP 23
EFFECTIVE MANAGEMENT PRACTICES PROGRAM LEVEL: Intermediate
26 SENIOR LEVEL FORUM 24
FROM MILD TO MADDENING: COMMON ISSUES FOR SENIOR RESEARCH ADMINISTRATORS PROGRAM LEVEL: Advanced
www.ncura.edu ~ FRA/PRA Workshop Day ~ San Juan, Puerto Rico #ncuraPra #ncuraFra
FRA/PRA2020
workshops | Wednesday, March 4, 2020 8:30 am – 5:00 pm FULL DAY WORKSHOP 1 MANAGING SPONSORED AWARDS FROM A DEPARTMENTAL PERSPECTIVE PROGRAM LEVEL: Intermediate Research administration responsibilities can be overwhelming. The process of putting a proposal together, managing a grant once funded and properly closing it out at the end are the day-to-day activities that department administrators struggle with. This workshop will focus on topics that influence the daily operations of managing sponsored awards from a PostAward perspective. It is designed for departmental research administrators and will provide them with an overview of the significant principles and issues surrounding proposals, grants and contracts. Topics will include budget development, identifying key personnel, sub-recipient vs. vendor and cost sharing. This workshop will also focus on preparing financial status reports, account reconciliation, closeout of awards, cost transfers, allowable and allocable costs and much more. LEARNING OBJECTIVES Participants will understand how Pre-Award activities impact Post-Award management. Participants will understanding the different facets of Post-Award management. Participants will leave with tips and tools to assist in managing awards.
Tamara V. Hill* Associate Vice President, Shared Services, Morehouse School of Medicine
Jennifer J. Crockett Assistant Vice Provost, Research Accounting & Financial Compliance, University of Massachusetts Boston
Tonya Foster Interim Director, Emory University
PREREQUISITES Participants will want a basic understanding of Uniform Guidance, and 1 or more years Research Administration experience.
www.ncura.edu ~ FRA/PRA Workshop Day ~ San Juan, Puerto Rico #ncuraPra #ncuraFra
* Lead Presenter
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FRA/PRA2020
workshops | Wednesday, March 4, 2020 8:30 am – 5:00 pm FULL DAY WORKSHOP 2 EXCEL TIPS FOR PRE- AND POST-AWARD ADMINISTRATORS PROGRAM LEVEL: Intermediate Do you use Excel to analyze and report data? If so, you’ve probably asked yourself, “Why does this take so long? Is there a better way?” If you use Excel for budget development, you have probably asked yourself, “How can I develop a budget more quickly/accurately?” In this intermediate-level session, you will learn how to use tables, formulas, pivot tables, and conditional formatting that will help you navigate your path to success. This is an all-day interactive session and participants should bring their own laptop to the workshop. Excel templates will be provided via a cloud drive on the day of the workshop for participants to use as they follow-along. Adequate time will be provided for participants to personalize the templates for use back home. LEARNING OBJECTIVES Participants will be able to examine formatting conventions that effectively communicate key information and/or highlight variances in reports. Participants will learn to use/practice select Excel functions, formulas, and tools for reporting. Participants will learn to use/practice select Excel functions, formulas, and tools for budgeting. Participants will examine formatting conventions that effectively communicate key information and/or highlight variances in budgets.
Diane M. Meyer* Project Management Specialist, Office of Sponsored Programs, Iowa State University
Gaye Bugenhagen Director of Administrative Services, Department of Sociology, University of Maryland, College Park
Rebecca Hunsaker Director of Research Administration, College of Behavioral & Social Sciences, University of Maryland, College Park
PREREQUISITES Participants should have a basic knowledge of Excel formulas and functions. Participants should bring their own laptop to the workshop.
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* Lead Presenter
FRA/PRA2020
workshops | Wednesday, March 4, 2020 8:30 am – 5:00 pm FULL DAY WORKSHOP 3 CERTIFIED FINANCIAL RESEARCH ADMINISTRATOR BODY OF KNOWLEDGE REVIEW SESSION PROGRAM LEVEL: Intermediate This workshop will provide participants with a review of the CFRA Body of Knowledge, intended primarily for persons who plan to take the CFRA Exam and wish to have a better understanding of the exam in order to study effectively. This workshop is being offered by the Research Administrator’s Certification Council (RACC) in collaboration with NCURA, and is endorsed by RACC. LEARNING OBJECTIVES Participants will understand the major sections of the CFRA Exam. Participants will be able to diagnose content areas of personal strength and weakness. Participants will develop a personal study plan.
Robin Lewis* Director, Office of Grants & Sponsored Programs, Georgia College & State University
Georgetta M. Dennis Accountant III, Samuel Ginn College of Engineering, Department of Chemical Engineering, Auburn University
PREREQUISITES Participants will need at least two years of experience. Taking the exam requires a B.A./B.S. degree and three years of experience in Research Administration.
www.ncura.edu ~ FRA/PRA Workshop Day ~ San Juan, Puerto Rico #ncuraPra #ncuraFra
* Lead Presenter
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FRA/PRA2020
workshops | Wednesday, March 4, 2020 8:30 am – Noon MORNING HALF DAY WORKSHOP 4 TIME MANAGEMENT: GOING FROM FRAZZLED TO FOCUSED PROGRAM LEVEL: Basic “Time isn’t the main thing. It’s the only thing.” – Miles Davis No matter who you are, you only have 24 hours in a day! Have you ever looked at someone and wondered how they can get so much accomplished in a single day? Are you often challenged or overwhelmed by your work-load and struggle to find a work/life balance? Come join us as we walk through the following topics and provide assessment tools, hands-on activities as well as tips on how to go from frazzled to focused!
Deanna B. Hendrickson* Research Education & Outreach Manager, Office of Sponsored Programs, Georgia Institute of Technology Calleen Roper Assistant Director, Research Accounting, Florida State University
Time management self-assessment Understanding what you do – your position, tasks and expectations Goal setting and prioritization – where are you going and what needs to be done to get there Managing interruptions and procrastination – determining priority of tasks and preparing for the unexpected Scheduling and self-care – be realistic, set limits and find balance LEARNING OBJECTIVES Participants will understand how well they manage their time and discover methods to clarify their role and expectations of tasks. Participants will be able to identify professional and personal goals as well as how to properly prioritize and achieve them. Participants will be able to recognize why they procrastinate and how to avoid it. Participants will learn habits to tackle large projects and manage interruptions. Participants will learn to establish achievable boundaries that can provide an impact on their work/life balance. PREREQUISITES None
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www.ncura.edu ~ FRA/PRA Workshop Day ~ San Juan, Puerto Rico #ncuraPra #ncuraFra
* Lead Presenter
FRA/PRA2020
workshops | Wednesday, March 4, 2020 8:30 am – Noon MORNING HALF DAY WORKSHOP 5 RESEARCH ADMINISTRATION CAREER PLANNING: TAKING A PERSONAL INVENTORY PROGRAM LEVEL: Basic When clarifying career goals, it is important to start with a personal inventory, however, many are unsure how to even begin. This half-day workshop will lead participants through the process of a personal inventory and will provide tangible take-aways to help define and achieve their career goals.
Sikirat A. Tijani* Associate Director, Grants and Contracts, Ann & Robert H. Lurie Children’s Hospital of Chicago
LEARNING OBJECTIVES Participants will learn the importance of taking a personal inventory to determine their true career goals and will learn the difference between a dream and a goal. Participants will perform a personal inventory using such tools as a personal SWOT analysis and a personal mission statement and will learn how to analyze their results. PREREQUISITES None
www.ncura.edu ~ FRA/PRA Workshop Day ~ San Juan, Puerto Rico #ncuraPra #ncuraFra
* Lead Presenter
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FRA/PRA2020
workshops | Wednesday, March 4, 2020 8:30 am – Noon MORNING HALF DAY WORKSHOP 6 LIFE-CYCLE OF T32 AWARDS: NUTS AND BOLTS OF DEVELOPMENT TO CLOSEOUT PROGRAM LEVEL: intermediate During this workshop we will discuss multiple Training Grant Mechanisms. We will share our process that has been developed and tested over the last five years, best practices and lessons learned. We will walk through our proposal development process and Post-Award management through closeout. LEARNING OBJECTIVES Participants will have a better understanding of training grants that involve xTract, xTrain and the new guidelines that have been issued. Also, participants will see how the model can be used for multiple sponsors. PREREQUISITES Participants will want to have a basic understanding of the differences between research grants and training awards. Previous experience with working with training awards is helpful but not required.
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Mandi M. Blochberger* Assistant Director, Research Administration Services, Emory University
Glenda A. Bullock Director of Research and Business Administration, Department of Medicine, Washington University in St. Louis
Nancy Jenkins Senior Director, DOMRAS, Emory University School of Medicine
www.ncura.edu ~ FRA/PRA Workshop Day ~ San Juan, Puerto Rico #ncuraPra #ncuraFra
* Lead Presenter
FRA/PRA2020
workshops | Wednesday, March 4, 2020 8:30 am – Noon MORNING HALF DAY WORKSHOP 7 THE YEAR IN AUDITS: WHAT’S NEW, WHAT’S HOT PROGRAM LEVEL: Intermediate This workshop will provide a recap of the NSF, NIH and other OIG Audit work plans and recent audit results and settlements. LEARNING OBJECTIVES Participants will gain an understanding of the basis of the year in audit findings, provided in the context of audit themes and preventative measures, through interactive discussion and the use of source materials.
Jeffrey A. Silber* Senior Director, Sponsored Financial Services, Cornell University
Roseann L. Luongo Manager, Huron
PREREQUISITES Participants will want experience in one or more phase of the sponsored project life cycle and basic knowledge of federal grant requirements.
www.ncura.edu ~ FRA/PRA Workshop Day ~ San Juan, Puerto Rico #ncuraPra #ncuraFra
* Lead Presenter
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FRA/PRA2020
workshops | Wednesday, March 4, 2020 8:30 am – Noon MORNING HALF DAY WORKSHOP 8 FOSTERING A COMPLIANCE MINDSET – BUILDING INTERNAL CONTROLS PROGRAM LEVEL: Overview Over the past few years, compliance has risen to a significant level of importance in the research community. Increased regulations, competition and the day-to-day demands of managing various strings attached to sponsored agreements often leave Research Administrators with minimal time to develop and maintain adequate compliant programs within their offices. Furthermore, OMB 2 CFR 200 (Uniform Guidance) requires that recipients of federal funds provide a reasonable assurance that internal controls exist in several areas related to managing federal awards. This half-day workshop will assist Administrators with developing or enhancing an existing compliance program throughout the award life cycle. Participants will understand the key elements needed to foster a compliance mindset, examine the guiding regulations, explore strategies to developing compliant offices, discuss ways to overcome the challenges and explore examples of adequate compliance programs. Participants will also be introduced to the concept of internal controls, as defined by the Committee of Sponsoring Organization (COSO) by the Treadway Commission and the Greenbook issued by the Comptroller of the United States.
Marchon Jackson* Director of Finance and Administration, Sponsored Program Accounting & Compliance (SPAC), University of Maryland, College Park Debra Y. Murray Assistant Director, Compliance, University of Maryland, College Park
Andrea Zakrzewski Associate Director for Grants Management, Office for Sponsored Research, Northwestern University
LEARNING OBJECTIVES Participants will understand characteristics and strategies of developing an adequate compliance program throughout the award life-cycle. Participants will learn methods to avoid unintended audit exposure while trying to achieve compliance. Participants will understand the consequences of non-compliance. Participants will learn how to navigate through the guiding regulations associated with compliance. Participants will walk away with best practices for developing and maintaining a compliance mindset. PREREQUISITES None
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www.ncura.edu ~ FRA/PRA Workshop Day ~ San Juan, Puerto Rico #ncuraPra #ncuraFra
* Lead Presenter
FRA/PRA2020
workshops | Wednesday, March 4, 2020 8:30 am – Noon MORNING HALF DAY WORKSHOP 9 INTRODUCTION TO POST-AWARD PROGRAM LEVEL: Basic Research Administration is a complex world of acronyms, regulations, policies and guidelines. It can be overwhelming at times for even seasoned professionals, much less someone entering the field. This workshop will focus on the various aspects of Uniform Guidance under Post-Award Requirements (Subpart D), Cost Principles (Subpart E) and Audit Requirements (Subpart F). The information provided will serve as a foundation for research administration from the perspective of the Post-Award phase of the award life cycle. LEARNING OBJECTIVES Participants will gain insight into the life cycle of an award with a focus on the various aspects of research administration from the Post-Award perspective. Participants will be able to understand roles and responsibilities, cost principles and the role of internal controls within Post-Award management. Participants will be provided a set of basic tools and forms intended to assist with award management.
David M. Schultz* Assistant Vice President, Research Administration and Finance, Rensselaer Polytechnic Institute
Anne Albinak Director of Research Administration Operations, Whiting School of Engineering, Johns Hopkins University
PREREQUISITES None
www.ncura.edu ~ FRA/PRA Workshop Day ~ San Juan, Puerto Rico #ncuraPra #ncuraFra
* Lead Presenter
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FRA/PRA2020
workshops | Wednesday, March 4, 2020 8:30 am – Noon MORNING HALF DAY WORKSHOP 10 RESEARCH DEVELOPMENT STRATEGIES FOR BUILDING INDIVIDUAL AND INSTITUTIONAL CAPACITY PROGRAM LEVEL: Intermediate Beyond developing budgets, filling out sponsor forms, and submitting proposals, research administrators at PUIs and research developers R1s support faculty by identifying and disseminating funding opportunities, offering strategic advice to make applications more competitive, promoting intramural and extramural collaborations, facilitating sponsor interactions and site visits, hosting grant writing workshops and advising senior leadership on issues related to research. In this workshop, the presenter will share research development strategies, ranging from big-picture infrastructure considerations to smallpicture details, that are effective for stimulating the research enterprise. You will gain insights on key elements in the areas of strategic research advancement, communication of research, enhancement of collaboration, and proposal support functions that can help build faculty capacity and enrich the institutional environment for extramurally funded innovative research, scholarship, and creative activity.
Jeremy Miner* Director of Grants and Contracts, Office of Research and Sponsored Programs, University of Wisconsin-Eau Claire
Katherine Durben Executive Director, Office of Research and Sponsored Programs, Marquette University
LEARNING OBJECTIVES Participants will learn specific writing strategies to share with faculty for increasing the persuasiveness of grant proposals. Participants will understand four different types of collaborations and essential characteristics of grant leaders that contribute to success. Participants will be able to identify institutional incentives, programs, and activities that can enhance faculty research development. PREREQUISITES Participants will need at least 3 years’ experience with proposal writing or have responsibility for faculty research development.
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www.ncura.edu ~ FRA/PRA Workshop Day ~ San Juan, Puerto Rico #ncuraPra #ncuraFra
* Lead Presenter
FRA/PRA2020
workshops | Wednesday, March 4, 2020 8:30 am – Noon MORNING HALF DAY WORKSHOP 11 SERVICE CENTERS: THE NOT SO SIMPLE BASICS PROGRAM LEVEL: Overview This workshop will provide a detailed overview of establishing, operating and oversight of service centers. Topics to be discussed will include definitions, federal regulations, creating budgets, setting billing rates, treatment & issues relating to subsidies, specialized service centers, compliance and common issues in operating service centers. This workshop will include presentation, discussion and mini case studies/exercises. LEARNING OBJECTIVES Participants will be provided with general information on the definitions of service centers, recharge centers, specialized service facilities and core facilities. Participants will discuss steps for establishing and operating a service center. Participants will have a detailed understanding of the complexities of setting the rates, establishing and applying subsidies and of the various compliance issues associated with operating a service center. Participants will be provided with an opportunity to discuss institutional policies and procedures and school specific questions regarding service centers.
Sarah T. Axelrod* Assistant Vice President, Office for Sponsored Programs, Harvard University
Zachary Belton Senior Director, Huron
Eric Wang Manager, Huron
PREREQUISITES Participants will want an understanding of basic cost principles established by the Uniform Guidance for allowability, allocability, reasonableness and consistency of costs. Participants will benefit from a high level understanding of distinctions between direct and indirect costs. Participants will want prior exposure to service centers in an institutional environment.
www.ncura.edu ~ FRA/PRA Workshop Day ~ San Juan, Puerto Rico #ncuraPra #ncuraFra
* Lead Presenter
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FRA/PRA2020
workshops | Wednesday, March 4, 2020 8:30 am – Noon MORNING HALF DAY WORKSHOP 12 COMPLIANCE WITH NIH GRANTS – HOW TO MITIGATE THE RISKS WHEN BEING A FOREIGN RECIPIENT OF U.S. FUNDING PROGRAM LEVEL: Basic As a recipient of NIH awards, you must comply with the policies that affect your grant, many of which are based on U.S. law. It is therefore crucial to understand the NIH and the US Federal Government policies and to know what is expected in terms of compliance. At this workshop we will identify some of the main compliance areas and how to mitigate the risks around them. LEARNING OBJECTIVES Participants will have a general understanding of the main compliance requirements when receiving NIH/US Federal Awards. Participants will understand the possible effects of noncompliance and the risks of bringing a US funded project onboard. Participants will have learned strategies how to mitigate compliance issues.
Eva Björndal* Head of Post-Award, Research Management & Innovation, King’s College London
Daniela Amadio Head of Research Grants (Pre-Award), King’s College London
PREREQUISITES None
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www.ncura.edu ~ FRA/PRA Workshop Day ~ San Juan, Puerto Rico #ncuraPra #ncuraFra
* Lead Presenter
FRA/PRA2020
Senior Level Forum | Wednesday, March 4, 2020 8:30 am – Noon MORNING HALF DAY SENIOR LEVEL FORUM 13 EMPOWERING AND LEADING OUR HUMAN CAPITAL THROUGH ORGANIZATIONAL TRANSITIONS AND CHANGE MANAGEMENT PROGRAM LEVEL: Advanced Change is never easy. Ready or not, we all go through numerous transitions in our lives – changing jobs, career, going back to school or something personal. Navigating the gray area of transition can be stressful, difficult and demanding. This session will focus on things a research administrator can do to keep centered and grounded while moving forward. The transition should be a structured approach for ensuring that changes are thoroughly and smoothly implemented and the lasting benefits of change are realized. In addition, it will focus on the wider impacts of transition and change management and how research administrators can establish the framework for managing change systematically.
Rosemary E. Madnick* Executive Director, Office of Grants and Contracts, Office of Grants and Contracts Administration, University of Alaska Fairbanks Robyn B. Remotigue Director, Office of Research Services, School of Public Health, University of North Texas Health Science Center at Fort Worth
LEARNING OBJECTIVES Participants will discuss the purpose of transitioning and change management. Participants will learn problem solving strategies. Participants will discuss work life integration. PREREQUISITES Management experience required.
www.ncura.edu ~ FRA/PRA Workshop Day ~ San Juan, Puerto Rico #ncuraPra #ncuraFra
* Lead Presenter
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FRA/PRA2020
workshops | Wednesday, March 4, 2020 1:30 – 5:00 pm AFTERNOON HALF DAY WORKSHOP 14 FINANCIAL POST-AWARD ESSENTIALS PROGRAM LEVEL: Overview The Financial Post-Award Overview workshop will cover various areas of research financial management including internal controls, financial business processes, facilities and administration costs, audit and compliance supplement requirements. This workshop will provide basic level information of financial Post-Award research administration through a combination of lecture, case studies and discussion of shared experiences and best practices. LEARNING OBJECTIVES Participants will be able to articulate cost accounting principles. Participants will understand the importance of internal controls. Participants will appreciate the purpose of F&A and the importance of proper expense coding. Participants will understand effort certification and different compensation compliance models. Participants will understand the importance and take-away key components of Federal Audits. Participants will learn to recognize key compliance requirements.
A. Chea Smith* Director, Cost Analysis and Reporting, Rutgers, The State University of New Jersey
Lamar K. Oglesby Director, Grant & Contract Accounting, Rutgers, The State University of New Jersey
Jaquion L. Gholston Associate Director of Sponsored Accounting, Office of Sponsored Accounting & Cost Analysis, Stevens Institute of Technology
PREREQUISITES None
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www.ncura.edu ~ FRA/PRA Workshop Day ~ San Juan, Puerto Rico #ncuraPra #ncuraFra
* Lead Presenter
FRA/PRA2020
workshops | Wednesday, March 4, 2020 1:30 – 5:00 pm AFTERNOON HALF DAY WORKSHOP 15 BUSINESS COMMUNICATION: BEYOND THE EXCHANGE OF WORDS PROGRAM LEVEL: Overview Communication in any business must be effective in order to thrive. Business communication is the sharing of information with colleagues, interacting with peers, meeting clients, and working with others inside and outside of an organization. Effective business communication is the mutual understanding of the message that is being received; verbal, non-verbal or written. This workshop will help research administrators discover how to go beyond the exchange of words to communicate the message that was meant to be relayed.
Tolise C. Dailey* Training Manager, Research Development Team, Johns Hopkins University
Susan W. Sedwick Senior Consulting Specialist, Attain
LEARNING OBJECTIVES Participants will receive strategies and tools for all types of business communications. Participants will be able to engage in communication inquiry. Participants will be able to interpret and evaluate correspondence. Participants will be able to create messages for their audience. Participants will learn to facilitate communication scenarios. PREREQUISITES None
www.ncura.edu ~ FRA/PRA Workshop Day ~ San Juan, Puerto Rico #ncuraPra #ncuraFra
* Lead Presenter
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FRA/PRA2020
workshops | Wednesday, March 4, 2020 1:30 – 5:00 pm AFTERNOON HALF DAY WORKSHOP 16 MIND THE GAP: WOMEN IN LEADERSHIP PROGRAM LEVEL: Basic According to a recent survey (Shambrook et al, 2015) women account for 85% of the research administration workforce. Unknown is what percentage hold, or aspire to hold, leadership positions within this field. Regardless of where you are in your current leadership journey, just starting out or well on your way, this workshop will offer practical advice to help women achieve their leadership goals. “Mind the Gap: Women in Leadership” is a dialog on the gender gap that exists globally in many leadership positions. During our time together we will explore obstacles that may hold us back from reaching our leadership potential, potential sources of tapped and untapped strengths, and resources for mapping leadership goals. Participants will develop individualized action plans and identify actionable steps employers can take to close the gender leadership gap. While focused on women in leadership, we welcome and encourage all to join us, as the principles to be presented are universal to setting leadership goals. Additionally, male and female leaders can gain insight into real issues that women face on their leadership journeys, thereby becoming more effective leaders to all.
Tricia L. Callahan* Senior Research Education and Information Officer, Office of Sponsored Programs, Colorado State University
Martin Kirk Operations Director, Research & Innovation, King’s College London
Denise A. Wallen Research Officer & Research Assistant Professor, University of New Mexico
LEARNING OBJECTIVES Participants will be able to define the Gender Leadership Gap – what it is and contributing factors. Participants will be able to name the obstacles that hold them back from reaching their leadership potential and identify the strengths they bring to the table. Participants will be able to locate resources to assist them on their leadership journey. Participants will create a personalized leadership plan using tools provided during the workshop. Participants will identify actionable steps employers can take to close the gender leadership gap. PREREQUISITES None
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www.ncura.edu ~ FRA/PRA Workshop Day ~ San Juan, Puerto Rico #ncuraPra #ncuraFra
* Lead Presenter
FRA/PRA2020
workshops | Wednesday, March 4, 2020 1:30 – 5:00 pm AFTERNOON HALF DAY WORKSHOP 17 FOUNDATIONS OF PARTNERING WITH FEDERAL SPONSORS: AN OVERVIEW OF WORKING WITH OUR FEDERAL SPONSORS PROGRAM LEVEL: Overview The size of the government is overwhelming, even when you only focus on the sponsored projects-related areas. Having a better understanding of our federal partners can go a long way in navigating laws, regulations, and the agencies themselves. Federal agencies provide the lion’s share of sponsored project funding for most of our institutions. Federal laws and regulations drive our internal policies and system structures. This basic workshop covers foundational federal government topics and operations related to sponsored projects as well as specific information about federal agencies, their staff, and existing resources.
Amanda Snyder* Associate Director, Office of Sponsored Programs, University of Washington
Roger Wareham Director, Office of Grants and Research, University of Wisconsin-Green Bay
Participants will leave with a better understanding of how our federal sponsors are structured, who the major players within the agencies are, what impacts their work and what they can do to partner with federal sponsors. Join these instructors as they provide their insights from experience both working within federal offices and with federal agencies. LEARNING OBJECTIVES Participants will have a basic understanding of hierarchy of federal regulations. Participants will have a basic understanding of grants vs. contracts. Participants will have a basic understanding of federal electronic systems, spanning the sponsored project lifecycle from proposal through closeout. Participants will have a basic understanding of federal agency staff who interact with universities. Participants will have a basic understanding of agency structure, culture, and mission and their relationship to requirements and communications. Participants will have a basic understanding of external factors that impact federal agencies. Participants will have a basic understanding of resources for keeping on top of the ever changing federal landscape. PREREQUISITES None
www.ncura.edu ~ FRA/PRA Workshop Day ~ San Juan, Puerto Rico #ncuraPra #ncuraFra
* Lead Presenter
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FRA/PRA2020
workshops | Wednesday, March 4, 2020 1:30 – 5:00 pm AFTERNOON HALF DAY WORKSHOP 18 THE NEW ERA OF EFFORT REPORTING: IT’S ALL ABOUT INTERNAL CONTROLS PROGRAM LEVEL: Intermediate Whether an institution charges and documents personnel costs using a traditional effort reporting methodology, or uses an alternative approach, this requirement has not gone away. Though conceptually simple, people with experience know there are a number of factors that can quickly reduce this administrative exercise to a bureaucratic nightmare. While the Uniform Guidance leaves each Institution with flexibility to devise a compliant “system” that works for them, there is a strong emphasis on internal controls. This workshop will explore where university research administrators interface with personnel costs over the lifecycle of a sponsored award, specifically focusing on key areas that deserve attention when developing and testing internal controls. Components for good management of the requirements for charging and documenting personnel costs will be covered. Workshop participants should plan to engage in a conversation with the faculty, and bring questions and their experiences. LEARNING OBJECTIVES Participants will gain an understanding of the principal requirements for charging and documenting personnel costs. Participants will gain knowledge of internal controls in this area throughout the lifecycle of a sponsored award. Participants will gain awareness of key issues that need attention in university practices in this area.
Ashley E. Whitaker* Associate Director, Office of Sponsored Programs, Nova Southeastern University
Kristi L. Bazata Director, Research Policy & Indirect Cost, Columbia University in the City of New York
Elena M. Cruse Research Business Partner, Children’s Mercy Hospital
PREREQUISITES Participants will need a basic understanding of the principles surrounding the documentation of personnel costs in order to attend this workshop.
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* Lead Presenter
FRA/PRA2020
workshops | Wednesday, March 4, 2020 1:30 – 5:00 pm AFTERNOON HALF DAY WORKSHOP 19 THE BRIDGE OVER TROUBLED PROPOSALS, HOW TO MAKE IT WORK PROGRAM LEVEL: Intermediate This workshop will provide an overview of the subject matter which research administrators need to know in order to effectively manage research. In the cradle to grave concept of research, it takes an experienced administrator to move a grant from proposal to production to closeout. This workshop will give intense training focused on the production (lifecycle) aspect of research. We will cover the role of a Pre-Award, Departmental Administrator and the Post-Award contribution to the lifespan of a grant. We will delve into sponsored vs non-sponsored support for researchers, compliance issues, space and facilities, on-boarding and more. We will explain how to review research portfolios in terms of sustainability, recognizing financial cliffs, planning for expansion of infrastructure, and how to supplement traditional methods of financial support. We will also discuss the fundamentals of working with faculty: helping them develop proposal plans, familiarizing them with the local and global research environments, helping them navigate the multitude of compliance regulations associated with research and how to plan for the long-term sustainability of a research program. We will also have a scenario-based discussion for application of common themes for the DRA in the production phase in order to properly bury a grant in closeout. This workshop is applicable for active DRA’s and central individuals who want a better understanding of what happens to the grant between proposal and closeout.
Derick F. Jones* Program Manager, Translational Genomics and Population Sciences, Lundquist Institute for Biomedical Innovation at HarborUCLA Medical Center Rashonda Harris Director, Post-Award Operations, Office of Finance Grants & Contracts, Emory University
LEARNING OBJECTIVES Participants will receive intensive training on grant production and project management. Participants will receive training on the complexities of managing a research enterprise. Participants will gain a greater understanding that a DRA’s role is pivotal to the success of research. PREREQUISITES Participants will want basic familiarity with the role of the DRA.
www.ncura.edu ~ FRA/PRA Workshop Day ~ San Juan, Puerto Rico #ncuraPra #ncuraFra
* Lead Presenter
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FRA/PRA2020
workshops | Wednesday, March 4, 2020 1:30 – 5:00 pm AFTERNOON HALF DAY WORKSHOP 20 USING THE FEDERAL AUDIT CLEARINGHOUSE (FAC) DATA TO IMPROVE EFFICIENCY IN SUBRECIPIENT MONITORING PROGRAM LEVEL: Intermediate This half-day workshop will provide a hands-on, practical review of two mandatory aspects of subrecipient monitoring under the Uniform Guidance: (I) determining whether your subrecipients have audit findings and (II) conducting organizational risk assessments. The workshop will open with an introduction of the relevant Uniform Guidance requirements. In Part I, participants will learn how to navigate the Federal Audit Clearinghouse (FAC) website and how publicly available data can be used to quickly and efficiently identify which of their subrecipients have findings. They will learn how to create an Excel database of subrecipients and easily pull data from the FAC, reducing administrative burden and improving the accuracy of results. In the last section of this Part, participants will learn how to use data collection forms in the FAC to identify which of those organizational assessments warrant further inquiry and develop required management plans. In Part II, the co-presenters will use case studies to show how their two unique institutions – a) a de-centralized private university and b) a highly centralized non-profit hospital research institute – approach organizational risk assessments. Participants will be encouraged to ask questions and engage in open dialog. LEARNING OBJECTIVES Participants will learn how to use Excel databases and formulas to distill FAC data and identify which of an institution’s subrecipients have findings (e.g., material weaknesses, significant deficiencies, questioned costs, etc.). Participants will learn how to interpret data collection forms on the FAC to determine whether findings are related to a subaward issued by your institution. Participants will discover how your institution’s infrastructure, history, and sponsored research portfolio can affect how you perform an organizational risk assessment. Participants will bring back practical resources and methods for conducting subrecipient risk assessments which will save time and reduce administrative burden.
Webb Brightwell* Senior Director of Pre-Award Services, Faculty of Arts & Sciences Research Administration Services, Harvard University
Jackie Lucas Director, Office Sponsored Research, Beckman Research Institute of the City of Hope
Megan Reed Grants and Contracts/Subawards Administrator, Beckman Research Institute of the City of Hope
Tracey Westervelt Director, Research Finance, Harvard University
PREREQUISITES Participants will want some familiarity with the Uniform Guidance (particularly, requirements for subrecipient monitoring), and experience creating spreadsheets and working with formulas in Excel. Previous experience with the FAC is not required.
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www.ncura.edu ~ FRA/PRA Workshop Day ~ San Juan, Puerto Rico #ncuraPra #ncuraFra
* Lead Presenter
FRA/PRA2020
workshops | Wednesday, March 4, 2020 1:30 – 5:00 pm AFTERNOON HALF DAY WORKSHOP 21 POST-AWARD AWARENESS FOR THE PRE-AWARD ADMINISTRATOR PROGRAM LEVEL: Basic This workshop is designed for Research Administrators interested in thinking ahead to the award stage of a project when searching for funding opportunities, preparing proposal components, or reviewing proposals in a department, school/ college, or central office role. Participants in this workshop will have the opportunity to engage in meaningful discussion of PreAward activities with a focus on topics that typically arise during the life cycle of a sponsored project, spanning from award set-up and implementation through closeout and audit. We will discuss strategies for proactively identifying potential areas of concern when reading through funding solicitations and best practices for mitigating those concerns when putting together proposals. Post-Award topics discussed during the workshop may include cost sharing, effort commitments, employee vs. consultant classifications, subaward vs. vendor determinations, IRB and IACUC approvals, reporting requirements, export controls, and management of awards with a foreign component. LEARNING OBJECTIVES Participants will learn keywords and phrases to watch out for when reviewing funding solicitations. Participants will learn to recognize budget areas that may need special attention during the life of an award. Participants will learn techniques for preparing strong and effective budget justifications that will help minimize uncertainty for their future selves or other colleagues who may be responsible for the Post-Award management of a project.
Jennifer Lech* Director of Pre-Award Services, Harvard University
Christian Pfeiffer Flores Assistant Director for Grants & Awards, The University of Texas at Austin
Charlotte Gallant Director of Cost Analysis and Compliance, Harvard University
PREREQUISITES None
www.ncura.edu ~ FRA/PRA Workshop Day ~ San Juan, Puerto Rico #ncuraPra #ncuraFra
* Lead Presenter
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FRA/PRA2020
workshops | Wednesday, March 4, 2020 1:30 – 5:00 pm AFTERNOON HALF DAY WORKSHOP 22 THE DIFFERENT CHARACTERISTICS OF CONTRACTS AND THE ART OF NEGOTIATION PROGRAM LEVEL: Intermediate There are many types of contracts and not all are the same. More importantly, not all contracts are negotiated the same. For example, even though FDP (Federal Demonstration Partnership) created several templates to reduce the need to negotiate, often times organizations prefer to negotiate in accordance with their own institutional guidelines. Other examples include Clinical Trials /Industry Sponsored Agreements, Data Use Agreements and Sponsored Research Agreements. LEARNING OBJECTIVES Participants will explore the different types of contracting, different office models which vary by organization and how to successfully negotiate on behalf of your organization with win-win results. PREREQUISITES Participants should have a moderate to advanced understanding, regarding the difference aspects of contract negotiation.
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Jamie Caldwell* Associate Vice Chancellor for Research Administration, The University of Kansas Medical Center
Nancy R. Lewis Executive Director, Sponsored Projects, University of CaliforniaIrvine
Jennifer Liasson Senior Contracting Officer, Office of Sponsored Projects, Office of the Vice President for Research, Office of Sponsored Projects, The George Washington University
www.ncura.edu ~ FRA/PRA Workshop Day ~ San Juan, Puerto Rico #ncuraPra #ncuraFra
* Lead Presenter
FRA/PRA2020
workshops | Wednesday, March 4, 2020 1:30 – 5:00 pm AFTERNOON HALF DAY WORKSHOP 23 EFFECTIVE MANAGEMENT PRACTICES PROGRAM LEVEL: Intermediate Almost anyone can be a manager, but how can you use and develop your skills to be most effective? This workshop will focus on some fundamental management strategies, such as: Knowing your own strengths Hiring the right people Performance management Managing resources within the constraints of your environment Maintain positive employee engagement LEARNING OBJECTIVES Participants will be able to engage in several different management scenarios to better understand there isn’t just one ‘right’ answer to effectively managing a team. Participants will gain a foundational understanding how to use their strengths to be effective. Participants will be able to develop strategies to hire the right people. Participants will have a better understanding of the importance of addressing both positive and negative performance issues. Participants will be able to develop strategies to keep staff engaged.
Lisa E. Mosley* Executive Director, Office of Sponsored Projects, Yale University
Sarah Panepinto Director of Grants & Contracts Services, University of Texas at Arlington
PREREQUISITES This workshop is geared toward participants who are relatively new (0-5 years) to managing a team. Participants will want to have responsibility (directly or indirectly) for supervision of staff.
www.ncura.edu ~ FRA/PRA Workshop Day ~ San Juan, Puerto Rico #ncuraPra #ncuraFra
* Lead Presenter
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FRA/PRA2020
Senior Level Forum | Wednesday, March 4, 2020 1:30 – 5:00 pm AFTERNOON HALF DAY SENIOR LEVEL FORUM 24 FROM MILD TO MADDENING: COMMON ISSUES FOR SENIOR RESEARCH ADMINISTRATORS PROGRAM LEVEL: Advanced Senior research administrators continually confront changing regulations, new policy interpretations, and the need to issue guidance on every hot topic on the research horizon. We also have to address staff needs, management challenges, subtly directing our bosses, succession planning, and how to make time for the farmer’s market on Saturdays. Really, how can we get it all done! This panel will discuss a number of current issues in research administration. Topics might include close encounters with OIG, reporting foreign engagements, changes in Other Support, and timely progress reports. We can also look at how to organize and deploy resources for problem solving, how to understand active listening, and how to help the boss.
Kim Moreland* Associate Vice Chancellor for Research Administration, University of Wisconsin – Madison, NCURA Distinguished Educator
Shannon Lysen Director, Office of Sponsored Research, Fred Hutchinson Cancer Research Center
The panelists will select a few topics, but we will also ask you for topics that are on your mind. We will all bring ideas, experiences, frustrations and inspirations that make our jobs more effective and satisfying. No question is too silly to ask, and no problem is too maddening to attack. This forum allows you to share a workspace with peers. Come join us! LEARNING OBJECTIVES Participants will understand how to deal with current issues in research administration. Participants will share experiences and observe responses by other research institutions. Participants will develop a greater understanding of how to lead an office of research administration. PREREQUISITES Participants will want a broad understanding of key issues in management and in regulations that underlie sponsored research.
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www.ncura.edu ~ FRA/PRA Workshop Day ~ San Juan, Puerto Rico #ncuraPra #ncuraFra
* Lead Presenter