BRIDGING IDEAS & CONNECTING PEOPLE

REGIONS II & VIIIREGIONAL MEETING

OCTOBER 16-18, 2019W E S T I N J E R S E Y C I T YN E W P O R T H O T E L

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Bridging Ideas & Connecting People 2019 Fall Meeting ▪ October 16 – 18, 2019 ▪ Jersey City, NJ

TABLE OF CONTENTS Welcome from the Chair 2

Schedule at a Glance 3

Meeting Information 4

Sponsors & Exhibitors 5

Workshops 6

Thursday Concurrent Sessions & Discussion Groups 7

Friday Concurrent Sessions & Discussion Groups 13

Conference Room Wifi Password: NCURA2019

Meeting handouts will not be available onsite. Visit the Eventpedia app for session materials.

Advanced Science Research Center ◊ 85 Saint Nicholas Terrace ◊ New York, NY 10031 ◊ www.asrc.cuny.edu

Adam Greenberg

Director

Sponsored Programs Administration

85 St. Nicholas Terrace

New York, NY 10031

212.413.3330

adam.greenberg@cuny.edu

Dear Attendees,

Never have I been so honored as to welcome you to the NCURA Region II and VIII Fall Meeting.

Going in, the committee wanted to create a conference that contained everything from workshops

to social activities that catered to all aspects of research administration in a unique format that will

give all attendees the knowledge and skills to bring back to their institutions. Included with registration,

you can take advantage of one of five free workshops on Wednesday October 16th. On Thursday, sail

up the Hudson on an amazing dinner cruise. There will be dinner, dancing, networking, surprises and

never before seen illuminated NYC Skyline and Statue of Liberty views. Thanks to our fun committee for

going above and beyond putting together a once in a lifetime event.

To complement our fun activities, workshops, concurrent sessions and discussion groups is our Plenary.

Let me introduce Joshua Lozoff. His interactive presentation ‘The Magic of Communication’ will have

you amazed at his sleight of hand and mentalist powers while learning skills useful from the board room

down to the living room.

Never again will you be in such a wonderful location, with amazing people, with incredible content,

going on a research administration journey that is second to none. A huge thank you must be given

to all the volunteers committed their time to put this meeting together. Conferences like this are

run by region members who take the time to join committees. Members of the program committee are

around for the entire conference. We will be more than happy to talk about volunteer opportunities

and getting involved in the region. Of course, at the end of the day, visit the hospitality suite. You can

desert your worries and have a great night networking with colleagues. Welcome to Jersey City. I hope

you have a great conference.

Adam Greenberg

Region II Program Chair

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Date Event Location WEDNESDAY, OCTOBER 16 9:00 AM - 5:00 PM Registration America Room Foyer 1:00 PM – 4:30 PM Workshops See page 6 2:30 PM – 2:45 PM Break America Room Foyer 5:30 PM – 7:00 PM Welcome Reception Newport 7:00 PM – 9:00 PM Dinner Groups Meet in Lobby 9:00 PM – 12:00 AM Hospitality Suite Intrepid

THURSDAY, OCTOBER 17 7:00 AM - 4:00 PM Registration America Room Foyer 7:30 AM - 8:30 AM Breakfast Newport 8:30 AM – 9:20 AM Region II Business Meeting Newport 8:30 AM – 9:20 AM Region VIII Business Meeting America 9:30 AM - 10:40 AM Concurrent Sessions & Discussion Groups See page 7 10:40 AM – 10:50 AM Break America Room Foyer 10:50 AM – 12:00 PM Concurrent Sessions & Discussion Groups See page 8 12:00 PM – 1:15 PM Lunch & Plenary Speaker Newport 1:30 PM – 2:40 PM Concurrent Sessions & Discussion Groups See page 10 2:40 PM – 2:50 PM Break America Room Foyer 2:50 PM – 4:00 PM Concurrent Sessions & Discussion Groups See page 11 5:00 PM – 10:00 PM Harbor Cruise & Dinner Depart from Lobby 9:00 PM – 12:00 AM Hospitality Suite Intrepid

FRIDAY, OCTOBER 18 7:00 AM - 5:00 PM Registration America Room Foyer 7:30 AM - 8:30 AM Breakfast Newport 8:40 AM – 9:40 AM Concurrent Sessions & Discussion Groups See page 13 9:40 AM – 9:50 AM Break America Room Foyer 9:50 AM – 10:50 AM Concurrent Sessions & Discussion Groups See page 14 10:50 AM – 11:00 AM Break America Room Foyer 11:00 AM - 12:00 PM Concurrent Sessions & Discussion Groups See page 15 12:00 PM – 1:00 PM Lunch Newport 1:20 PM – 2:40 PM Concurrent Sessions & Discussion Groups See page 16 2:40 PM – 2:50 PM Break America Room Foyer 2:50 PM – 3:50 PM Concurrent Sessions & Discussion Groups See page 17 3:50 PM – 4:00 PM Break America Room Foyer 4:00 PM - 5:00 PM Concurrent Sessions & Discussion Groups See page 18

SCHEDULE AT A GLANCE

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MEETING INFORMATION

SESSION TYPES Concurrent Sessions are presentations that usually are PowerPoint-based with question-and-answer time built in. Discussion Groups are facilitated sessions with a smaller number of participants than concurrent sessions. Instead of a formal PowerPoint presentation, a topic is discussed and the facilitator(s) as well as the group’s attendees share information. LEVELS Basic level sessions assume some fundamental research administration knowledge. Intermediate level sessions assume basic knowledge and the sessions introduce and develop topics that exceed basic knowledge. Sessions focus on building competency. Advanced level sessions assume mastery of the subject and the sessions focus on in-depth knowledge or a broader range of topics. Sessions focus on mastering more difficult and complex scenarios. CONCENTRATIONS Clinical: Sessions that address issues related to academic medical centers, hospitals, and related institutions that conduct research. Compliance: Compliance office and export controls, including research compliance committees and fiscal compliance. Departmental: Sessions of interest to research administrators who report to an academic unit, research center, lab, or even a single PI. Federal: Federal agencies and topics including the various interpretations of new and existing federal regulations. How-To: Hands-on, interactive sessions intended to show participants how to actually perform different research administration tasks. Participants should bring a laptop to get the most out of these sessions. International: Sessions of interest to research administrators outside of the US or those in the US interested in international research topics. Post Award: Post-award office and fiscal administration of sponsored projects, including fiscal compliance and auditing. Pre-Award: Pre-award office and research development, including proposal development, sponsor relations and non-financial post-award functions. Professional Development: Developing your best self, both personally and professionally, including leadership skills, self-awareness, self-management, and a work-life balance. PUI: Predominantly undergraduate institutions, research administration offices that typically function with 1-3 staff members. Sponsor Update: Updates directly from sponsors. EVENTPEDIA APP Download the free NCURA Eventpedia app and take advantage of all of the features, which enables you to customize your own schedule, floor plans of the hotel, online presentations and evaluations, and much more. Go to your app store, search for NCURA then download the app. Once it’s on your device, search for the Region II program, download it using your registration email, and the meeting will be at your fingertips! EVALUATIONS Your feedback is critical to the success of our meetings. Please take a moment to complete evaluations in Eventpedia for the sessions & workshops you attend, as well as for the meeting as a whole. QUESTIONS? During the meeting, stop by the Registration Desk during conference hours and someone will be available to answer your questions. After the conference, feel free to email your favorite presenters (their contact information is usually at the end of their PowerPoint presentation) or a member of the meeting committee.

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We would like to acknowledge the generous support of our sponsors. GOLD Sponsors

INSTITUTIONAL Sponsor

SPONSORS & EXHIBITORS

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1:00 – 4:30 PM Workshop 1: Gift, Grant, or Contract? Why Does It Matter? One of the fundamental, underlying principles of research administration is the determination of the classification of the funding mechanism - is it a gift? A grant? Contract? Cooperative agreement? Making the correct identification of the awarding document and appropriately capturing the intent of the sponsor or donor is essential for not only accounting purposes but for adequately monitoring the award for regulatory compliance and post-approval monitoring, reporting and retention. Misclassification of awards can lead, at best, to a misunderstanding of the regulations, and, at worst, jeopardizing the non-profit status of institution-affiliated foundations. Denise Clark, University of Maryland Ann Holmes, University of Maryland Concentrations: Post-Award | Compliance Room: Enterprise 1 Workshop 2: Working Through the Numbers: Ensuring Fiscal Compliance Throughout the Award Lifecycle This session will focus on the financial responsibilities of research administrators during both the pre-award and post-award stages of the award lifecycle. It will provide an overview of the significant procedures and processes surrounding budget preparation, award set up, progress reports, subcontracts, close outs, budget revisions, and changes in key personnel, among others. Attendees will learn best practices, and have the opportunity to discuss the challenges faced during their day-to-day activities. Anne Albinak, Johns Hopkins University Danielle Brown, University of Maryland, Baltimore Concentrations: Pre-Award | Post-Award | Compliance Room: America Workshop 3: Exploring Your Options: Navigating Your Career in Research Administration Career opportunities become present at any given moment. How do you open the door and make sure you are ready when opportunity comes knocking? This workshop will focus on identifying the steps needed to advance your career in research administration. Whether you are in a pre-award, post-award, or departmental office, we will outline basic skills to help manage, advance, or change your career. Specifically, we will discuss the art of networking, skills assessment and development, finding a mentor, setting career goals, and using emotional intelligence to better understand and manage yourself and those around you. Diane Ambrose, Rutgers University Letitia Dean, Rutgers University Lamar Oglesby, Rutgers University Concentrations: Professional Development Room: Enterprise 2

Workshop 4: Managing the Legal Considerations of Your Award from Receipt to Closeout This interactive workshop will begin with a discussion of the best practices upon receiving a sponsored award, including effective negotiation strategies and an overview of problematic terms and clauses. Case Studies will be provided to assist attendees in unravelling the myriad concerns with bringing your award document completion, and, subsequently, in ensuring that any outgoing subawards properly reflect not only the requirements of the Prime award but also your own institutional policies. The workshop will conclude with a review of various closeout obligations on both a federal and private level. Discussions will include both departmental and central office perspectives. Charles Bartunek, Children’s Hospital of Philadelphia Jill Frankenfield, University of Maryland Concentrations: Post-Award | Compliance Room: Freedom 1 Workshop 5: Using Microsoft Excel to Excel Research Administrators always have to do more with less, so why not use Microsoft Excel to its fullest potential? In this interactive workshop, participants will learn features of Microsoft Excel including pivot tables, LOOKUP functions, and more to create templates and reports. Samples of budgets, budget justifications, and effort reporting templates will be provided. (Note: Attendees must bring their own laptop.) Melissa Lazo, City University of New York Christine Spicknell, City University of New York Concentrations: Professional Development Room: Freedom 2

WEDNESDAY Oct. 16 WORKSHOPS

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9:30 AM – 10:40 AM CONCURRENT SESSIONS Soup to Nuts: PRE-AWARD Budget Process & Procedures Engaging with your PI at the first stages of a proposal is key to a successful application. Come learn through a hands on approach the ‘Soup to Nuts’ of budget preparation. In this How-To session you will see how each key player provides a pivotal role in the proposal process. We will walk you through the timeline needed for submission, subcontract requirements, allowable costs, administrative compliance and the final outcome for a proposal budget. This session is geared toward both Departmental Administrators and Sponsored Project Officers to help lay out the overall collaborative efforts and best practices. Anne Bolyard, WVU Health Sciences Center Brian Miller, Children’s Hospital of Philadelphia Jeannine Voll, Children’s Hospital of Philadelphia Concentrations: How-To | Pre-Award | Departmental | PUI Level: Basic Room: America Leading Cooperatively from the Ground Up There is a growing trend in research administration to provide excellent customer service while volume and workload continue to increase, along with complexity, which take time, causing frustrations. How may you reconcile these different needs? Maintaining adherence to sponsor and university policies, while providing great customer service is a balancing act. This session will provide short and long-term guidance and tools for helping your research administration office navigate an environment of multiple interests across the spectrum of customer service and compliance. Ted Fehskens, Johns Hopkins University Concentrations: International | Professional Development Level: All Room: Enterprise 1

New to Sponsored Research? How to Use the Compliance Supplement to Get Started Whenever someone new to sponsored research joins your organization, utilizing the compliance supplement to provide guidance on areas to be aware of is a great tool to get them started. The Supplement helps introduce critical areas (e.g. allowability, cash management) with clear internal controls and compliance areas in easy to digest segments and the different sections allow for breaking down the material to encourage greater learning down the road. Learning Objectives: 1. Compliance Supplement basics 2. How to use in order to learn about post-award activities 3. Utilizing the supplement to monitor awards Julie Luster, Princeton University Brad Johnson, Princeton University Concentrations: Post-Award | Compliance Level: Basic Room: Enterprise 2 Personal Branding As research administrators, there are a variety of roles we may occupy or desire to occupy throughout our careers in this profession. Therefore, it is important to position ourselves as experts within a particular facet of the profession and capitalize on ways to differentiate ourselves from others which can be achieved by developing a personal brand. Personal branding allows for an opportunity to establish an indelible mark surrounding an individual’s name and career achievements which can be used as a platform to showcase expertise & personality. This session will: 1. Identify ways to define your personal brand and demonstrate value

that you offer; 2. Spur one’s thinking about what an individual wants to be known for; 3. Discuss tips for preparing a brief elevator pitch to support your

personal brand Timothy Schailey, Thomas Jefferson University Concentrations: Professional Development Level: All Room: Freedom 1

DISCUSSION GROUPS Navigating the Changing Seas of USDA proposals This is an interactive session in which presenters will discuss the implications of the new cost share requirements on their University, their approach and application of the new cost policy to proposals with multiple subrecipients and their takeaways from the process. Melissa Vinch, Rutgers, The State University of New Jersey Concentrations: Pre-Award | Federal Level: All Room: Freedom 2

BREAKFAST 7:30 – 8:20 AM Location: Newport REGIONAL BUSINESS MEETINGS 8:20 – 9:20 AM Locations: REGION II – Newport REGION VIII – America

THURSDAY THURSDAY Oct. 17

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10:50 AM – 12:00 PM

CONCURRENT SESSIONS How to Read a Contract Solicitation Increasingly, research administrators are faced with the prospect of assisting PIs with applying for funding that will be awarded via contract. While similar to grant solicitations in many ways, contract solicitations (e.g., RFPs, RFQs) are often structured differently; include detailed terms and conditions; use contract-specific language and acronyms; and require proposal components that can differ significantly from the equivalent in a grant proposal. During this session, we will use examples of contract solicitations to explore the terminology and requirements of contract proposals. Participants will learn to identify potentially problematic clauses as well as the more important requirements and obligations of contracts, such as data management plans and security requirements. Charles Bartunek, Children’s Hospital of Philadelphia Catherine Parker, The George Washington University Concentrations: How-To | Pre-Award | Departmental | PUI Level: Basic Room: America Merging Research Administration Systems: Collaboration, Compromise and Lots of Data! In this presentation, learn how the University of Maryland, College Park and University of Maryland, Baltimore went from managing research separately to joining together in one instance of Kuali Research software. You'll see how the two institutions worked together with Kuali to develop the approach for a smooth transition into one overarching research administration system. Dennis Paffrath, University of Maryland, Baltimore Terry Durkin, Kuali Sally Egloff, University of Maryland, College Park Concentrations: Pre-Award | Post-Award Level: All Room: Enterprise 1

NSF Grant Awards and Cash Management Overview This session will provide overview of NSF's Grant Award and Cash Payment processes and procedures. It will also review awardees’ responsibilities, common reasons for delays, and detailed information on baseline monitoring activities. Our section is responsible for NSF outreach in these subject areas, and our objective is to reach as many grantees as possible. Learning Objectives: 1. Review the grant management process. 2. Understand NSF Grant Award and Cash Payment process. 3. Learn about awardee responsibilities and common reasons for delays 4. Identify baseline monitoring activities. 5. Understand program income and reporting process. Justin Poll, National Science Foundation Concentrations: Post-Award | Federal | Sponsor Update Level: Basic Room: Enterprise 2 Human Subjects Research and the IRB Process Learn the basics of human subject research protections. This session will shed light on the IRB process and the interaction between research administrators and human research protection administrators. Navigate the challenges of IRB review and approval and discuss ways to increase efficiency and effectiveness. In this session, the Director of the Human Research Protection Program from the University of Maryland, College Park will discuss IRB processes (some COI processes), communication with pre and post-award staff, and how to avoid roadblocks moving forward. Joseph Smith, University of Maryland Concentrations: Post-Award | Federal | Sponsor Update Level: Basic Room: Freedom 1

DISCUSSION GROUPS Starting from Scratch: Getting Research Administration Going at Your Institution A discussion opportunity for "starter" offices, i.e., people who have been hired to bring a level of sponsored programs / research administration / compliance rigor to grants programs at institutions where these are comparatively new concepts. Joseph Tomaras, Sarah Lawrence College Concentrations: Pre-Award | Departmental | PUI Level: All Room: Freedom 2

THURSDAY Oct. 17

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LUNCH 12:00 – 1:15 PM Location: Newport

PLENARY SPEAKER The Magic of Communication Joshua Lozoff

In this interactive presentation, acclaimed magician and actor Joshua Lozoff pulls back the curtain to reveal the true secrets of his magic: powerful communications skills and strong powers of observation; skills useful for us all, from the board room to the living room.

THURSDAY Oct. 17

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1:30 PM – 2:40 PM CONCURRENT SESSIONS How to Spark An International Collaboration Solving the world’s most pressing problems will take the best and the brightest minds in the world. The connections research administrators make while attending international conferences may be one of the keys to helping our distinguished faculty find each other. Sparking these connections takes creativity and patience. Join our conversation to hear what is working at the University of Maryland and share ideas they may assist all of us in furthering international collaborations. Denise Clark, University of Maryland Ann Holmes, University of Maryland Concentrations: How-To | International | Pre-Award | Post-Award | Departmental | PUI Level: All Room: America Discussing UG Compensation Compliance with Senior Leadership and Institutional Stakeholders We don’t have to do effort reporting?! We have a choice on how to account for salary charges on federal grants?! Many institutions are re-evaluating their approach to Uniform Guidance (2 CFR, 200.430 - Compensation), which allows for alternatives to traditional effort reporting. This panel session will focus on the many critical conversations, that are needed in order to take advantage of the opportunity and expectation to streamline compensation controls, which may reduce burden placed on faculty and institutions receiving federal funds. This panel will share examples of how to prepare and deliver in conversations with Senior Leadership and Institutional Stakeholders. The panel will also expose participants to options in answer to the following questions:

1. How should our institution treat compensation costs, what are the key decision points and do we have all the needed information from the national dialogue? 2. Should our institution explore an alternative to effort reporting? Is that more effective and efficient? 3. If we want to explore an alternative to effort reporting, how do we organize to do so?

David Ngo, The New School Lisa Mosley, Yale University Jeremy Forsberg, University of Texas, Arlington Tracey Volz, New York University Concentrations: Post-Award | Compliance Level: All Room: Enterprise 1

Benefit of US-trained International Faculty in expanding Academic Diversity As the US academic centers place emphasis on expanded diversity, there are several challenges to recruit and adjust students and faculty members. While the overall goals set forth by national bodies and universities are well-intended, there are fundamental problems that hinder accomplishing the goals. As an example, it is difficult for individuals who do not have diverse experience to develop plans to accommodate a diverse workplace. The presentation will discuss the speaker’s experience as a diverse faculty as the basis to develop solutions. Pranela Rameshwar, Ph.D., Rutgers, New Jersey Medical School Concentrations: International | Post-Award | Departmental | PUI | Professional Development Level: All Room: Enterprise 2 Collaborative Compliance: How to Maintain a Healthy Research Administration Compliance Culture This workshop will enable attendees to identify and describe the stakeholders, components throughout the research administration lifecycle that, when properly aligned create an impactful, collaborative culture that supports and may even embrace a compliance mindset throughout an institutions ecosystem. The workshop will address, from a lifecycle perspective: Training & Education; Research Administration Structures; Communication Strategy; Roles & Responsibilities; Managing Site Visits; and, Compliance Resources and Reference Material. Learning Objectives: 1. Identify and describe compliance stakeholders, roles and accountability. 2. Assess where key internal controls reside throughout the sponsored award life cycle that support overall compliance. Marchon Jackson, University of Maryland Shandra White, Northwestern University Concentrations: Compliance Level: All Room: Freedom 1

DISCUSSION GROUPS Working with Difficult Faculty - Stories From the Front During this open discussion session, the presenter will present some of his own stories of working with difficult faculty and other challenges faced from coordinating grant proposals (both pre and post) with other University offices, sub-awardees, and sponsors. The audience will also be invited to share their challenges and stories and discuss best practices on how to overcome these common pitfalls and obstacles. Michael T. Marino, City University of New York Concentrations: International | Pre-Award | Post-Award | Departmental | PUI Level: Basic Room: Freedom 2

THURSDAY Oct. 17

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2:50 PM – 4:00 PM

CONCURRENT SESSIONS How To Do Your Job: Research Administration Fundamentals from a Central Pre-Award Office Perspective Are you new to research administration (or sometimes just feel new) and trying to get a handle on ever changing regulations, constant questions and fast-approaching deadlines? Join us in this how-to session to learn the fundamentals of research administration from a pre-award perspective. Checklists for common sponsors, best practices in reviewing proposals, and tips and tricks for award negotiation and acceptance will be discussed. Jill Frankenfield, University of Maryland Katie McKeon, University of Maryland Concentrations: How-To | Pre-Award Level: Basic Room: America National Science Foundation's Research.gov Modernization Do you want to reduce your administrative burden by preparing proposals with a user-friendly and intuitive system? Are you interested in uploading documents instantly and with real-time compliance checks? Get an in-depth look at the exciting new features of the National Science Foundation's Research.gov proposal preparation and submission system. Don't miss this opportunity to learn how you can influence the future of proposal submission. Bill Daus, National Science Foundation Sonya Arora, National Science Foundation Concentrations: Pre-Award | Federal | Sponsor Update Level: All Room: Enterprise 1 Data Processing, Privacy, and Informed Consent: The GDPR and its Impact on US University Research The recently enacted European Union (EU) General Data Protection Regulation (GDPR) established greater protections for the privacy and security of personal data of individuals residing in the European Economic Area (Personal Data) and the way that such data can be transmitted across its borders. So, why is this a topic at NCURA and how can this affect the research activities taking place at my U.S. located university campus? This presentation will cover: the basics of the GDPR, its impacts on research at U.S. based colleges, how it differs from the HIPAA, legal justifications (legal basis) for collecting and processing Personal Data, why traditional informed consent is generally not enough, data controllers versus data processors, and other obligations imposed by the GDPR. Adam Haney, State University of New York Office of General Counsel Scott E. Shurtleff, SUNY Research Foundation Concentrations: International | Clinical | Compliance Level: All Room: Enterprise 2

Managing your office by Assessing and Accommodating Employee Needs These days, work-life balance can seem like an impossible feat. Technology makes workers accessible 24/7. Fears of job loss spur longer hours. In fact, 94% of working professionals reported working more than 50 hours per week and nearly half said they worked more than 65 hours per week. This increasing stress from the never-ending workday is life effecting. It can hurt relationships, health and overall happiness. Work-life balance means something different to every individual, but this session will provide you information from two universities that may help you find the balance that’s right for you and your office. Learning Objectives: 1. Understanding flextime and how to set it up and be effective for your office 2. How to communicate with your entire office when some are working part time, flex time and in an alternative work schedule 3. What technologies need to be in place for your employees and your office to maintain a work life balance 4. How to make sure that your office is being social and interacting in person Dennis Paffrath, University of Maryland Baltimore Kris Wolff, Fordham University Concentrations: Pre-Award | Post-Award | Departmental | PUI | Professional Development Level: All Room: Freedom 1

DISCUSSION GROUPS

Growing Research Income with A Sector Approach As the University’s research income from traditional funding sources stagnate in an increasingly competitive environment of static funding pools and in an era of rapidly changing national and international priorities, growing our research income to meet the institution’s needs becomes ever more challenging. The University of Melbourne has been pioneering a sector-wide approach to further develop specific research portfolios that have been identified as strategically important areas of growth for the institution. A case study of activities undertaken in key research portfolios will be discussed to showcase the development of the sector-wide approach framework. This includes methodologies in determining the key drivers and priorities of funding sources within the sector, challenges in identifying and engaging key research groups with strong capabilities across various faculties, and strategies to increase the number of relevant, high quality, multi-disciplinary research funding applications. Working across both the Major Initiatives and International teams, this reduces the siloed approach to research funding by viewing the sector through a holistic lens. The discussion will include a review of the outcomes and achievements of our experience before welcoming further discussion on how other institutions may have taken a similar approach and the lessons learnt from their experiences. Jessica Brody, University of Melbourne Concentrations: International | Pre-Award Level: Intermediate Room: Freedom 2

THURSDAY Oct. 17

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HARBOR CRUISE

What could be better than dinner, dancing and views of the magnificently illuminated New York City skyline and Statue of Liberty? Join us Thursday night as we board the Circle Line Cruise Ship for an evening of networking with fellow members, good food and drink, dancing, and sightseeing. We have something else in store for you, but it's a surprise!

5:00 PM

Meet in the lobby of the hotel to take a bus to the dock. 10:00 PM

Return to the hotel.

THURSDAY Oct. 17

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8:40 AM – 9:40 AM CONCURRENT SESSIONS How To: Electronic Research Administration Toolbox: Grants.gov Workspace, NIH ASSIST, eRA Commons, and FastLane/Research.gov - Dealing with System Overload In this session we will have a hands-on review of select eRA systems used to create proposals and manage awards. Participants will explore roles and actions available to investigators, departmental, and central administrators to control and delegate access to proposals and awards. Sally Egloff, University of Maryland Concentrations: How To | Pre-Award | Federal Level: Basic Room: America Getting To Know The Competition: Using NIH Reporter As A Tool To Help Your Researcher NIH Reporter is not just a database of NIH funded research. It is a treasure trove of information for administrators and researchers alike. This session will show participants how to use NIH Reporter as tool to find POs, study sections, who applied to what FOA, and comparative costs. You will be able to go back to your desk (or open your laptop) and use this tool immediately. Elizabeth Brittan-Powell, University of Maryland Concentrations: Pre-Award | Departmental | PUI Level: All Room: Enterprise 1 Strategies for Audit Success Leverage Princeton’s experience with a recently completed two-year NSF OIG performance audit of incurred costs to discuss the components of an audit and what the University should be doing for preparation in each phase of the audit process (i.e. notification, planning & scope, entrance conference, fieldwork, exit conference/draft reporting, completion & follow-up, opportunities for improvement: develop/update training materials). Matt Kotsovolos, Princeton University Francine Taylor, Princeton University Concentrations: Post-Award Level: Intermediate, Advanced Room: Enterprise 2

Trust and Respect Me: Communicating with PIs Effectively on Their Level The idea is to emphasize the importance of written communications between pre-award personnel and proposal PIs. PIs are highly educated, and they appreciate well-written emails. Emails to PIs must be informative and cite appropriate guidelines and links, neither condescending nor kowtowing, polite, helpful in expediting answers to their questions, free of office jargon and unexplained acronyms, and grammatically correct. We’ll give examples of poorly written emails and well-written emails. We’ll emphasize grammar checking and the use of grammar checking programs if they are necessary for a person. We’ll cover the importance and usefulness of using checklists tailored to each proposal, and we’ll give examples of what a good checklist looks like versus an ineffective one or no checklist at all. For background when writing to a PI, it is also important to learn about their research area, what makes them tick, and we’ll include examples of when/where that is useful in emails. The objective when writing to PIs should always be to let them know, without saying so, that you are adding value to their grant proposals and therefore to their research endeavors. Mark Williams, The Pennsylvania State University Concentrations: International | Pre-Award | Post-Award | Departmental | PUI Level: Basic Room: Freedom 1

DISCUSSION GROUPS

Does Professional Development Make a Difference? Key Factors and Considerations When Developing your Career in Research Research Administrators must have expertise in the many nuances that are involved in the administration of sponsored awards. This discussion group will examine the importance of professional development for those just beginning their career as well as administrators with a few years under their belt. We will also examine how involvement in professional development activities enhances proficiency in this field and enables one to become an asset to colleagues, their institution and its research enterprise. *Amanda Howard, Hostos Community College - City University of New York Jared Littman, St. John’s University *Presenter is a mentee in the Cheryl-Lee Howard Mentor Me Program, and the co-presenter is her mentor. Concentrations: Professional Development Level: Basic, Intermediate Room: Freedom 2

BREAKFAST 7:30 – 8:30 AM Location: Newport

FRIDAY Oct. 18

14

9:50 AM – 10:50 AM

CONCURRENT SESSIONS How To Apply For EU Grants From The US, Leave Your Fears Behind And Exploit The Best Opportunities For Your University When I attended NCURA FRA in Las Vegas I was surprised by the fact that many US universities are afraid of applying/getting EU grants. Sometimes it is due to lack of knowledge or unpleasant past experiences. As an EU funding advisor and US compliance consultant at my University in Denmark, I would like to provide in depth understanding of EU funding to my US colleagues and help them to let their fears behind and become successful in harvesting EU funding. I will also talk about the transition between H2020 and Horizon Europe. New rules coming in Horizon Europe might make US colleagues more comfortable. Maeva Vignes, University of Southern Denmark Concentrations: How-To | International | Pre-Award | Departmental | PUI Level: All Room: America Pre-Award Compliance: Beyond Finding Fault with Fonts To take a research idea to a competitive proposal requires a collaborative, dedicated effort to provide the correct information. The research administrator must meet the requirements of the sponsor, the institution, and the expectations of the principal investigator. In this session, comprehensive information will be shared on the various aspects of pre-award review and proposal submission for the research administration community to ensure proposal applications are as administratively correct as can be when compared to sponsor guidelines prior to submission. Anne Bolyard, WVU Health Sciences Center Concentrations: Pre-Award | Departmental | PUI | Compliance Level: Basic Room: Enterprise 1 Best Practices with Foundations: Strategies for Humanities and Social Sciences At many Universities, the Development and Sponsored Research offices operate independently. This silo approach can result in missed opportunities for research funding for humanities and social science departments. By building synergies between silos, we will show the impact on funding success rates and the expansion of research opportunities in these disciplines. Maureen Thompson-Siegel, Princeton University Kelly Freidenfelds, Princeton University Concentrations: Pre-Award | Departmental | PUI Level: All Room: Enterprise 2

Allocability Among Multiple Projects: Strategies and Methods for Research Administrators Allocating costs to one sponsored project is difficult, adding costs to several projects can be overwhelming. When this occurs, the costs should be allocated in the same proportions as it benefits each award while adhering to sponsor guidelines and institutional policies. This session will provide methods, strategies, and tools to assist research administrators who manage the purchases or approvals of services and goods that benefit multiple awards. Learning Objectives: 1. Participants will be able to describe that four steps that govern direct costs when allocating expenditures to sponsored projects 2. Participants will create an allocation plan for principal investigators with multiple sponsored accounts 3. Participants will be able to develop a procedure for managing how costs are allocated on sponsored projects. Anne Albinak, Johns Hopkins University Concentrations: Post-Award | Departmental Level: Intermediate Room: Freedom 1 What Employees (Really) Want: Creating and Maintaining Employee Engagement and Satisfaction Research Administration is often a demanding and mentally challenging field of work. Keeping employees engaged and satisfied is a challenging balancing act that requires managers to constantly evolve and respond to employees’ needs. Monetary incentives (e.g., raises, bonuses) are often the first go-to for management. However, limited and seemingly constant decreasing department budgets may pose challenges for this incentive tool. Additionally, monetary incentives have been shown to only provide temporary improvement of employee satisfaction and don’t offer long-term results. So what’s a manager to do? Learn how to motivate and keep your employees engaged through innovative and creative methods, improving employee satisfaction and retention. *Melinda McGill-Carlison, Cornell University *Presenter is a mentee in the Cheryl-Lee Howard Mentor Me Program. Concentrations: Professional Development Level: All Room: Freedom 2

FRIDAY Oct. 18

15

11:00 AM – 12:00 PM

CONCURRENT SESSIONS The Ins & Outs of Institutional Transfers Professor X has been asked to serve as Principal Investigator on an award being transferred from University of ABC to us! What must I do to prepare to receive it? How does all this work? But wait, now another professor has announced that they are leaving? What will happen to all of the equipment we purchased? How am I going to survive this?? Just as students come to the University to study and graduate, the same is true for professors as well. While we are happy that they have joined the University, there will come a time when the professor and some or all of the equipment they purchased moves with them to their new University. Navigating the institutional process of PI transfers is a part of life for administrative staff. This session will walk you through the key steps involved in the institutional transfer process, including transferring an award and equipment when a faculty member transitions from one university to another. Sybil A. Paige, University of Maryland Anne Albinak, Johns Hopkins University Concentrations: How-To | Post-Award | Departmental | PUI Level: Basic Room: America An Introduction to the Patient-Centered Outcomes Research Institute (PCORI): Tips and tricks when applying for funding and managing an award Attendees will learn about PCORI’s: - Mission and enabling legislation - Overview of funding opportunities and the application process - Patient and stakeholder engagement requirements - Merit review process - Common compliance pitfalls and ways to prevent them Jim Hulbert, PCORI Concentrations: Pre-Award | Post-Award | Sponsor Update Level: All Room: Enterprise 1 Maximizing the Internal Audit Review: A Department Perspective Internal Audit plays a key role in the sponsored research administration world that is often overlooked as an in-house knowledge resource. This session will enlighten attendees of the benefits gained when Internal Audit visits your shop. Internal Audit is a partner to work with us through policies and processes validation, as well as consulting and confirmation on current practices. This session will show the benefits of undergoing a departmental sponsored research audit from your institution’s Internal Audit and elaborate on best practices. Learning objectives: 1. Attendees will gain insight on how the department can utilize collaboration with Internal Audit and understand the benefits that the Internal Audit services can provide. 2. Attendees will gain an understanding of the differences between an internal and external audit, and the roles that they play. 3. Attendees will learn how to maximize an internal audit review as a

resource for meeting their departmental objectives, as well as appreciate best practices to revamp their processes. Christiana Oppong, Princeton University Raphael L. Aryeetey, Princeton University Concentrations: Post-Award | Departmental | PUI Level: Basic Room: Enterprise 2 Department Administration and Management of Subawards - Preparation, Monitoring, Close-out and Beyond Department administrators are responsible for assisting their investigators with their research proposals and awards. That responsibility gets extended to other institutions when subawards are included in the mix. In this session, you will learn your role and responsibility in managing subawards, including monitoring and awareness of federal regulations. In addition, by providing information and working closing with your central sponsored programs office, you will understand the necessity of risk assessments for federal subawards and real concerns about foreign influence in our research. Participants will learn: 1. Clarification of the roles and responsibilities of the Department Research Administrators 2. How to work effectively with the central sponsored programs office 3. Understand and complete requested forms at both the proposal and award state 4. Importance of timely and well-prepared close-out procedures. *Rhonda Shaffer, Pennsylvania State University Cheryl Williams, University of Rochester *Presenter is a mentee in the Cheryl-Lee Howard Mentor Me Program, and the co-presenter is her mentor. Concentrations: Pre-Award | Post-Award | Departmental Level: Intermediate Room: Freedom 1

DISCUSSION GROUPS

NCURA Regions II & VIII Answers All New to NCURA, or wondering what this organization can offer you? What is NCURA Region II? Who is a member? How can it help me professionally? How do I get involved? Join this discussion group to hear about regional initiatives, including the regional conference, the Professional Development Committee, the Mentor Me program, and other opportunities to grow professionally! Dennis Paffrath, University of Maryland, Baltimore Charles Bartunek, Children’s Hospital of Philadelphia Adam Greenberg, City University of New York Ted Fehskens, Johns Hopkins University Katie McKeon, University of Maryland Catherine Parker, The George Washington University Concentrations: International | Professional Development Level: All Room: Freedom 2

FRIDAY Oct. 18

16

1:20 PM – 2:40 PM

CONCURRENT SESSIONS How to Redline/Negotiate an Award for the Central Sponsored Projects Office Are you paralyzed with fear at the idea of reviewing and redlining a contract? Are you unsure how much you should edit? Join us in this How-To session as we redline a contract in real time. We will discuss select clauses, why they are problematic, and provide suggested sample language. Charles Bartunek, Children’s Hospital of Philadelphia Jill Frankenfield, University of Maryland Concentrations: How-To | Pre-Award Level: Intermediate Room: America Pre-Award and Post-Award Coordination: A Centralized/De-Centralized Approach A pre-award officer and a post-award officer will discuss their experiences working in centralized offices of sponsored programs; the presenters will also share their experiences working with the finance office on both pre- and post-award matters. Learning Objectives: 1. Learn how to balance post-award sponsor and institutional requirements at the proposal stage 2. Gain a better understanding of the importance of collaboration across different aspects of sponsored research Christine Bravo, William Paterson University Catherine Bruno, Montclair State University Concentrations: Pre-Award | Post-Award | PUI Level: Basic, Intermediate Room: Enterprise 1 Lessons Learned from Peer Reviews A session focusing on lessons learned from NCURA Peer Reviews -- best practices for sponsored programs operations. Mary Louise Healy, Johns Hopkins University Concentrations: Pre-Award Level: Intermediate Room: Enterprise 2

Better Together: How Joining Forces Leads to Maximized Success Most of us are challenged with the task of doing more with less, and no one hears this more than research administrators. This presentation focuses on how to leverage each other to maximize our success. By working together, we are better able to address the needs of faculty as they navigate the large, complex university system. I will talk about how research administrators at the university work with corporate & foundation relations staff at the foundation, because we must work together in order to be successful. Eileen Murphy, PhD, Rutgers University Foundation Concentrations: Pre-Award | Sponsor Update | Professional Development Level: All Room: Freedom 1 Data-Driven Approach To Pre-Award Research Support We live in the era of data and the data available within the context of research funding is abundant. Digital tools and data-driven approaches to post-award management and compliance are already advanced and largely implemented. On the contrary, in the context of pre-award, data is largely under-exploited. However, tools exist to help sharpen the advices of pre-award supporters, project developers and researchers themselves. At the University of Southern Denmark we have developed tailored-made solutions that allow research support services to be pro-active and researchers to prepare their application much more in advance. Our match-making tool also help researchers to find the best funding opportunity for their research project and help them evaluate competition and tailor their application to the demands of the funders. Maeva Vignes, University of Southern Denmark Concentrations: Pre-Award Level: All Room: Freedom 2

LUNCH 12:00 – 1:00 PM Location: Newport

FRIDAY Oct. 18

17

2:50 PM – 3:50 PM

CONCURRENT SESSIONS How To Give First Aid To A Lousy Application? Research applications sent to the research office are rarely perfect. It can be simple things like font size and language, which is easy to correct. However, more serious issues and deficiencies are also common, such as lack of justification of the proposed project, structure and clarity. The research office can play an important role since we are neutral in our approach. How do we use this to improve the end product - the submitted application? Tips and tricks will be shared, as well as do's and don'ts. Anders Wennstrom, Umea University Concentrations: How-To | Pre-Award | Departmental | PUI Level: Intermediate Room: America

Updates: Foreign Influence and Security Concerns Concerns related to international students and research collaborations including theft of intellectual property, conflicts of interest, conflicts of commitment, undisclosed foreign appointments, "shadow labs", academic influence, foreign "talent programs", and other issues have been the focus of escalating scrutiny from Congress, research funding agencies, and federal law federal enforcement. In this session, we'll discuss the timeline, current events, and most importantly: recommendations for universities to be proactive in addressing the threats while continuing to support their international research collaborations which are vital to the advancement of science and addressing global problems. Adam Grant, University of Maryland Concentrations: International | Pre-Award | Post-Award | Departmental | Compliance Level: Intermediate Room: Enterprise 1 Intellectual Property – Enough IP to Get Your Agreement Finalized When it comes to research agreements, negotiators have limited time to review the proposed terms and send back their comments before being pulled in another direction. Unfortunately, clauses concerning Intellectual Property generally require the most amount of time to get right and involve discussions of terms and concepts that can be complex. This session will discuss the basic forms of IP created during a research project, the issues that arise when negotiating the related agreement, and sample language to use to ensure it leaves your desk as quickly and complete as possible Charles Bartunek, Children’s Hospital of Philadelphia Concentrations: Pre-Award Level: Intermediate Room: Enterprise 2

ACLS Fellowships The American Council of Learned Societies (ACLS) supports scholars in the humanities and social sciences at all career stages through a range of fellowship and grant programs. In this session, ACLS senior program officer Rachel Bernard will discuss ACLS’s current programs, share information about the peer review process that is used to evaluate applications and select fellows, and offer some tips and strategies for helping faculty put together strong applications. Rachel Bernard, American Council of Learned Societies Concentrations: Sponsor Update Level: All Room: Freedom 1 What is your Game of Thrones Management Style? This session will explore the different types of positive and negative managements styles through the lens of the Game of Thrones series. The eight management styles include visionary, democratic, transformational, coaching, autocratic, servant, laissez-faire, and transactional. The ultimate goal of the session is to help individuals improve leadership, management skills, and identify different strategies to achieve goals in Research Administration. Learning Objectives: 1. Explore various leadership styles by utilizing examples from “Game of Thrones” to learn and identify what styles may be appropriate in various situations 2. Try to recognize in ourselves what our leadership style may be and why it may or may not be appropriate. 3. Examine whether leadership styles are “fixed” or if individuals can change and adapt their style. *Adrianna Dunnock, University of Maryland, Baltimore Stan Jackson, University of Maryland, Baltimore County *Presenter is a mentee in the Cheryl-Lee Howard Mentor Me Program, and the co-presenter is her mentor. Concentrations: Professional Development Level: All Room: Freedom 2

FRIDAY Oct. 18

18

4:00 PM – 5:00 PM

CONCURRENT SESSIONS How To Identify And Manage Compliance Issues The best time to identify and mitigate compliance issues in sponsored research is in the pre-award phase. For institutions with a significant proposal and award volume, it may not be practical for a compliance specialist to review every proposal or incoming award. In this session, administrators from University of Maryland will discuss strategies to identify and triage potential projects with compliance risks to help them focus in on the projects that need the most attention. Dr. Beth Brittan-Powell, University of Maryland Joseph Smith, University of Maryland Adam Grant, University of Maryland Concentrations: How-To | Pre-Award | Post-Award | Departmental | PUI | Compliance Level: Basic, Intermediate Room: America Evaluation - A Secret Weapon for Grants A strong external evaluation is much more than an external monitoring of deliverables and outcomes. It can help a PI optimize their successes and avoid failures. Evaluators can guide PIs as they reflect on their grant, think about dissemination and plan for future funding. When evaluators understand not only the project but also the culture of your institution, their feedback may also lead to new partnerships and expanded work. During this session, we examine what it means to evaluate a program from a program optimization perspective rather than a deficit perspective. We will discuss how evaluators can help a grants officer support their grantees, how to find and negotiate with an evaluator, and how evaluators can provide the types of data that will help you promote your projects. The session will include opportunities for group discuss and work as well as share examples of evaluations. Deborah Hecht, Graduate Center, City University of New York Concentrations: International | Pre-Award | Post-Award Level: Intermediate Room: Enterprise 1 Enhancing Your Cost Transfer Process Through the COSO Framework In the wake of Uniform Guidance, documenting internal controls is a must. Utilizing the COSO Framework to document your Cost Transfer Process may help your organization more clearly understand roles and responsibilities, identify any gaps in controls, and demonstrate how a process can leverage the Framework to succinctly understand a business process. Julie Luster, Princeton University Glynis Sherard, Princeton University Concentrations: International | Pre-Award | Post-Award | Departmental | PUI Level: Intermediate Room: Enterprise 2

DISCUSSION GROUPS Strategies for Increasing Faculty Engagement – A Crowd-Sourced Discussion Pre-award sponsored research officers – especially at PUIs – often need to deploy strategies to drum up interest in proposal activities and maintain faculty motivation. This session highlights strategies that have worked on some campuses and solicits additional strategies from the audience. *Jonathan Parker, Kean University Margarita Cardona, University of Baltimore *Presenter is a mentee in the Cheryl-Lee Howard Mentor Me Program, and the co-presenter is her mentor. Concentrations: Pre-Award | PUI Level: Basic Room: Freedom 1 Diversity and Inclusion in Research Administration We live in a world that is diverse, inclusive and provides equity to all, or so we think. Do we really understand the definition of diversity, inclusion and equity? In order to thrive in an ever-evolving market it is important to accept and respect everyone’s differences. Having a thorough understanding of diversity, inclusion and equity makes us better leaders and able to navigate this topic not only as we apply it within our own work environment but also as we advise faculty on how to respond to initiatives centered on diversity and inclusiveness in research. Adriel Villegas-Estrada, Weill-Cornell Medical Center Concentrations: Professional Development Level: All Room: Freedom 2

FRIDAY Oct. 18