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«Workshop 1: Proposal Writing Basics, Tips, and Tools: Helping Your Faculty Prepare Competitive Proposals Faculty: Magui Cardona, Director of ...»

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Preliminary Program

National Council of University Research Administrators

Region II Spring Meeting

“Marching Through Time: The Ever-Evolving World of Research


The Eisenhower Hotel and Conference Center, Gettysburg, PA

April 22 – 25, 2012

Sunday, April 22

12:00 noon – 5:00 p.m. Registration

1:00 p.m. – 4:30 p.m. Workshops

Workshop 1: Proposal Writing Basics, Tips, and Tools: Helping Your

Faculty Prepare Competitive Proposals

Faculty: Magui Cardona, Director of Sponsored Research, University of Baltimore; Nancy Dufau, Director, Office of Research and Sponsored Projects, Loyola University Maryland; Colleen Ebacher, Associate Professor, Towson University; Mary Louise Healy, Associate Director of Research Administration, Krieger School of Arts and Sciences, Johns Hopkins University.

Program Level: Beginner to Intermediate Pre-Requisites: Working knowledge of appropriate funding agencies and opportunities for your institution.

Description: This interactive workshop will introduce participants to the basics of proposal development and writing, and offer tips and tools for helping faculty members prepare and submit competitive proposals.

Research administrators with experience in writing proposals at diverse non-research intensive institutions (public, private, small, large) will present the material. In addition, a faculty member who has led three successful U.S. Department of Education “Fulbright-Hays Group Projects Abroad” seminars will discuss her experiences in working with research administrators in preparing her successful proposals and offer advice on how best to work with your faculty. Participants will have the opportunity to review and discuss a request for proposal announcement and discuss the considerations that go into the decision as to whether or not to pursue an opportunity.

Learning Objectives: The participant will gain knowledge on how to:

• Research funding sources;

• Determine “fit” between the project idea and solicitations/programs/ sponsors;

• Read and interpret a request for p

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Workshop 2: Compliance: You’re It!

Faculty: Martin Williams, Director, Office of Sponsored Programs, William Paterson University; Frank Barker, Export Control Officer, Johns Hopkins University; Tolise Miles, Senior Administrator, Biomedical Graduate Program Organization, Georgetown University Program Level: Intermediate Pre-Requisites: Knowledge of your University’s structure in relation to the different areas of compliance as well as the type and scope of awards your institution receives.


In these days of more-for-less, many departmental and PUI research administrators are having the task of monitoring and enforcing a variety of compliance rules and regulations delegated to them. The potential breadth of areas of responsibility is staggering – ranging from employee management and antidiscrimination to the protection of living things, historic preservation to data management and dissemination, safety and security to privacy, piracy and texting to fraud and waste... and this is without even touching on OMB circulars. How do you decide which of these areas need to be the most closely monitored and which can be de-emphasized or even ignored? What are some ways to do that without losing track of the ones that are less important? How do you stay knowledgeable, flexible and ready to make something a priority overnight? How can you assess your current level of compliance? How do you build and uphold a strong structure for research compliance? This workshop will go into the hows, whys and what-nows of research compliance and will include examples, templates and other useful tricks and tools to help you and your office get into and stay in compliance.

Learning Objectives:

• Participants will learn about compliance from a central and departmental perspective.

• Participants will learn how to decide which issues should take priority at what times.

• Participants will learn how to apply compliance structures to their institution or department.

Workshop 3: Administering Awards through Their Life Cycle—It Takes a Village to be Compliant

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5:00 p.m. – 7:00 p.m. Welcome Reception and Recognizing New Members 7:00 p.m. – 9:00 p.m. Dinner Groups 8:00 p.m. – 11:00 p.m. Hospitality Suite open

–  –  –

The Benefits of an Electronic Document System Presenter: Thomas Berkhoudt, Director, Department of Psychiatry, University of Pittsburgh; Mark Howard, Data Team Leader, Department of Psychiatry, University of Pittsburgh; Mariana Rieke, Post Award Team Leader, Department of Psychiatry, University of Pittsburgh Program Track:  Departmental Program Level: Intermediate Description: This session will focus on how departmental administrators can create and implement an electronic document system for the grants they manage. Topics covered will include what administrators need to plan for when designing an electronic document system so documents are easy to locate within the document system architecture.

Learning Objectives:

• What do administrators need to plan for when designing an electronic document system so documents are easy to locate within the document system architecture?

• What are the benefits of an electronic document system for pre- and postaward?

Cost Sharing - The Gift that Keeps on Giving


Presenter: Ann Holmes, Assistant Dean, College of Behavioral and Social Sciences, University of Maryland, College Park Program Track: Post-Award

Program Level:

Description: This session will take a case study approach to the issues surrounding cost sharing, using real life recent audit examples. The audience will have the opportunity to participate in the thought process of solving each case.

Learning Objectives:

Non-Federal Agreements Negotiations: Techniques & Tactics Presenter: Adriel Villegas-Estrada, Senior Grants and Contracts Specialist, Weill Medical College of Cornell University Program Track: Pre-Award Program Level: Basic Description: While non-federal contract negotiation varies between institutions depending on policies and procedures, many of the principles and thought processes are identical between institutions - minimize risk while obtaining the best deal possible for the institution and investigator. This session will focus on providing those with beginner and intermediate experience tools towards successful negotiation of agreements with non-federal non-profit organizations both domestic and international. It will help delineate a decision-making thought process, identify problematic language and investigate alternative language and solutions. The session will be interactive and will use TurningPoint Technologies to gauge responses and also learn what other institutions participating in the session current practices are.

Learning Objectives:

• Help establish a decision making tree for how agreements are negotiated.

• Identify problematic language and solutions.

11:45 a.m. – 1:00 p.m. Luncheon 1:00 p.m. – 2:30 p.m. Concurrent Sessions and Discussion Groups

–  –  –

Export Controls – What the Pre-Award Office Needs to Look For (Red Flags) Presenter: Frank W. Barker, Export Control Officer, Johns Hopkins University Program Track: Pre-Award Program Level: Beginner Description: The United States Government has become quite interested in what American universities are doing in foreign countries and with their citizens, even when foreign persons are studying and working at our universities on valid visas. Several bodies of federal regulation describe transactions that we cannot enter into with certain foreign countries or foreign nationals without asking for permission to do so. Examples of such transactions would be sending particular scientific equipment to certain countries (even temporarily), or enabling a foreign national to independently develop such equipment. The best way to ensure compliance with these regulations (often referred to as “export control regulations”) is by anticipating potential violations when reviewing proposals and funding announcements, and then by following up with a review of award terms.

This session will direct your attention to project descriptions, announcement language and award terms that are often associated with export control issues and will allow you to address them before they have a chance to develop into violations of the export control regulations.

Learning Objectives:

• Participants will be provided with examples of situations and language that are often associated with export control issues.

• Participants will be provided with examples of ways that might reduce problems and ensure compliance when an award is received.

Pre-award and Post-Award Systems and Guidelines for Departmental Research Administrators Presenters: Erin E. Bailey, Center Manger and Senior Research Administrator, University of Buffalo; Danielle Brown, Manager, Sponsored Program Administration, University of Maryland Baltimore; Tim Schailey, Manager Sponsored Programs, Children's Hospital of Philadelphia Program Track: Departmental Program Level: Beginner Description: The purpose of this session is to introduce the various aspects involved in departmental administration including preparation and review of proposals, budget preparation, and electronic proposal submission, differences between grants, contracts, and other common agreements, and relevant compliance issues. This session will offer an understanding of departmental research administration practices in pre-award and post-award, the tools to use, and the "plans" to follow. Just as the "Battle of Gettysburg" required strategic thinking by its administrators, pre-award also requires building a foundation and maintaining a solid structure. The departmental administrator must have the knowledge and understanding of the pre-award and post-award processes to ensure that their department will not crumble if "under attack," how to juggle workloads, deadlines and the occasional "barrier" that may be put in their path.

This session will cover the basic principles for pre-award and post-award departmental research administration practices; case studies; and provide departmental administrators with key information "march” forward with success.

Learning Objectives:

• How to identify funding.

• The elements to proposal submission.

• Provide case studies for participant involvement.

• Identify the various types of agreements that fund projects.

• Compliance and post award administration.

• Provide participants with an understanding of the basic elements of the pre and post award cycle.

–  –  –

Increasing Complexity in the World of Subagreements Presenter: Debra Brodlie, Senior Contracts Associate, Johns Hopkins University, Bloomberg School of Public Health, Jennifer Barron, Director, Office of Research Administration, Johns Hopkins Bloomberg School of Public Health Program Track: Pre-Award Program Level: Intermediate Description: Subagreements today have multiple layers of compliance hurdles to deal with; new laws require careful language crafting regarding conflict of interest, export control, transparency act, cost and pricing terms, FISMA, etc..

This workshop will share some of the basics in creating Subagreements while outlining major topics which must also be dealt with now. Guidelines and Outlines for crafting Substantive Subagreements which meet audit scrutiny and which deal with difficult topics such as international collaborations, new federal regulations and greater complexity of issues.

Learning Objectives:

• Encourage attendees to think creatively about different ways of approaching IP negotiations.

• Discuss whether a system can be developed that would allow colleges and universities to manage the risks associated with accepting publication restrictions and foreign national restrictions.

• Establish a forum for debating and discussing other non-traditional approaches to standard contract provisions.

IP Management at PUIs Presenter: Jose Ulysses Toledo, Associate Dean for Administration, West Virginia State University Program Track: PUI Program Level: Intermediate Description: The management of IP, especially at PUIs, appears to be at different developmental stages. This discussion group intends to provide the basics of IP and tips for implementing and updating IP policies. It will also provide a vehicle to gauge where PUIs are in terms of IP Management.

Service Centers Presenter: Mary Beth Curtin, Associate Director, Small Scale Systems Integration & Packaging Center, Binghamton University, State University of New York Program Track: General Program Level: Intermediate Description: Re-Charge Centers (a.k.a. Charge Back Centers) and Research Service Facilities provide the use of specialized equipment and services to the university research community. These facilities usually reside within a university department or research center, and are typically funded by a combination of department/center funds, infrastructure grants, and revenue collected from services provided to users. The successful operation of these facilities requires a management program that includes the implementation of standard business practices that address complex personnel, billing, collection, and accounting issues. Participants of this session will become familiar with specialized service

centers and university policies in this area. Topics to be covered include:

considerations when setting up and operating a service center, including monitoring and oversight; problems and solutions related to the formation and operation of service centers; identification of common mistakes that occur when developing rates and best practices for rate calculation; ideas on how to implement processes and procedures for effective oversight of service centers;

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