Announcements

Research Administration & The Administrative Transformation Program (ATP)

Program Level: Basic Concurrent

Description: The Administrative Transformation Program (ATP) is a wholistic transformation that will right-size administrative complexity and advance operational excellence of UW-Madison. ATP will culminate in the implementation of cloud-based ERP system supporting the administrative needs of the HR, Finance and Research Post-Award Administration to provide a more agile integrated enterprise system. In addition to the ERP, the Research Administration Modernization Project (RAMP), another ATP initiative, will integrate with the cloud-based ERP system to provide technological services to support the entire lifecycle of Research Administration from pre-award through post-award. This integrated environment will improve information, reduce faculty, and staff burden, and increase capacity to advance UW’s robust research enterprise. This session will provide a comprehensive update of ATP with specific focus on the coming changes to the research administration enterprise at UW-Madison.

Learning Objectives. After attending the session participants will:

• Understand what the Administrative Transformation Program is and how research administration fits into the program
• Know the benefits that will be coming out of the Research Administration Modernization Project (RAMP)
• Know the anticipated changes coming with the ERP implementation
• Understand the timing and how they can get involved in all these exiting initiatives

Presented By:

• Crystal Jones, Research Administration Functional Lead, Administrative Transformation Program
• Kurt McMillin, Research Administration Strategy Lead, Administrative Transformation Program

Anti-Racist Resources for Administrators at a Predominantly White Institution

Program Level: Basic Discussion

Description: Join us for a facilitated discussion with a goal of co-creating a collection of anti-racist learning resources to build individual and organizational capacity. We will bring some thoughts, we invite you to bring some thoughts, and we will create together.

Learning Objectives. After attending the session participants will:

• Find campus resources related to anti-racist trainings
• Discover community opportunities to support your anti-racist journey
• Track down compilations of anti-racist books, podcasts, and other materials
• Implement creative methods of sharing these resources in your own organization

Presented By:

• Tamie Klumpyan, Program Manager for Building Inclusion at UW in the Office of Learning and Talent Development
• Bonniejean Zitske, Assistant Director, Research Financial Services, Office of Research and Sponsored Programs

Best Practices for Remote Communication in Research Administration

Program Level: Basic Discussion

Description: In the best of times, much of our communication in research administration occurs electronically, and 2020 has caused nearly all communications to go virtual. In this session, we will pool our collective experiences to provide guidance and tips for selecting the best communication method and style depending on circumstances. We will discuss multiple platforms and applications available to research administrators, and how to use them effectively and efficiently. Bring your favorite tools and tips, as well as success stories or struggles to share with the group.

Learning Objectives. After attending the session participants will:

• Share and discuss general best practices and strategies to:
  • Evaluate the most appropriate communication method (instant message/chat, email, phone call, video call) for your situation
  • Convey positive and courteous tone within your electronic communications
  • Communicate unpleasant news
• Discuss tools and tips for effective and efficient email communication, including:
  • Identify methods to compose an email appropriate for someone you have never communicated with previously
  • Discuss the value and potential pitfalls of using standardized emails within your email communications
• Participate in group discussion to brainstorm solutions to common communication issues

Presented By:

• Jenny Hackel, NSF/DOE Post Award Manager, Office of Research and Sponsored Programs
• Kristin Harmon, Intellectual Property Disclosure Specialist, Office of the Vice Chancellor for Research

Cost Share Life Cycle

Program Level: Basic Concurrent

Description: What is cost share? What do I do when the award has cost share? Zach and Kris present a conversation on cost share from proposal to conclusion of an award. They will cover when to cost share, what can be cost shared, and capturing and monitoring cost share.

Learning Objectives. After attending the session participants will:

• Define cost share and recognize the different types of cost share
• Prepare a simple cost share budget
• Enter cost share details in WISPER
• Monitor/track cost share in WISER
• Verify cost share commitments have been met

Presented By:

• Kris DeArmond, Advanced Accountant in the Office of Research and Sponsored Programs
• Zach Smith, Research Administrator in the Department of Mechanical Engineering

Cost-Transfer Justification Deep Dive

Program Level: Intermediate Post-Award Discussion

Description: Discussion about better ways to write a cost transfer justification, including what UW policies require.

Learning Objectives. After attending the session participants will:

• Attendees will be more comfortable writing justifications in the cost transfer tool.
• Attendees will learn the basic structure of a cost transfer justification at UW-Madison.
• Attendees learn how to write a cost transfer justification that meets University and Federal guidelines.

Presented By:

• Sandy Fowler, Assistant Dean in the College of Agricultural and Life Sciences
• John Varda, Assistant Dean in the College of Letters and Sciences

Current Research Administration Electronic Tools

Program Level: Basic Discussion

Description: Here at UW we have WISER, WISDM, WISPER, ECRT, and many other online tools and resources that help us do our jobs. In addition to the tools that UW System and RSP has made available, many schools and colleges have created their own online tools, such as SMPH with ADW and FAST. With that, we have a lot of tools and they help us with part of the story, but often don't tell us the full story, so this discussion group is focused on best practices to using all the many online tools and resources effectively.

Learning Objectives. After attending the session participants will:

• Learn about available tools and resources available to Research Administrators at UW
• Discuss best practices and challenges of using tools and resources
• Discover from the group what works well for them and how they use the tools and resources to do their jobs effectively

Presented By:

• Aaron Crandall, Department Research Manager for the Department of Population Health Sciences
• Chrissy Pientok, Research Administrator in the Department of Pediatrics

NIH Budget Building Blocks

Program Level: Basic Pre-Award Concurrent

Description: Budget preparation is an important part of successful proposal submissions. The National Institutes of Health awards investigators at more than 2,500 institutions and is the UWs largest sponsor. Learning NIH budgeting terminology and policies, what reviewers look at in an NIH proposal budget, and how to manage your NIH budget at time of award and beyond are all part of this presentation.

Learning Objectives. After attending the session participants will:

• Identify and define NIH budget categories
• Identify thresholds, requirements, and calculations involved in modular and detailed NIH budgeting formats
• Understand budget steps beyond proposal submission, including how management of the award is affected by proposal budgeting practices
• Locate campus and sponsor resources for documentation and reference when preparing NIH budgets

Presented By:

• Becky Bound, Preaward Research Administrator in the UW Carbone Cancer Center
• Christy Schulz, Senior Research Administrator in the School of Medicine and Public Health

Excel: Harnessing the Power of Pivot Tables and Charts

Program Level: Intermediate Concurrent

Description: Are you interested in learning more about Excel pivot tables but aren’t quite sure where to start? Pivot tables and pivot charts might seem intimidating but knowing a few simple basics can give you a fast and powerful way to quickly summarize data, visualize trends, and manipulate large datasets. Using information from WISER that we already have at our fingertips, I will take you through the basics of how to create a simple pivot table. Together, we will walk through some examples of basic pivot tables that anyone can do, and which you can begin to use in your role immediately. Later, I will give you the tools to create a department-based transaction pivot table that will allow you to analyze your departmental funds in a completely new way. Using this data, we will create some simple pivot charts so you can see for yourself how to quickly analyze and manipulate your data. With a little knowledge of Excel and some creativity, you can use pivot tables for a wide range of applications and take your data analysis skillset to a whole new level!

Learning Objectives. After attending the session participants will:

• Attendees will learn how to turn encumbrance data from WISER into a simple pivot table.
• Attendees will then walk through a more involved pivot table setup, using a departmental transaction report from WISER.
• Together, we will use this dataset to set up a few simple pivot charts.

Presented By:

• Larisa Roberts, Pre and Post-Award Administrator for the Department of Biomedical Engineering

Faculty: Not All Appointments Are Created Equal

Program Level: Intermediate Concurrent

Description: COMING SOON!

Learning Objectives. After attending the session participants will:

• COMING SOON!

Presented By:

• Sharon Vetter, Research Administrator in the School of Medicine and Public Health

Gift, Grant, or Contract?

Program Level: Basic Concurrent

Description: A primer course for learning the differences between gifts, grants, and contracts. This concurrent session will provide general guidance on the main differences between the three funding mechanisms.

Learning Objectives. After attending the session participants will:

• Gain information on how to determine what type of funding they are working with.
• Locate resources on finding out whom to contact to help determine the most appropriate mechanism to use for different circumstances.

Presented By:

• April Cook, Gift Management Accountant in the Division of Business Services
• Aaron Crandall, Department Research Manager in the Department of Population Health Sciences
• Angie Johnson, Post-Award Manager in the Office of Research and Sponsored Programs

How to Increase Engagement with Research Admin Employees During Remote Work

Program Level: Basic Discussion

Description: Most of us have been working remotely since the middle of March. Staying connected (even with all the technology) with employees and each other has been challenging. Participants will have the opportunity to share what has been working and not working in their attempts to engage with their staff to promote employee well-being and continuity of good job performance.

Learning Objectives. After attending the session participants will:

• Learn about work from home resources available at UW Madison and externally.
• Learn ideas and tips to comfortably engage with employees while dealing with stressors of a remote workload, working from home, and Covid-19.
• The fun part of engagement - ideas for other ways to engage that does not involve sitting in front of a computer for a virtual social hour.

Presented By:

• Tina Chorlton, Center Administrator in Wisconsin IceCube Particle Astrophysics Center (WIPAC)
• Sandy Fowler. Assistant Dean in the College of Agricultural and Life Sciences

Inclusive Excellence in Research Administration: Yes Of Course!

Program Level: Basic Concurrent

Description: Research Administrator (RA) roles and responsibilities can span hiring and budgeting to grant and project management to facilities, purchasing, contracting to data capture, and reporting to stakeholders. Some of us also forge campus-community partnerships, lend to communications and publishing, and navigate in academic affairs and other ‘non research’ venues. Our work is guided by best practices/policies/procedures in our campus work settings, through schools and colleges, as well as via campus and other funders/sponsors. This challenging work requires the ability to synthesize and share information rapidly and accurately in different ways to different colleagues and customers and -- all with a smile! Our session experts include research administrators and faculty researchers who rely on RAs. We will share principles and technical assistance that guide our inclusive excellence practices discuss participant recruitment and retention when working with special populations and examine how implicit bias matters to identifying, recruiting, and retaining talent. If you are a successful RA, you are likely already operating with inclusive excellence but let’s examine together? Your priorities will drive our session focus – please respond to our 3 item survey HERE to help us prepare!

Learning Objectives. After attending the session participants will:

• Attendees will become familiar with the role of research administrators in facilitating inclusive excellence in research activities through review of federal and local requirements for inclusion of diverse research participants, approaches used to support this work, discussion of strategies to increase diversity of the research workforce, and presentation of best practices for engaging LGBTQ staff and study participants.
• Attendees will be able to evaluate the potential benefits of reports generated by the CoRRIE database as a method for tracking recruitment and retention of research participants.

Presented By:

• Stephanie Budge, Associate Professor in the Department of Counseling Psychology
• Sarah Esmond, Administrative Director for the UW Collaborative Center for Health Equity
• Dorothy Farrar-Edwards, PhD, Faculty Director of the UW Collaborative Center for Health Equity
• Eve Fine, Senior Scientist, Director of Curriculum Development and Implementation, WISELI

Increasing the reach of UW: What we need to do to make UW a leader in clinical trials research

Program Level: Advanced Concurrent

Description: UW is known for its innovation and discovery and yet, it trails other Big Ten Universities in terms of industry funding and has received poor press about the timelines and administrative burden to research teams. Come find out how UW plans to move forward strategically to improve systems, gain efficiencies and be the preeminent clinical research institution.

Learning Objectives. After attending the session participants will:

• Understand the challenges UW is facing for clinical research
• Understand the strategic initiatives that will guide the institution for clinical research
• Discover how clinical research at UW Health/SMPH has already changed
• Learn how you can take part in the collaborations that will make us a leader

Presented By:

• Betsy Nugent, MSPH, CCRP, Chief Clinical Research Officer UW Health/SMPH

International Research Collaboration

Program Level: Intermediate Concurrent

Description: : International research collaborations are essential to advance science. Relationships between researchers from different countries have helped university research thrive. However, over the last few years, federal agencies have raised concerns about foreign governments using unethical means of influence to acquire U.S. science and technology information. This session will outline issues that the federal government has identified and address how these issues impact research administrators' work. In particular, we will discuss mechanisms for disclosing information to the University and sponsors throughout the life cycle of the award.

Learning Objectives. After attending the session participants will:

• Develop an understanding of federal government concerns
• Be able to identify mechanisms for disclosing information to sponsors and to the University

Presented By:

• Tammy Kuhn Martin, Assistant Dean in the College of Engineering
• Jennifer Rodis, Policy Analyst in the Office of Research and Sponsored Programs

Navigating National Institutes of Health (NIH) Training Grants

Program Level: Intermediate Discussion

Description: It takes a village to navigate the complexities of NIH National Research Service Award (NRSA) Training Grants. This discussion group session will cover multiple areas associated with NIH NRSA Training Grant proposals and awards. Following a brief introduction about NIH NRSA Training grant programs, we will breakdown our discussion into three basic components: 1. Award management best practices (including xTrain use), 2. Post‐award considerations upon both annual and award closeout and 3. Preparing for your next competitive renewal (including a brief overview of required data tables). This discussion is designed to be interactive and facilitate the opportunity for attendees to share their experiences and best practices administering training grants.

Learning Objectives. After attending the session participants will:

• Learn/share best practices on the administration of training grants, including:
  • Proposal preparation timeline
  • Award management (trainee appointments and activity tracking)
  • Management for post award closeout and No-cost Extensions

Presented By:

• Jenny Dahlberg, Senior Research Administrative Program Specialist in the School of Veterinary Medicine
• Mallory Musolf, Associate Director in the Office of Training Grant Support, SMPH

MTAs and DUAs with a Financial Component: How We Pay Our Providers

Program Level: Intermediate Concurrent

Description: As a research institution, the University of Wisconsin-Madison operates on the cutting edge of science. To do this, the University frequently uses existing material and data to further push the science. Most researchers are familiar with this and obtain material and data from their colleagues on a free sharing basis. But what happens when a provider requests money to obtain their material or data? In this session, Lyman Fuson from UW Purchasing and Robert Gratzl from RSP will discuss best practices and key considerations as researchers seek out materials and data from providers who require some sort of payment. They will go over what to look out for and where documents should go for processing.

Learning Objectives. After attending the session participants will:

• Determining when a payment provision requires Purchasing involvement.
• Describing the Procurement authority that the University has for these situations.
• Key things to discuss and review at the department level prior to sending an agreement through for processing.

Presented By:

• Lyman Fuson, Assistant Director in Purchasing Services, Division of Business Services
• Bob Gratzl, Assistant Director of Contracts in the Office of Research and Sponsored Programs

Navigating NSF Proposal Preparation

Program Level: Basic Concurrent

Description: This session will highlight NSF specific proposal preparation for beginning research administrators. We will address some key things to watch out for in the proposal preparation process as well as highlight pros and cons of the two main submission portals.

Learning Objectives. After attending the session participants will:

• Understand how NSF proposal preparation differs from other agency proposal preparations
• Distinguish among various types of NSF calls and pinpoint requirements outside of the normal PAPPG guidelines
• Become familiar with the two application portals and their pros and cons.
• Learn to use checklists and templates when creating budgets and justifications to address NSF specific budget components.

Presented By:

• Sheila Hayden, Senior Research Administrator, College of Letters and Sciences
• Catherine Shults, Research Administrator, Mechanical Engineering

Research Admin Hot Topics

Program Level: Intermediate Concurrent

Description: Research Administration is ever-changing. Policies change, procedures change, systems change, and we change with them. Join us to discuss current hot topics in the field – International Research Collaborations, Other Support, COVID-related issues, and more. Attendees are encouraged to contribute to the discussion by bringing their own perspectives on these topics. There will be opportunities to contribute and ask questions throughout the session.

Presented By:

• Kim Moreland, Associate Vice Chancellor in the Office of Research and Sponsored Programs
• Mark Sweet, Director of Grants and Contracts in the Office of Research and Sponsored Programs

Research Administration and Lab Safety Goes Together like Burgers and Fries!

Program Level: Basic Concurrent

Description: Lab safety does not end if the compliance question is marked no in WISPER. This session will focus on the relationship between research administration and lab safety. How as research administrators we can help make sure our researchers and students have a safe environment to be successful.

Learning Objectives. After attending the session participants will:

• Develop an understanding of the partnership between research administrators and safety office or personnel.
• Be able to help create a review model that would work for their department/division for proposals or awards that include safety & environmental requirements.

Presented By:

• Jesse Decker, Director for Safety in the College of Engineering
• Tammy Kuhn Martin, Assistant Dean in the College of Engineering

Resources and Responsibilities to Ensure Research Administrator and PI Success

Program Level: Advanced Discussion

Description: Join us for a short overview of SMPH’s MATRIX program to foster success for faculty as well as the College of Engineering’s new program to foster success of Research Administrators. We will then open it up for discussion and Q/A.

Learning Objectives. After attending the session participants will:

• Understand the importance of fostering success for faculty and research administrators.
• Share and discuss ideas that have influenced your success.
• Adapt ideas that might apply to your school/college.

Presented By:

• Tammy Kuhn Martin, Assistant Dean in the College of Engineering
• Debbie Meltzer, Assistant Dean in the School of Medicine and Public Health

Single IRB Basics

Program Level: Basic Concurrent

Description: Join us for an overview of single IRB (sIRB) requirements and decisions. We will cover why single IRB is sometimes required, why and how to cede IRB review to an external IRB, when UW will serve as IRB for external collaborators, general fee questions, timing, and logistical considerations for multi-site studies. Bring your single IRB questions about policy, protocol and consent templates, and ARROW submissions.

Learning Objectives. After attending the session participants will:

• Become familiar with reliance definitions and terms
• Identify when single IRB policy might apply
• Know what resources exist for preparing a single IRB submission (whether serving or ceding)

Presented By:

• Mike Bingham, Reliance Facilitator, Health Sciences IRBs, Office of the VCRGE
• Brandy Stoffel, IRB Facilitator, Health Sciences IRBs, Office of the VCRGE

Travel and Reimbursement Updates for FY2021

Program Level: Intermediate Concurrent

Description: Because travel has been mostly suspended for the last few months, recent travel policy updates and enhancements to e-Reimbursement may have gotten overlooked. This session will highlight the changes you need to know when air travel and event planning resumes.

Learning Objectives. After attending the session participants will:

• Travel policy updates, including AirBnB and an update to the 90-day rule
• New Travel Agency
• Enhancements to e-Reimbursement
• Unused ticket process and the UATP cards

Presented By:

• Graig Brooks, Expense Reimbursement Program Manager in the Division of Business Services

Understanding Fee For Service and the New Centralized Service Assessment Model

Program Level: Basic Concurrent

Description: Do you support a fee for service on Fund 136 that charges internal and/or external customers? This session will introduce the new revenue model for calculating the campus Centralized Services Assessment (CSA) and its impact on user fees. The presentation will begin with a high-level overview to define and properly identify fee for service vs. research, as well as key considerations for setting user fees. We will then move into a discussion about why campus adopted a new model for the CSA, how the assessment base is calculated, and the current assessment rate. We will also discuss how the assessment is ultimately passed down to a department and/or project from the Schools and Colleges. Instructions on estimating the CSA, as well as examples, will be given using WISER and a simple template. The session will conclude with a question and answer period.

Learning Objectives. After attending the session participants will:

• Understand how the Centralized Services Assessment is calculated using the new revenue model, the differences from the previous model, and what types of revenue are included in the assessment base.
• Be able to use data easily found in WISER, to estimate the CSA for fee for service user fees.
• Know when it is appropriate to include the CSA in rates.
• Understand the basic differences between research and fee for service.
• Increase their knowledge of important concepts for working with a fee for service.
• Know where to seek additional guidance and support on campus for fee-for-service activities.

Presented By:

• Sarah Marcotte, Senior Research Administrator in the School of Human Ecology
• Suzanne Schlecht, Senior Accountant and Budget Analyst in the Madison Budget Office

Why do we do it that way? A Guide for Understanding the Process

Program Level: Basic Concurrent

Description: Have you ever wondered why we do things a certain way? For example, why are some NIH budgets escalated, and others are not? What about effort commitments and certifications? Do you have questions about sub-awards? To ensure research projects are conducted successfully, it is important for research administrators to understand the regulations and policies that govern sponsored research. Sponsors vary in their requirements, the university has its own policies that must be adhered to, and often there are nuances that are difficult to understand and take time to learn. This session will help participants understand the fundamentals, make distinctions between sponsors, and provide best practices for getting things done efficiently and effectively. As research administrators operating in a fast-paced, complex environment, we are all in this together. Join us for a lively discussion and bring your questions!

Learning Objectives. After attending the session participants will:

• Understand the hierarchy of regulations, policy and guidance that governs sponsored projects
• Have a better understanding of how different policies and procedures affect various elements of proposal budgets and the expenditure of grant funds
• Learn best practices for accomplishing tasks involving multiple offices and external sponsors or collaborators in a decentralized environment
• Know where to find pre- and post-award resources on campus

Presented By:

• Irina Diaz, Preaward Specialist at the Wisconsin Center for Education Research (WCER)
• Dorothy Johnson, Post-Award Managing Officer in the Office of Research and Sponsored Programs