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Department PreAward Best Practices Presenter: Lexa Hartman

Department Pre Award Best Practices...Best Practices An operating procedure that is held to show consistently better performance No one guide for Research Administration Find what

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Page 1: Department Pre Award Best Practices...Best Practices An operating procedure that is held to show consistently better performance No one guide for Research Administration Find what

Department Pre‐Award Best Practices

Presenter: Lexa Hartman

Page 2: Department Pre Award Best Practices...Best Practices An operating procedure that is held to show consistently better performance No one guide for Research Administration Find what

Best Practices An operating procedure that is held to show consistently better performance

No one guide for Research Administration

Find what works for you!

Page 3: Department Pre Award Best Practices...Best Practices An operating procedure that is held to show consistently better performance No one guide for Research Administration Find what

The Ideal Submission Timeline Review RFA: eligibility, terms, requirements, budget Review JHU policies: FCOI, IRB, IACUC, Biohazards, cost sharing, IP, etc

Initiate Coeus PD: fill in the blanks Get details: co‐investigators, subawards, etc PI checklist: what is needed from them Communicate deadlines: department reviewers and ORA representatives

When in doubt call ORA!  Do this early to avoid last minute issues

Finalize science and submit!

Page 4: Department Pre Award Best Practices...Best Practices An operating procedure that is held to show consistently better performance No one guide for Research Administration Find what

Organization What works for you?

Tracking spreadsheet To‐do lists Master template of prefilled submission forms 

Completed items such as DUNS, zip+4, agency details

Copy of a prior submission to same organization Shared drives

What do you personally need to work on? For example: tracking, follow up, professional writing, who do I call….

Page 5: Department Pre Award Best Practices...Best Practices An operating procedure that is held to show consistently better performance No one guide for Research Administration Find what

Tracking spreadsheet

Page 6: Department Pre Award Best Practices...Best Practices An operating procedure that is held to show consistently better performance No one guide for Research Administration Find what

Checklists/Guides Coeus ORIS checklist Verify details against RFA NIH.gov or other specific sponsor sites Make your own guides for things submitted often and rarely done for later use

Checks and double checks never hurt! Verify submission or arrival of application to sponsor

Page 7: Department Pre Award Best Practices...Best Practices An operating procedure that is held to show consistently better performance No one guide for Research Administration Find what

Common Problems PI’s lack of enthusiasm for actual deadlines

Keep in contact with your reviewers Emphasize to PI why rules and timelines exist 

Non‐responsive collaborators: bios, letters, etc Keep hounding Ask for the name of an admin or manager Ask for PI’s help

Coeus validation errors Check guides, Contact ORA or Coeus Help

Sponsor system errors PMCID numbers

Page 8: Department Pre Award Best Practices...Best Practices An operating procedure that is held to show consistently better performance No one guide for Research Administration Find what

PMCID decision tree* SKCCC *

Page 9: Department Pre Award Best Practices...Best Practices An operating procedure that is held to show consistently better performance No one guide for Research Administration Find what

Resources ORIS:

Guides: http://prcoeus.johnshopkins.edu/orisite/oris_web/oris_index.html Coeus‐Help email: coeus‐[email protected]

ORA site: Info for Proposal Preparation http://www.hopkinsmedicine.org/Research/FMIP/InfoForProposalPrep.html

ORA site: NIH grant checklists http://www.hopkinsmedicine.org/Research/howdoi.html

Coeus reports – History of Investigator Sponsor guides – SF424, DOD instructions, FastLane

Page 10: Department Pre Award Best Practices...Best Practices An operating procedure that is held to show consistently better performance No one guide for Research Administration Find what

Resources continued Search engines/Google 

e.g., “University of Whatever DUNS” Research Webnotes: hopkinsmedicine.org/webnotes Monthly ORA training sessions (3rd Thursday at 10:00am in Tilghman Auditorium)

RAP ORAGrants update emails ([email protected])

Page 11: Department Pre Award Best Practices...Best Practices An operating procedure that is held to show consistently better performance No one guide for Research Administration Find what

Thanks Melissa Turnbull Cindy Morin Ashley Evans

Page 12: Department Pre Award Best Practices...Best Practices An operating procedure that is held to show consistently better performance No one guide for Research Administration Find what

Q&A/Discussion Questions/discussion