2024 Symposium for Research Administrators
Symposium Registration
How to Register
- Click on a registration link for one of the four Symposium Blocks (AM General Session, AM Concurrent Session, PM General Session, PM Concurrent Session) listed below
- Enter your First Name, Last Name, Email address (using your netid@duke.edu address format), your Duke Unique ID, and Duke Net ID. You can look up your ID information using the Duke Directory. NOTE: Failure to enter the correct ID information may jeopardize your Continuing Education credits.
- Click "Register"
- Open the .ics file attached or click the "Add to: Outlook Calendar" in the automated confirmation email sent by Zoom to add the session(s) to your calendar.
Reminders
- Registration is for authenticated users with a Duke-issued Zoom account only.
- Use your Zoom Account User name (your netid@duke.edu email) when asked for your email address.
- Attendance is tracked by Duke Unique ID and Net ID. Failure to provide the correct identification information will jeopardize your continuing education.
- You can find your Duke Unique ID and Net ID using the Duke Directory.
- Concurrent Sessions are capped at 150 participants. Please register for a different session if one is full.
- Automated Zoom emails will provide you a personlized Webinar or Meeting link and an .isc file (Outlook event file) to add to your calendar.
- Links issued to join both Webinar and Concurrent sessions are personalized for your use only. Using shared links may invalidate your ability to join the session.
Symposium Sessions
Registration for the Symposium is organized in 4 blocks. Each session requires you to register for the offering for that portion of the day. You will have a maximum of 4 personalized Zoom URLs issued to you.
- MORNING GENERAL SESSION - Zoom Webinar, all attendees in a single session, used twice during the AM.
- MORNING CONCURRENT SESSIONS - Zoom Meeting, choose ONE from a selection of smaller morning offerings.
- AFTERNOON GENERAL SESSION - Zoom Webinar, all attendees in a single session.
- AFTERNOON CONCURRENT SESSIONS - Zoom Meeting, choose ONE from a selection of smaller afternoon offerings.
| MORNING (8:30 AM - 11:30 AM) | |
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1. GENERAL SESSION |
2. CONCURRENT SESSIONS | SELECT ONE ▼ |
| AFTERNOON (1:00 PM - 3:35 PM) | |
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3. GENERAL SESSION |
4. CONCURRENT SESSIONS | SELECT ONE ▼ |
Event Agenda
Wednesday, March 20 | Delivery Platform: Zoom
Recordings available for Duke Users only
| MORNING AGENDA (8:30 AM - 11:30 AM) | |||
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8:30 AM |
WELCOME AND INTRODUCTIONJennifer Lodge, PhD Geeta Swamy, MD |
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8:45 AM |
EVENT HOUSEKEEPING |
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8:50 AM |
INSTITUTIONAL UPDATES
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9:10 AM |
TRANSITION TO CONCURRENT SESSIONS⇒ Leave the AM General Webinar Session and join your selected AM Concurrent Session |
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9:30 AM |
AM CONCURRENT SESSIONS
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1A: An S/4 Introduction for the Research Administrator Future sessions of this presentation will be available during the S4 Transition |
RECORDING | DETAILS | ||
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2A: Internal Controls in Research Administration - What are they & why should you care? |
RECORDING | DETAILS | ||
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3A: The Lifecycle of Non-Payroll Cost Share |
RECORDING | DETAILS | ||
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4A: Meeting NIH Data Management and Sharing Plan Requirements |
RECORDING | DETAILS | ||
10:20 AM |
TRANSITION BACK TO GENERAL SESSION⇒ Leave your AM Concurrent Session and rejoin the AM General Webinar Session |
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10:30 AM |
FACULTY PLENARYShyni Varghese, Ph.D. |
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11:30 AM |
Mid-day break |
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| AFTERNOON AGENDA (1:00 PM - 3:35 PM) | |||
1:00 PM |
Afternoon Welcome |
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1:10 PM |
KEYNOTE SPEAKERWell-Being During Uncertain Times: Evidence, Practice & Resources to Share Well-being was a challenge before the pandemic, now it is a parallel pandemic. Our recent NIH R01 grant used Randomized Controlled Trials to demonstrate that we can cause well-being to improve using simple, practical, bite-sized strategies, and that these improvements endure for the medium and long term. This session will demonstrate the mechanisms at work that cause burnout, and look at how evidence-based interventions counteract those mechanisms to result in well-being improvements.
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2:10 PM |
Afternoon Wrap-up |
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2:25 PM |
Transition to Concurrent Sessions⇒ Leave the PM General Webinar Session and join your selected PM Concurrent Session |
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2:45 PM |
PM CONCURRENT SESSIONS
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1B: An S/4 Introduction for the Research Administrator Future sessions of this presentation will be available during the S4 Transition |
RECORDING | DETAILS | ||
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2B: Navigating & Collaborating during the Industry Clinical Research Study Start-up Process |
RECORDING | DETAILS | ||
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3B: A Day in the Life - School of Medicine & School of Nursing Effort Management |
RECORDING | DETAILS | ||
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4B: Best Practices for Effective Campus Effort Management |
RECORDING | DETAILS | ||
3:35 PM |
EVENT ADJOURNMENT |
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Concurrent Sessions
- Participants should register for ONE concurrent session for each block (AM & PM)
- The Zoom Link to this session will be separate from the General Sessions when all participants are together in a Webinar
- Session Materials will become available closer to the event date
AM Sessions
1A: An S/4 Introduction for Research Administrators (FULL)
Offered in AM & PM
This session will provide an overview of the S/4 go-live timeline and what a research administrator can expect. We’ll review the most significant changes and go into detail on critical items.
Please note: If these sessions are full, OERAF will host an additional offering on April 3 from 10:00 am to 11:00 am. Register for the April 3 session here.
LEARNING OBJECTIVES
- Understand the timeline of the S/4 go-live
- Identify the more significant changes that impact their work in SAP
- Execute, and generate the desired results for Z71PROJ and CJ20N
PRESENTERS
- Laura Jensen - Assistant Director: SAP, ASM
- Adilbek Madaminov - Senior IT Analyst, ASM
Future sessions of this presentation will be available during the S4 Transition.
2A: Internal Controls in Research Administration - What are they and why should you care? (FULL)
Understanding the importance of having effective internal controls is key to achieving compliance with sponsor regulations and institutional policies and procedures. They also help improve operational effectiveness and efficiency.
LEARNING OBJECTIVES
- Discuss the definition, purpose, and types of internal controls
- Explore the roles and responsibilities associated a sound internal control environment
- Examine the impact of internal control failures
- Apply session discussion to a case study
PRESENTERS
- Vanessa Peoples - Director, Sponsored Programs Assurance & Research Compliance, OARC
- Sandra Soto - Manager, Audit Advisory Services, OARC
3A: The Lifecycle of Non-Payroll Cost Share
This session will discuss noteworthy cost share considerations in pre-award and post-award. Speakers will address common pitfalls and best practices for managing cost share. Please note: this session will not cover the Cost Share tool.
LEARNING OBJECTIVES
- Explain cost share concerns and implications during the pre-award phase
- Explain methods for managing non-payroll cost share during post-award
- Identify critical aspects of non-payroll cost share and strategies for mitigating risk
- Discuss best practices to avoid non-payroll cost share pitfalls
PRESENTERS
4A: Meeting NIH Data Management and Sharing Plan Requirements
Federal funders, especially the NIH, are moving towards the inclusion of Data Management and Sharing Plans (DMSPs) for new grant submissions. This talk will be an overview of what should be included in these documents, how to properly budget for costs for data management, and resources available to administrators and researchers for creating a budget justification.
LEARNING OBJECTIVES
- Identify the key parts of the NIH Data Management and Sharing policy and data management plans
- Locate resources available to Duke researchers and research administrators for data management planning
- Describe allowable costs for data management budgeting
PRESENTERS
- Jenny Ariansen - Director of Research Initiatives, DOSI
- Jennifer Darragh - Senior Research Data Management Consultant, DVS
- William Krenzer - Research Project Manager, DOSI
PM Sessions
1B: An S/4 Introduction for the Research Administrator (FULL)
Offered in AM & PM
This session will provide an overview of the S/4 go-live timeline and what a research administrator can expect. We’ll review the most significant changes and go into detail on critical items.
LEARNING OBJECTIVES
- Understand the timeline of the S/4 go-live
- Identify the more significant changes that impact their work in SAP
- Execute, and generate the desired results for Z71PROJ and CJ20N
PRESENTERS
- Laura Jensen - Assistant Director: SAP, ASM
- Adilbek Madaminov - Senior IT Analyst, ASM
Future sessions of this presentation will be available during the S4 Transition.
2B: Navigating & Collaborating during the Industry Clinical Research Study Start-up Process
Get an overview of new tools that visualize the statuses of industry clinical research studies during the study start-up process. Learn how some units have incorporated them into their workflows to effectively coordinate between the Grants Management teams and CRU leaders.
LEARNING OBJECTIVES
- Awareness of tools for Industry Clinical Research Study Start-up in myRESEARCHhome and Tableau.
- Examples of how to incorporate these tools into unit processes.
- Lessons learned and best practices for effective collaboration across administrative groups.
PRESENTERS
- Aarti Kenjale - Sr. Research Scientist, Department of Medicine CRU
- Derek Jones - Associated Direct, Duke Office of Research Initiatives
3B: A Day in the Life - School of Medicine & School of Nursing Effort Management (FULL)
Last year, new effort management tools were released that provide comprehensive insights into effort commitments, allocations, and averages across sponsored projects. This session will provide SOM and SON grant managers with real-world scenarios and examples using these new Effort Management Tools, including day-to-day portfolio monitoring, Other Support preparation, and changes in effort commitments.
LEARNING OBJECTIVES
- Discuss effort scenarios impacting grant managers and how the Effort Management Tools can assist
- Identify ways the tools can support portfolio management and monitoring
- Explain how the tools assist in the development and review of Other Support
- Understand best practices for handling changes in effort commitments
PRESENTERS
- Mollie Sykes - Associate Director, ORA
This session will be repeated at the RA Meeting scheduled for March 27 (8:30-10:00 AM).
4B: Best Practices for Effective Campus Effort Management
This session is geared toward research administrators and grant managers working in the Provost Area Management Center of Duke University. This session will look at critical elements of managing 9-month appointments and summer supplements throughout the sponsored project lifecycle. Presenters will highlight fundamental, but often overlooked, aspects of compliant effort management, draw your attention to common misconceptions of effort and direct you toward best practices to implement within your team.
LEARNING OBJECTIVES
- Pinpoint best practices for effort management throughout the project lifecycle
- Identify distinguishing factors among appointment models
- Explain critical approaches to managing summer effort and supplements
- Dispel common misconceptions around approaches to effort management
PRESENTERS
Continuing Education
We are excited that you’ve chosen to attend the 2023 Virtual Symposium for Research Administrators. Continuing education will be available for this year’s symposium. Read on to learn more.
- CREDIT IS NOT RELATED TO SURVEY COMPLETION
- Zoom will monitor and record your attendance in all sessions and will assign credit based on the length of time that you were engaged.
- Participants must be logged in via a computer or app on a mobile device to earn credit for their attendance in the session. Dialing in via phone where visual images are unavailable will not qualify for continuing education credit. Using a phone for audio paired with a computer or mobile device is accepted.
- Continuing education credit will be issued in increments of 0.5 hours up to 5.5 hours for the entire day. If you can only join us for part of the event, OERAF will capture the amount of time you attend. Prior notification is not needed.
- CE will be reflected in the RCC Training Tracker within 5 weeks after the symposium. OERAF will email the community once credits are available for review.
- Session recordings will be available for viewing after the event; however, continuing education credit will not be available for watching recordings after the event.
Symposium credits can be counted toward maintaining your existing RAA, AGM, RAI, FCC, and RCC certifications for the FY24 certification year. They do not count towards the RAI-LS requirement. Visit our Continuing Education page for more details on meeting CE requirements.
Helpful Zoom Guidance
| Duke University Zoom Domain | https://duke.zoom.us/ |
► ZOOM GUIDE FOR SYMPOSIUM ATTENDEES
Zoom Articles and Resources
- Participant guide to Zoom Meetings
- How to join a meeting
- How to connect to audio
- How to view captions
- How to use Q&A
- Attendees guide to Zoom Webinars (select Attendees tab)
- How to join a webinar
- How to connect to audio
- How to ask the host and panelists questions (Q&A)
- How to use emoji Reactions
Frequently Asked Questions
Registration, Access, and Materials
Click the Zoom registration link for the Morning and Afternoon sessions. Registration is required, but attendance is not capped.
Make sure to use the dedicated Zoom link issued to you and not to another individual. Sharing links will jeopardize your CE.
Registration links are provided for each session at the top of this page and in the agenda. You will be provided a Zoom Meeting link to access the session after registering.
Only registered participants will receive credit for attending a concurrent session. You will NOT recieve credit if you join without registering.
You need to register for both.
The main sessions are where everyone returns to a single Zoom meeting and registration is not capped.
Concurrent sessions let you select from available topics. Registration for these are capped to maintain managable discussions and interaction.
Yes, concurrent sessions have limited seats to make discussions and participation manageable. Please select a different session if a Concurrent session is full.
Session facilitators have the option to share sessions materials including slides and handouts. Some sessions may be available again after the symposium, whether via recording or a live session, although we cannot guarantee that every session will be available.
The confirmation emails include a link to cancel your registration. Search for "You can cancel your registration at any time," and click the Cancel link.
This is because you are trying to use a version of your email that is not associated with your Duke-issued Zoom account.
Please go to https://duke.zoom.us/profile and check what is listed under "Sign In Email" to identify your registered email address. The standard format used to create Zoom accounts at Duke is usually your NetID@duke.edu email address.
You can look up your Duke Directory entry by searching your name. It includes your Duke Unique ID and Net ID.
Technical Support
OERAF is able to help with some issues within Zoom. Please email us at ResearchFinanceEd@duke.edu.
Please contact DHTS or OIT for general computing questions, personal audio settings, AV troubleshooting, and larger Zoom account issues.
Please contact us promptly at Researchfinanceed@duke.edu. Otherwise, you are issued CE based on the time you are in the session. Credit is rounded to the nearest half hour.
NO. You must use the dedicated Zoom URL issued when registering for the sessions. Using someone else's link means you will appear under their name in the attendance reports and block the owner from joining the session.
We recommend you register again if you cannot find your Zoom URL or open your Zoom account at https://duke.zoom.us/meeting#/ to see your existing registration URLs.
Contact ResearchFinanceEd@duke.edu if you are unable to re-register.
Make sure to use the Net ID@duke.edu email addresses to register. Duke Zoom accounts are issued using that email format and the system will not recognize your account otherwise.
Do not use first.last@duke.edu, name@mc.duke.edu, or any other derivative.
- Log in to Zoom before the session using your Duke credentials
- Update your Display Name to include your NetID (e.g. John Doe jdoe123)
- Join the session with the link in the Zoom registration confirmation email or Outlook Event (.ics) file download
More information is available in our Zoom Guide for Symposium Attendees
Continuing Education Credits
Credit hours are issued based on the time you spend in the sessions, rounded to the nearest half hour.
You don't have to attend all the sessions to get CE. Credit hours are issued based on the time you spend in the sessions, rounded to the nearest half hour.
- Click on one of the registration links provided.
- Enter the correct Duke Unique ID (DUID) during registration. You can look up your DUID using the Duke Directory. This is the identifier used by the LMS to add CE credit. Entering the wrong DUID will jeopardize your CE.
- Attend the sessions using your personal registration link. Do not use a shared link to join any sessions. This will prevent you from being recorded as in attendance.
- OERAF then issues credit hours based on the time spent in Symposium sessions for the entire day.
Please allow five (5) weeks for credits to appear.
If the five (5) week period has gone by and there are questions about the Symposium credits, please contact OERAF at ResearchFinanceEd@duke.edu.
- Using the wrong ID or mistyping your Duke Unique ID at registration. This is an 7-digit ID number, not your alphanumeric Net ID. Find yours in the Duke Directory.
- Using someone else's registration link to join a session instead of your own. Doing so lists you as the owner of the URL and not yourself in attendance reports.
- Joining by phone only and not using a computer to watch the session. Phone-only access is not tracked in attendance reports.