2024 Symposium for Research Administrators

Symposium Registration

How to Register

1. 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
2. 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.
3. Click "Register"
4. 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.

1. MORNING GENERAL SESSION - Zoom Webinar, all attendees in a single session, used twice during the AM.
2. MORNING CONCURRENT SESSIONS - Zoom Meeting, choose ONE from a selection of smaller morning offerings.
3. AFTERNOON GENERAL SESSION - Zoom Webinar, all attendees in a single session.
4. AFTERNOON CONCURRENT SESSIONS - Zoom Meeting, choose ONE from a selection of smaller afternoon offerings.

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Event Agenda

Wednesday, March 20 | Delivery Platform: Zoom

Recordings available for Duke Users only

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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)

► RECORDING | MATERIALS 

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

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2A: Internal Controls in Research Administration - What are they and why should you care? (FULL)

► RECORDING | MATERIALS

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

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3A: The Lifecycle of Non-Payroll Cost Share

► RECORDING | MATERIALS

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

• Representatives from Campus, Medicine & Nursing, and Central research administration offices

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4A: Meeting NIH Data Management and Sharing Plan Requirements

► RECORDING | MATERIALS

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

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PM Sessions

1B: An S/4 Introduction for the Research Administrator (FULL)

► RECORDING | MATERIALS

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

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2B: Navigating & Collaborating during the Industry Clinical Research Study Start-up Process

► RECORDING | MATERIALS

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

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3B: A Day in the Life - School of Medicine & School of Nursing Effort Management (FULL)

► RECORDING | MATERIALS

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).

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4B: Best Practices for Effective Campus Effort Management

► RECORDING | MATERIALS

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

• Joseph Bennett - Research Administration Manager, CAMT
• Keith Hurka-Owen - Executive Director, ORS

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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.

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Helpful Zoom Guidance

► 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

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Frequently Asked Questions