October 28 th , 2009 11:00 a.m.

1. McLEAN HOSPITAL McLean Hospital Research Town Meeting October 28th, 2009 11:00 a.m. Pierce Hall

2. McLean Research Day January 28, 2010 1-5:30pm Agenda 9:00 a.m. Poster set up begins in deMarneffe 132, central aisle and upper tier 1:00-2:50 p.m. Posters are presented with authors available to answer questions (Refreshments served) 2:50-3:00 p.m. Adjourn to Pierce Hall 3:00-4:30 p.m. Brief research communications in Pierce Hall 4:30-5:00 p.m. Reception (Pierce Hall Foyer)

3. McLEAN HOSPITAL • Agenda • Introduction • Scott L. Rauch, MD, President, Psychiatrist in Chief • 2. Student Visitors • Shelly Greenfield, MD, MPH, Chief Academic Officer • 3. Partners Research Management and Finance • Andrew Chase, Corporate Director, Research Management and Research Finance • Open Forum / Q&A • Peter Paskevich, Sr. VP, Research Administration / All

4. McLEAN HOSPITAL The Scientific Vision Committee The Research Finance Workgroup Pilot Department Budget Reviews deMarneffe II / Depression Center

5. McLEAN HOSPITAL Student Visitors Shelly Greenfield, MD, MPH, Chief Academic Officer

6. Background Federal Labor Law Requires: Volunteers cannot provide service to the institution that would ordinarily be compensated employment If a compensated person would perform the same job tasks, volunteers may not provide this service uncompensated This violates federal labor laws Liability to the institution

7. Purpose McLean Hospital’s Academic Mission includes providing opportunities for undergraduate and graduate students to gain experience in a research environment to: Enhance their education Explore career options

8. Aims of the Student Visitor Program To provide an opportunity for a balanced exchange of education and exposure to ideas between McLean Hospital and the Student Visitor To allow researchers and program directors an opportunity to mentor undergraduate and graduate students

9. Who is Eligible? Undergraduate and graduate students NOTseeking credit Goal is for student to have educational experience and gain understanding of career goals Under certain circumstances, high school students in their junior or senior year with parents’ permission (summer only)

10. Who is NOT Eligible? Students who come to McLean for academic credit through a school do not need to utilize the student visitor program. We have existing mechanisms requiring an Affiliation Agreement between the school and McLean. Students from outside the US. These students should be referred to Terry Bragg, Registrar. People seeking experience in/exposure to a research atmosphere who may be rethinking their career, etc.

11. Initiation of Student Visitor Program Summer 2009 • Formal application process, description of program, completion of human resources forms and requirements, and attendance at orientation • 24 student visitors were hosted summer of 2009 • Weekly seminar series was offered (6 seminars) with 50% attendance by student visitors

12. Student Visitor ProgramSummer and Academic Year • Summer experience – up to 40 hours per week for 1 to 3 months. • Academic year (not for credit)– permitted under certain circumstances: • Enrolled Undergraduate – up to 2 days (or 16 hours)/week – usually no more then 2 semesters • Undergraduate – Semester off – one semester • Recent College Graduate – up to 3 days/week – no more than 2 semesters • Anything over 3 days/week for more than 2 semesters should be considered for a paid position (e.g., lab assistant)

13. General Application Process Research Administration and CAO will circulate to PIs and programs a memo asking if you would like to receive submitted applications/CVs for students looking for student visitor opportunities You will receive CVs and applications if you indicate interest Student visitor program is NOT a match program. The office of the CAO/Research/HR do not match students to labs/programs. Only students who will be sponsored by a PI/ program mentor will be eligible

14. General Application Process If a PI has a student they would like to host, they should download the Student Visitor Application from the Research intranet and ask the student to fill it out. PI’s are responsible for interviewing potential student visitors. The student visitor returns the completed application to Norma at (ndollardlaflamme@mclean.harvard.edu) with a cc: to Terry Bragg, Registrar, who reviews the application for eligibility.

15. General Application Process • Norma will notify the PI/program once the application is processed. The PI/program will then contact the student to inform them that they need to visit HR to complete a CORI form. Once the CORI clears, student visitors need to attend orientation. • NOTE: Student visitors are no longer permitted to start in the lab/program until both the CORI has cleared AND the student has attended orientation. CORI’s can take up to 4 weeks to clear and orientation is scheduled every other Monday.

16. General Application Process Student Visitor Obligations • Fill out the CORI • Have health insurance • Attend orientation

17. General Application Process PI’s/programs need to inform Norma of the student visitor’s last day at McLean. Student visitors need to return their badge to Security on their last day. A feedback form will be developed for student visitors to provide their feedback regarding the program.

18. Summer 2010 • Student visitor applications will be accepted from: February 1, 2010 to April 15, 2010 • Remember: the process could take up to 2+ months (interview, CORI, orientation) so plan ahead. • Questions: Norma Dollard-Laflamme, 617-855-3259 • ndollardlaflamme@mclean.harvard.edu

19. Reminders • Student visitors are not permitted to have access to patients’ medical records. They may not observe clinical staff in the provision of clinical services to patients (i.e. evaluations, family meetings, group or individual treatment) where protected health information is discussed. • Student visitors must wear their ID badges at all times. • Student visitors are not permitted to have keys and must have supervision.

20. Contacts Office of the CAO Shelly Greenfield, 617-855-2241 …………..... sgreenfield@mclean.harvard.edu Norma Dollard-Laflamme, 617-855-3259 ...... ndollardlaflamme@mclean.harvard.edu Registrar Terry Bragg, 617-855-2183 …………………. tbragg@partners.org Human Resources Jean Mansfield, 617-855-3473 ……………… jmansfield@partners.org Nicole Lemmon, 617-855-4182 ……………. enlemmon@partners.org

21. McLEAN HOSPITAL Partners Research Management and Finance Andrew Chase, Corporate Director, Research Management and Research Finance

22. Research Management UpdateMcLean Research Town MeetingOctober 28, 2009

23. Agenda • How is the research landscape changing? • What is Partners Research Management (RM) doing to improve service to Investigators? • What are some other RM initiatives and improvements that will better serve the research community?

24. How is the landscape changing? Survey of 6,081 faculty in 2005 revealed that “42% of the time that faculty committed to federal research was spent on administrative activities – not on active research.” (source: Federal Demonstration Partnership) We need to work more effectively to change this…

25. How is the landscape changing at Partners? Unsustainable Model Increasing Sponsor scrutiny adds administrative burden Increase in Awards + Limited Staffing + Historical Backlogs + Inadequate IT Systems Increasing Compliance

26. How is the landscape changing at Partners? New Model To better serve the Research Community… Improved Staffing Elimination of Historical Backlogs Enhanced IT Systems Risk Management not Risk Aversion Primary Goal Minimize administrative burden on Investigators

27. McLean and Partners RM initiatives Systems • Launch InfoEd Proposal Development (PD) • Phase 1 Streamline the submission process by enabling electronic routing from DA/PI/Chief/RM • Phase 2 Full rollout of system-to-system submissions for NIH proposals • Rollout of InfoEd Proposal Tracking (PT) to McLean • Implemented PeopleSoft system for billing and cash management • Insight improvements • Soliciting Investigator feedback on potential enhancements

28. McLean and Partners RM initiatives On-site Resources • Scheduled “office hours” to support John Cavanaugh and Raquel Espinosa • Focus on financial management, effort reporting and compliance Training for Department Administrators • Research Management training • Quarterly – Ongoing courses on systems, policies and business processes • Intensive two-week training for Department Administrators • Early 2010 – RM Training and Development team will conduct sessions at McLean (a few McLean DAs have attended the sessions at RM) • Specialized RM trainings will be tailored and rolled out to Hospital Department Administrators, including: • Principles of Customer Engagement • Team Building • Communication Styles Tools • In the process of developing a PI toolkit for new investigators, which will include important contact information, systems overview and description of Research Management support What information would be most helpful?

29. We want your input Your feedback is critical We want to ensure that our planned improvements • align with your priorities; • address the core issues; and • meet your expectations of a successful research operation.

30. McLEAN HOSPITAL Open Forum / Q&A Peter Paskevich, Sr. VP, Research Administration Scott, Shelly, Andrew