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Managing Clinical Research Faculty Appointments with a Salary and Effort Management Tool

Managing Clinical Research Faculty Appointments with a Salary and Effort Management Tool. Matt Irwin, Research Administrator Tiffany Barnes, Financial Administrator Michelle Melin-Rogovin, MA, Associate Director, Research Admin . Managing Clinical Appointments: Our Objectives.

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Managing Clinical Research Faculty Appointments with a Salary and Effort Management Tool

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  1. Managing Clinical Research Faculty Appointments with a Salary and Effort Management Tool Matt Irwin, Research Administrator Tiffany Barnes, Financial Administrator Michelle Melin-Rogovin, MA, Associate Director, Research Admin

  2. Managing Clinical Appointments: Our Objectives • Learn how to allocate and track sponsored research funding using a salary and effort management tool. • Discuss best practices for managing effort reporting for faculty, learn how to use the tool to pre-review effort. • Review the basis for proposing effort and charging salary on sponsored projects for clinical research faculty.

  3. Clinical Research Appointments • What is your institution’s policy on IBS (institutional base salary) for clinical research faculty? • Northwestern’s Definition: An individual's institutional base salary is the annual compensation that the applicant organization pays for an individual's appointment, whether that individual's time is spent on research, teaching, patient care, or other activities. Base salary excludes any income that an individual may be permitted to earn outside of the duties to the applicant organization.

  4. Administering Clinical Research Appointments at Northwestern

  5. RAS Salary Management Tool • Allows the research administrator, business administrator and PI to manage position funding across all sources of activity. • Dynamic document that manages salary and effort as related – because in sponsored research we’re making a commitment of both, but not necessarily from the same source. • Presented by source of funding for non-financial types, and built in checks to ensure math is correct. • Reconciled and updated when effort is proposed and certified, clinical commitments change, and research begins and ends.

  6. Clinical and Research Effort for PI: Dr. Stephen ColbertClinicaland Research Effort for PI: Stephen Colbert

  7. Validation Tool – Colbert

  8. Clinical and Research Effort for PI: Jon Stewart

  9. Validation Tool – Stewart

  10. Northwestern University Feinberg School of Medicine Case Studies

  11. Case Studies Department A Research Administration Services started working in this department in FY 2011. This department has increased its research administration infrastructure with RAS, and increased its applications and awards. Department A’s portfolio includes 50-60% federal and industry- funded clinical trials. RAS has increased Department A’s ability to manage its grants and contracts by 50%, increasing compliance through cost-share accounts.

  12. Before and “During”: Department BCompliance with Effort Reporting

  13. Does It Work? Before, During and After in Department C

  14. Effort Case Study: VA Appointments

  15. Total Professional Effort • What is total professional effort? • How is it related to the commitments to sponsors that your investigator holds through your institution? • How does this information relate to effort reporting? • How does this information relate to an investigator’s Other Support Page?

  16. Administering VA Appointments • NU Best Practice • Use 65 hours as a “standard” work week • Convert 13/8ths VA appointment across all research commitments • Complete MOU for VA to demonstrate no overlap of Federal funding

  17. VA Calculation Example PI with 8/8ths appointment at VA at Northwestern: 8/8th’s = 40 hours a week at the VA 25 hrs remaining at NU = 100% available NU effort • ~15 hoursavailable for research • = 60% research effort • ~10 available for clinical teaching • = 40% clinical teaching effort • How do we administer salary? • How do we administer effort?

  18. Research Administration Services • Created by the Dean in 2010 to allow faculty to focus on conducting clinical research – not administering it • Consulting model – where teams serve departments based on FTE based budget allocation • Services: • Cradle-to-grave research administration • Workshops, Education, Training, Resources • Compliance reviews

  19. Contact us@Northwestern • Matt Irwin m-irwin@northwestern.edu • Michelle Melin-Rogovin m-melin-rogovin@northwestern.edu Slides and handouts: www.researchadministrationnation.com

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