Research Administration Information Network
Presented by: the folks in RDA with today’s emcee, Jennifer Crosby-Meurisse
Date: January 17, 2013

RAIN Agenda
Jennifer Crosby-Meurisse
• Introduction
• Updates & timely information:
 Office of the VPR
 USR
 RGC
 Special Guest: SOM
 SPA
 OSHU Foundation
 RATE
 Special Guest: CWE
 ORIO
RFDS
TTBD
CRBO
Export Controls
Human Resources
CTO
• Q & A
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- Office of the Vice President for Research
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Office of the VPR
Katie Wilkes
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- University Shared Resources
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USR: University Shared Resources
Andrew Chitty
OHSU’s Cores
Advanced technology centers dedicated to the success of your project. Take advantage of the state-of-the-art resources within the OHSU community.
Accessible experts offer:
Expert advice - Pre-award consulting -
Experimental design - Scientific collaboration
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USR: University Shared Resources
Andrew Chitty
ACC Advanced Computing Center
ALMC - Advanced Light Microscopy
Bioanalytical/Pharmacokinetics
BMISR - Biomedical Informatics
DNA Services
EIDC - Electronics and Instrument Design
Flow Cytometry
GMSR - Gene Microarray
Histopathology
MPSSR - Massively Parallel Sequencing
 PSR - Proteomics Shared Resource
TGMM - Transgenic Mouse Models
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USR: University Shared Resources
Larry David
What does Proteomics Shared Resource Do?
We very accurately measure the masses of proteins and their fragments .
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USR: University Shared Resources
Larry David
Proteins: The bricks & mortar of the cell.
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USR: University Shared Resources
Larry David
Proteins: The bricks & mortar of the cell.
Blueprints
Building
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USR: University Shared Resources
Larry David
A lot can happen to a building or a protein after construction…
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USR: University Shared Resources
Larry David
A lot can happen to a building or a protein after construction…
• Abundance changes
• Phosphorylation
• Interaction with other proteins
• Secretion or loss from cell
• Damage from aging
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USR: University Shared Resources
Larry David
Medical Relevance of Proteomics
Every disease is associated with a change in proteins.
•Important for discovering the mechanisms of disease
•Development of better diagnostic tests
•Realization of personalized medicine
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USR: University Shared Resources
Larry David
Medical Relevance of Proteomics
Every disease is associated with a change in proteins.
Example
Measuring differences in protein phosphorylation may lead to new cancer drugs, such as
Gleevec.
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USR: University Shared Resources
Larry David
Many people are familiar with ‘mass specs’ from watching CSI.
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USR: University Shared Resources
Larry David
Adding a New Instrument: The Orbitrap
Our present instruments The Orbitrap
Resolution: <5,000
Mass error: >100 ppm
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Resolution: >200,000
Mass error: <5 ppm

USR: University Shared Resources
Larry David
Flying Through the Orbitrap
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USR: University Shared Resources
Andrew Chitty
Expandable Listings 
• Description of service
• Contact info
• Link to full site
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– Research Grants & Contracts
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RGC:
Research Grants & Contracts
Deborah Golden-Eppelein
Institutional Review Board (IRB) Proposed
Project Questionnaires (PPQs) are paper and do not require Dean/VPR sign-off until further notice.
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RGC:
Research Grants & Contracts
Deborah Golden-Eppelein
When another entity works for OHSU on a sponsored project, how do we determine whether it’s a subrecipient or a vendor?
• If the entity is included on the application, RGC and the PI decide which it is.
• If included on the application, OHSU will be committed to that decision at the time of award.
An accurate determination is critical .
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RGC:
Research Grants & Contracts
Deborah Golden-Eppelein
The Subrecipient
• Expends Federal awards received from a passthrough entity to carry out a Federal program.
• Does not include an individual that is a beneficiary of such a program.
• May also be recipient of other Federal awards directly from a federal awarding agency.
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RGC:
Research Grants & Contracts
Deborah Golden-Eppelein
The Subrecipient
• Has more than $500,000 in expenditures on all Federal awards.
• Generally, is a not-for-profit entity.
• Is subject to A-133 monitoring.
• Requires executed Subrecipient Agreement initiated by RGC.
• These transactions should be charged to
GR.Subcontractor Expenditure category.
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RGC:
Research Grants & Contracts
Deborah Golden-Eppelein
Also… Subrecipients perform a significant amount of proposed/approved project & maintain control over their work.
• Examples include:
– a Co-Investigator who has expertise in analyzing and compiling genome data.
– a portion of project that provides outreach services to a community based entity.
Generally, these arrangements are dependent on the expertise of subrecipients and are not generally available for purchase.
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RGC:
Research Grants & Contracts
Deborah Golden-Eppelein
The Vendor
• Is a dealer, distributor, merchant, or other seller providing goods or services that are required for the conduct of a Federal program.
• Vendor services may usually be competitively purchased.
Examples
• developing software for a specific purpose; gene sequencing, lab testing, evaluation services, educational consultants.
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RGC:
Research Grants & Contracts
Deborah Golden-Eppelein
Vendors
• These goods or services may be for an organization’s own use or for the use of beneficiaries of the Federal program.
• May or may not have less than $500,000 in expenditures on all Federal awards.
• For-profit entity.
• May be foreign company .
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RGC:
Research Grants & Contracts
Deborah Golden-Eppelein
The Vendor
• Is not subject to A-133 monitoring.
• If the entity is a vendor, it receives a Personal
Services Contract initiated and executed by OHSU’s
Logistics Consultant Agreements.
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RGC:
Research Grants & Contracts
Kellie Guentert
Anyone that will be a PI (even for a Fellowship) must have an HR record - either paid appointment or non-employee HR Record
(a.k.a. External PO).
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RGC:
Research Grants & Contracts
Kellie Guentert
Security must be set so that PI can view and approve their proposals and for a delegated person to see or route that PI’s proposals.
Send requests for security to:
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RGC:
Research Grants & Contracts
Kellie Guentert
PI delegation to allow someone to route a proposal no longer requires an email from the
PI since the PI must be included in the route.
To request delegation, contact:
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RGC:
Research Grants & Contracts
Kellie Guentert
If proposal includes Key Personnel from a different department with 5% or more effort, proposal must be routed to:
– Key Person
– Department Chair
– Department Dean
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RGC:
Research Grants & Contracts
Kellie Guentert
Proposal will need re-routing if:
• Significant changes to budget (10% or more)
• F&A changes
• Off campus vs. on campus
• New space required was “No” and is now “Yes”
• Cost Sharing is added or changed by 10% or more
• Contents of the proposal change dramatically
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RGC:
Research Grants & Contracts
Kellie Guentert
New Reviewer Dashboard!!!
InfoEd Reviewer Dashboard User Guide
Amendment/Supplements - new step to link them to the original proposal. (PPQ # will have -00# at the end)
InfoEd Amendment Supplement User Guide
More resources: InfoEd Course & Support Documents
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RGC:
Research Grants & Contracts
Kellie Guentert
New version released Monday – please use
“ePPQ updated 011413”.
• Original ePPQ was renamed to “zDO NOT USE original ePPQ” and will be retired in a couple of weeks when all proposals using it are submitted.
ePPQ User Guide now reflects changes.
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RGC:
Research Grants & Contracts
Kellie Guentert
Preparing and routing the ePPQ and proposal are no longer separate processes.
The ePPQ is a COMPONENT of your proposal and should not be marked “Complete” until you have entered all other proposal information.
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RGC:
Research Grants & Contracts
Kellie Guentert
If the ePPQ has been marked “Complete” and you need to make changes to your proposal, un-complete the ePPQ to unlock the form.
Otherwise, it will remain locked down and your changes won’t be reflected on the ePPQ.
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RGC:
Research Grants & Contracts
Kellie Guentert
• Answer Yes if committed cost sharing – mandatory
(sponsor-required) or voluntary (descision made to not request salary, even in when there is effort)
 Enter $$ on the Cost Sharing tab in the budget.
 Upload Cost Sharing Agreement form on InfoEd’s
Internal Documents tab.
• Answer No if unallowable (e.g.
– salary over cap)
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RGC:
Research Grants & Contracts
Kellie Guentert
Proposals should be routed when all required documents have been uploaded & all required data entered.
• Please, do not route proposal with only the ePPQ completed.
• Please, do not route proposal with only the ePPQ and “placeholder” documents uploaded.
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RGC:
Research Grants & Contracts
Kellie Guentert
Grants.gov Submission Required Documents
• Setup Questions
• Sponsor-Required Forms
 Administrative Components – final version for routing
 Scientific Components (project summary, research plan, abstract, etc) – draft for routing/final for submission
• Personnel
• Biosketches (if required by sponsor)
• Budget
• ePPQ on Internal Documents tab
• Any other internal documents like cost-sharing agreement;
VA PPQ, VA MOU
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RGC:
Research Grants & Contracts
Kellie Guentert
Non-Grants.gov Required Documents
• Setup Questions
• Abstract (draft)
• Personnel
• Biosketches (if required by sponsor)
• Budget
• Project Summary/Description or copy of entire application
(draft for routing/final for submission/approval)
• ePPQ tab
• Any other internal documents, e.g.- Cost Sharing
Agreement, VA PPQ, MOU
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RGC:
Research Grants & Contracts
Kellie Guentert
Progress Reports
(when Signing Official approval/submission is required)
• PPQ No Longer Required!!!
• New PPQ # will NOT be generated.
• PI concurrence w/standard PI Certification language is required (GCA will request).
• Email progress report information to GCA (either report, or what system it’s in, e.g.- eRA Commons).
• If sub-in going to Prime, submit budget and budget justification for checking compliance.
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RGC:
Research Grants & Contracts
Kellie Guentert
Progress Reports Requiring Grants.gov
Submission
• Prepare in InfoEd.
• Follow steps outlined in InfoEd Amendment
Supplement User Guide to link this to the original proposal (PPQ # will have -00# at the end).
• Grants.gov submission requirements are applicable, including ePPQ and routing.
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RGC:
Research Grants & Contracts
Kellie Guentert
RGC Questions: rgcfaq@ohsu.edu
InfoEd & ePPQ training classes are posted on the RATE Course Calendar .
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Special Guest
Director of Research Operations & Finance
School of Medicine
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SOM:
OHSU School of Medicine
Elaine Rowzee
SOM Institutional Training Grant (T32)
Centralization
Task Force thoroughly reviewed Training Grants
 Key driver - funding gap between IDCs & OCA
Recommended centralization of T32s in Office of the Dean
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 Costs, IDC, and revenue will flow to Office of the
Dean which will manage IDCs & OCA
 Once awarded, management of training grants will continue at department level according to current model.
45

SOM:
OHSU School of Medicine
Elaine Rowzee
SOM Institutional T32 Centralization
Centralizing current awards over two-year period.
• FY 2013: centralize seven T32 grants based on the following rationale:
 T32s with end dates prior to June 30, 2013 excluded from eligibility in FY13
 Of remaining active T32s (14), one grant from each department centralized
• FY 2014: centralize all active T-32 grants in
Office of the Dean
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SOM:
OHSU School of Medicine
Elaine Rowzee
SOM Institutional T32 Centralization
Eligibility process for new and competing renewals:
• Two page application gets committee review
• Current Deadlines:
Grant Deadline
January 25
May 25
September 25
Centralization
Application Deadline
November 1
March 1
July 1
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SOM:
OHSU School of Medicine
Elaine Rowzee
SOM Institutional T32 Centralization
Instructions and Application
• T32 Bridge site
• Graduate Studies website
For additional questions, contact:
Elaine Rowzee
503-494-6883 rowzeee@ohsu.edu
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– Sponsored Projects Administration
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SPA:
OHSU Sponsored Projects Administration
James Trotter
Research Career Development K Awards
Clarification for Mentored K Awards
(K01, KO8, K12, K22, K23, K25, K99, KL2)
• Salary Support on K award & GL only
• Authority to re-budget to compensate for salary limitations
• In final 2 years, salary support on other grants allowed for PI or Co-PI
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SPA:
OHSU Sponsored Projects Administration
James Trotter
NSF Awards
• NSF changing to individual award cash draws in April for OHSU
• Expenditure settings placed on all NSF awards in OGA this month
• Likely all Federal agencies will transition to this in the future
51 RAIN: 1-17-2013

SPA:
OHSU Sponsored Projects Administration
James Trotter
Effort Certification Time!
• Jul 1 to Dec 31, 2012: Effort period ended
• Feb 8, 2013: Last day for LCTA forms to SPA
• Feb 26, 2013: Effort forms distributed
• Apr 16, 2013: Effort forms due to SPA
Questions?
Contact Hope Asana
503-494- 6984 spaeffrt@ohsu.edu
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SPA:
OHSU Sponsored Projects Administration
Cari Benveniste
Changes to Account Set-up Process
• New Process begins in February.
• OGA will send automated data requests for:
– Project Short Name
– Building Location
– Research Type
• Requests repeat daily until data is complete.
• Requests sent to Project Department Fiscal
Managers (PDFMs).
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SPA:
OHSU Sponsored Projects Administration
Cari Benveniste
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Please click here.
You will be asked to log into Oracle.
You will see the following notification…
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SPA:
OHSU Sponsored Projects Administration
Cari Benveniste
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Click on ‘Open PPQ Form ’
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SPA:
OHSU Sponsored Projects Administration
Cari Benveniste
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“N/A” auto-populates for Mission Codes 51 or 12.
56

SPA:
OHSU Sponsored Projects Administration
Cari Benveniste
Active “Research Type” Field, when clicked, will produce this dialogue box. Make selection & click “OK”.
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SPA:
OHSU Sponsored Projects Administration
Cari Benveniste
The “Primary Location” Field, when clicked, will also produce a drop-down dialogue box with all OHSU on- and off-campus location choices.
You’ll be able to select & click “OK” for this.
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SPA:
OHSU Sponsored Projects Administration
Cari Benveniste
The Project Short Name defaults to the project number. You may choose to change this by typing into that field.
This must be limited to 35 characters and also must be unique or the user will receive the following error:
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SPA:
OHSU Sponsored Projects Administration
Cari Benveniste
Tip for New Account Set-up Process
If either the Primary Location or the Research
Type fields are left blank, the PDFM will continue to receive data requests for those
Projects on the list until they are updated.
Questions?
Cari Benveniste
503-494-3786 gandruca@ohsu.edu
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– OHSU Foundation
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OHSUF:
OHSU Foundation
Bonnie Schade, Director, Office of CFR
Gift vs Grant - Making the Determination
OHSU Policy No. 04-40-015
Distinguishing Gifts from Grants, Contracts and
Other Sponsored Projects
OHSU Policy Manual, Chapter 4
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OHSUF:
OHSU Foundation
Lori Mueller, VP, Finance & Administration
Understanding Gift Agreements
• These document donor preferences
• Completed prior to acceptance of gift
Types of Gift Agreements
• OHSUF/DCHF template agreements
• Donor/Grantor-initiated grant agreements
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OHSUF:
OHSU Foundation
Lori Mueller
Donor/Grantor-Initiated Agreements
• Both Foundation & OHSU likely need to sign
• Review for terms causing OHSU to be recipient:
 Oversight of research
 Provision of insurance for research
 Intellectual property rights
 Indemnification re: research done with grant funds
• Agreement must properly reflect roles & responsibilities of Foundations & OHSU
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OHSUF:
OHSU Foundation
Lori Mueller
Gift Flow – OHSU vs SPA
• OHSUF & DCHF – primary recipients of gifts benefiting OHSU
• PRP is assigned on all gift funds
• PRP is responsible for determining use of funds
65 RAIN: 1-17-2013

OHSUF:
OHSU Foundation
Lori Mueller
Gift Flow – OHSU vs SPA
(continued)
• Gifts NOT USED for animal/human research –
Foundation receives and administers
• Gifts USED for animal/human research –
Foundation receives, SPA administers
• Gray Areas : Foundation & RDA work together to assess proper administration.
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OHSUF:
OHSU Foundation
Lori Mueller
Gift Reporting – Where’s the Money?
• Private philanthropic support tracked by entity
 OHSU Foundation
 DCH Foundation
 OHSU
• CASE guidelines
 Council for Advancement Support of Education
• Differs from financial statement reporting
67 RAIN: 1-17-2013

OHSUF:
OHSU Foundation
Lori Mueller
Ins & Outs of Administrative Fee
• Effective July 1, 2011
• 2.5% fee
• Applied to all new gifts
• Option - receiving department to pay fee
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OHSUF:
OHSU Foundation
Lori Mueller
No Administrative Fee
• Unrestricted gifts
• Amount exceeding $10 million
• Grants (defined by OHSU Policy 04-40-015)
• Additional gifts from donors of $25+ million
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OHSUF: OHSU Foundation
Bonnie Schade & Lori Mueller
We’re here to help!
Corporations & Foundations Relationships Team
Bonnie Schade Cathy Kemmerer
Amanda Horton Melissa Krzeminski
Justine Burt Ashley McDonough
Bonnie Schade, OHSUF Corporate & Foundation Relations
503-552-0699, schadeb@ohsu.edu
Lori Mueller, OHSUF Finance & Administration
503-220-8313, muellerl@ohsu.edu
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RATE
– Research Administration
Training & Education
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RATE:
Research Administration Training & Education
Margaret Gardner
Upcoming Classes:
• Jan 17 – InfoEd & ePPQ
(non-grants.gov)
• Jan 23 – Effort Certification
• Jan 30 – DHHS Salary Cap
• Feb 13, 20, & 26 – Essentials of Grant
Administration (3 afternoons)
More details 
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ORIO
– OHSU Research Integrity Office
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ORIO:
OHSU Research Integrity Office
Ames Elliot
Analyst Brown Bag Session
Thursday, January 24 th
11:30 a.m. -12:30 p.m. in UHS 8B60
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ORIO:
OHSU Research Integrity Office
Ames Elliot
Friday, February 8 th
First Floor VGTI Seminar Room, West Campus
9:30 to 10AM Printing Approval Letters
10 to 10:30AM Modifications, Annuals
10:30 to 11AM 3-year Renewals
11 to 11:30AM Q & A
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Special Guest
OHSU/AFSCME Career & Workplace
Enhancement Center (CWE)
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CWE Center:
OHSU/AFSCME Career & Workplace Enhancement Center
Nicole D’Onofrio
Our mission is to transform and enrich the workplace and work lives at OHSU.
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CWE Center:
OHSU/AFSCME Career & Workplace Enhancement Center
Nicole D’Onofrio
Classroom
Training
• 25 Courses
• By Request
Training
• Coming soon
– Managing
Your Email,
Team
Building with
DiSC, EQ in the Wkplace
Coaching
• CAP
• Lean
• Conflict resolution
Online
Resources
• Gemba
Academy
• e-Skills
• OHSU Career
Information
System (CIS)
• Lynda.com
• Rosetta
Stone –
English
Lending
Library
• Library Thing
• Walk-in
• Inter-office mail
AFSCME
Only
• Career
Development
Counseling
• Professional
Development
Reimb.
Program
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CWE Center:
OHSU/AFSCME Career & Workplace Enhancement Center
Nicole D’Onofrio
Conflict Coaching Program
Through one-on-one coaching employees will:
• Gain tools and formulate plans to address a matter with a coworker
• Increase skills to minimize and resolve interpersonal issues
Coaches are:
• Professionally-trained
• Neutral and supportive
• Committed to confidentiality
79 RAIN: 1-17-2013

CWE Center:
OHSU/AFSCME Career & Workplace Enhancement Center
Nicole D’Onofrio
Measure of Program Impact
FY13 – Q1
# of Classes Held
Survey Question
I received value for my time invested.
Training was high in quality.
I would recommend this class to others.
I will be able to immediately apply some or all of what I learned.
31
Unfavorable
0%
# of Respond.
Neutral
4%
0% 3%
264
Favorable
96%
97%
0% 5%
0% 9%
Data above collected from an online survey distributed after each class.
Survey rating scale is 1 (unfavorable) to 5 (favorable) with 3 equaling neutral.
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95%
91%

CWE Center:
OHSU/AFSCME Career & Workplace Enhancement Center
Nicole D’Onofrio
Measure of Increase in knowledge
Pre- and Post- Testing
Average participant knowledge pertaining to the topic of a given class increased by 29% in Q1 with a range of 9% to 40% .
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CWE Center:
OHSU/AFSCME Career & Workplace Enhancement Center
Nicole D’Onofrio
Multnomah Pavilion, 1312
Mail Code: UHN49
3181 SW Sam Jackson Park Rd.
Portland, OR 97239
Tel. 503-418-0273
Fax. 503-418-0275 www.ohsu.edu/cwecenter
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Wrap Up
Everyone
Q & A
Next RAIN Meeting:
February 21, 2013, 9:30 – 11:00am
Send agenda item requests to: rain@ohsu.edu
Or use the RAIN Feedback Form
83 RAIN: 1-17-2013