Welcome to RAIN!
Research Administration Information Network
Presented by: the folks in RDA
with today’s emcee, Rachel Dresbeck
Date: February 21, 2013
RAIN Agenda
Rachel Dresbeck
• Introduction
• Updates & timely information:
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USR
Special Guest
RFDS
RGC
SPA
RATE
ORIO
Office of the VPR
TTBD
CRBO
CTO
Export Controls
Human Resources
OHSU Foundation
• Q&A
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ORIO
– OHSU Research Integrity Office
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ORIO IBC: Institutional Biosafety Committee
Kara Drolet, PhD
New NIH Regulations for Synthetic
Nucleic Acids
Starting March 5, 2013, the NIH Guidelines will
cover work with Synthetic Nucleic Acids,
although many uses of Synthetic Nucleic Acids
(e.g. – siRNA) will be exempt from IBC review.
In order to comply with revised NIH Guidelines,
the IBC is issuing revised forms & policies.
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ORIO IBC: Institutional Biosafety Committee
Kara Drolet, PhD
New Synthetic Nucleic Acids NIH
Regulations (continued)
Revised policies, guidance documents and forms
will be posted on the IBC Policies & Forms
Page.
Use of the updated version of the Initial
Classification form and Annual Renewal/Project
Modification form will be required for all IBC
submissions after March 5, 2013.
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ORIO IBC: Institutional Biosafety Committee
Kara Drolet, PhD
DRAFT New PPQ Question
“Will this project involve the use of synthetic
nucleic acid molecules in cells, organisms or
viruses?” (Yes/No)
For additional information please review the
FAQs on the IBC website.
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ORIO IBC: Institutional Biosafety Committee
Kara Drolet, PhD
DRAFT New PPQ Question (continued)
If Yes, the following appears:
“Can these synthetic nucleic acid molecules
• Replicate, or generate nucleic acids that can
replicate, or
• Integrate into DNA, or
• Produce a toxin lethal in vertebrates with an
LD50 of <100ng/kg?”
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ORIO IBC: Institutional Biosafety Committee
Kara Drolet, PhD
DRAFT New PPQ Question (continued)
If Yes to Any, complete IBC Initial Classification
Form and submit with this PPQ.
OR: Approved IBC registration # is:_____
OR: This project was previously determined to
be exempt and no changes are proposed that
will affect the exempt status [ ].”
If No, the system generates a statement indicating
that this work is exempt.
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ORIO IBC: Institutional Biosafety Committee
Kara Drolet, PhD
Contact Information:
ibc@ohsu.edu
503-494-7887, option 1
Institutional Biosafety Committee Online
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ORIO CoI: Conflict of Interest
Kara Drolet, PhD
CoIR Policy Changes
Travel disclosure changes per NIH Clarification:
Reimbursed or sponsored travel (only applies to
investigators involved in Public Health Service
funded research only and their spouse,
registered domestic partner or dependent
children) that exceeds $5,000 when
aggregated per entity over the last twelve
(12) months.
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ORIO CoI: Conflict of Interest
Kara Drolet, PhD
CoIR Policy Changes
Disclosures shall include the purpose of the
travel, the identity of the sponsor/organizer, the
destination and the duration of the travel, and
any other information as requested by the
disclosure form or designated official.
Instructions in eCoI to be modified accordingly.
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ORIO CoI: Conflict of Interest
Kara Drolet, PhD
CoIR Policy Changes
Travel sponsored by the following types of entities
is exempt:
• federal, state or local government agency
• institution of higher education, academic
teaching hospital, or research institute affiliated
with an institution of higher education
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ORIO CoI: Conflict of Interest
Kara Drolet, PhD
Outside Activity/Outside Compensation
OHSU Members may not participate in industry
sponsored “speakers bureaus” (i.e.- contractual
relationships to give one or more talks in which the
topic(s) and/or content are provided by the company) or
other dedicated marketing, educational or
training programs designed solely or
predominantly for sales or marketing purposes
for a product of an outside commercial entity.
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ORIO CoI: Conflict of Interest
Kara Drolet, PhD
Outside Activity/Outside Compensation
Once this policy is in effect, any scheduled
events may be completed, however, no new
engagements should be initiated.
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ORIO CoI: Conflict of Interest
Kara Drolet, PhD
Contact Information:
coir@ohsu.edu
503-494-7887, option 1
OHSU Conflict of Interest Online
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USR
- 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 FCSR: Flow Cytometry Shared Resource
Philip Streeter
About OHSU’s Flow Cytometry Shared
Resource (FCSR)
Flow cytometry refers to technology used to study
cells in a fluid stream, allowing detection of
physical and/or chemical characteristics of 1000’s
of cells per second.
• flow = use of liquid streams to transport
particles or cells
• cyto = cells
• metry = measurement
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USR FCSR: Flow Cytometry Shared Resource
Philip Streeter
Enables Simultaneous Study of Many Cells
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USR FCSR: Flow Cytometry Shared Resource
Philip Streeter
Enables Simultaneous Study of Many Cells
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USR FCSR: Flow Cytometry Shared Resource
Philip Streeter
Flow Cytometers
Fluidics
Optics
Lasers
Electronics
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USR FCSR: Flow Cytometry Shared Resource
Philip Streeter
Flow Cytometry: Fluidics and Lasers
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USR FCSR: Flow Cytometry Shared Resource
Philip Streeter
Flow Cytometry: Cell Sorting
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USR FCSR: Flow Cytometry Shared Resource
Philip Streeter
Type I Diabetes: Loss of Pancreatic b Cells
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C Dorrell
M Grompe
USR FCSR: Flow Cytometry Shared Resource
Philip Streeter
FSCR Instrumentation & Services
Instrumentation
• Cell sorting
• Analytical cytometry
Services
• Analytical flow cytometry
• Cell sorting, incl. primary human cells
• Data analysis
• Consultation, Training/teaching
• Assist in development of grant applications and
manuscripts
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USR FCSR: Flow Cytometry Shared Resource
Philip Streeter
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USR FCSR: Flow Cytometry Shared Resource
Philip Streeter
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USR: University Shared Resources
Andrew Chitty
SmartPhone App with
Expandable Listings 
• Description of service
• Contact info
• Link to full site
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USR: University Shared Resources
Andrew Chitty
http://www.ohsu.edu/cores-mobile/
chitty@ohsu.edu
503-494-5887
University Shared Resources Online
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Guest Speaker
- Office of Internal Services
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OIS: Office of International Services
Alison Roache Jones, Director
Sponsorship of Foreign Nationals
New OHSU Policy No: 03-10-020
• All foreign nationals requiring immigration status at OHSU
must be approved by OIS before arriving on campus.
• OIS will work with hosting/hiring department to determine
if OHSU-sponsored immigration status is needed and
prepare any necessary paperwork.
• OIS must also approve any extensions of OHSUsponsored immigration status and OHSU-sponsored
permanent residency.
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OIS: Office of International Services
Alison Roache Jones, Director
Procedures
Upon notification from hiring/hosting department,
OIS determines if foreign national needs OHSUsponsored immigration status and prepares
necessary paperwork.
Prior to expiration of foreign national’s OHSUsponsored immigration status, OIS contacts the
foreign national & hiring/hosting department to
determine if immigration status extension is needed
and/or feasible based on U.S. regulations.
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OIS: Office of International Services
Alison Roache Jones, Director
Contact Information:
OIS@ohsu.edu
503-748-7636
Office of International Services Online
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RFDS
– Research Funding & Development
Services
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RFDS: Research Funding & Development Services
Katie Wilkes & Rachel Dresbeck
Research Week Call for Abstracts!
• Abstract submissions due March 22, 2013
• Visit http://www.ohsu.edu/researchweek
• New: Scholarships available to students
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RFDS: Research Funding & Development Services
Katie Wilkes & Rachel Dresbeck
Important Update: NIH Public Access Policy
• Starting July 1, 2013, the NIH will withhold funds
on non-competing renewals if publications arising
from it are not in compliance with the NIH Public
Access Policy.
• Brown bag scheduled for March 1, 2013 at 12
p.m. in Mac Hall 2201 to discuss the policy and
tools available to manage compliance.
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RFDS: Research Funding & Development Services
Katie Wilkes & Rachel Dresbeck
New: Research Career Development webpage
• Designed to make writing
career development plans
for training grants easier.
• Click class or workshop
name for detailed
information about target
audience (e.g., grad
student, postdoc, faculty),
frequency & cost to
participate (if any).
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RFDS: Research Funding & Development Services
Katie Wilkes & Rachel Dresbeck
NRSA Workshop: Critical Administrative Tools
Planning to apply for an NIH pre- or post-doctoral
fellowship this April? We encourage you to attend this
informal session with Research Grants & Contracts.
Experienced grants analysts walk you through a sample
application and answer your questions about the
application process. For researchers & administrators.
When: February 22, 2013 from 12 to 1 p.m.
Where: Vollum Institute, room M1443
Please RSVP to funding@ohsu.edu.
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RFDS: Research Funding & Development Services
Katie Wilkes & Rachel Dresbeck
Questions?
funding@ohsu.edu
http://www.ohsu.edu/funding
http://www.ohsu.edu/researchnews
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RGC
– Research Grants & Contracts
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RGC: Research Grants & Contracts
Deborah Golden-Eppelein
New:
Facilities & Administrative Cost
Reduction/Waiver Form
Guidance is posted at RDA Forms.
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RGC: Research Grants & Contracts
Deborah Golden-Eppelein
F&A Cost Reduction/Waiver Form
Required at the institutional level when:
• PI is requesting reduced F&A rate from
sponsor’s published rate.
or
• PI is requesting reduced F&A rate from our
federally negotiated rate.
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RGC: Research Grants & Contracts
Deborah Golden-Eppelein
F&A Cost Reduction/Waiver Form
For example, the sponsor has a policy that only
allows 10% indirect cost recover, but the
PI requests no F&A.
Therefore, the F&A Cost Reduction/Waiver form
must be completed and approved by
department chair and dean/unit head.
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RGC: Research Grants & Contracts
Deborah Golden-Eppelein
F&A Cost Reduction/Waiver Form
Not required when:
• sponsor has published rate that is lower than
OHSU’s federally negotiated rate
or
• application is in response to program
announcement (PA) with published lower rate
For example, training grants & some others are
limited to 8% recovery stated in the PA, so the
form is NOT required.
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RGC: Research Grants & Contracts
Deborah Golden-Eppelein
F&A Cost Reduction/Waiver Form
Some departments may, at their discretion,
require completion and approval of the form
for any application.
With F&A requested at less than OHSU’s
negotiated rate, RGC may only uphold the
minimum policy as outlined above (slide 37).
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RGC: Research Grants & Contracts
Kellie Guentert
InfoEd
Anyone that will be a PI (Fellowship included) must
have an HR record - either a paid appointment or
non-employee HR Record (a.k.a. External PO).
HR ID Number Policy
In order to log in and/or approve a proposal,
they must also have a User Account.
OHSU User Accounts
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RGC: Research Grants & Contracts
Kellie Guentert
InfoEd
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:
rgcfaq@ohsu.edu
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RGC: Research Grants & Contracts
Kellie Guentert
InfoEd
PI delegation to allow someone to route a
proposal no longer requires email from the PI
since the PI must be included in the route.
RGC helps you set up delegation. This is not
automated. To request delegation, contact:
rgcfaq@ohsu.edu
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RGC: Research Grants & Contracts
Kellie Guentert
ePPQ
• ePPQ is for items being submitted through
RGC. There will be no changes for TTBD,
ORIO, and CTO at this time.
• 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
Progress Reports
(when Signing Official approval/submission required)
• PPQ/ePPQ not required!
• New PPQ number is NOT generated
• PI concurrence w/standard PI Certification
language required (GCA will request)
• Email progress report info to GCA (either the
report or which system it’s in – e.g., eRA Commons)
• If a sub-in & going to Prime, include budget &
budget justification for checking compliance.
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RGC: Research Grants & Contracts
Kellie Guentert
Progress Reports that require Grants.gov
submission:
• Prepare in InfoEd
• Follow steps outlined in Amendment/Supplement
User Guide to link to original proposal (PPQ
number will have -00# at the end)
• Grants.gov submission requirements are needed,
including ePPQ and routing.
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RGC: Research Grants & Contracts
Kellie Guentert
ePPQ User Guides
Currently in two locations:
• RATE Bridge
• RGC Website
Eventually, all will be housed on the RATE Bridge
Site InfoEd & ePPQ page.
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RGC: Research Grants & Contracts
Kellie Guentert
InfoEd Support
RGC Questions: rgcfaq@ohsu.edu
InfoEd & ePPQ training classes are posted
on the RATE Course Calendar.
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SPA
– Sponsored Projects Administration
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SPA: OHSU Sponsored Projects Administration
James Trotter
Combined OMB Circulars!
Link to Proposed Changes
Send your comments to James Trotter.
Deadline for comments to James is April 19th.
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SPA: OHSU Sponsored Projects Administration
James Trotter
Reminder: Changes to Account Set-up
Process
• New process to begin this Friday, February
22nd
• Email of process overview sent to all PDFMs
• OGA will request info on new setups daily
• Automatic email will be sent to (PDFMs) to
collect data
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SPA: OHSU Sponsored Projects Administration
James Trotter
Changes to Account Set-up Process
Data to be collected:
• Project Short Name (optional)
• Building Location
• Research Type
Helpful tip:
• If either Primary Location or Research Type
fields are left blank, the PDFM will continue to
see those Projects on the list until they are
updated.
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SPA: OHSU Sponsored Projects Administration
James Trotter
Addition to End Date Notifications
• If NIH, ensure all relevant publications are in
compliance with NIH Public Access Policy.
• NIH will delay processing of non-competing
continuation grant awards if publications from
those awards do not comply with policy.
• Award will not be processed by NIH until
recipients have demonstrated compliance.
NOT-OD-12-160
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SPA: OHSU Sponsored Projects Administration
James Trotter
Effort Certification Time!
• Jul 1 - Dec 31, 2012: Effort period ended
• Feb 26, 2013 (estimate): 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
James Trotter
Staffing Changes
Nancy Duncan
Policy & Financial Compliance Manager
Laura Dolan
LD, Effort, & Billing Accounting Technician
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SPA: OHSU Sponsored Projects Administration
James Trotter
Need to contact SPA?
503-494-0355
spaacctg@ohsu.edu
Sponsored Projects Administration
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RATE
– Research Administration
Training & Education
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RATE: Research Administration Training & Education
Margaret Gardner
March RATE Classes
InfoEd & ePPQ Wed. 3/6
Effort Reporting/Salary Cap Tues. 3/12
Post-Award Focus NEW! Tues. 3/26
RDA 101: Intro to Research Administration
Thurs. 3/28
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RATE: Research Administration Training & Education
Margaret Gardner
Post-Award Focus (Intermediate)
Tuesday, March 26, 1 - 4pm
Gain the skills necessary to successfully manage
the financial compliance of sponsored projects.
For details & registration, visit:
RATE Bridge
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RATE: Research Administration Training & Education
Margaret Gardner
Essentials of Grant Administration
New Dates 3 Wednesdays, starting May 1, 1-4pm
Comprehensive overview of grant administration
from finding funding to close-out and publishing.
For more details & registration links, visit:
RATE Bridge
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RATE: Research Administration Training & Education
Margaret Gardner
Questions?
Contact Margaret Gardner at:
gardnerm@ohsu.edu
503-494-8990
Also, join discussions, get announcements, find
course information and more via RATE Bridge.
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ORIO
– OHSU Research Integrity Office
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ORIO IRB: Institutional Review Board
Kathryn Schuff
IRB Updates
• The IRB has recruited temporary help to speed
up review time for chair approvals:
Penny Hogarth MD, Neurology
• Expanded analyst approval of administrative
items.
• Continue to let us know about urgent items:
– Participants awaiting
– Funding pending
– Critical enrollment windows
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ORIO IRB: Institutional Review Board
Kathryn Schuff
New Consent Forms
• No big changes
• Reproductive risks language
• HIV and Drug/alcohol treatment language
• Commercial development language applies to
all studies
• Instructions for translators
For studies in progress, you can continue to use
the old forms.
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ORIO IRB: Institutional Review Board
Kathryn Schuff
Change to HIPAA
• Revision to law allows streamlined and
consolidated consent forms.
• Revised HIPAA and Consent Templates will
be available in April.
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ORIO: OHSU Research Integrity Office
Kathryn Schuff
Analyst Brown Bag Session
Repository Refresher
Thursday, February 28th
11:30 a.m. -12:30 p.m. in UHS 8B60
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Wrap Up
Everyone
Q&A
Next RAIN Meeting:
March 21, 2013, 9:30 – 11:00am
Send agenda item requests to: rain@ohsu.edu
Or use the RAIN Feedback Form
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