WELCOME
Overview of HHSC
Research Administration
Offord Centre for Child Studies
OBJECTIVES
1. Overview of Research at HHSC
2. Overview of Research Administration -- one-stop shop
to support investigators and research staff through its
team of specialists offering services and expertise in:
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Finance
Funding Opportunities (internal/external)
Contracts
Capital Infrastructure
New Business Development
Media Relations and Publications
Human Resources
HHSC Joint Research
Institutes and Centres
Geriatric Education and
Research in Aging Sciences
Affiliated Research Institutes
Research Development & Relations
Research Administration
RESEARCH ADMINISTRATION
• Research Administration (RA) manages and facilitates administrative
processes for all research activity at Hamilton Health Sciences Corporation.
• RA Team is comprised of: Research Development and Relations, Research
Financial Services, Research Contracts and Agreements, Research Capital
and Infrastructure, Human Resources, and a Hamilton Integrated Research
Ethics Board.
• RA is governed by the Executive Council of Research (ECOR). Membership
includes joint representation of senior leadership from HHSC and McMaster,
as well as Directors of joint research institutes/centres.
Research Development and Relations
Mandate
• Provide stewardship, resources and expertise to help sustain and
facilitate collaboration, development and promotion of research
programs, projects and staff.
• Mentor youth and educate the public through promoting and raising
awareness on research activities, offering programs and events at
HHSC and within the Hamilton community.
Cross RA Relationships
Liaise and collaborate with other office functions/areas and affiliated
institutions (McMaster, SJHH) on:
• research metrics/impact
• pre/post award processes
• funding and youth programs
• new business development opportunities
• communications and publications
Resources to Support Development,
Collaboration and Build Research Capacity
Internal Funding Opportunities
Youth Outreach and
Mentorship Opportunities
NIF, ECA, RFA, CHSIR, RBF, TA, HPI, CHPA,
High School Bursary Awards – summer internship
Discovery Day in Health Sciences
Education/Training and Tools
SOPs
Courses/Training: GCP, RCR, TDG, S&B, BioMed Ethics
Webinars: Contracts, Research Misconduct, CoI
Communications and Publications
Reports: Corporate, Institute/Centre, Strategic Plan
Promotional Material: website, branding, videos, news
articles/media
Internal Peer-Review
Funding Opportunities
New Investigator Fund (NIF) – March 31st and October 1st
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Operating Grant – fosters and supports novice investigators (within their first
5 years of independent research as PI), targets HHSC staff to advance their
research careers, build capacity that will lead to leveraging external funding.
Annual Investment: up to $400-450K
Research Early Career Awards (ECA) – November 15th
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Salary Stipend – to support a portion of time for the applicant (PI) or
research personnel of the applicant in order to pursue and build capacity in
their research specialty area.
Annual Investment: up to $400K
Funding Opportunities
Health Professional Travel Awards (TA) – April 1st and Sept 15th
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Travel Award – to support eligible Clinical Health Professionals (other than
physicians) accepted to present at a national or international conference relevant to
their research and practice in an effort to build research linkages and foster the
development of research careers and capacity within health professional disciplines.
Annual Investment: $21K (up to 6 awards)
Health Professional Grant (HPI) – October 28th
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Operating Grant – provides project funding to PIs who are HHSC-employed clinical
healthcare professionals (excluding physicians) for pilot studies or research projects
that have the potential to lead to expanded projects leveraging external funding.
Annual Investment: up to $45K
Health Professional Personnel Award (CHPA) – May 25th
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Personnel Stipend – that supports eligible non-physician health professionals who
demonstrate an aptitude for research to advance their discipline and research career.
Annual Investment: $50K (one award)
Funding Opportunities
Strategic Initiatives (RFA)
•
Operating/Team Grant – a competitive call to fund new collaborations
between existing established groups or institutes/centres to build
sustainable emerging programmes with the goal to achieve national or
international stature within 5 to 10 years.
Annual Investment: up to $300K over 3 years
Funding Program Statistics
2012-2014
180
160
140
120
100
80
60
40
20
0
179
80
Applications
Reviewed
36
22
34
9
Funded
36
21
9 6
15
6
6 2
upcoming Funding Opportunities
Translating Research into ACTION (TRACTION) under development
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Intent is to create a centre/hub with capacity tapping into expertise and
resources available to tackle health systems research challenges that will
sustain evidence-based and efficient practices through acceleration of
knowledge translation/implementation.
Research Bridge Funding (RBF) ad hoc, as identified
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Operating Grant – temporary financial assistance for eligible investigators
impacted by the funding gap created by CIHR’s reform. Bridge funding is
available to support infrastructure costs of existing project/programmes
funded by CIHR where continuation of research is jeopardized.
One-time Investment identified/assessed on individual needs and
impact
Youth Outreach and
Mentorship Opportunities
Summer Internship – High School Bursary Awards
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Education Award – for youth in grades 11 and 12 living in Ontario pursing
post-secondary studies related to health/life sciences. The 7-week
internship connects students with PIs and research teams to assist with a
research project.
Annual Awards Offered = 15
Discovery Day in Health Sciences
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One-day Education Symposium – attracts youth in grades 10-12 inspiring,
influencing and impacting Ontario youth towards health sciences studies
and research careers in Hamilton.
Youth Program Statistics
2012-2014
128
Students
108
Teachers
Mentors
83
679
School
Communications and Publications
Research Communication and Media Specialist
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Liaise with the research community to promote and provide strategic communication
expertise and support to advance research at HHS. Collaborate and consult with
research program/institute leaders to develop communication strategies in profiling
and developing publication material on research productivity, accomplishments and
capabilities.
Contact: Branka Vidovic – vidovicb@hhsc.ca , ext 74607
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RA Online Survey – launched Jan 20th
Research Reports:
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Corporate Report – Windows on Research, published ever 5 years
Clinical Health Professionals Report, published every 2 years
Institute/Centre Specific Reports, published every 5 years (aligned with 5-year review)
Newsletters (yet to begin)
Research Promotional Material:
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Research Administration website: http://www.hhsresearchadmin.ca
Branding and raising profile of research groups/programs, and investigators
Video, News Articles/Media
Social Media – YouTube, Twitter, Facebook (future plan for development)
Human Resources
Human Resources
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Dedicated HR support available for investigators and research staff to
assist/facilitate posting research positions and hiring.
Posting of Positions: Mary Ciaramella– ciaramem@hhsc.ca , ext. 74595
HR Business Partner (job descriptions): Glenda Pangan – pangang@hhsc.ca , ext 74787
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Under development…. “Turn-key” Staffing Resource Pool of experienced
research coordinators/assistants.
Education/Training and Tools
Lunch and Learn Presentations
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Ad hoc presentations geared toward user specific groups or the research
community in general to inform, promote collaboration and/or provide
new/updated information and resources on RA expertise/services, research
policies and procedures, and new developments/newsworthy items
Education and Training Courses/Certification
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Free on line access through membership affiliation with Networks of
Networks (N2), http://n2canada.ca
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Webinars: through CARA, RA-lead on: Contracts, CoI, Research
Misconduct, Cover Letters/Interview Skills, and Cultivating Happiness
Networks of Networks (N2)
What is N2?
• Not-for-profit organization working to enhance national clinical research
capability and capacity in Canada.
• Brings together trialists and clinical research professionals from across the
country
• Provides a common platform for sharing best practices, resources and
research-related content for the conduct of clinical research in Canada.
• Acts as a national voice and advocate on behalf of a broad range of
stakeholders.
Vision
To be recognized as Canada’s alliance for excellence in clinical research.
Mission
To enable and enhance clinical research capability and capacity in Canada
Networks of Networks (N2)
How Does it Benefit You?
1. Access to Education/Training and Resources (eg GCP Training
and SOPs)
2. A national voice, advocating for issues affecting or influencing
clinical research in Canada
3. Access to Pan-Canadian networking opportunities
4. Participation in Quarterly Stakeholder Teleconferences
5. Opportunity to join committees of interest
Networking, Professional Development, Sharing of Expertise and
Best Practices with….
75+ members, all types of organizations from provincial initiatives,
health authorities, health centres, universities, research networks
and pharmaceutical companies
N2 Committees
Standard Operating Procedures (SOPs)
•
Develops and maintains all current N2 SOPs to ensure they meet applicable
regulatory requirements and guidelines. SOP templates equipped with tools
and information package for adoption within organizations.
Education and Training
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Oversees the development and maintenance of the CITI-Canada online
education program that hosts:
• Good Clinical Practice Guidelines (GCP)
• Health Canada Division 5
• Responsible Conduct of Research (RCR)
• Transportation of Dangerous Goods (TDG/IATA)
• Biomedical Research Ethics
• Social and Behavioural Research
N2 Committees
Quality Assurance (QA)
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Assists N2 members with development of QA program, and development of
recommended practice changes.
Clinical Trials Awareness and Education
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Focuses on enhancing the recruitment of research participants to clinical trials.
Communication Committee
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Assists the N2 Board of Directors with information, direction and advice
regarding the strategies, operations and management of membership/advocacy
and communication.
Metrics Committee
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Focuses on high-level development of performance metrics and systems
improvement measure that can be used nation-wide by healthcare
organizations, research organizations, universities ad networks in the conduct of
clinical trials.
http://www.hhsresearchadmin.ca
Thank You!
Questions?
Daniela Bianco
Manager, Research Development and Relations
at HHS
biancdan@hhsc.ca
Research Development Officer
(RDO)
RDO
Rationale: Building alliances and partnerships will
encourage industry engagement and lead to
increased economic impact for research.
• New position created to align with
Advancing Research initiatives
• Created to build new and enhance existing
external partnerships
• Look for new funding opportunities
RDO
• Invite industry to HHS
• Provide support to the research
community i.e. evolving the role of
Research Admin
• Provide tools that can turn innovative
ideas into products, technologies that can
be sold.
Contact
Trevor Olson
Research Development Officer
olson@hhsc.ca
Ext 74607
Research Agreements &
Contracts
Fast Facts on Contracts at HHS
• In 2013, 1500 research contracts were reviewed
and finalized (includes our Research Institutes
and all other hospital research contracts)
• Average of 62.9 days from submission to
final signatures
One of the fastest contract turn-around
times in Canada
The Role of the
Contracts Team
• Contracts often viewed as a hurdle
• It is vital to make this step as smooth and
efficient as possible
Howdy, Partner!
• We are here to work with Researchers on their
research goals
• We want to be part of a collaborative team with
the Researcher, Hamilton Health Sciences and
the Sponsor
Remember:
We are solution finders
and problem solvers!
Clinical Research in Canada
• Rising costs of development and pressure on
R&D Budgets
• More complex research and regulatory
environment
• MONEY–inadequate research support from
the government, globalization of research
Principal Investigator
Obligations are Evolving
• Maximize public benefits and ROI of the
research they undertake
• Meet increasing expectations from funders
and the public
• SHOW how investments in research are
making a difference
We Can Help!
• We can partner with our researchers to
help them manage these obligations
• This allows the researcher to do what
she/he does well….RESEARCH
Contract received
by Research
Administration
Contract entered into
database and receives a
contract number and
reviewer
First review
completed
Hamilton Health Sciences Corporation
Contract Review & Approval Process
Chart
PI/Sponsor
contacted for
information
Y
Contract Specialist
needs more
information?
N
Changes needed?
Contract revised
Y
N
Comments to
Sponsor
N
Response from
Sponsor
Y
Negotiation
needed?
N
Contact Sponsor to
negotiate
Receive response
Issues resolved?
Y
Move to Signature
Signed by the Director
of Research
Administration
PI Signs & Sends
Contract to Sponsor
Sponsor sends signed
Contract back to
Research Administration
Copy of signed
contract sent to PI?
Research Administration
retains signed contract
in database
Signed by Sponsor
Signed by the Director of
Research Administration
and sent to PI
PI sends signed Contract
back to Research
Administration
Copy of signed
contract sent to PI?
Research Administration
retains signed contract
in database
Contract Review - How Do We
Negotiate?
• Sponsor supplies a
template
• Specialist reviews
and redlines the
document
• Go back and forth
with Sponsor until all
points are covered
• Get to “Yes”
How Do You Get Started?
Submit To:
researchagreements@hhsc.ca
When you submit your agreement to this e-mail
address, it allows for proper assignment of a
Contract Specialist, depending on which
Institution is involved
Thank You!
Katie Porter, Director of Research Administration
at HHS
porterk@hhsc.ca
Overview of Research Financial
Services Functions
Overview of Research Financial
Services Functions
 For all Research Studies, Residual Accounts
and Board Approved Trusts:
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Account Openings and Closures
Deposits
Processing of Expenditures
Any Required Reporting
 Responsible for Accounting Function of
Capital Transactions
Stats for Active Accounts
At March 31, 2014:
 51 Board Approved Trusts
 211 Research Administered
Accounts (Residuals)
 994 Research Study
Accounts
Research Financial Services
Account Opening
 Required:
– Final Signed Agreement with budget attached
– Original completed Account Request Form, including
signed Accountability Agreement
– Final REB Approval
 Once study account set up, unique study
code assigned
3576.xxxxxxx
 Access to view accounts online also set up
Research Financial Services
Deposits
 When received, study payments matched with
appropriate study account (per the research agreement)
 Payments received as cheques or Bank Wires
 Overhead is deducted based on the research agreement
and the internal Overhead policy
 Standard rate: 30% on private sector clinical trials
Research Financial Services
Expenditures
 Processing stats for F2014:
– 8,700 invoices
– 5,000 cheques
– 2,400 wires and drafts
– 1,000 EFTs
Research Financial Services
Expenditures
 Process study expenditures that adhere to Research
Travel and Expense Reimbursement Policy and/or the
Research Reimbursement of Alcohol Expenditures on
Research Accounts Policy
 Expenditures not processed if account is in deficit
position unless future funding can be proven
 Expense report deficiency letter issued to employees
whose reimbursement is in violation of above policies
Research Financial Services
Account Closures
 RES – Revenue Recognition of Research Funds Policy
– When total research revenues exceed
expenditures at completion of the study = study
surplus
• Funds to be returned to sponsor OR
• Funds to be recognized as revenue (residual funds)
 Residual research funds are internally restricted by the
BOD each year to support future research related
endeavors
Research Financial Services
Reporting
 Monthly
• Narrative (included in HHS Narrative Reporting)
• Deficit Report
 Form 300
• Required for all CIHR funded studies
 Cost Centre reporting for Sponsor or PI’s
 Other
• Stats Canada, CAHO, CFI, Infosource, etc
Research Financial Services
Capital
Responsible for any accounting functions
relating to Capital
• Reconciliation of Capital Reserve account
• Reporting to CFI
• Determination of when to capitalize various
Research purchases
• Amortization of past Research Grants
CONTACT US
Research Financial Services
Name
Role
Extension
Anthony Scandinavo
Manager of Finance
74603
Julie Johnstone
Financial Controller
74608
Jeremy Young
Financial Controller
74809
Jillian Wicken
Revenue Analyst
44573
Val DiCarlo
Senior Expense Analyst
74817
Kate Szostak
Expense Analyst
74893
Sue MacGillivray
Expense Analyst
46225
Jessica Huynh
Finance Assistant
44671
Thank You!
Questions?
Anthony Scandinavo
Manager, Research Financial Services
biancdan@hhsc.ca
Overview of Capital &
Infrastructure
Capital & Infrastructure
 Capital Projects role was
launched in 2006
 Responding to the needs
identified through the
development of the
Research Strategic Plan
for the development of
research programs
throughout HHS
Capital Projects Completed
Size
Project Cost
Proteomics Lab
1,700sf
$200K
David Braley Research Institute
197,000sf
$100M
PEBC Relocation
7,500sf
$275K
CRCTL Expansion
9,600sf
$3.1M
2 East Renovations
5,400sf
$1.7M
ECRI (FP & Design)
35,000sf
$188K
Infrastructure Call for Minor
Renovations and Repairs
• Launched in the fall of 2010
• Opportunity for HHS researches to submit
requests for assistance with their physical
space
• Requests can include repairs and upgrades
to offices and work areas, replacement or
repair of furniture and equipment
Infrastructure Call for Minor
Renovations and Repairs
• To date Research Administration has invested
over $500K for projects at
• Chedoke
• General
• Juravinski
• MUMC
• St. Peter’s
Offord Centre for Child Studies
Offord Centre for Child Studies
Research Space Request
Thank You!
Questions?
Dorothy Mays
Manager, Research Capital and Infrastructure
maysd@hhsc.ca