Administration

Who We Are

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What We Do

Make Radiology Research Administration an efficient and dependable source of information and guidance for Radiology PI's:

• Provide advice to PI's on BWH, Partners and Sponsor regulations and compliance issues
• Provide accurate and timely account information, reporting and closeout of accounts
• Provide prompt review of grant applications
• Provide information on governmental grant and other funding opportunities

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FAQs

Q. I am applying to an industry sponsor for an investigator initiated study; do I need to contact my RRA to help me with the budgeting process?
A. Yes, it is very important that you work with your Radiology Research Administrator (RRA) to ensure you use current pricing with the appropriate discount for an industry sponsor (vs. a gov't sponsor). In addition, your RRA can help you budget for annual price increases if your study will take longer than one year, and make sure you include the appropriate Indirect Cost (IDC) rate for the project. You should always contact your RRA whenever you are starting any new project proposal.

Q. How do I submit a protocol IRB (Institutional Review Board) protocol?
A. http://insight.partners.org/Home/Home.aspxInsight
Insight Humans (eIRB) 
The humans module in Insight enables the user to prepare, submit, and track IRB submissions online. Insight/eIRB may contain information that is confidential and proprietary to the participating Hospitals and/or the study sponsor. Note: Distribution of confidential and proprietary documents beyond the Hospital research team and others within Hospital/Partners with a need to know is prohibited without prior written approval by Hospital and the third party involved.

Q. What is the IRB?
A. The Partners Human Research Committee (PHRC) is the Institutional Review Board (IRB) of Partners HealthCare. The PHRC must approve all human-subject research conducted by a Partners-affiliated investigator.​​

Q. What is the course on protection of human-subject research and who needs to take it? 
A. Partners-affiliated entities require every individual engaged in non-exempt human-subjects research overseen by the Partners Human Research Committee to complete the web-based Collaborative IRB Training Initiative (CITI) basic Policy: Human-Subject Protection Education and Training Requirements biomedical or basic social and behavioral course prior to their involvement in the research and one of applicable continuing education/refresher courses every three years. The PHRC may accept an equivalent human-subject protection education course on a case-by-case basis. ​

Q. How do I get Animal/Human Research approval for my study? 
A. https://insight.partners.org/Research/ActiveProtocols.aspx

Q. I have added a new researcher to my MRI research project who will need to accompany me at the scanner and help me run my research protocol. What does he/she need to do to gain access to the MRI scanners for research?
A. Please contact Danielle Chamberlain at dchamberlain@bwh.harvard.edu. She will walk you through the process for certifying a researcher on the MRI scanners. She will send you a checklist that details all the compliance requirements. This flowchart outlines the process for you​

Q. How do I know my balance in my grant account?
A. There are online resources for you to check transactions against your account. Your RRA keeps a shadow system of the expenses on your account, because the online systems may lag and balance could be incorrect. Many PI's keep track of their own expenses as well. YOU should meet with your RRA a minimum of once every 3 months to review your accounts and make sure you agree with all expenses showing up on your accounts.

Q. I need Biostatistical support for my grant - who can I contact for assistance?
A. Please contact one of the following:

• The Biostatistics Consulting Service at http://www.brighamandwomens.org/Research/cci/Biostats.aspx
• The Harvard Catalyst Biostatistical Consulting Program at http://catalyst.harvard.edu/services/bioinformaticsconsult/
• Camden Bay, PhD
  Department of Radiology Biostatistician
  Phone: (617) 732-5059
  Email: cpbay@bwh.harvard.edu

Q. I am planning a research study and I would like to determine if there is an adequate patient population at BWH to meet my patient recruitment goals. Is there a resource I can use to determine how many current BWH patients meet my inclusion criteria?
A. Yes, the Research Patient Data Registry (RPDR) is a centralized clinical data registry or data warehouse available to Partners researchers for user-defined querying to obtain aggregate patient totals, and, with proper IRB approval, obtain detailed clinical data. For more information visit the RPDR website: http://rc.partners.org/rpdr.

Q. Is there a mechanism for allowing investigators to apply for and conduct R&D imaging of human research subjects?
A. There is an approved process for applying for up to 10 R&D pilot exams. The process and scheduling of the 10 pilot exams is monitored very closely by Peter Beckwith, Research Assistant and Sharon Peled, PhD. To apply for R&D pilot exams, a maximum of 10 pilot exams per project, please complete the application form. The completed application form should be returned to Sharon Peled, PhD at speledg@bwh.harvard.edu. The Research Administration team typically meets weekly on Thursdays to review applications received. Sharon will notify you after the team has reviewed your application to let you know if you have been approved, how many scans are approved, and how to arrange for scheduling of the R&D exams.

Q. I am going to be traveling to a conference, is there anything I need to know?
A. Yes, please review the Employee Business Expense Policy. Also become familiar with the terms and conditions of your award, it may or may not allow for travel, or you may need advance approval. If you are traveling on federal funds you must abide by the fly America Act, which requires that you fly on a Domestic Airline, unless your travel meets the exception criteria. Please see policy - http://is.partners.org/finance/travelcentral.html

Q. At the conference, a representative of a company that sponsors some of my research will be attending, can I let him/her buy me dinner?
A. As a general rule under the Partners Interim Policy, it is not acceptable to eat meals provided by vendors, or to have a vendor pay for (or waive) the expenses of going to an off-site meeting. There are limited special circumstances where reasonable and modest meals and payment of expenses can be accepted because they are not gifts. The exceptions and special circumstances fall into two categories, meals at and expenses relating to certain types of vendor training/business sessions, and meals/expenses relating to certain types of educational or informational meetings. These special circumstances are explained on the Office for Interactions with Industry website.

Q. To whom do the new Partners rules on Interactions with Industry regarding meals, gifts and expenses apply?
A. The new rules relating to companies providing meals, and paying for expenses for attendance at off-site meetings, are part of the new Partners policy which bans gifts from vendors. The gift ban applies to to all Partners Employees.  Please review the following link for more information. http://pulse.partners.org/OII/faq.html#policychanges

Q. I have a collaborator coming to meet with me to discuss work we are doing on the grant. We are having a working lunch. Can I charge this to my grant?
A. No. Food costs are allowable only for the PI and other grant personnel when traveling. Working lunches or payment for meals for personnel not funded on the grant are not allowable expenses. If the collaborator is a subcontractor from out of town or has a grant of their own, they may charge their own meals to their own funding source as part of their travel. You may not charge local "working" meals to your grant.

Q. I bought a new laptop on line because it was cheaper, can I be reimbursed?
A. No, you must use partners Ebuy for all purchases. Exceptions will only be allowed if granted by Partners Materials Management.

Q. Do I need to complete an Advanced Authorization for Directly Sponsored Events form for a meal that includes 5 or more people that I anticipate will exceed the maximum allowable amount of $65 per person?
A. Please Yes. The form must be filled out and reviewed by your RRA. Then, you will submit the form to Christopher Dunleavy, Senior Vice President and Chief Financial Officer at cdunleavy@partners.org for approval. Once approved, please include the approved Directly Sponsored Events form when submitting the eCheck request.

Q. Can I purchase an item on my own and get reimbursed from my fringe account?
A. No. For purchases made on your behalf, a request must be sent to Radiology Finance with instructions to purchase that particular item. An e-mail request containing a link to that particular product should be sent to Adam Thompson in Radiology Finance.  Purchases will be made through Partners approved vendors. For examples of allowable items, please review the Radiology Research Fringe Account Policy.  Any questions should be directed to Adam Thompson or your RRA. Radiology Research Fringe Account Policy (PDF).

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Resources

Research Opportunities in the Department of Radiology

BWH Radiology Research Projects Database

Biostatistical Support

• http://biostatistics.bwh.harvard.edu/
• http://catalyst.harvard.edu/services/biostatsconsult/
• Camden Bay, PhD
  Department of Radiology Biostatistician
  Phone: (617) 732-5059
  Email: cpbay@bwh.harvard.edu

Reference Articles

• Preparing a Grant Proposal, S. James Adelstein M.D., Ph.D.
• Science Applied to a Clinical Need, S. James Adelstein, M.D., Ph.D.

The Partners Human Research Quality Improvement (QI) Program

The Partners QI Program is committed to providing on-going support and education to the research community. Their knowledgeable staff work closely with investigators to ensure optimal conduct of human research within the framework of federal regulations, institutional policies, and good clinical practice.

https://partnershealthcare.sharepoint.com/sites/phrmdepartments/poc/qi

Partners Research Patient Data Registry (RPDR)

The Research Patient Data Registry (RPDR) is a centralized clinical data registry, or data warehouse available to Partners researchers for user-defined querying to obtain aggregate patient totals to determine appropriate patient cohorts for research studies, and, with proper IRB approval, obtain detailed clinical data. The RPDR gathers data from various hospital legacy systems and stores it in one place to bring clinical information to the researcher's fingertips and ensure the security of patient information by controlling and auditing the distribution of patient data within the guidelines of the IRB and with the use of several built-in, automated security measures. http://rc.partners.org/rpdr

Information for Researchers on Regulations Regarding Interactions with Industry

It is important for all researchers to be familiar with the new Massachusetts and Partners rules and regulations regarding interactions with industry. The following are resources to help navigate these regulations and answer some questions that may arise.

• The Partners Office for Interactions with Industry: https://pulse.partners.org/hub/departments/oii
• The Center for Bioethics Grand Rounds, by Dr. Eugene Braunwald - March 23, 2010 "Conflicts of Interest: Navigating a Course between Ethics and the Pharmaceutical Industry."

Applying for R&D Pilot Radiology Imaging

Recognizing the important need for Research and Development and pilot imaging data, Brigham and Women’s Hospital has created a mechanism for allowing investigators to apply for and conduct R&D imaging of human research subjects in a compliant manner. There is an approved process for applying for up to 10 R&D pilot exams. The process and scheduling of the 10 pilot exams is monitored very closely by Peter Beckwith, Research Assistant and Denise Moody, Director of Radiology Research Administration. To apply for R&D pilot exams, a maximum of 10 pilot exams per project, please complete the application form. The completed application form should be returned to Sharon Peled, PhD at speled@bwh.harvard.edu. The Research Administration team typically meets weekly on Thursdays to review applications received. Sharon will notify you after the team has reviewed your application to let you know if you have been approved, how many scans are approved, and how to arrange for scheduling of the R&D exams.

PIVOT - A Searchable Database for Identifying Funding Opportunities

Through our affiliation with Harvard University, all BWH faculty, staff, and students have access to the funding opportunities database, COS Pivot. Pivot includes grants, awards, prizes, and fellowships, as well as support for travel, conferences, and equipment acquisition. It contains information about government, philanthropic, industry, and international funding opportunities from across scientific disciplines. Pivot allows researchers to easily limit results by criteria including citizenship or residency, geographic location, or professional rank. Additionally, COS Pivot Funding Alerts provide researchers with a weekly, individualized notification of new & updated funding opportunities based on the user’s saved searches.

To Register for PIVOT, set up a username and password to access the database, save searches, and track individual funding opportunities.

1. Go to http://pivot.cos.com/register.
2. Use your partners.org or harvard.edu email and select Harvard University as the affiliated institution.
3. Once you’ve created a password, you’ll receive an automated email message. Click on the link provided in that message to confirm your account.
4. Login to the database using your email and password.

Partners Contacts for Radiology Research

Research Management

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Policies

• BWH Policies and Procedures for Postdoctoral Fellows
• MRI Research Policy
• MRI Animal Research Policy
• Radiology Non-Clinical Faculty HR Policies
• Radiology Research Fringe Account Policy

Forms

• Advance Authorization for Directly Sponsored Event form
• Application for R&D Pilot Imaging
• Application to use an MRI Scanner for Research
• Information for Completing ASSIST
• MRI Researcher Compliance Checklist
• Radiology Department Training Program
• PI Application Checklist

General Links

• BWH-BRI homepage
• BRISC Meeting Schedule
• Healthstream (annual training and quizzes)
• NCIGT Wiki
• The Partners Office for Interactions with Industry
• Research Connection Events & Announcements

Pre-Award Links

• BWH Standardized Grant Information
• BWH-BRI Find a Researcher
• DF/HCC Clinical Investigator Toolkit
• Grants.gov
• Harvard Catalyst "Elements of Grant Writing"
• NIH "All About Grants" Podcasts
• NIH Grant Deadlines
• NIH Office of Extramural Research
• Partners Research Management eGrant Submission
• PRM Grant Deadline Guideline

Post-Award Links

• Partners Financial Conflict of Interest Policy
• Employee Business Expense Policy & Forms
• Insight/Budget Builder
• Insight Help Desk or email to InsightHelpDesk@partners.org
• InfoEd
• Partners Research Management SOPs and Policies
• Partners Research Management Effort Reporting Information
• Partners Policies & Procedures
• Partners Research Management Information on Managing grant awards​

Funding Opportunities

• American Association for Cancer Research
• American Roentgen Ray Society
• American Society of Neuroradiology
• AHA
• B-BIC
• BRI Funding Opportunities
• HMS Foundation Funds
• CIMIT
• DF/HCC Funding Support Center
• DOD
• GERRAF
• Harvard Catalyst Pilot Funding
• Komen Foundation
• PIVOT
• RSNA
• SNM
• Society of Interventional Radiology

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