A guide to compliance, training and other required activities for researchers in the Department of Medicine.
Point of contact: Agnieszka Bialkowska, Department of Medicine Vice Chair for Research (Agnieszka.Bialkowska@stonybrookmedicine.edu)
myResearch
Use the myResearch dashboard to write and submit the safety protocols that are required for research activities including human subjects, animals, recombinant DNA, stem cells and/or radioactivity. myResearch also used to initiate all outside funding proposals, agreements, and certify conflicts of interest.
· Link: https://www.stonybrook.edu/research-innovation/for-researchers/myresearch.html
· Primary departmental contact for myResearch: Jade Fong (ChorYuk.Fong@stonybrookmedicine.edu)
· SBU Vice President of Research Compliance: Rebecca Dahl (Rebecca.Dahl@stonybrookmedicine.edu)
Funding / Grants
If you are planning to submit a grant, please email Jade Fong (ChorYuk.Fong@stonybrookmedicine.edu) at least four weeks before the application deadline. For NIH grants, investigators must obtain an eRA Commons ID and update their eRA account with their SBU affiliation before initiating any funding proposals.
Please generate an ORCID iD, complete your information on the ORCID website, and connect your ORCID iD to eRA Commons through your My NCBI account.
NIH Biosketch and Other Support: Generate these documents through the SciENcv website. (https://www.ncbi.nlm.nih.gov/sciencv/).
Support can also be found through the Office of Proposal Development. (https://www.stonybrook.edu/proposal-development/)
Current fringe benefit rates - https://www.stonybrook.edu/commcms/osp-ogm/rates_and_institutional/fringe_rates.php
Funding agencies like the NIH require grant applications to be submitted by the SBU Office of Sponsored Programs (OSP; part of the Office for Research and Innovation (OR&I)), rather than the investigators themselves. Investigators must obtain approval before submitting applications to outside funding agencies. SBU has established the 5/2 policy described below to receive approval from the Department, School of Medicine, and OSP through myResearch before submitting the application to the funding agency.
The Administrative Proposal must be entered into myResearch (under the Grants module) and submitted by 9 AM, 5 business days before the day of the sponsor’s deadline. Not all technical elements of the proposal are required for the Administrative Proposal. For the budget element, email Jade Fong with a budget overview (personnel+effort and non-personnel costs) and she will enter the budget into the Administrative Proposal.
The proposal in its final form for submission to the sponsor, accompanied by the required unit/school/college approvals, must be received by OSP by 9 AM, 2 business days before the day of the sponsor deadline. For NIH grants, the technical elements of the proposal can be uploaded to ASSIST (the module for NIH submission on eRA Commons) by the investigators themselves, or by emailing the application elements to Jade Fong.
Please refer to: https://www.stonybrook.edu/commcms/osp-ogm/plan_propose/deadline_policy/
School of Medicine Office of Scientific Affairs website: assistance with grant, opportunities for internal funding, and research cores (https://osa.stonybrookmedicine.edu/). The Stony Brook Office of Advancement (Jason Phillips, Director of Development & Foundation Relations) can also create a targeted list of foundation funding opportunities for you.
Stony Brook Foundation main webpage: (https://www.stonybrook.edu/commcms/foundation/resources/index.php)
Stony Brook Foundation Award Status: contact person Donna Mikolanda (Donna.Mikolanda@stonybrookmedicine.edu)
State funds (status of your SBF awards), contact person Donna Mikolanda (Donna.Mikolanda@stonybrookmedicine.edu)
A. This is needed to complete your access to SUNY Financial system (SUNYBI, reporting site for your new account)
Please log in, then out, of the SUNY portal as soon as you can.
Go to https://www.suny.edu/ , scroll down to the very bottom of the page and click on the SUNY Portal, sign in and out using you Net ID and Password.
B. You should then be able to login to SUNYBI
(https://www.suny.edu/analytics/saw.dll?bieehome)
Electronic Record of Authorized Signatures (ERAS): assigning lab members to use your grants (signatory delegates, Wolfmart users, ilab users, concur for travel), contact person Donna Mikolanda (Donna.Mikolanda@stonybrookmedicine.edu)
(https://www.stonybrook.edu/eras/)
Research Foundation
RF Report Center (status of your RF awards), contact person Jade Fong (ChorYuk.Fong@stonybrookmedicine.edu)
(https://www.rfsuny.org/information-for/online-tools-/rf-report-center/report-center-login/)
Internal grant opportunities:
a. OVPR—Office of the Vice President for Research (https://www.stonybrook.edu/commcms/proposal-development/funding/OVPR_Seed_Grant_Program/)
b. TRO—Targeted Research Opportunity Program (https://osa.stonybrookmedicine.edu/programs/targeted-research-opportunity)
c. SBCC—Stony Brook Cancer Center (https://cancer.stonybrookmedicine.edu/research/funding-opportunities)
Hiring/HR/VISA: contact person Jade Fong (ChorYuk.Fong@stonybrookmedicine.edu)
Students in the lab—including medical, graduate, undergraduate, and high school students—should email Nychol Novissimo (Nychol.Novissimo@stonybrookmedicine.edu) and Kevin Montgomery (Kevin.Montgomery@stonybrookmedicine.edu). They will need to complete the Department’s onboarding packet before beginning research in the lab.
Travel / Equipment / Purchases
Travel/Concur: Divisional level—Login to https://www.concursolutions.com/ using your SBU ID# followed by stonybrook.edu (e.g. 123456789@stonybrook.edu) You will then be directed to login with SBU netID. If you are traveling using NYState funds or Stony Brook Foundation Funds, or traveling internationally regardless of the funding source, you need to “Create Request” and gain Departmental approval before you travel (recommended 1-2 weeks before). If you are traveling on Federal or other external grant funding, you can “Create Expense Report” after you return. You should review the rules here: https://www.stonybrook.edu/travel-and-card-programs/, including the possibility for a Purchasing Card.
Wolfmart and iLab are the internal systems used to create orders for supplies, equipment, cores, etc: (https://www.stonybrook.edu/procurement/wolfmart/whats-wolfmart-headlines-login.html#)
(iLab: https://cores.stonybrookmedicine.edu/account/login)
Maintenance – equipment, space, computer/IT questions
Equipment/space/preventive maintenance: contact person Kevin Montgomery (Kevin.Montgomery@stonybrookmedicine.edu)
Computer and IT questions/issues: please refer to the website (https://it.stonybrook.edu/) and in time of crisis contact Kevin Montgomery (Kevin.Montgomery@stonybrookmedicine.edu)
Compliance / Required Training
Office of Research Compliance: (https://www.stonybrook.edu/commcms/research-compliance/index.php#programs)
Clinical trials: (https://osa.stonybrookmedicine.edu/octhome)
General CITI trainings required
Be sure to “LOG IN THROUGH MY ORGANIZATION” using your Stony Brook NetID credentials to link your profile to SBU and myResearch and confirm that your institution is “SUNY – University at Stony Brook” on your CITI course homepage.
a. Conflict of Interest (COI)
Please see the following instructions for completing CITI training for COI;
CITI login: https://www.citiprogram.org/?pageID=668
CITI Information: http://research.stonybrook.edu/training-0#citi-training
Log in through my institution - using your netID and password
Select “Add a Course”
Select “I want to complete the Conflict of Interest Course at this time” and then “Next”
Select “Yes” to satisfy Public Health Service funding requirements and proceed through training modules.
Select “None at this time” for webinars and then “Next”
b. Research Security Course
Please see the following instructions for completing CITI training for COI;
CITI login: https://www.citiprogram.org/?pageID=668
CITI Information: http://research.stonybrook.edu/training-0#citi-training
Log in through my institution - using your netID and password
Select “Add a Course”
Select “I want to complete the Research Security Training at this time” and then “Next”
Select “None at this time” for webinars and then “Next”
c. Responsible Conduct of Research in The Biomedical Sciences
Please see the following instructions for completing CITI training for COI;
CITI login: https://www.citiprogram.org/?pageID=668
CITI Information: http://research.stonybrook.edu/training-0#citi-training
Log in through my institution - using your netID and password
Select “Add a Course”
Select “I want to complete an RCR Course at this time” and then “Next”
Select “Yes” to Basic Course and then “Next”
Select “Yes” to The Biomedical Sciences Course in RCR, and then “Next”.
Select “None at this time” for webinars and then “Next”
Environmental Health and Safety information (https://ehs.stonybrook.edu/). Contact EH&S prior to initiating research to evaluate your chemical, biological, radiation, etc safety. Kevin Montgomery can also assist with communication.
General EHS training required
Go to: https://it.stonybrook.edu/services/brightspace
Launch Brightspace
USE your SBU credentials to login
On the top panel select DISCOVER
And search for the following courses:
ELS 002 Laboratory Safety Chemical Hazards
ELS 003 Laboratory Safety Biological Hazards
ENV 001 Hazardous Waste
ENV 005 Regulated Medical Waste
ELS 009 Formaldehyde Safety (if needed)
EOS 004 Occupational Exposure to Bloodborne Pathogens
SBRS 20 General X-ray Safety for Research (if needed)
ELS 017 Laboratory Supervisor Safety (if needed – when working with students <18)
EOS 016 Shipping of Dangerous Goods (in-person, first time)
EOS 051 Shipping of Dangerous Goods (refresher, online
Work with animals
a. A copy of the tetanus vaccination needed within 10 years
b. CITI training
Be sure to “LOG IN THROUGH MY ORGANIZATION” using your Stony Brook NetID credentials to link your profile to SBU and myResearch, and confirm that your institution is “SUNY – University at Stony Brook” on your CITI course homepage.
Working with Mice in Research Settings
CITI login: https://www.citiprogram.org/?pageID=668
CITI Information: http://research.stonybrook.edu/training-0#citi-training
Log in through my institution - using your netID and password
Select Add a Course
Select “I want to complete the course in Lab Animal Welfare” and then “Next”
There will be several pages on which you need to answer questions regarding the type of research you do, what animals you study, and whether you work with hazardous substances. Please select appropriate answers, as they will guide the type of courses you need to take.
As of note, you may need to select more courses if you perform surgery etc.
IACUC-Investigators, Staff and Students
CITI login: https://www.citiprogram.org/?pageID=668
CITI Information: http://research.stonybrook.edu/training-0#citi-training
Log in through my institution - using your netID and password
Select Add a Course
Select “I want to complete the course in Lab Animal Welfare” and then “Next”
Select Yes, I conduct studies with animals. I want to complete The Basic Course for IACUC investigators, staff and students. and then “Next”
There will be several pages on which you need to answer questions regarding the type of research you do, what animals you study, etc.. Please select appropriate answers, as they will guide the type of courses you need to take
c. Please go to the DLAR website: https://osa.stonybrookmedicine.edu/research-core-facilities/dlar
d. Please follow the link entitled “I’m New”. Under this link there is a step by step guidelines for the following
· Writing IACUC protocol (link to the myResearch: (https://www.stonybrook.edu/research-innovation/for-researchers/myresearch.html)
· Obtain Occupational Medicine Clearance (Note: you, as the PI, will need to login to the Occupational Medicine page (“NDLAR app”) and add team members to your protocol in this app as well as the myResearch app. To login, you need to login with your “stonybrook.edu” account, not stonybrookmedicine). Team members have to be cleared before the protocol is approved.
· Link to the Orientation Class: https://forms.gle/vLgonYTuwZsGXVL99
· TOPAZ
· Obtain Access to the facility. (Note: print the required CITI training certificates, access form, and Occ. Med. Clearance and take them to Veralynn Perillo for the quickest access)
· Adding personnel to the IACUC and annual clearance for each IACUC protocol: DLARApp.
· After approval, SBU DLAR has staff that can assist you and your team members with training and/or experimental execution, contact: dlar_research@stonybrook.edu
Work with human subjects: please follow the link to determine necessary training.
a. Group 2. Biomedical (Human Subjects)
CITI login: https://www.citiprogram.org/?pageID=668
CITI Information: http://research.stonybrook.edu/training-0#citi-training
Log in through my institution - using your netID and password
Select Add a Course
Select “I want to complete the course in Human Subjects Protection” and then “Next”
Select “Yes, this is the first time. I Conduct Biomedical human subjects research, I work directly with human subjects AND I do FDA regulated research (drugs, medical devices, biologics).” and then “Next”
Select “YES, The training you are about to undergo will satisfy the COI training requirement necessary to receive PHS awards, as well as SBU's COI training requirement.” and then “Next”
Select “None at this time” for webinars and then “Next”
Commercialization
Intellectual Property: If you or your team members are performing research that may have commercialization potential or if there is potential for industry funding for your work, please review the SBU Intellectual Property Partners (IPP) website: https://www.stonybrook.edu/commcms/ipp/. You can contact Ryan Williams (ryan.williams@stonybrookmedicine.edu) in the Dept. of Med. for assistance or consultation