Last modified at 7/16/2018 10:54 AM by Lachezar G. Dimov


This wiki is a work in progress. If you can’t find what you need, please contact pbsci@uw.edu or any member of our administrative staff.

 

    Pre-Award: Research, Goods & Services

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  • ABC Shared Services: Submitting Sponsored Project Applications

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  • (ABC) Shared Services provides pre-award research administration, visa, and payroll support to departments within the UW School of Medicine, including the Department of Psychiatry & Behavioral Sciences. All pre-award support for sponsored project applications, except institutional training grants (e.g. T32) and large cooperative agreements (e.g. U01, U54), are managed by ABC Shared Services.
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  • Please note: The ABC team prefers to receive an intake form as soon as you think you might submit an application, even if you are unsure or do not have the details worked out. Submit an Intake form to ABC, monitor the status of your proposals, and review overall and department-level metrics.
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  • Budgeting: Computers, IT Support

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  • When developing a sponsored project budget, whether research or goods & services, it is important to understand which costs to include as direct cost budget items and which to assume will be paid from indirect cost recovery. Whether or not most items are considered a direct or indirect cost is largely contextual. These slides provide guidance. If you still have questions, contact Alison Laing or Diane Powers.
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  • Budgeting: Consultant or Subaward?

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  • It can be challenging to determine when to include a research collaborator in a proposal budget as a consultant and when to include them as part of a subaward. This is because the criteria for determining which is the most appropriate mechanism are detailed and nuanced. It is important to get this right in your proposal.
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  • If you incorrectly categorize a collaborator as a consultant and it is determined during post-award set-up that it should be a subcontract it is unlikely the budget will include the enough funds to accomplish this without reducing another budget category. Guidance regarding the distinction between consultants and subawards is provided by Grant & Contract Accounting.
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  • Budgeting: Direct Cost or Indirect Cost?

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  •  It is critically important to correctly classify costs associated with sponsored projects as either direct costs or indirect costs (the latter is also referred to as Facilities & Administration or F&A costs). Guidance for development of sponsored project budgets that accomplish this is provided by the Office of Research. GIM 13 (Grants Information Memorandum) provides comprehensive guidance regarding the correct classification of costs. The Management Accounting & Analysis (MAA) office negotiates both the definition of indirect costs and the rate paid by various sponsors.
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  • The current and most recent federal agreements are provided on the MAA website. In general, costs included in the university’s indirect cost pool are not allowed to be charged to sponsored projects as direct costs unless current and most recent federal agreements are met. Many non-federal sponsors have indirect cost limits well below the university’s federal negotiated rate and some sponsors limit allowable direct costs to exclude specific items.
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  • IMPORTANT NOTE: When a sponsor disallows an item normally considered a direct cost, this does not mean it can be paid from indirect costs. In fact, in most cases this creates a gap between direct and indirect costs that cannot be bridged without using the Principal Investigator’s discretionary funds, if such funds exist. If discretionary funds do not exist the study may be unable to purchase essential services/supplies if they are disallowed by the sponsor as a direct cost and disallowed by UW as an indirect cost.
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  • Budgeting: Indirect Cost Rates, Multiple Rate Projects

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  • The university has multiple indirect cost rates (Facilities and Administration or F&A) based on the type of activity and location. It is important to use the correct rate in your proposal. Applications will not be approved for submission to the sponsor if the correct rate is not used.
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  • It is sometimes necessary to use multiple indirect (F&A) rates within a single sponsored project proposal. This can occur when the performance sites for a project include: 1) both on-campus and off-campus locations, or 2) on-campus locations with different rates (e.g. South Lake Union and UW Main Campus). The threshold for using multiple indirect cost rates on an application is $250,000 or more in direct costs per year.
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  • Budgeting: Indirect Costs on Goods & Services Agreements

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  • All sponsored projects require capture of indirect costs including goods & services agreements. The amount varies based on whether the performance site is on-campus or off-campus and who provides post-award budget management. This guide can help you determine the correct indirect cost rate to use in your budget.
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  • Budgeting: Sub-budgets

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  • Grants with a significant amount of effort from faculty/staff across different departments within the School of Medicine or different schools/colleges within UW (e.g. Social Work, Nursing) may wish to create a sub-budget. A sub-budget is similar to a sub-award but both parties are within UW. Psychiatry & Behavioral Sciences can be the recipient of a sub-budget (other UW entity is primary) or the issuer of a sub-budget (we are primary).
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  • A sub-budget is warranted when multiple faculty from a single department are co-investigators on the same award, when a single faculty member contributes a significant level of effort (typically >20%), staff effort is combined with faculty effort for the same award, etc. It is a best practice to identify the need for a sub-budget and to document this in email before the grant is submitted to the sponsor.
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  • Budgeting: Unfunded Costs/Department Commitments

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  • Any sponsored activity that does not include full funding for all activities generates unfunded costs that must be covered from a department source. These include: mandatory or voluntary cost share, trainee stipends, trainee tuition, trainee benefits, faculty salary above the sponsor’s cap, no indirect costs, etc. This includes items UW considers direct costs but the sponsor does not (please refer to the indirect cost section). Sponsor limits on direct costs do not automatically move these costs to the indirect cost category.
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  • Federal Uniform Guidance Cost Principles require UW to treat direct and indirect costs consistently, regardless of the sponsor. Be sure to carefully read the application guidelines to identify potential unfunded costs, which require departmental approval before the application is routed via eGC1. Requests for approval should be directed to Alison Laing and Diane Powers.
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  • Clinical Trials

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  • All NIH-funded investigators and clinical trial staff involved in applying for clinical trials must complete training in Good Clinical Practice. Documentation of training may be required and should be renewed every 3 years. The best course available for clinical trials involving behavioral interventions is offered free by the Society of Behavioral Medicine to members and non-members alike. Other trainings are also available.
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    • Forms-E
    • Applications to NIH for due dates after January 25, 2018 must use FORMS-E application packages. These forms delineate clinical trials funding announcements from non-clinical trials, including the additional sections relevant for clinical trials applications. NIH has prepared a high-level summary of changes between FORMS-D and FORMS-E.
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  • Funding Agreements and Awards: Types and Pre-Award Pathways

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  • The Psychiatry & Behavioral Sciences Department engages as a recipient/vendor for a variety of paid (e.g. sponsored research, goods & services contracts) and unpaid (e.g. data use/sharing, confidentiality) agreements. This Standard Operating Procedures SOP document defines each type of activity and provides guidance about the methods for processing each type of agreement under UW and School of Medicine policies.
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  • Key Personnel Considerations

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  • Most federal sponsors require prior approval for changes in key personnel effort greater than 25%. Other sponsors may require prior approval before any changes in key personnel effort are made, regardless of the magnitude.
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  • Consider these post-award implications when determining which faculty/staff to name as key personnel. Not all co-investigators are necessarily key personnel, which should be limited to those individual absolutely vital to conducting the project and not easily replaced if unavailable.
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  • Letters of Support

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  • There are a variety of letters of support that may be requested from the Chair. These include letters that provide endorsement of a proposal, letters that require specific types of institutional commitment (cost share, space, salary, appointment), or PI exception letters. The first type of letter request should go to Molly Jones.
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    • Institutional Commitment Letters: If you require a letter of support from the Chair that requests institutional commitment (for example for K Award applications), these requests should first be directed to Alison Laing and Diane Powers. Additionally, a meeting should be set up with the Chair to discuss the commitment request. Requests for institutional commitment letters should be made several months prior to eGC1 routing to confirm the Department can honor the commitment.

    • School of Medicine PI Exception Letters: The School of Medicine has a PI Eligibility policy that limits those who are eligible to be Principal Investigators on sponsored grants and contracts. These include PIs with the titles of Professor; Associate, Assistant, Research, Research Associate, and Research Assistant Professor; Lecturer or Instructor. Those with an Acting, Clinical, Emeritus or Senior Fellow title may be eligible to be PI of a grant by exception. Requests for exception letters for eGC1 routing should be directed to Alison Laing and Diane Powers in advance of routing. This policy also applies to internal UW grants that are not routed via eGC1.
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  • Limited Submission Grant Submissions

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  • Some funders and funding mechanisms limit the number of applications that will be considered from any institution (UW). These mechanisms/funders include an internal review process to identify which application(s) will be selected to represent UW. This process extends the grant submission timeline.
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  • Next Generation Researchers Initiative

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  • This initiative is a “multi-pronged approach to increase the number of NIH-funded early-stage and mid-career investigators and stabilize the career trajectory of scientists.” A detailed description of this initiative is included in the June 2017 edition of the “Open Mike” blog published by the Extramural Nexus.
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  • Pre-Award Orientation: Faculty, Staff

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  • The Department provides individual and group pre-award orientations for Faculty and Staff. Senior Fellows or Faculty members that have no experience with grant submissions are encouraged to arrange for a pre-award orientation several months prior to your first submission. Orientations are not limited to new faculty or staff, anyone interested in the pre-award orientation is welcome to schedule one. Please contact Alison Laing and Diane Powers.
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  • Training and Career Development Grants

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  • Institutional training grants have different application requirements than other sponsored projects. Institutional training grant applications require extensive training tables regarding past and present faculty and trainees. NIH is attempting to facilitate creation of these tables through an eRA Commons feature called the xTRACT, which uses eRA Commons IDs and xTrain data to populate tables with data already available in the NIH database.
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  • June 2017 Extramural Nexus addresses this topic.
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  • Fellowships and career development grants often have specific effort requirements, benefits limitations, and salary caps. If you plan on submitting a fellowship or career development grant (K-series, F-series or non-federal), please contact the department prior to submission to confirm support. Requests for institutional letters of commitment should also be directed to the Department research administration team (Alison Laing and Diane Powers).
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  • The Office of Research offers guidance for NRSA Institutional training grants (e.g. T32) that overs both pre-award and post-award issues. Assistance recruiting and retaining trainees from diverse backgrounds can be found at GO-MAP, NURF, and various units dedicated to promoting diversity that can be found on the Diversity at the UW site.
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  • If you have questions please contact Alison Laing, alaing2@uw.edu, 206.616.5939 or
  • Diane Powers, powersd@uw.edu, 206.685.7095.
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    Post-Award: Research, Goods & Services  

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  • ABC Shared Services: JIT, RPPR

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  • ABC Shared Services provides support for two activities that occur after the grant has been reviewed by the funder: 1) submitting Just-in-Time information to the funder, and 2) creating and routing the eGC1 associated with annual / interim Research Performance Progress Reports (RPPRs), but not the final RPPR.
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  • Budgets: Reconciliation

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  • Expenditures posted to all UW budgets (Research and Non-Research) must be reconciled monthly, including review/approval by the Principal Investigator or faculty with responsibility for the budget, as described in Grants Information Memorandum (GIM) 2. The budget reconciliation guide is intended for budget reconcilers, reviewers, and responsible faculty (Principal Investigators of sponsored projects and other departmental funds). The Department of Psychiatry follows the standard reconciliation practices outlined by The UW Financial Reporting. For questions regarding the budget reconciliation guide, please contact Nadia Khan, nadiak@uw.edu.
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  • Clinical Trials

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  • Effective January 25, 2018, NIH will significantly revise the definition of clinical trials along with funding opportunities, application materials, review criteria, and post-award compliance requirements.
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  • All NIH-funded investigators and clinical trial staff involved in conducting, supervising, or managing clinical trials must complete training in Good Clinical Practice. Documentation of training may be required and should be renewed every 3 years. The best courses available for clinical trials involving behavioral interventions is offered free by the Society of Behavioral Medicine to members and non-members alike. Other trainings, including a course offered by the Office of Behavioral and Social Sciences Research that can be uploaded to a local learning management system, are also available.
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  • Clinical Trials funded by NIH must be registered in ClinicalTrials.gov and ClinRegs provides information regarding international clinical trials regulations.
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  • Compliance: Effort Certification

     
  • The Federal government requires periodic review and certification for faculty and staff salaries paid on sponsored agreements attesting that the salary paid represents a 'reasonable reflection' of faculty and staff effort. Without this review and approval, the salaries are considered unsupported and therefore unallowable. There are two types of effort certification: one for faculty (Faculty Effort Certification or FEC) and one for staff (Grant & Contract Certification Report or GCCR). There are compliance requirements for how faculty and staff effort is captured, reviewed, approved and reported. FECs are also used to account for cost shared effort, salary cap cost share and mandatory K award effort. FECs are certified biannually and GCCRs are certified quarterly. Management Accounting and Analysis is the UW office that manages the process for both reports. Incorrect or insufficient certification of effort is considered an audit risk. Alison Laing is the department FEC Coordinator.
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  • Financial, Award Terms & Conditions

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  • Federal awards follow the Grants Regulatory Framework Order of Precedence (illustrated by the pyramid below) when determining legal requirements associated with sponsored projects. Policies may differ from sponsor to sponsor – read your Terms of Award carefully. Start at the top of the pyramid with the terms and conditions associated with your specific award and then apply each layer to determine the applicable rule to follow. The most stringent/restrictive rule takes precedence.
     finawardtermscond.png

     

    Compliance: IRB or Human Subjects Review

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  • Effective January 25, 2018 NIH will require use of a single IRB (Institutional Review Board)
  • for multi-site research. The goal is to reduce burden without compromising human subjects protections. There are several exceptions to the policy, a policy FAQ, and an implementation FAQ. The application requires you to identify the specific IRB that is willing to be the single IRB.
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  • IMPORTANT NOTE: UW Human Subjects Division will NOT serve as the single IRB for any awards, even if UW is the prime recipient of the award, for at least 2 years following implementation of the new policy. It is allowable for the IRB at a subcontractor institution to serve as the single IRB if they have the capacity to do so. Many affected investigators will be required to use free-standing IRBs. The Human Subjects Division will help you identify IRB options and will coordinate development of a bid to include in your grant budget.
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  • Compliance: Reporting Project Outcomes and Publications Resulting From Federal Research

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  • Effective October 1, 2017, NIH announced it will make the Project Outcomes section of all Interim and Final RPPRs (Research Performance Progress Reports) available to the public via the NIH RePORTER. To decrease the likelihood your research is misunderstood by the public or by Congress, which funds NIH, please use language understandable to a lay audience.

  • The NIH Public Access Policy states all publications arising from NIH funding must be reported to the National Library of Medicine’s PubMed Central “immediately upon acceptance for publication” and these must “be made publicly available no later than 12 months after the official date of the publication.” Recent guidance from NIH encourages investigators to “publish papers arising from NIH-funded research in reputable journals.” Resources to support this include:
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  • Computers, IT Support, Equipment, Supplies: Purchasing, Ownership, Disposal

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  • Computers and equipment (items over $5,000) purchased as direct costs on a grant are considered to be University property and should remain at the University, even at the completion of the grant. Per UW and Federal Policy, equipment should be tagged and tracked for the life of the grant in our inventory. Computers and equipment should also be set up to be in compliance with University of Washington policies regarding security. Computers charged directly to a project are for project use only with only de minimus personal use. Anything purchased by Federal funds are subject to Federal audit procedures.
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  • When the project ends, or if you leave the University, the equipment will need to return to the Department and may be sent to surplus. It cannot be kept for personal use. Any computers, equipment or supplies purchased with Direct Costs on a grant or contract should clearly benefit the project and be allowable, allocable, and reasonable. For questions regarding allowability of an expenditure on your sponsored project, please contact Alison Laing or Diane Powers. For questions regarding computer purchases or IT support, please contact Rosemary Whitright. For all other purchasing questions, please contact Nadia Khan.
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  • Consultants

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  • It is important to correctly categorize external collaborators as consultants or subawardees during the pre-award phase. Guidance regarding the distinction between consultants and subawards is provided by Grant & Contract Accounting.
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  • Direct Cost or Indirect C

    ost?

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  • Direct costs are items or activities that are directly allocable to a grant or contract budget. Examples may include effort, supplies and travel. In general, indirect costs are those costs associated with running the University and not directly allocable to a sponsored project budget. These may include (but are not limited to) administrative support costs, utilities, general office supplies and grant submission effort costs. Some sponsors may deem certain costs that the University considers direct costs to be unallowable. This does not automatically make them indirect costs.
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  • The Federal Government expects that organizations will be consistent with policies, regulations, and procedures that apply uniformly to both Federal awards and other activities of the organization. Costs must be accorded consistent treatment. A cost may not be assigned to a Federal award as a direct cost if any other cost incurred for the same purpose in like circumstances has been allocated to the Federal award as an indirect cost. Certain awards may allow administrative costs to be charged, if they are deemed necessary for the project goals. Be sure to read sponsor guidelines to determine if a cost charged to a grant budget is allowable.
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  • Key Personnel Considerations

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  • Key personnel are those individuals considered to be crucial to the scientific development or execution of a project in a substantive way. They may or may not request salary or compensation. Any change in status by key personnel named in the Notice of Award that results in a reduction of effort by 25% or more from the initial approved effort requires prior approval by the Program Officer. Some sponsors may require prior approval for any effort reduction. Formal requests for an effort reduction should be made by the UW Office of Sponsored Programs.
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  • Indirect Cost or Direct Cost?

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  • In general, indirect costs are those costs associated with running the University and not directly allocable to a sponsored project budget. These may include (but are not limited to) administrative support costs, utilities, general office supplies and grant submission effort costs. Direct costs are items or activities that are directly allocable to a grant or contract budget and examples may include effort, supplies and travel. Some sponsors may deem certain costs that the University considers direct costs to be unallowable. This does not automatically make them indirect costs.
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  • The Federal Government expects that organizations will be consistent with policies, regulations, and procedures that apply uniformly to both Federal awards and other activities of the organization. Costs must be accorded consistent treatment. A cost may not be assigned to a Federal award as a direct cost if any other cost incurred for the same purpose in like circumstances has been allocated to the Federal award as an indirect cost. Certain awards may allow administrative costs to be charged, if they are deemed necessary for the project goals. Be sure to read sponsor guidelines to determine if a cost t charged to a grant budget is allowable.
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  • Indirect Costs: Where Do They Go?

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  • UW is required by Washington State law to recover the full cost associated with sponsored projects, including indirect costs necessary to support the research environment, with few exceptions. The Office of Planning & Budgeting is tasked with collecting and distributing indirect costs associated with sponsored projects to the Dean of the School/College with the Principal Investigator has their primary faculty appointment.
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  • The School of Medicine takes a portion of the indirect costs to support their infrastructure and operations. The remainder is passed down to the Department. The basis for determining indirect costs is the most recent, closed fiscal year. This means indirect cost recovery is one year in arrears. These slides from the 2016 research retreat show the flow down of indirect costs to the department.
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  • Inventions, Intellectual Property

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  • CoMotion, the UW version of a technology transfer office (and much, much more), offers an
  • array of services to UW researchers. Their goal is to help faculty and staff make innovations developed at UW available outside the university. This may involve spinning off a start-up company, licensing intellectual property, establishing a material transfer agreement, identifying sources of funding for proof-of-concept, etc. CoMotion staff are very knowledgeable and the best time to contact them is before you develop something. They can give you very valuable advice about how to best protect intellectual property rights.
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  • Post-Award Orientation: Faculty, Staff

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  • The Department provides individual and group post-award orientations for Faculty and Staff. Staff, Senior Fellows or Faculty members that have no experience with grant management are encouraged to arrange for a post-award orientation prior to the set-up of your awarded grant. Orientations are not limited to new faculty or staff, anyone interested in the post-award orientation is welcome to schedule one. Please contact Diane Powers and Alison Laing.
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  • Purchasing

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  • Departmental purchasing (for both sponsored and non-sponsored budgets) is processed through the Department’s Finance team. Questions regarding allowability on a sponsored project should be directed to your grant manager, Diane Powers, or Alison Laing.
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  • Sub-Budgets: Internal

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  • Post-awar
    d, sub-budgets are invoiced to the external sponsor cumulatively as part of the parent UW budget/award. Sub-budgets are set up or changed via a Transactions/Parent/Sub (Transpasu) form which requires approval of both affected departments/schools. Information about sub-budgets during the pre-award phase can be found here: Pre-Award/Budgeting: Sub-budgets.
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  • Subawards

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  • UW is the recipient of incoming subawards (previously called subcontracts) and the issuer of outgoing subawards. Comprehensive guidance Comprehensive guidance and resources are available through the Office of Research. Grant and Contract Accounting provides a flowchart that shows the process for requesting an outgoing subaward.
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  • Training and Career Development Grants

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  • Training and Career Development Grants often have very specific requirements regarding allowable costs and effort. If you have been awarded a K-Award, unless otherwise noted, effort should be kept at a minimum of 75%. This effort is tracked via the biannual online Faculty Effort Certification process. The Office of Research offers guidance for NRSA Institutional training grants (e.g. T32) that overs both pre-award and post-award issues. Assistance recruiting and retaining trainees from diverse backgrounds can be found at GO-MAP, NURF, and various units dedicated to promoting diversity that can be found on the Diversity at the UW site.
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    Research: Resources 

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    Internal (UW)

    • Animal Welfare Office
    • Center for Statistics and the Social Sciences promotes collaborative interdisciplinary research on statistical methods for the social sciences.
    • Center for Studies in Demography & Ecology provides access to cutting-edge demographic infrastructure and services to support population research.
    • Clinical Trials Management System (CTMS)
    • Collaborative Health Studies Coordinating Center is a team of programmers, biostatisticians, epidemiologists, and project managers who provide expertise in study design, data collection and management, and statistical analysis with the goal of impacting public health.
    • CoMotion is the technology transfer office for UW. They seek to provide faculty, staff and students with the tools and resources they need to commercialize innovations that expand the economic and societal impact of the UW community.
    • Corporate & Foundation Relations works with corporate and foundation partners, as well as UW faculty and staff, to foster meaningful engagement with companies and foundation to advance the university’s education, research and service mission.
    • Diversity at UW provides information and resources intended to value and honor diverse experiences and perspectives, strive to create welcoming and respectful learning environments, and promote access, opportunity and justice for all.
    • Environmental Health and Safety is the UW department that manages: 1) Employee Health, including ergonomics, food safety, pest complaints, etc., 2) Building & Fire Safety, including lab fume hoods, lab safety procedures, hazardous materials, etc., 3) Enviro Programs, including hazardous materials recycling, chemical waste reduction, chemical spills advise, etc., 4) Radiation Safety, including ordering radioactive materials, radiation safety, and waste collection, and 5) Research & Occupational Safety, including accident reporting, biologic safety, bloodborne pathogens, personal protective equipment, respiratory protection, etc.
    • eScience Institute is located in the Washington Research Foundation (WRF) Data Science Studio and is designed to bring together data scientists and researchers who reside in academic units spread across the UW campus. They provide: 1) Office Hours: receive technical help in data management, predictive analytics, software engineering, and data visualization, 2) Incubator Program: 10 week program in fall and spring quarters that meets two days each week to work on a data-intensive science project with help from eScience Institute researchers, 3) Weekly Community Seminar: presents topics across science, methods, technology, and 4) Workshops: related to data science, software, reproducibility, and more.
    • Global Affairs Office
    • Grant and Contract Accounting
    • Grants Information Memoranda (GIMs) are policies, procedures and guidance issued by UW regarding the application for and management of sponsored grants and contracts. Every faculty and staff with a research role should be familiar with these important documents.
    • Human Subjects Division (IRB)
    • Internal Funding Opportunities is a collection of internal (UW) funding mechanisms.
    • Institute for Health Metrics and Evaluation strives to create the most complete and up-to-date information to help policymakers, donors and others determine the best strategies to help people live longer, healthier lives. They offer a variety of data visualizations, infographics, country profiles, US county profiles, policy reports, and research articles.
    • Institute for Translational Health Sciences (ITHS) is part of a national consortium funded by the NIH National Center for Advancing Translational Sciences that provides a variety of research services, including: 1) clinical trials consulting, 2) bioethics consultation, 3) biomedical informatics, 4) biostatistics collaboration, 5) research coordination support, 6) subject recruitment support, 7) data and safety monitoring, 8) regulatory monitoring, 9) funding opportunities, 10) forms and templates to support research, 11) tools and resources to promote research, 12) resources for connecting collaborators.
    • Library Resources: Data Management includes resources regarding ways to: 1) organize and format information, 2) preserve metadata, 3) share, store and preserve date, 4) write data management plans, and 5) identify research data repositories inside and outside UW.
    • Library Resources: Health Sciences Library Grant Resources is a large database of funding opportunities inside and outside UW.
    • Library Resources: ResearchWorks provides research support services to the UW community including archiving and/or publishing research data.
    • Management Accounting and Analysis is the office that: 1) negotiates and manages the university’s federal indirect cost (Facilities & Administration or F&A) rate and proposal information, 2) provides oversight and guidance for UW’s faculty effort certification (FEC) process to ensure compliance with federal regulations, 3) provides oversight and guidance for UW’s non-faculty effort certification process, 4) reviews and approved recharge rates for UW service and recharge centers, and 5) monitors compliance with mandatory and committed cost sharing.
    • MyResearch Lifecycle is a comprehensive resource from the Office of Research that provides concrete guidance and best practices throughout all stages, including: 1) plan / propose, 2) set-up, 3) manage, and 4) closeout. 
    • New Faculty Resource is provided by the Office of Research for faculty researchers who are new to UW.
    • Office of Research administers the Human Subjects Division (HSD), the Office of Sponsored Programs (OSP), and the Office of Information Services (ORIS) and their website includes many useful resources, including links to funding opportunities, Grants Information Memoranda (GIMs), institutional facts and rates, research stats and rankings, and information for faculty new to UW, and much more.
      Office of Sponsored Programs is responsible for reviewing and submitting proposals to external sponsors and receiving funds on behalf of UW. OSP establishes policies related to sponsored program funding, provides guidance and consultation, and serves as formal liaison between the sponsor and UW. They host the Monthly Research Administration Meeting (MRAM).
    • Post Award Fiscal Compliance
    • Royalty Research Fund supports UW faculty seeking to advance new directions in research, particularly 1) in disciplines for which external funding opportunities are minimal, and/or 2) for faculty who are junior in rank, and/or 3) in cases where funding may provide unique opportunities to increase applicants’ competitiveness for subsequent externally sponsored funding.
    • Training Grants (T32) Guidance is provided by the Office of Research and includes information about pre-award and post-award management. Assistance recruiting and retaining trainees from diverse backgrounds can be found at GO-MAP, NURF, and various units dedicated to promoting diversity that can be found on the Diversity at the UW site.
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  • External

    • eRA Commons (electronic Research Administration) is the information technology platform used by NIH, AHRQ, CDC, FDA, SAMHSA, and the VA to support the full grant life cycle.
    • Grants.gov provides comprehensive information about funding opportunities, grant-making agencies, grant policies and similar for a wide range of federal funders.
    • Mixed Methods Research Training is an NIH online training resource designed to assist investigators to develop competitive funding applications using mixed methods research, assist grant reviewers and staff evaluating mixed methods applications, and to identify best practices.
    • NIH Contracts provides comprehensive information about the types of contracts, submitting contract proposals, and contract regulations.
    • NIH Diversity provides information about NIH’s commitment to diversity and funding opportunities that promote this mission.
    • NIH Extramural Nexus is published by the Office of Extramural Research and provides information about: 1) applying for and managing grants, 2) policy and compliance, and 3) key resources for researchers, research administrators and others.
    • NIH Guide for Grants and Contracts is the official publication for NIH grant policies, guidelines and funding opportunities.
    • NIH Guide Weekly Listserv is the official publication for NIH medical and behavioral research: 1) Grant Policies, 2) Guidelines, and 3) Funding Opportunities. 
    • NIH Loan Repayment offers information about eligibility and application for various loan repayment programs. 
    • NIH Office of Behavioral and Social Sciences Research (OBSSR) is designed to coordinate behavioral and social sciences research conducted or supported by the NIH and integrate these sciences within the larger NIH research enterprise to enhance the impact of health-related behavioral and social sciences research.
    • NIH OBSSR Connector Blog is the communications vehicle for the NIH Office of Behavioral and Social Sciences Research.
    • NIH OppNet is a “trans-NIH initiative that funds activities to build the collective body of knowledge about the nature of behavior and social systems, and that deepen our understanding of basic mechanisms of behavioral and social processes.”
    • NIH Record is a biweekly publication active since 1949.
    • NIH Regional Seminars on Program Funding & Grants Administration “are intended to help demystify the application and review process, clarify Federal regulations and policies, and highlight current areas of special interest or concern.
    • NIH Research Matters is a weekly update of NIH research highlights.
    • NIH Research Training and Career Development is published by the Office of Extramural Research Division of Biomedical Research Workforce and provides information about undergraduate, predoctoral, postdoctoral, and research career development resources and funding opportunities.
    • NIH Rigor and Reproducibility uidance is offered to assist applicants in preparing proposals that meet NIH standards for rigor and reproducibility. NIH also offers online training in rigor and reproducibility.
    • PCORI (Patient-Centered Outcomes Research Institute) is a non-federal agency funded through the Affordable Care Act “established to fund research that can help patients and those who care for them make better-informed decisions about the healthcare choices they face every day.”
    • Philanthropy News Digest is published weekly by the Foundation Center and allows subscribers to filter according to a variety of categories to increase the relevance of items included.
    • Statistics Resource from Nature.com is a collection that highlights important statistical issues for biologists and other scientists and provides practical advice to help researchers improve the rigor of their work.
    • US Department of Health & Human Services Office of Inspector General provides information about compliance audits
    • Webinar Series: Bridging the Gap Between Evidence and Practice is an NIH webinar series on various topics relevant to research design, measurement, intervention, data analysis, and other topics relevant to disease prevention. These include: 1) stepped wedge cluster randomized designs , using networks to link genotype to phenotype , group and cluster randomized clinical trials , qualitative research methods, among others.
  •  

    Clinical 

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    Reimbursement for Dues and Licenses 

  • The Department of Psychiatry and Behavioral Sciences partners with University of Washington Physicians (UWP) and Children’s University Medical Group (CUMG) to provide reimbursements for:
  •  
    ·         WA State medical license renewals
    ·         DEA licenses
    ·         King County Medical Society
    ·         WA State Medical Association
     
    Refer to the UWP and CUMG practice plan reimbursement request forms. 
  • Instructions
  • 1) Complete appropriate reimbursement request form
  • 2) Obtain a copy of your renewed license
    3) Obtain proof of payment (check issued or online receipt)
    4) Please submit all three documents to:
  • *You do not need to obtain a departmental signature prior to submission. The practice plan will confirm payment with the department electronically after submission.

    UWP
    Form: UWP
    Reimbursements of dues and licenses will be processed and paid through the UWP payroll system via direct deposit added to the regular UWP monthly payment.  Requests received by the 18th of the month will be paid as part of that month’s direct deposit.
    Fax: 206.520.5168
    Interoffice mail: UW Physicians - Finance Campus / Box 359110

    CUMG
    Form: CUMG
    Fax: 206.987.8484
    Interoffice mail: Mailstop CSB-100/ BOX 359300
    If you have any questions please contact Heather Hughes, Assistant Director of Clinical Analytics, at hdh2@uw.edu or 206.543.3603.
     

    CPT Codes Overview                         

    Source: 2014 National Physician Fee Schedule RVU table
    If you have any questions please contact Heather Hughes, Assistant Director of Clinical Analytics, at hdh2@uw.edu or 206.543.3603.
    Outpatient Codes
    CPT
    Description
    Work RVU
    Psych Diagnostic Evaluation
    90791
    PSYCHIATRIC DIAGNOSTIC EVALUATION
    3.0
    90792
    PSYCHIATRIC DIAGNOSTIC EVAL W/MEDICAL SERVICES
    3.25
    New Outpatient Codes
    99201
    OFFICE OUTPATIENT NEW 10 MINUTES
    0.48
    99202
    OFFICE OUTPATIENT NEW 20 MINUTES
    0.93
    99203
    OFFICE OUTPATIENT NEW 30 MINUTES
    1.42
    99204
    OFFICE OUTPATIENT NEW 45 MINUTES
    2.43
    99205
    OFFICE OUTPATIENT NEW 60 MINUTES
    3.17
    Established Outpatient Codes
    99211
    OFFICE OUTPATIENT VISIT 5 MINUTES
    0.18
    99212
    OFFICE OUTPATIENT VISIT 10 MINUTES
    0.48
    99213
    OFFICE OUTPATIENT VISIT 15 MINUTES
    0.97
    99214
    OFFICE OUTPATIENT VISIT 25 MINUTES
    1.50
    99215
    OFFICE OUTPATIENT VISIT 40 MINUTES
    2.11
    Initial Observation
    99219
    INITIAL OBSERVATION CARE/DAY 50 MINUTES
    2.6
    99220
    INITIAL OBSERVATION CARE/DAY 70 MINUTES
    3.56
    Office Consultation
    99241
    OFFICE CONSULT NEW/ESTAB PATIENT 15 MIN
    0.64
    99242
    OFFICE CONSULT NEW/ESTAB PATIENT 30 MIN
    1.34
    99243
    OFFICE CONSULT NEW/ESTAB PATIENT 40 MIN
    1.88
    99244
    OFFICE CONSULT NEW/ESTAB PATIENT 60 MIN
    3.02
    99245
    OFFICE CONSULT NEW/ESTAB PATIENT 80 MIN
    3.77
    Psychiatric Diagnostic
    90791
    PSYCHIATRIC DIAGNOSTIC EVALUATION
    3.0
    90792
    PSYCHIATRIC DIAGNOSTIC EVAL W/MEDICAL SERVICES
    3.25
    Psychotherapy
    90832
    PSYCHOTHERAPY PATIENT &/ FAMILY 30 MINUTES
    1.5
    90833
    PSYCHOTHERAPY PT&/FAMILY W/E&M SRVCS 30 MIN
    1.5
    90834
    PSYCHOTHERAPY PATIENT &/ FAMILY 45 MINUTES
    2.0
    90836
    PSYCHOTHERAPY PT&/FAMILY W/E&M SRVCS 45 MIN
    1.9
    90837
    PSYCHOTHERAPY PATIENT &/ FAMILY 60 MINUTES
    3.0
    90838
    PSYCHOTHERAPY PT&/FAMILY W/E&M SRVCS 60 MIN
    2.5
    Psychotherapy Cont.
    90839
    PSYCHOTHERAPY FOR CRISIS INITIAL 60 MINUTES
    3.13
    90840
    PSYCHOTHERAPY FOR CRISIS EACH ADDL 30 MINUTES
    1.5
    90853
    GROUP PSYCHOTHERAPY
    0.59
    90846
    FAMILY PSYCHOTHERAPY W/O PATIENT PRESENT
    2.40
    90847
    FAMILY PSYCHOTHERAPY W/ PATIENT PRESENT
    2.50
    90870
    ELECTROCONVULSIVE THERAPY
    2.5
    90880
    Hypnotherapy
    2.19
    Advanced Care Planning
    99497
    ADVANCE CARE PLANNING FIRST 30 MINS
    1.5
    99498
    ADVANCE CARE PLANNING EA ADDL 30 MINS
    1.4
     
    Inpatient Codes
    CPT
    Description
    Work RVU
    Initial Inpatient Visits
    99221
    INITIAL HOSPITAL CARE/DAY 30 MINUTES
    1.92
    99222
    INITIAL HOSPITAL CARE/DAY 50 MINUTES
    2.61
    99223
    INITIAL HOSPITAL CARE/DAY 70 MINUTES
    3.86
    Subsequent Inpatient Visits
    99231
    SBSQ HOSPITAL CARE/DAY 15 MINUTES
    0.76
    99232
    SBSQ HOSPITAL CARE/DAY 25 MINUTES
    1.39
    99233
    SBSQ HOSPITAL CARE/DAY 35 MINUTES
    2.0
    Inpatient Consultation
    99251
    INITL INPATIENT CONSULT NEW/ESTAB PT 20 MIN
    1.0
    99252
    INITL INPATIENT CONSULT NEW/ESTAB PT 40 MIN
    1.5
    99253
    INITL INPATIENT CONSULT NEW/ESTAB PT 55 MIN
    2.27
    99254
    INITL INPATIENT CONSULT NEW/ESTAB PT 80 MIN
    3.29
    99255
    I NITIAL INPATIENT CONSULT NEW/ESTAB PT 110 MIN
    4.0
    Emergency Department
    99281
    EMERGENCY DEPT VISIT LIMITED/MINOR PROB
    0.45
    99282
    EMERGENCY DEPT VISIT LOW/MODER SEVERITY
    0.88
    99283
    EMERGENCY DEPT VISIT MODERATE SEVERITY
    1.34
    99284
    EMERGENCY DEPT VISIT HIGH/URGENT SEVERITY
    2.56
    99285
    EMERGENCY DEPT VISIT HIGH SEVERITY&THREAT FUNCJ
    3.80
    Nursing Home Care
    99304
    INITIAL NURSING FACILITY CARE/DAY 25 MINUTES
    1.64
    99307
    SBSQ NURSING FACILITY CARE/DAY E/M STABLE 10 MIN
    0.76
    99308
    SBSQ NURSING FACIL CARE/DAY MINOR COMPLJ 15 MIN
    1.16
    99309
    SBSQ NURSING FACIL CARE/DAY NEW PROBLEM 25 MIN
    1.55
    99310
    SBSQ NURSING FACIL CARE/DAY NEW PROBLEM 45 MIN
    2.35
    Assisted Living – Established Patient
    99334
    DOM/R-HOME E/M EST PT LW MOD SEVERITY 15 MIN
    1.07
    99335
    DOM/R-HOME E/M EST PT LW MOD SEVERITY 25 MIN
    1.72
    99336
    DOM/R-HOME E/M EST PT MOD HI SEVERITY 40 MIN
    2.46
    99337
    DOM/R-HOME E/M EST PT MOD HI SEVERITY 60 MIN
    3.58
    Alcohol/Substance Abuse
    99408
    ALCOHOL/SUBSTANCE SCREEN & INTERVEN 15-30 MIN
    0.65
    99409
    ALCOHOL/SUBSTANCE SCREEN & INTERVENTION
    1.3
     

    UWP Provider Dashboard Review                           

    The UWP dashboard is to create individual faculty productivity and practice and to ensure the accuracy in clinical billing. This report is available any time on your Epic Dashboard and it is sent out via email bi-monthly.
    The updated monthly dashboard is a one-page summary of billed activity and related measures, most frequently billed CPT codes, and E&M levels for the past 12 months.
    If you have any questions please contact Heather Hughes, Assistant Director of Clinical Analytics, at hdh2@uw.edu or 206.543.3603.

    Clinical Productivity Report                          

    The clinical productivity report provides faculty with the most accurate information possible to help manage your clinical practice. It is designed to report your inpatient and outpatient services based on date-of-service.  The report provides the following information:
    ·         Actual Work RVUs year-to-date and a comparison to last year’s Work RVUs through the same time period pro-rated to match your current Clinical FTE
    ·         Actual Units of Service – each unit of service = a single CPT code
    ·         Your current Clinical FTE, broken into in-patient and out-patients, as well as your pro-rated Clinical FTE for the year.
    ·         Comparison of your Work RVUs to the threshold needed to receive an incentive payment. This is only applicable if your pro-rated CFTE is greater 0.50. This comparison is adjusted to match your total CFTE level for the year and pro-rated for how far we are through the year.
    ·         Work RVUs broken out per service type and your averages per Unit of Service.
    If you have any questions please contact Heather Hughes, Assistant Director of Clinical Analytics, at hdh2@uw.edu or 206.543.3603.

    UWP Annual Compliance Training                           

    UWP’s annual compliance training provides useful information on coding levels and what is needed to bill for particular CPT codes:
     

    Education  

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    No-Show for Duty Policy 

     
    Residents are expected to report on time for all assigned duty, including daytime clinical rotations, didactics, call, and night float. If a resident does not report for duty, the attending, chief resident, resident on duty who is awaiting sign-out, assistant residency director, program director, or other appropriate responsible party will attempt to reach the missing resident by:
    ·         Pager
    ·         Home or other primary contact phone number
    ·         Emergency contact number
    If the resident has not been located within 1-2 hours using the measures above, and any other options appropriate to the circumstance, the police will be notified and asked to go to the resident's home to do a welfare check. The decision to call the police should be made in consultation with the program director, assistant residency director for the site, and/or chief resident at the site, if at all possible.
    All residents are required to provide primary and emergency contact information, as well as their home address, to the Residency Office, and to update this information immediately with any change.
    Lack of timely attendance for duty is a serious professionalism issue and is cause for disciplinary action.
    If you have any questions or need to make any changes to your information please contact the Education Office, psychres@uw.edu, 206.543.6577.

     

    Finance 

    [Return to top]

  • Ariba Best Practices                          

  • The Ariba best practices guide is intended for staff directly entering transactions in Ariba modules. The guide includes helpful information on standardization practices for titling orders, uploading attachments, and selecting object codes.
  • Budget Reconciliation Approver Instructions 

  • The UW Financial Reporting Office requires that financial transactions are reconciled and approved on a monthly basis. Responsible Faculty (Principal Investigators of sponsored projects and other departmental funds) and Managers will be alerted, via email, on a monthly basis, of budget activity requiring approval. These step-by-step instructions will guide you through the approval process.
  • Budget Reconciliation Guide 

  • The budget reconciliation guide is intended for budget reconcilers, managers, reviewers, and responsible faculty (Principal Investigators of sponsored projects and other departmental funds). The Department of Psychiatry follows the standard reconciliation practices outlined by the UW Financial Reporting office. For questions regarding the budget reconciliation guide, please contact Nadia Khan nadiak@uw.edu.
  • Calculating Per Diem

  • The calculating per diem document is intended to provide guidance on locating domestic and international lodging and meal per diem rates. UW travel meal per diem rates must also be used to calculate the maximum allowed food charge for conferences, events and meetings. Please refer to the Food Purchasing Procedure for additional guidance. If you have any questions please contact the finance team, npfin@uw.edu.
  • Centralized Financial Services

  • The Finance Team provides a variety of centralized services in support of Psychiatry and Behavioral Sciences divisions, centers and groups. Services include General Purchasing, Travel Arrangement Purchasing, Revolving Fund Check Writing, Reimbursements, and Receivables Processing. This document contains information on the services offered, staff contact information, and processing timeframes. For further information on Centralized Financial Services, please contact Nadia Khan (nadiak@uw.edu).
  • Create a Budget List in MyFD

  • Budget lists provide an overview of multiple budgets and can be created to display all budgets within an org code or all budgets assigned to a faculty member. Use this step by step guide to create your budget list. When setting up your list make sure to create a “dynamic” budget list. Doing so will allow the system to automatically add new budgets to the list. During the set up process, if you are prompted to request ASTRA access, please email Nadia Khan nadiak@uw.edu and list the budget(s) that require ASTRA access.
  • Faculty Blanket Prior Approval to Travel for FY19 

  • Faculty have been granted blanket approval to travel outside the state of Washington (with an exception of non-essential travel to North Carolina and Mississippi) in connection with official duties on behalf of the University of Washington. This blanket approval applies, also, to claiming exception to the maximum lodging allowance if the exception criteria apply.
  • Packing Slip Waiver

  • A confirmation of delivery is required for all goods purchased on UW budgets. Three methods of delivery confirmation are acceptable by UW central finance: 1) sign and date the packing slip from your order; 2) when a packing slip is not available, indicate on the order invoice: all items were received, name of receiver, and date of delivery; 3) as an alternative to option number 2, fill out the packing slip waiver: Outlook version or Excel version . If you have any questions please contact Nadia Khan (nadiak@uw.edu).
  • Perjury Statement 

  • When an itemized receipt (original or reprint) is not available, and you are claiming reimbursement for a UW business expense, fill out the Perjury Statement and submit it to Nadia Khan (nadiak@uw.edu) for Departmental approval.
  • Pre-travel Approval Form 

    The pre-travel approval form is required for all staff, students and non-UW employees traveling on official UW business. Faculty have been issued blanket approval to travel by the Department Chair. The blanket prior approval for faculty covers most travel scenarios; however the pre-travel approval form is required when: 1) faculty add personal time to a trip; 2) faculty travel on another PI’s budget; 3) faculty requests an upgraded airline ticket (when allowable). The form should be filled out in Outlook and forwarded to the appropriate PI or authorized delegate, for approval. An approved copy, in outlook format and Excel format, should be uploaded to the travel arrangement or reimbursement request.

     
  • Receipt Retention Requirements                       

  • Although the University of Washington has been granted permission from the State of Washington to waive receipt requirements for certain “low risk” purchases/reimbursements under $75.00, the departmental procedure requires that all receipts for purchases and reimbursements be collected regardless of amount.
    The UW procedure was intended to streamline the process for reconciliation and reimbursements. However, for departments with grants and contracts, the practice of waiving receipt collection can be risky in the event of an external audit.
    If you have any questions please contact Nadia Khan, Associate Director of Finance, nadiak@uw.edu or 206.616.1897.
  • Revolving Fund Guidelines 

  • Revolving fund accounts are assigned to full-time UW employees who need to pay research subjects by check for long-term studies with monthly activity. All revolving funds issued are subject to federal, state and university purchasing rules and guidelines. This document provides guidance on managing a revolving fund, allowable expense types, and updating account user information. For questions regarding the revolving fund guidelines, please contact Nadia Khan (nadiak@uw.edu).
  •  
  •  

    UW Psychiatry Purchasing Guide: Catalog and non-Catalog Requests

  • UW Psychiatry Purchasing Guide provides an overview of non-catalog and catalog requests. Non-catalog is a custom request for a product, service or invoice that is not included in the university's catalog request system, and is submitted through Purchase Path.  Catalog requests are products and services that are found in the UW Procurement System ARIBA.  If you have any questions please contact Nadia Khan, Associate Director of Finance, nadiak@uw.edu or 206.616.1897.
  •  

    UW Psychiatry Purchasing Guide: Food and Light Refreshments 

  • The purchase of food and light refreshments is subject to University of Washington, state, and (where applicable) federal guidelines. This guide contains a summary of requirements for purchases charged to a variety of funding sources. Prior to making a purchase, please check with your Administrator or budget contact to ensure food and light refreshments are allowable on the budget you intend to charge. For questions regarding the food guidelines, please contact Nadia Khan nadiak@uw.edu.
  •   
  • UW Psychiatry Travel Reimbursement Guide 

  •  
  • The  UW Psychiatry Travel Reimbursement Guide provides an overview of UW travel policies broken out by requirements prior, during, and after travel. The guide is intended for travelers, budget approvers, and staff preparing travel arrangements and reimbursements. The most important section to become familiar with is the prior to travel section, specifically the travel grid and pre-travel form  email form. Travelers planning to charge expenses to federal funds should review the foreign travel and travel on federal funds sections. For questions, please contact Nadia Khan, nadiak@uw.edu.
     

    IT, Development, and Website 

    [Return to top]

    Cell Phone Standards 

    We will be unable to provide support for any of your personal hardware, including your smartphone. If you would like to have your work email and calendar on your cell phone please refer to the below instructions on setting this up on your phone. If you have any issues with your smartphone please contact your phone service provider.

     

    Computer Standards 

     
    The Department of Psychiatry and Behavioral Sciences deploys business-class Hewlett-Packard PCs and laptops as our standard IT platform. There are many benefits to the department adopting a standard IT platform:
    • IT standardization is a strategy for minimizing IT costs within an organization by keeping hardware and software as uniform as possible.
    • By standardizing on a single IT platform and configuration, the setup and maintenance of PC hardware is more streamlined and efficient.
    • Standardizing on a single platform also makes us much more proficient at diagnosing and repairing issues that arise. In the event of a hardware failure, we have spares on hand for a speedy replacement.
    • Without standardization there is a learning curve with each new piece of technology brought on board as the troubleshooting and support skills needed for every piece of technology are different.
    • The department is part of the UW Medicine (AMC) domain, which is a Windows domain environment. We utilize AMC domain file servers, print servers, database servers and remote management servers to manage our data and resources. The use of these resources facilitates easier collaboration within the department and with other UW Medicine employees via shared files and shared databases.
    • Our PCs receive security patches, software, and other critical updates automatically from the management server, ensuring they are all running the same software platforms and their security is up-to-date.
    • All AMC domain PCs are managed in Active Directory, which allows users to login to any PC on the AMC domain, e.g. any PC in the department, with the same AMC credentials. 
    ·         Desktop - HP EliteDesk 800 G2 SFF i5-6500/8GB/256GB SSD
    ·         12” Laptop - HP EliteBook 820 G3 i5-6200U 12" 8GB/128GB SSD
    ·         14” Laptop - HP EliteBook 840 G3 i5-6200U 14" 8GB/128GB SSD
    ·     15” laptop - HP EliteBook 850 G3 i5-6200U 15" 8GB/128GB SSD   
     

    Co

    nfiguring your smartphone/tablet 

    Steps for adding the new account to your phone or tablet

    • Delete any existing UW accounts from your phone (both uw.edu and uwmedicine.org).
    • Add a new account and choose “Microsoft Exchange” as the account type.
    • Enter your uw.edu email address, your UWNetID password, and click Next.
    • Windows phones and iPhones should automatically find the account and auto-configure everything. Just choose which data you want to sync to the phone (mail, calendar, contacts, etc.) and click Save or Finish.
    • Android phones may require you to enter more information, such as server name (outlook.office365.com) or username (youruwnetid@uw.edu).
    • As a best practice users should secure and encrypt their smartphone/tablets with a passcode.
     

    Creating a Personal Home Folder

 
Looking for a way to securely store your personal work data, instead of saving files to your computer desktop?  Create your own personal home folder (Q drive) by following this internal only resource guide. Benefits of creating a Q drive are:
 
·         The Q drive resides on the ITS file server and is backed up nightly.  This ensures you don’t lose your work, and if you delete something it can be recovered by following these internal only instructions.
·         It can be used to store any files that only you need access to and cannot be shared with anyone else.
·         You can access your Q drive from any AMC machine.
·         Allows for additional storage space for your individual work-related information.
 
If you have any questions please contact your local IT support, Brandon Doughty or Josh Webb.

 

  • First-time Outlook Setup – Exchange 

    If you are setting up your Outlook on Exchange (not Deskmail) for the first time follow these instructions . Important: these instructions are meant to be used at an AMC workstation.


    Hardware Equipment Purchasing Policy 

    top]
     

    For Faculty:

    The department will support the purchase of our standard hardware set up (computer and one monitor) for each Faculty hired into the department.  Exceptions include Seattle Children’s Hospital and the VA.  These Faculty are provided computer equipment from the local IT departments at these facilities.  
     

    For Fellows, Post-docs, Research Assistants/Associates:

    There will be no equipment provided out of department funds.  Necessary equipment should be purchased using appropriate division/center grant budgets.
     

    For Staff on a Grant:

    For staff working on a grant, there will be no equipment provided out of department funds.  All equipment will be purchased using a grant budget.   
     

    For Administrative Staff Supporting Department Functions:

    For Administrative staff that support departmental functions standard hardware (computer and one monitor) will be provided to you from the department. 
     

    Introduction to Zoom Video Meeting Platform

    [Return to top]

    If you are interested in brushing up on your Zoom video-conferencing skills, there is a helpful user-training webinar available online. The training provides an overview of how to navigate the Zoom platform including how to schedule, start, and record meetings.


    Map a Drive Letter to a File Share  

    If you need to map a drive on your computer that the IT or designated team has set you up with access to, follow these instructions to map a drive. Important: these instructions are meant to be used at an AMC workstation.


    Monitor Standards 

    The department will provide each workstation with a single monitor. If you require a second monitor please contact your local IT support person and provide them with your budget number to order a second monitor. Current monitor standards include one of the following:

    • HP EliteDisplay E222 22-inch LCD Monitor
    • HP EliteDisplay E242 24-inch LCD Monitor

    Non-standards Hardware (MAC) 

    If you are working independently and are not relying on access to file shares and other domain resources and prefer to use non-standard hardware, such as a MAC, this is an option. The IT staff may not be able to provide you with the same level of support as you would receive on a standard PC. If you would like to pursue the use of non-standard hardware, please let your local IT support person know and we will be happy to meet with you to discuss your options.

    If you require equipment that falls outside of the department's standards please contact the Assistant Director of IT, Rosemary Whitright, rwhit@uw.edu, 206.221.3640.


  • Non-UW Equipment 

    We will be unable to provide support for any of your personal hardware such as your computer/laptop at home. If you work from home please review the details on how to set up your work environment on a PC or MAC to set up your home machine.


  • Phishing: Be aware of phishing scams by following these guidelines on protecting yourself. 

     

    What Does the Scam Look Like?

    Recent phishing messages have asked recipients to click on links to phony Web pages designed to look like official UW Web sites, where they are then asked to “update” or “confirm” information such as UW NetIDs and passwords. If you click on one of these links, your account will be disabled by the Office of the Chief Information Security Officer.
     

    How Can I Protect Myself?

    Your best protection is to:
    • Be skeptical about these urgent emails; do not take their recommended action.
    • Do not provide any sensitive or personal information by email without verifying with the institution that purports to be the “sender”.
    • Verify the legitimacy of an embedded link before automatically following it (hover over the link to see if it will redirect you to something other than a valid UW Web site).
    • Verify the Web address that appears in your browser before entering sensitive information on that page; most UW Web sites have familiar Web addresses.
    If you need further assistance, or are worried that your account may have been compromised, please email Rosemary Whitright, Assistant Director of IT, rwhit@uw.edu, 206-221-3640
     

    Printer Standards 

    The department will not provide personal desktop printers. Everyone will have access to the main department printers located in the copy rooms on each floor.

    These main department printers provide a variety of services such as confidential printing, scanning, and emailing information out to a designated email address.

  •  

    Remote into your work desktop from a MAC 

    Instructions on how to remote into your work desktop using a MAC.

  •  

    Remote into your work desktop from a PC 

    Instructions on how to remote into your work desktop using a PC.

  •  

    Restore a Deleted Folder from a Network File Share    

  • If you accidently delete a folder from a network file share you can recover the file by following these internal only instructions.  If you have any questions please contact your local IT support, Brandon Doughty or Josh Webb.
  •  
  • Setting Up A Laptop In the Turner Conference Room 

    If you are using the Turner conference room and need to set up a laptop, follow these  instructions for getting the equipment to work.

  •  

    Setting up your phone with mail 

    Department IT is unable to provide support for any of your personal hardware, including your smartphone. If you would like to have your work email and calendar on your cell phone please refer to the instructions on setting this up on your phone. If you have any issues with your smartphone please contact your phone service provider.

  •  

  • SharePoint Login Instructions Using IE 

     
    Login To SharePoint Using Internet Explorer:
    • You can’t access SharePoint using your AMC login so you must….
    • Select “Use another account” then….
    • Type in your full UW email address (e.g., janedoe@uw.edu) then….
    • Type in your UW NetID password (same one you access MyUW)

    Software Standards 

    The department will provide Windows and the Office Suite of products on every PC. If you require additional software please send a request to your local IT support person with the following information:

    • List of the software you need
    • Your budget number for the software purchase

    Your local IT person will place the order and install the software on your PC.

  •  

    Updating Your Email Display Name 

     
    To change your display name in Outlook (from displaying just your email address) go to this link (https://identity.uw.edu/), fill out all of the fields, and verify that your information is "published" in the UW directory.  Once completed it will take 24 hours to replicate through the system.   
  •  
     

    Equipment Disposal/Surplus Policy 

    The UW must dispose of all property (equipment, material, and supplies) through its established disposal procedures.  For details around disposal/surplus please refer to the Equipment Inventory Office policy.

  •  

  • Zoom Accounts Available through UW-IT 

    Zoom Video and Web Conferencing service is now offered through UW-IT. Purchase a Zoom license from UW-IT by using this online request form. The most common Zoom account is a “Zoom Meetings Pro 100,” and be sure to select “YES” to the Zoom HIPAA Compliance Question near the end of the online form. If you have any questions, please contact Rosemary Whitright, rwhit@uw.edu.

     

    Zoom Instruction Guide 

    Need assistance using Zoom?  Use this guide to walk you through common Zoom issues.  You can also contact Zoom directly for any assistance just look for the ‘help’ icon on the Zoom webpage.

     

    Zoom Training 

    There are many Zoom training resources available if you need assistance understanding how to use Zoom. You can register for a live Zoom training session hosted by UW Learning Technologies, register here for live training sessions provided by Zoom or watch a recording of the webinar ‘Introduction to UW Zoom’.

     

     

    Communications 

     

    Available Department Event Supplies  

     
    Need supplies for your event?  We have a table throw, pull-up banner, department fact sheets, swag (department-branded stress balls and frisbees) and a digital camera/video camera, with tripod. Please e-mail Rebecca Sladek, rsladek@uw.edu, to reserve any of these items for your next event!

    Department Email Signature Templa

    te 

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    The email signature template conveys a consistent and professional look throughout the department.
    Note: Some modifications are allowed, such as adding a third website link, but sayings and pictures are not allowed.
     
    Your Name (Calibri, black, bold, font size 10)
    Your Title (Calibri, black, font size 9)

    Psychiatry and Behavioral Sciences (Calibri, black, font size 9)

    University of Washington (Calibri; grey: RGB 128, 128, 128; font size 9)
    UW Medicine, School of Medicine
    1959 NE Pacific Street, Box 356560, Seattle, WA 98195-6560
    phone: 206.###.#### | fax: 206.###.#### |email:
    [yournetid]@uw.edu

    Brand Tools and Templates 

     
    To help ensure the consistent application of our Department brand and to build a strong visual identity that supports our mission we encourage you to explore our Brand Tools, Templates & Media Relations page on our intranet. It includes department logos, letterhead, and templates as well as other great resources.

    Media Relations/Interview Requests 

     
    All media interview requests should be routed through the UW Medicine News team by calling their main office number (206-543-3620) or by emailing mediarelations@uw.edu. Alternatively, you can contact Rebecca Sladek, the Assistant Director of Communications for UW Psychiatry, at rsladek@uw.edu. Working with the News Media is full of great advice on how to successfully interact with media in any situat
    ion.

    Department Newsletter Submissions 

     
    Please send department newsletter submissions or story ideas to Rebecca Sladek, Assistant Director of Communications, at rsladek@uw.edu. Submissions are due the 10th of each month for inclusion in that month’s newsletter. We’re always looking for stories about our clinical, training and research programs as well as fun things to share about faculty and staff. Material may be used in other communications such as our weekly News & Events or UW Medicine Insight. Please note that your submission may be edited.

    Headshot Requests 

     
    Faculty and staff can have a professional headshot taken through Health Sciences Visual Design and Production located in T-265 of the Health Sciences Building, 1705 NE Pacific Street. You can book an appointment online and the shoot takes about five minutes. The cost is $81 for a basic studio portrait. The department does not pay for professional headshots at this time. Click here to book an appointment online. 

    Alternatively, the department communications team can take a headshot for you. We take headshots the fourth Monday of every month starting at 12:30 PM. We are not professional photographers with a dedicated studio space, but the quality is pretty good. Sign up here.

    Department Overview and Orientation 

     
    All new staff and faculty are encouraged to attend UW Psychiatry: The Big Picture, a presentation about the mission, vision, and goals of the UW Department of Psychiatry and Behavioral Sciences. The presentation covers how our department fits into UW, UW Medicine, and the WWAMI region, our advancement efforts as part of the UW Medicine capital campaign, and an overview of the various ways you can stay connected and informed. The presentation is followed by a quick tour of the Chair’s office and the Department’s administrative team. Please allow 1 hour to accommodate questions and to meet fellow new employees. Department funds will pay for parking if you are unable to use UW/UW Medicine shuttles. We also offer headshots before the overview beginning at 12:30 PM.
    Dates: The department overview is offered the fourth Monday of every month.
    Time: 1:00 PM-2:00 PM. If you want a headshot taken, please register (see section above) and arrive by 12:30 PM.
    Location: Health Sciences Building, room BB1640 (Directions)
    Please RSVP.

    Adding an Event to Your Calendar 

     
    Instructions on adding an event from the department events calendar to your Outlook, Gmail or other calendars. 
     
     
     
     

    Human Resources 

     

    Wayne J. Katon Outstanding Mentor Award

     
    The Wayne J. Katon Outstanding Mentor Award acknowledges the time, dedication, and attention UW Psychiatry and Behavioral Sciences faculty members devote to fostering the career development and academic success of colleagues and trainees in the areas of mental health research, clinical practice and education. Through this award, we honor and celebrate the valuable efforts of faculty members who embody Dr. Katon’s spirit of mentoring.

    Information about the award, including award criteria, eligibility and how to nominate someone, is linked to from the department intranet’s
    Mentorship Page.
    .

    Who Do I Go To?

     
    Maureen Johnson, HR Assistant Director, handles all staff and faculty HR requests.  If you have any questions, please contact Maureen Johnson mej924@uw.edu.

    CV Format 

     
    Refer to the School of Medicine (SOM) Curriculum Vitae (CV) format for required formatting of all faculty CVs.  If you have any questions please contact Maureen Johnson mej924@uw.edu.

    DEA License Renewal 

    To renew a DEA certificate please follow these instructions.  If you need additional information and resources please refer to the DEA renewal information on the Office of Diversion Control’s website.  Important:  Do NOT pay the fee; your license is fee exempt.

    Exceptional Staff Award 

    The Exceptional Staff Award honors and celebrates the valuable contributions staff members make toward supporting the mission of our department. It recognizes individuals for their overall dedication and service and for upholding our core values of collaboration, continuous learning and mentorship, and integrity and accountability. Exceptional Staff Award recipients will be recognized at the annual department meeting and be featured in the department newsletter. Please review the Exceptional Staff Award guidelines for more information.

    Faculty CVs 

    Faculty CVs are available on our secured department intranet website, within the department directory, located as a report at the bottom of the directory called Faculty Curriculum Vitae (CV) Library. If you are trying to locate someone’s CV and can’t find it, please contact them directly for their CV. If you have any questions, please contact Rosemary Whitright, rwhit@uw.edu.

    Outside Paid Work 

     
    UW faculty, classified staff and professional staff must annually disclose all work/consultation paid directly to them by entities outside UW. Everyone who receives a UW paycheck is a state employee and is subject to the Washington State Ethics in Public Service Act. All department employees should be aware of and follow the rules that apply to state employees. One component of compliance is obtaining prior approval for all outside paid work. Information about what qualifies as outside work and links to the appropriate forms can be found at the following links for Faculty and Classified and Professional Staff.

    Staff Scholarship Award  

     
    A scholarship for professional development is open to psychiatry and behavioral sciences staff on a quarterly basis. Supported by philanthropy and department funds, the Staff Scholarship Award promotes staff professional development by helping pay for the cost of classes, conferences, meetings, and workshops that further one’s career and benefits the work of the department. A brief overview of the scholarship award is below; please review the full guidelines before applying. Apply now.
    • The maximum award amount is $500 per person or $1,000 per team. Funding may be provided for full or partial expenses. Team training will be prioritized.
    • Applicants must be full- or part-time (at least 50%) classified or professional staff in the department of psychiatry and behavioral sciences for a minimum of six months in the department prior to the application deadline.
    • The number of scholarships awarded will be based on the total amount requested by all applicants as well as the number and quality of the applications themselves.
    Questions? Please contact Jason Gordon (jasong08@uw.edu) or Becky Sladek (rsladek@uw.edu).

    UW Medicine Provider Profile 

     
    You can update your profile on the UW Medicine provider page by going to www.uwmedicine.org/uwmbios. Use this same link to create a new provider profile. Questions? Contact the Strategic Marking and Communication team (uwmbios@uw.edu or 206-221-1935), or contact Rebecca Sladek (rsladek@uw.edu).
     
     

    Operations 

     

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    Common Goods 

    Common goods are routine office supplies provided by the Department to support faculty and staff in performing their work. Department  common goods systems are currently in place at UWMC/Health Sciences, Eastlake, & Harborview. For specifics at Eastlake contact Hannah Sessions, and for both Harborview and UWMC/Health Sciences contact  Molly Vinson. Important note: These supplies should NOT be used for project-specific events or direct cost research activities. If you are unsure whether an office supply should be purchased as a direct cost or used from the common goods system please consult with Diane Powers or Alison Laing for guidance.

    How It Works
    For each supply there are two bins containing the same supply, one in front of the other. Take what you need from the first bin. When the bin in front runs out, move the empty bin to the top shelf. Then, pull the full bin from the back forward. Empty bins located on the top shelf will cue the department to order more of that product. Following this
    procedure will insure we don’t run out of supplies.
     

    Computer Workstation Adjustment Guidelines 

    This document from the UW Environmental Health and Safety team provides guidance on computer workstation-evaluation and adjustment for comfort.


    Checking Out Equipment 

    If you need to use the Department's laptop, LCD projector or camera, please do the following to reserve and use the equipment:

    1.       Contact one of the following to confirm availability:  Molly Vinson/Mary Pyper/Molly Jones
    2.       Please pick up equipment in BB1646 and sign-out using the white board. 
    3.       Make sure the laptop is fully charged when returned. Delete files you saved to the desktop. 
    4.       Make sure camera is fully charged when returned. Download and clear all photos.
    5.       Sign equipment back in upon return to BB1646.
    If you have any questions please contact Molly Vinson, mollyvin@uw.edu, 206.685.7332.

    Desk Phones – Avaya 9611G Instructional Guide and Video 

    For information on how to use the Avaya 9611G telephones and overall functionality, reference the Quick Reference Guide and/or Instructional Video. If you have any questions, please contact UW-IT (help@uw.edu).

    Ergonomics Requests 

    Ergonomics is the practice of fitting a job to the employee so work can be performed without harmful strain or injury. The primary goal of ergonomics is to reduce or eliminate the risk of work-related musculoskeletal disorders.
    UW Environmental Health & Safety (EH&S) provides guidance on ergonomics issues. Refer to the Ergonomics pages from Environmental Health and Safety and the Disability Services Office (DSO).
    For the department to request an ergonomic assessment or request specific accommodation for an employee, a medical note from a primary care provider is required.  If you have any questions contact Mary Pyper, mpyper@uw.edu.
     

    Facilities Request Form 

     
    To better manage all operations/facilities requests please use the facilities online form for the submission of all facility requests (i.e., moving a phone, needing a light bulb replacement, surplus, etc.) to ensure your request is processed.  If you have any questions please contact Mary Pyper, mpyper@uw.edu.  
     

    Updating Phone IDs and Reset Voicemail

    To update phone IDs and reset voicemails, contact the UW IT Help Desk, help@uw.edu. UW IT will need:

    • Building Location (Health Sciences, 1100 NE 45th St, Sandpoint Building 29, etc.)
    • Room Number (in Health Sciences use wing: RR802, BB1640, etc.)
    • Phone number
    • Name
    • Request to reset voicemail
      Example:
      Health Sciences, RR801
      Please assign: 206-221-0123 to Suzy Smith and reset the voicemail.
      Thank you. 
     

    Policy for Scheduling Health Sciences Psychiatry Conference Rooms  

    To schedule a Psychiatry conference room please refer to the internal only resource outlining the guidelines and procedures for scheduling rooms.

     

    Psychiatry Space Policy

    For information on the allocation and utilization of department space please refer to the Psychiatry space policy. If you have any questions contact Mary Pyper, mpyper@uw.edu.  
     

    Mailbox Numbers

     
    New faculty, students and staff in our department are often assigned a default mailbox number of 354946, which must be updated otherwise you may not receive your mail. To update your box number, please e-mail the correct number to Jason E Gordon, jasong08@uw.edu. Please also verify that your mailbox number is correct in the UW Directory. Psychiatry faculty and staff located at these sites share the following box numbers:
    45th:
    ·         Center for the Study of Health & Risk Behaviors (CSHRB): Box 354944
            Center on Human Development and Disability (CHDD): Box 357920
            Eastlake:
    ·         AIMS Center: Box 358017
    ·         CREATIV Lab: 358018
    ·         Public Behavioral Health & Justice Policy (PBHJP): Box 358015
    Harborview:
    ·         Administrative staff & some faculty: Box 359911
    ·         Mental Health Clinic (Harborview Mental Health Services, HMHS): Box 359797
    ·         Clinic Liaison Services:  Box 359896
    ·         Inpatient Services:
    o   5-West A: Box 359935
    o   5-West B: Box 359830
    o   5-Maleng: Box 359820
    ·         HMC-5 East Clinic: Box 359896
    ·         Psych ER: Box 359875
    Magnuson Park:
    ·         SMART Center: Box 354920
            Seattle Children’s: Box 359300 (please include mailstop, if known)
            UWMC/Health Sciences: Administrative staff and faculty: Box 356560
            VA: Box 358280 (please include mailstop, if known)
     
     

    Administration  

     

    Adding an Event to the Department Calendar  

     
    Our department calendar lists upcoming events related to our department. If you are interested in adding an event, please contact Molly Vinson at mollyvin@uw.edu with details about the event including any associated flyers or webpages.
     

    Department Directory                            

    Our internal department directory, located on the department intranet, provides current information on all faculty and staff, including primary work location and contact information. The directory is on the far right of the upper navigation under “Directories.” You will need to login to access the information. If you see anything that needs to be changed or if you don’t find yourself listed, please contact Rosemary Whitright, Assistant Director of IT, at rwhit@uw.edu.
     

    DepartmentIntranet Login Instructions 

    To access the department intranet please refer to these login instructions.  The intranet is your location for information and resources on:  reimbursements, hiring, letterhead, attending schedules, and more!

     

    E-mail Policy for Non-UW Accounts 

    In order to more effectively communicate with department faculty, including faculty based at Seattle Children’s and the VA, we are implementing a new policy starting January 1, 2018 whereby department communications are only sent to UW NetId emails (@uw.edu). We will no longer send department-related emails to @seattlechildrens.org or @va.gov e-mail addresses. To continue using accounts other than your UW account, you can forward your UW emails to your non-UW account.

    This allows anyone sending an email to you to use either your UW or non-UW email address. It's an easy process to set up and many of our faculty and staff already have this in place. This will allow us to sync our databases with Workday and ensure that everyone is easy to reach and is receiving important department communications without impacting someone’s specific preference to use one email over the other. If you have any questions, please contact Rosemary Whitright at rwhit@uw.edu. 

     
     

    The Librarians Are Here To Help

    Clinical Librarian Liaisons, located at UWMC and Harborview, are available to help you work smarter by providing a variety of services:

    • Literature searching on a topic of interest
    • Systematic/Scoping/Integrative reviews (see this guide for the various levels of service)
    • Teaching you, as a group or one-on-one, on a variety of topics like citation management tools, literature searching, keeping up with the literature, identifying potential grants, NIH biosketches, tracking your research impact, and much more!
    For more information, visit the Librarians in the Health Sciences Library.