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Anna Lohmann: According to cloud, is typically something they set up
Anna Lohmann: right when they initiate the
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Anna Lohmann: default, and it looks like it. Okay.
Anna Lohmann: see it? Okay.
Anna Lohmann: that's a perfect
Anna Lohmann: one is 17
Anna Lohmann: oops. Oh, yeah, there were 2 bit actually had a it showed up like on here a EN. And E. Saw the E. One first, and it wouldn't let me.
Anna Lohmann: That'll
Anna Lohmann: alright. It's all good man. Yep, good, thank you. Thank you. Thank you.
Anna Lohmann: Summer so far.
Anna Lohmann: Him.
Anna Lohmann: yeah, that's good. Yeah.
Anna Lohmann: These good hurts.
Anna Lohmann: Yeah, that's not right, Wes. That's
Anna Lohmann: you were just teasing me.
Anna Lohmann: I maybe maybe that was my imagination. You know. There, there's no proof, no evidence.
Anna Lohmann: You can share the screen.
Anna Lohmann: Does anybody know how to work? Zoom?
Anna Lohmann: I'm kidding? I'm kidding. I'm kidding. I'm kidding.
Anna Lohmann: How long have we been doing this?
Anna Lohmann: Alright? I think we'll get started. Thank you for those here in the room for joining us, and thank you for those joining us via zoom hopefully, you can hear me and see the room and see the screen.
Anna Lohmann: So we have a
Anna Lohmann: possibly fairly light agenda for today, but important topics that we want to address. So I'm going to start off and just hit a variety of miscellaneous items. And then we're going to move to some important updates dealing with the external pay
Anna Lohmann: and international travel and telework. So some important policies, just to make sure that everybody's aware of those, and then we'll wrap up with some of the Gillings inclusive excellence. Climate survey.
Anna Lohmann: so as far as some of the items that I want to address. We do have an update in terms of our admissions.
Anna Lohmann: And so specifically for the graduate programs. You can see some of the numbers here. So a summary of both the total number of applications, as well as broken down by both our Ms. And the Phd. You can see these are big numbers, and let me see if I can
Anna Lohmann: make that smaller. There we go. And so again, I think this is. This is a record in terms of the number of applications that we've received. And again, you can see again, in terms of the the masters and the Phd. And then again, a breakdown
Anna Lohmann: in terms of us, citizen permanent, resident, as opposed to those 4 nationals. And so we believe that we're close to the targets, and so
Anna Lohmann: you can see a little bit. I know that's small. But if you were able to see that we have the the Ms. Numbers on the left hand side and the Phd. Numbers on the right hand side, and you can see both the number of applications as well as the number that we have enrolled. Again in terms of meeting those targets. We think we're on track.
Anna Lohmann: And again, you can see historically, we seem to be pretty much consistent with what we've been aiming for. With a little bit of that exception in terms of the Ms. Program immediately post Covid, and then sort of the bounce back after that.
Anna Lohmann: So again, thank you to the Admissions Committee. It's been a lot of work, a lot of applications to review. So
Anna Lohmann: thank you to them.
Anna Lohmann: I also want to give a little update about our undergraduate summer internship program. So we have this busy program. So a reminder about that it's already underway. So I'll talk a little bit about how it's looking for this summer. But keep this in mind for future summers. If it peaks your interest.
Anna Lohmann: So in terms of the 2024 program, you can see we had 23 applicants. These are our undergraduates, our Bsp students? We had 7
Anna Lohmann: open positions or internships that were offered by 5 different faculty members. So again, if you are interested in joining this for next year. Make sure you're keeping track of that when the call goes out. I think that's kind of early spring, usually. So we have a lot more undergraduates that are interested than we're actually able to accommodate.
Anna Lohmann: So the way this works is, there's sort of a committee they try to do some matching to make sure that you have multiple applicants to choose from. You can see their qualifications. See, maybe, who the best matches are. And then the faculty member can sort of reach out and even do interviews, or whatever seems to be best. Find the hopefully optimal match and offer that, and then sort of iterate until convergence.
Anna Lohmann: And again, there's a variety of ways that this can look. It can be something that requires sort of full time work. It can be something that's, you know, not full time, more of a part. Time and again it can be something that's funded or not funded. So again, a lot of flexibility depending on what the opportunity is. I'll speak from my experience I'm one of the 5.
Anna Lohmann: That offered an opportunity. But a lot of these students, even if you don't have funding, they're very eager to be able to participate and get this type of experience
Anna Lohmann: as far as the formal structure of that program. In June. They host this this committee host a kickoff event, and the internships begin, and then about halfway through in mid July, there's sessions in terms of getting them ready for the symposium.
Anna Lohmann: which occurs at the end of July or early August. And so we have this end of summer research symposium. If you haven't seen this before, it's actually very well done. They typically have it in the atrium or in the basement
Anna Lohmann: of of the atrium in the Hooker Research Center. And these students are excited to share the work that they've done. So they have posters, and they're standing there to interact and so that will be advertised. And again, we encourage people to come out and interact with the undergraduate students.
Anna Lohmann: I wanna talk a little bit about travel policy updates from the departmental standpoint. We're going to also talk about that from a broader perspective here on the next agenda. Item, but in terms of issues that maybe we've seen within the department or issues to avoid. I want to give a reminder about concur. So I typically joke. That concur is the hardest part of my job.
Anna Lohmann: But I'm only joking slightly.
Adrien adrienfcooper@unc.edu: Man.
Anna Lohmann: So remember that. When you have the receipt, especially when it comes to food, we need to have itemization. Okay? So I'll show you a couple of examples on the next slide. But there needs to be itemization. So exactly what was ordered is shown on that receipt, and if not.
Anna Lohmann: then there's going to be a request for that itemized receipt if you don't have it. There are some additional steps involved, and even if you're able to go through those additional steps that that request may or may not be approved. So bottom line. Best idea is to get the itemized receipt. And here are some examples. So on the left hand side you can see
Anna Lohmann: the itemization where the different menu items are listed, and then on the right hand side. You can see the ones that are not acceptable, because they basically just show a total charge. And then there would be some follow up there.
Anna Lohmann: Also, in terms of the travel requests. You want to include information about the funding source. So if you recall in concur, they will have different places to add things like codes and and fund numbers, and so on. And if you have those that's great, but if not, at least make sure that you include some information about what what
Anna Lohmann: source it is. Kind of most the most specific way that you can list that in the comments, and I'll show you where that is on the next slide. Also, if it's international travel. It's a bit more involved. And so you wanna make sure that you're looking into this special approval form request form and make sure that you have everything sort of lined up for that
Anna Lohmann: And again, you just need to be careful in terms of being reachable. So if there are questions, they're gonna reach out and make sure that you're getting the right source of funds, and if not, you can see that it would default to educational funds.
Anna Lohmann: So here are some of those forms again, you can see that this one has different sources filled out. But if you don't have that what we see at the bottom of this screen is a place where you can enter the comments and make sure that you have specified the source of those funds.
Anna Lohmann: This is something that we wanted to make sure is clear. This is not new. This is not something we're introducing today, but just a reminder about the university's policy. So dealing internationally and specifically. With China. We need to keep in mind what we have here in bold that we're not allowed to conduct any remote work for research while abroad in China.
Anna Lohmann: and that includes gra work. Okay? So make sure, if this affects you, that you have.
Anna Lohmann: You're aware of the policy. And if there's anything that seems unclear of what's permissible and not make sure you're you're checking with the appropriate authorities. And again, this is not something that we've made up and it's not something new. But you can see sort of where this is coming from. In terms of the university policy. Yeah.
Anna Lohmann: So in China, it's not
Anna Lohmann: Wisconsin.
Anna Lohmann: there's a thing that came up.
Anna Lohmann: I'm not
Anna Lohmann: okay. So again, thank you for that, Scott. So if you're doing international travel.
Anna Lohmann: probably best just to check in and find out sort of what's permissible and what's not and make sure if it's weather one of those countries. Yeah, I'll just add some personal experience.
Anna Lohmann: They seem to be denying research on studies
Anna Lohmann: that are funded other than the Federal Government or Nih.
Anna Lohmann: Now, there's a very limited
Anna Lohmann: set of activities
Anna Lohmann: that appear to be permitted if it's not like Nias or Federally funded. But those don't seem to include
Anna Lohmann: remotely accessing research data. Okay.
Anna Lohmann: so so there might be some exceptions, or there might be
Anna Lohmann: may or may not be issues. So again, I think the clearest thing is probably to check in and make sure that whatever you have planned is going to be to to be permissible. And you're not going to run into any issues again. This is not a new policy, but it's just a reminder of what we have in place.
Anna Lohmann: Basically, any federal contractor grants can be considered research and so travel under that would not be allowable. But if it's for funds that aren't a grant, if it's for others, it's.
Adrien adrienfcooper@unc.edu: It.
Anna Lohmann: That means that it might not.
Adrien adrienfcooper@unc.edu: Currently, so there's.
Anna Lohmann: Little bit more.
Anna Lohmann: I think what Tom is referencing is also not just the travel there, but also the remote work aspect of
Anna Lohmann: like remotely connected. Yeah, teleworking, too, which is kind of an issue at the moment. I think it's also
Anna Lohmann: and wanted to say that gra work that he's referencing is
Anna Lohmann: other than
Anna Lohmann: just. The people.
Adrien adrienfcooper@unc.edu: All the work part of it. So
Adrien adrienfcooper@unc.edu: still are the 4 factor. We have a lot better features for last month.
Adrien adrienfcooper@unc.edu: however, overall, are definitely more popular because they're generally more competition.
Adrien adrienfcooper@unc.edu: Very rapidly.
Adrien adrienfcooper@unc.edu: Those people know where my hotel
Adrien adrienfcooper@unc.edu: potentially your Pg. Or if you have certain business problems, boss problems might be better, for instance, as well.
Adrien adrienfcooper@unc.edu: But both restaurants would last great for parables, and all depends on the project
Adrien adrienfcooper@unc.edu: Jeremy with.
Adrien adrienfcooper@unc.edu: So let me hear.
Adrien adrienfcooper@unc.edu: so.
Anna Lohmann: Thank you. And so I'm going to keep moving for now, because we're gonna come back to this with someone who's much more knowledgeable, so hopefully it will become clearer than mud.
Joseph Ibrahim: Todd Todd
Anna Lohmann: Yep.
Joseph Ibrahim: Jobraim. If you unless you need the time. I have one more comment about.
Anna Lohmann: Please. Please. Go ahead.
Joseph Ibrahim: Travel. Not about this, the china thing, but the
Joseph Ibrahim: so recently sort of some of us encountered. This
Joseph Ibrahim: is that. If you do a conquer request for international travel, and
Joseph Ibrahim: you have to travel on a weekend, because, let's say.
Joseph Ibrahim: a short course, or whatever
Joseph Ibrahim: that you're giving, as Jsm. For example, a lot of short courses are on Sunday.
Joseph Ibrahim: Sunday morning and stuff like that, and you know that that affects some of us.
Joseph Ibrahim: and I know Aretha is is in the room, but she can clarify anything that I said.
Joseph Ibrahim: Apparently you have to do a
Joseph Ibrahim: a cost comparison
Joseph Ibrahim: to sort of demonstrate that
Joseph Ibrahim: that had you flown out
Joseph Ibrahim: on a weekday, not a weekend, it would have been more expensive than flying out on a weekend, so like. For example.
Joseph Ibrahim: if I'm giving a Jsm short course on a Sunday.
Joseph Ibrahim: typically I'd fly out on Saturday, which is a weekend.
Joseph Ibrahim: And then so if you're gonna do that, then
Joseph Ibrahim: conquer might ask you for a cost comparison. Had you flown out on Friday, would it have been more expensive, Aretha, correct me if I'm wrong on this, and this is for international travel only, Aretha, or any kind of travel within the Us. As well
Joseph Ibrahim: travel because Usc. Does not consider the weekday weekend
Joseph Ibrahim: work days.
Joseph Ibrahim: And so they did
Joseph Ibrahim: wish
Joseph Ibrahim: Ryan Oberman
Joseph Ibrahim: some place.
Joseph Ibrahim: Yeah, could you? Could you repeat that, Todd? Because.
Anna Lohmann: Yes, so for sure.
Joseph Ibrahim: I had to be online today. And so I didn't hear exactly. What are you throwing.
Anna Lohmann: Thank you, and this hopefully will help the others on zoom as well. So what Aretha said is that it doesn't matter whether it's domestic or international, that applies, and the rationale for that is that the university doesn't consider the weekend to be work days.
Joseph Ibrahim: Yeah, okay, I just wasn't aware of that. And so
Joseph Ibrahim: I I'm not complaining or anything. I just, I'm just saying that maybe other people aren't aware of the I was. I just didn't know
Joseph Ibrahim: just a heads up for people that
Joseph Ibrahim: are thinking of traveling over a a weekend instead of a weekday, I guess. Yeah, it. It's not a big deal, but but I didn't know about.
Anna Lohmann: Great. Thank you.
Anna Lohmann: And so the last thing I wanna say is just a reminder of next week's Greenberg lectures. So super important that we have a good showing in person, so as many as you as possible. Please try to be there. There are 3. Try to make as many as you can and show our departmental interest in this. So
Anna Lohmann: thank you for that. I'm going to turn this over to Jamie O'brien. We're going to come back to this point about international travel, but also this external pay for professional activities. So again, something that you want to make sure that you're aware of the different policies that apply
Anna Lohmann: wave.
Anna Lohmann: No, I have slides. I emailed them to you. Do you have your email on here by machines.
Anna Lohmann: That's that, might be it.
Anna Lohmann: Oh, yeah, you want both of them. Oh, yeah, that'd be great. Thank you.
Anna Lohmann: They were almost there.
Anna Lohmann: What did you want to start with. We can start with the that one since we were already talking about it.
Anna Lohmann: Okay. And I'm sorry I didn't mean to steal your phone. No, no, you're totally fine. It's something kind of everyone's been talking about recently. I think I scared people. Maybe when I sent out a couple of emails recently about travel and telework we had.
Anna Lohmann: Oh, Hi! I'm Jamie! I am the research compliance coordinator for all of gillings. If you didn't know. I
Anna Lohmann: coordinate research, compliance. If you have any questions about compliance, whether it be travel, export, irb, iac authorship, publication, anything, research ethics. See? My background is in bioethics and research ethics. And I am happy to answer questions or get you in contact with anybody here at the university who I have resources.
Anna Lohmann: or I have connections with. I live down in the first floor of Rosenow. In the
Anna Lohmann: it used to be research, innovation and global solutions. Now, we're just kind of our own little research office, but we don't have a name yet. But I work with Alexia Kelly and Carrie North, who is our new Adr. And
Anna Lohmann: and so yeah, I'm always happy to help. I will send out both of these resources when I'm
Anna Lohmann: when I'm back in my office to Todd, who I'm sure will disseminate to everybody here. But yeah. So recently, I think telework and international travel has been kind of a question for everyone. The first big question that I've kind of been getting from a lot of people has been the difference between the
Anna Lohmann: travel authorization. And then this telework form, because there are 2 separate forms. So the travel authorization that happens in concur. And then this telework for
Anna Lohmann: teleworking abroad with research are 2 different forms. So this one is found in connect Carolina. And this one is really really important when you're traveling internationally, because this one
Anna Lohmann: goes to what is called the global working group. The global working group is comprised of all of the really important offices here at Unc. Who? Need to see where you're going, what you're taking with you, what kind of research you do, whether or not you are doing research when you're over there, which is to say.
Anna Lohmann: when you are going there, you don't necessarily have to be doing research. You don't even necessarily have to be working to fill out this telework request. If you are going
Anna Lohmann: and you are going to bring your phone
Anna Lohmann: and you are going to send some emails. And you are going to check some emails. And you are going to email someone about your Nih Grant. It would be really great if we knew that, especially if you're going to
Anna Lohmann: China or
Anna Lohmann: Vietnam, or
Anna Lohmann: places that we're a little concerned about right now, you know, if you're going somewhere, that is of, you know, major concern to us. Absolutely. We definitely need to know. We call it the telework request form telework isn't really all that defined telework
Anna Lohmann: can mean you're checking your emails. You're sending a couple of like bounce back emails like, we're doing this. We're doing that. We really want to know where you are. We want to know where your data is and all that kind of stuff. But it also, of course, means if you're going there to just
Anna Lohmann: work from abroad. You're not going there to do real research. That would have obviously a telework authorization or a a international abroad authorization where you go through concur, and you're getting funds. And that's really what the concur form is for is that your your funds are going through to pay for that trip, and then you're gonna get reimbursed, and that's really nice, because then you don't have to pay for it. This is more. We know where you are.
Anna Lohmann: Payroll knows where you are.
Anna Lohmann: you know, if you're over there for too long. Sometimes they're gonna be like, Hey, are you ever coming back. University Council knows where you are. If you get arrested while you're in, you know, Stockholm, we should know that export compliance knows where you are. If you know, while you're arrested, somebody steals your laptop.
Anna Lohmann: That's a problem. Science and security. That's gonna be a big one, especially if you are traveling to countries of concern or if you're traveling somewhere, and you do very high risk research. My research.
Anna Lohmann: apart from the university. I have a second job at Umass. I study gain of function research, which is very interesting, but is high risk research. So I have to do some special things to protect my research. That is an important thing to think about when you are
Anna Lohmann: going places with your laptop up. Some other things to think about are the telework request form is going to go through a number of reviews. So as soon as you think that you're gonna go somewhere it would be really great if you got started on that review. It's not something that we want to do
Anna Lohmann: 48 h in advance and say, Hey, I'm going to China on Sunday. It's Thursday. Please get this through all of these people. Have we done it? Yes. Do we like to do it? No, not really. So yeah. So this can be found. In connect Carolina.
Anna Lohmann: and you can go through. It's going to first be sent to your department review. Then it's going to be sent to your H. Our Hr. Here it's going to be.
Anna Lohmann: or it's going to be sent to your supervisor, and it's going to be sent to Department Hr. And then it's going to be sent to Robert downstairs, who is taking over for Gretchen right now.
Anna Lohmann: And then we will send it off to the global working group. Then it will be sent back to Robert, and then it will be sent back to you guys, and we will either say, you're good to go, or we'll say, Hey, these are the steps that we have to take to mitigate risk. And it's
Anna Lohmann: very rarely like a flat out. No, we can't do this but sometimes it is like, Hey, these are the steps we have to take, or you can't do Xyz when you go, but you can do all of your other things. But yeah. So if you have any questions about this form in particular, it is
Anna Lohmann: in addition to your concur form, because the concur form is, you get your money back. Your department knows where you're going. Your department knows how much you're gonna spend. This is the rest of everybody knows where you are. The rest of everybody knows where your research is, where your laptop is
Anna Lohmann: and it also will ask if you're bringing any other research equipment with you if you have like. I don't know 8,000 test tubes you want to bring with you to Stockholm?
Anna Lohmann: Sure? Why not?
Anna Lohmann: that's something that they're Gonna ask you. So right? If you have any questions. Just yeah.
Anna Lohmann: not really. The thing about this form is that it is new because we have not been greatly in compliance. And that's why I'm going around kind of pushing this information on people is that we really, I mean, I don't know how many of you guys have been completing this in the past couple of years. I don't think that we've seen a ton of them come through the office. We especially haven't been seeing them
Anna Lohmann: for like, in addition to people who are submitting
Anna Lohmann: international authorizations. So I mean, it's not.
Anna Lohmann: It's kind of a forgiveness in the afterstep. But now that we're kind of ramping up education, we would really like people to
Anna Lohmann: to, to comply. The I think the penalties would come is if we were to do something that is against Federal law or federal policy like, take NIH.
Anna Lohmann: Data to China and then do things with it, and then come back. And then the Government be like, hey?
Anna Lohmann: Did your Science and Security officer know about this? Where was the clearance for this? And we were like, Hmm! We don't know. So there are penalties, surely. But we would like to just stay in compliance across the board. For everybody, and not have to worry about picking and choosing who? We're gonna
Anna Lohmann: penalize yeah
Anna Lohmann: yeah.
Anna Lohmann: Noah.
Anna Lohmann: is this required for any
Anna Lohmann: person that is traveling internationally
Anna Lohmann: put in the international travel request
Anna Lohmann: is this something that
Anna Lohmann: even if they're not doing the concur. So even if they're traveling.
Anna Lohmann: not on unc money, even if they're just going on vacation, and they're
Anna Lohmann: going by themselves, but they're just like
Anna Lohmann: if they're attending conferences, if they're going on vacation, even if they're not on work time. If you've submitted, Pto, and you're still saying.
Anna Lohmann: I want to take my laptop.
Anna Lohmann: or I'm going to take my phone. And I'm still going to reply to some emails. It's good to submit this, then we know it's better to be safe
Anna Lohmann: then. Not know at all.
Anna Lohmann: 5.
Anna Lohmann: Yes.
Anna Lohmann: yeah, it'll be completed by the traveler in connect Carolina. Yep.
Anna Lohmann: yep, and it will be automatically routed to you, and then it'll go out.
Anna Lohmann: Circle around campus, back to you.
Anna Lohmann: Yep.
Anna Lohmann: for any level of travel, you know, because, you know, we have the level one.
Anna Lohmann: yeah, and and the mitigation steps will be
Anna Lohmann: based on kind of where those are. On how how risky it is. Gonna be
Anna Lohmann: anything else.
Anna Lohmann: Does that make sense?
Anna Lohmann: Great?
Anna Lohmann: Nope, you gotta do it inside your own. Connect Carolina.
Anna Lohmann: And you can put even in the form. There's like notes or something you can say, like, I'm going on. Pto might check my email while I'm out there, and that will also like
Anna Lohmann: decrease the amount of risk mitigation. Or if you're saying like, I'm not really conducting my research while I'm out here.
Anna Lohmann: they'll they'll understand
Anna Lohmann: it's in the class.
Anna Lohmann: It does.
Anna Lohmann: Yep, it does.
Anna Lohmann: Alright.
Anna Lohmann: Everyone's other favorite, which is epaps. This is the time of epap renewal season. If you didn't know already, I'm going to get into what an epap is. But if you have an epap and you didn't know just like Irbs, epaps have
Anna Lohmann: renewal time, and it is at the end of every fiscal year. So
Anna Lohmann: June
Anna Lohmann: 20, something ish, you're gonna get an email. And it's gonna say, Hey, July first.
Anna Lohmann: it's gonna open. And you're gonna have to submit every epap that is still happening for you has to be submitted all over again. You, if you're still continuing that activity, you're gonna have to do it again.
Anna Lohmann: And I'm going to say that probably 3 more times in this presentation, because it
Anna Lohmann: doesn't ever stick for at least like 3 people in this entire school.
Anna Lohmann: My disclosure is that I have no financial interests. Except my job, but not technically. In this epap. The recommended time to disclose any relationship or financial interest is in the beginning of your talk, and that's because if you do it at the end, it might change everyone's mind about what you just said?
Anna Lohmann: So an external professional activity for pay? Has everyone filled one of these out already?
Anna Lohmann: Has someone not filled one of these out, does someone have no epaps.
Anna Lohmann: cool?
Anna Lohmann: 2 people, 3 people
Anna Lohmann: awesome. Alright. Are you guys the Hr
Anna Lohmann: faculty, you guys, faculty?
Anna Lohmann: Okay? Awesome. So we have people who have not completed the process, we will indoctrinate you into
Anna Lohmann: epap society.
Anna Lohmann: So
Anna Lohmann: epap
Anna Lohmann: are.
Anna Lohmann: Any activity that are not included in your university employment responsibilities which we will get to in a second.
Anna Lohmann: They are performed for any entity, public or private, other than the university itself.
Anna Lohmann: They are undertaken for compensation which has a little bit of a caveat
Anna Lohmann: and they are based upon the professional knowledge, experience, and ability of the Ehra employee.
Anna Lohmann: So 2 things with that first research cannot be an epap. If someone is paying you to do something that is considered research.
Anna Lohmann: it has to be under a subcontract.
Anna Lohmann: I'm very sorry. I know that that is
Anna Lohmann: somewhat difficult, and it's hard when they're only 1,000 subcontracts, and you want it to be an epab, because getting a subcontract for less than you know.
Anna Lohmann: 5 grand is kind of like it's it's a difficult process to go through Osp, and that's that takes a long time. But it's just. It's not even like a school or a university thing that's like above us. They they have decided that the powers that be
Anna Lohmann: EPA, perhaps, are not research.
Anna Lohmann: Also.
Anna Lohmann: as far as undertaken for compensation. Compensation is usually monetary. However, per university council building equity in a startup is a form of compensation. So if you start a company.
Anna Lohmann: you must submit an epap, even though you are not necessarily
Anna Lohmann: getting any monetary value from it yet. So usually. If you meet with Ann Glouber, who would be the one who is helping you start a company here at UN at Gillings.
Anna Lohmann: you'll meet with her, and then you'll also probably meet with me or Alexia about the coi process, and we'll say, Hey, the coi process happens when you think you're going to start making money
Anna Lohmann: because you'll have a financial conflict of interest. We have a $0 threshold here for disclosing that financial conflict of interest. However, once you have equity and a startup.
Anna Lohmann: you have to submit an epap because you are having an external professional activity outside of the university
Anna Lohmann: that is being
Anna Lohmann: undertaken for some sort of compensation, which is that equity.
Anna Lohmann: And it's some sort of knowledge or experience that you have here that is not included with the university. It's not your university responsibilities. It's not anything. It's like taking off your Unc. Hat and putting on your company hat.
Anna Lohmann: So if you have any questions about that. If you are thinking about starting a company, and you're like, I don't understand that at all. Just let me know. And I'm happy to help out with that one.
Anna Lohmann: I think everyone in here is probably Hr faculty or hr non faculty. But if
Anna Lohmann: you are SHRA. I will just say that
Anna Lohmann: is judged differently. Shr does not have epap. They have something. I'm Shri. They have something called like a second job contract that you sign hr, non faculty is based on a job description. And then, faculty are judged on like what is considered a university duty. So there are specific university responsibilities, institutional responsibilities that you have. You have
Anna Lohmann: primary secondary and then non institutional responsibilities. And we'll go over those in a second. Eha non faculty. When you apply for a job. You have a job description that you're judged off of when you do like. Your performance reviews. Your epap will be judged off of, you know, if your professional activity for pay is
Anna Lohmann: close enough to that. What's what your your professional activities are in that. So if you are, ehr? Non faculty? And you, you know, do Bios research
Anna Lohmann: on? I don't know. I'm not a numbers person on lots of numbers, but your second job is going to be selling soaps at Lush, which I do know someone does.
Anna Lohmann: That's not probably gonna have to be me, pop. I think you'll be okay because those 2 things are not gonna be judged too closely. But if you're going to be doing running numbers for the company of Lush! Hmm! Perhaps we get into a little bit of a a flux there.
Anna Lohmann: so these are the institutional responsibilities. These are your primary secondary. And then what are considered external activities.
Anna Lohmann: So your primary scholarship, research, institutional services and administrative.
Anna Lohmann: it gets a little bit more murky as we go into institutional secondaries. Because these also start to look like things that
Anna Lohmann: can be external if they're done for specific
Anna Lohmann: places, or can be a secondary if they're done for government, or they're done for, you know.
Anna Lohmann: nonprofits or things like that.
Anna Lohmann: So professional associations and learned societies, review or advisory panels, presentations of lectures, presentations and seminars, reviewing service to accreditation bodies.
Anna Lohmann: and then external activities. If you're getting paid for consulting on a nonprofit like, I said, if you're getting paid for consulting on.
Anna Lohmann: I don't know the Us.
Anna Lohmann: Vaccine board for the Government.
Anna Lohmann: Probably maybe not in epap. We'll look at it. We'll see. Maybe it's maybe it's related to your to your job. Well enough
Anna Lohmann: that we could. We could call that a secondary. Yeah.
Anna Lohmann: So I can confirm Jamie cause. This is very educational for me. Looking at the secondary institutional responsibilities, a lot of what we do is faculty seem to fall under that banner. Such as reviewing on nih panels. Speaking at a professional society or a nonprofit organization, maybe giving
Anna Lohmann: lecture trainees trainees
Anna Lohmann: training programs, that kind of thing.
Anna Lohmann: and also serving on
Anna Lohmann: data, safety and monitoring boards, which typically have a very nominal fee, you know, like.
Anna Lohmann: besides expenses, if you have to travel, maybe 250 to $500. But it's all these things are time commitments, and usually
Anna Lohmann: not a whole lot of compensation.
Anna Lohmann: and that those are part of our faculty review reviews and expectations. I've been confused because I thought that these things were epap. So a Dsm. Being paid for a Dsmb is an epap
Anna Lohmann: but it depends on what
Anna Lohmann: they are labeling it. If you are being labeled giving your
Anna Lohmann: talk to a trainee as a consultant.
Anna Lohmann: If you're if they're saying you're gonna be a consultant for Amc. Coming in as a Biostatistician. And you're gonna you know, train these people. For $1,000. Then you're a consultant for the nonprofit. And that is an external activity. Yeah.
Anna Lohmann: yeah. So that that falls under the external activity of consulting for a nonprofit.
Anna Lohmann: even if it's just a real example. Yeah.
Anna Lohmann: So I go occasionally to the Alzheimer's association. They have a 3 day program where they're training
Anna Lohmann: junior researchers.
Anna Lohmann: So it's
Anna Lohmann: pretty much.
Anna Lohmann: It's only for those 3 days, and only to give a presentation and to have
Anna Lohmann: a few one on one meetings
Anna Lohmann: on their general research topic.
Anna Lohmann: I mean, that's that's not an ongoing relationship. It's a 3 day event
Anna Lohmann: that might happen annually is that any? But I get it. It has pay. So it's out of email.
Anna Lohmann: I think
Anna Lohmann: so. A presentation of a lecture.
Anna Lohmann: I think it would depend
Anna Lohmann: on what your contract says, and where it is, and who is funding it? Right? Yeah, I think it's usually
Anna Lohmann: yeah. I think I probably could have written this a little bit clearer, so that would still, I think, fall under external activities. The secondary activities that are presentations of lectures and papers usually are at conferences or at other schools like an invited lecture, or, if, like, you know, a Med. School wants to pay you to come and do an honor like, do an honorararia, for like a one off lecture, or something like that. But if it is like a company, if it is like something.
Anna Lohmann: it's still yeah, I understand. And here's the other thing about this.
Anna Lohmann: As I said, I am an atheist, and my favorite line to do in any any type of thing, isn't it? Depends. It really just depends. Unfortunately, I, unfortunately for me, because it gives me a job. Is that for a lot of these, if you send me an email, this is my job. I can be like, Yeah, let me look into it. I'll email someone. And I'll I'll get into it. So if you really are like. Okay, I don't know if this is what I need to fill out an epap, for I'm very confused on like where the line is blurry.
Anna Lohmann: You can send me the details, and I will look into it, and I will scour the policy to see where it is.
Anna Lohmann: But as far as I can read from that. If you are being paid
Anna Lohmann: by a nonprofit, that is where the line is. The line says if it's a consultancy for a nonprofit.
Anna Lohmann: then it's external. If you're being paid by a Us. University
Anna Lohmann: to present like a
Anna Lohmann: lecture, or at a conference, or something like that.
Anna Lohmann: then it's a responsibility under the institutional like, you know, you're contributing to the to the field of knowledge, and you're helping collaboration and that kind of thing.
Anna Lohmann: It's it's not very burdensome. But
Anna Lohmann: thank you for that. It's not. It's not all that. Yeah. So I think you mentioned this. But if it's
Anna Lohmann: if you do, some of these, especially in that middle column. And there is an honorarium.
Anna Lohmann: You don't need to do that at all. Yeah, yeah, there are some secondary responsibilities that that do include audarium. Sometimes, you know, you'll get
Anna Lohmann: money for reviewing on an advisory panel. Sometimes you'll get money, for, you know, giving like $50 for giving a talk over at Duke like it does happen.
Anna Lohmann: just shoot us an email, we'll make sure that it falls under your secondary institutional responsibilities. But for the most part it it's it usually falls under institutional as long as it's a Us.
Anna Lohmann: one. Here's the thing with that, though, is, you might have to fill out a conflict of interest form, because now you're getting money from a different institution, and then you might have to fill it out under
Anna Lohmann: depending on how much you get, you might have to put it under your other support documents on your bio sketch and other support. So it's it's a toss up between which forms you have to put it on now. But yeah. So if you have any questions, or you get a a invitation to give a talk for some amount of money, and you don't really know where to put it, or where it falls for these just like I said,
Anna Lohmann: shoot me an email. I'm happy to kind of parse it out for these things.
Anna Lohmann: Yeah, like I said.
Anna Lohmann: primary responsibilities not allowed to be an epap. So research, institutional or service administrative university channels. So research has to go through. This is Osr, that's an old slide. Osp, if I'm very sorry about that. Your secondary generally don't need to be disclosed unless you are engaging with a foreign government or foreign university like, I said. They
Anna Lohmann: can have an honorary if they are like saying, we're gonna give you $50,000 to come. Talk at Nc. State.
Anna Lohmann: Please reach out. Let's have a little talk about why and what you're talking about, and who's gonna be there? We would love to know and then you have to disclose any external activities. In relation to the expertise of these. Your institutional duties.
Anna Lohmann: Yeah.
Anna Lohmann: Oh.
Anna Lohmann: yeah, to determine if it
Anna Lohmann: constitutes research. You can think about what an Nih person defines as an investigator. That it gets a little murky when it starts to talk about whether things are research, if they are publishable, or whether you know ahead of time, if it's publishable? These questions have begun to come up more in the secondary institutional responsibilities like, if you're going into like
Anna Lohmann: an advisory panel, or you're participating in an association that might have a white paper come out, and the white paper might be published. That gets a little bit murky. So if you go into one of these and you're like 3 meetings in, and they're like, oh, maybe we should write a paper on this
Anna Lohmann: reach out happy to talk about it, you know. It's not that you went in, and you were like, I'm gonna deceive the people of Unc. No, it's fine. It's not a big deal we can look at it. We can. We can grant Grace in any of these. We're not concerned.
Anna Lohmann: So the epap process you're gonna submit it via the air system, which, if you've done a coi disclosure, if you've
Anna Lohmann: I'm gonna say this, and I'm gonna hope that nobody looks like I've caught them like a deer in headlights. If you've assigned any of your books in your class. Hopefully, you have used the self authored course, material guidelines, which are also in air. I'm gonna close my eyes now. That is also in air. Disclosures must be made 10 days before starting the activity.
Anna Lohmann: or more. If you would like to give us a little bit of a running start. For an ongoing activity. New disclosures must be made. Each year, so the New Year will start in July. So if you have one that's going to be continuing. If you have one that started in
Anna Lohmann: the beginning of June, you got to do it again in the beginning of July. I'm very sorry we don't make the rules.
Anna Lohmann: The review is gonna be done by the department. The department is responsible for the initial review. I'm not gonna call out who does it? But there is someone who probably is on this zoom who does your reviews? And then the additional review depending on the nature of the activity, might include someone like Tech transfer the office of the provost who is like the overseer
Anna Lohmann: of epap. And then Hr tech transfer would be like, if you have IP involved in your epap
Anna Lohmann: and then you get an approval letter which will be sent to you. If there's any issues prior to that, you'll probably get an email from
Anna Lohmann: me or Alexia, or maybe even Michael.
Anna Lohmann: Yeah. So
Anna Lohmann: these are some resources like, I said, I will send my slides, and then the
Anna Lohmann: travel resource, which is from Ovcr, not from me. They did a great job on that Todd, and then hopefully, Todd can get that out to all of you guys. And if you have any questions, my information is on this last slide.
Anna Lohmann: So thanks.
David Couper: Don't have any.
Anna Lohmann: Questions, yeah, yeah.
David Couper: The Smb is. I don't understand why the Smb in our in our HD Smb specifically are on this.
David Couper: but the
David Couper: compensation for that is exactly the same as an Nih study section. And it's really a professional
David Couper: service which
David Couper: falls under our duty is a secondary kind of duty.
David Couper: So it's it's it's not for the pharmaceutical company Ds and B, it's an NIH. Ds and B.
Anna Lohmann: Has someone told you that the Nih Dsmv is.
David Couper: Well, it doesn't specify whether it's in our Nih or other Ds and B.
Anna Lohmann: I think if it's
Anna Lohmann: I think if it's a Government Dsmb, it might be exempt from the Dsmb.
Anna Lohmann: I'm I'm unsure. Let me check with joy on that
Anna Lohmann: recording as well.
Anna Lohmann: Yeah, if it's funded by the Federal Government, it might have an exemption. I can check with joy, with joy on that one. Not.
Anna Lohmann: I'm actually not positive about that.
David Couper: Thank you.
Anna Lohmann: Yeah, yeah, yeah, for sure.
Anna Lohmann: Yeah, talking about pay for in in this context, though, is it that this is largely about like, if a pay would be to a person, individually or not to the University, except largely
Anna Lohmann: so
Anna Lohmann: kind of if they are saying that they are gonna pay the
Anna Lohmann: university. I think it would end up going under a conflict of interest form
Anna Lohmann: which would still need to be filled out in air. But yeah, I don't think it would
Anna Lohmann: go under an epap.
Anna Lohmann: It would be like an institutional conflict of interest to
Anna Lohmann: that way. Yeah.
Anna Lohmann: right? Thank you.
Anna Lohmann: Thank y'all.
Anna Lohmann: So the theme of the day so far is all the murky, blurred gray areas. So we'll move to our next item. And Kim Ramsey White has joined us. She's the associate Dean, for inclusive excellence. And she's going to share some items on that topic with us today. Thank you.
Anna Lohmann: Hello, everybody.
Anna Lohmann: So I
Anna Lohmann: have some information. I think. You all know we did a finance study. Don't need to talk in there.
Anna Lohmann: Okay, we did a climate study last year, 2023 spring of 2023, and throughout the fall semester, and
Anna Lohmann: pretty much into the fall semester, we am an outside organization. Did it be a consultants. And we did some focus groups as well. We got a final report on that, the beginning of the fall semester, and we've been
Anna Lohmann: trying to share information. We did a presentation to faculty and staff at the faculty and staff meeting. We did a community conversation around the results. Has anybody. Did anybody have a chance to attend any of those
Anna Lohmann: you did, Todd?
Anna Lohmann: So
Anna Lohmann: In addition, we've also shared all of the data and the reports with all of the department chairs. So Michael has the information that's specific to bio statistics. I can talk a little bit today about kind of what we got overall at the school level. And then, hopefully, I think Michael and I will have a chance to maybe work together.
Anna Lohmann: He's supposed to kind of look at all of the
Anna Lohmann: bios data and summarize it, and then present it to you all and I can probably give him a hand in doing that. So
Anna Lohmann: we had
Anna Lohmann: over a hundred. We had 200 778 total participants for the climate study. So not. It was about a 30 28
Anna Lohmann: to 30% participation rate across the school. So a lot of people would be like, Oh, that's not really very many people when you stop and think about how many people there are at the school, and that could be a very legitimate, very technical
Anna Lohmann: and admission. But
Anna Lohmann: the things that came out of the climate study are not things that were. Oh, my God! Where did that come from? We've never seen that before. How did that get there? When did that happen? The things that came out of our climate study that we need to focus on in terms of our school are things that have been in our Gillings
Anna Lohmann: student staff faculty survey. They over the past couple of years. They've come out in terms of our
Anna Lohmann: feedback forms. So there wasn't anything in the survey that you know kind of caught us off guard or made us feel like, Wow! We didn't even realize that was happening.
Anna Lohmann: And in the aggregate. Really, it's about the climate of our school and about how people feel about them being able to share their individual perspectives, about things, about how safe people feel in their units and in their departments.
Anna Lohmann: Are there good things that we're doing at the school? Absolutely. There are good things that we're doing at the school as well. And even when we look at the Gillings data and the climate sur climate survey data.
Anna Lohmann: if you just look at the percentages of people who.
Anna Lohmann: you know said they weren't happy with something or or something along those lines, those percentage, those percentages don't ever really look more than about
Anna Lohmann: 18 to 20% of who participated in that particular survey.
Anna Lohmann: The question is, if 18 or 20% of the people who did participate in the survey, so that could be anywhere from 10 people to
Anna Lohmann: 30 people dependent on the numbers of who participated
Anna Lohmann: feel like they don't feel safe in their classroom. Does it mean that we should not pay attention to it? Because it's just 10% of our students who don't feel safe. And I just use that as an example. And I'm sharing that because that's how we've gone about trying to think about
Anna Lohmann: looking at the results of our climate survey not really whether or not a large number of people, you know, feel this way, and so many of the things that came out, even if we had one student who felt like, I can't sit in my class and be able to share my experiences because I'm afraid I'm gonna get my head chopped off because I think differently than the other people in my classroom do.
Anna Lohmann: That's not what we want for any of our students, not even one of our students what we want that for, and are we ever gonna maybe get to a place where we eliminate all of that together? We might not. But we at least need to know that we're trying
Anna Lohmann: to make sure that people feel like they're in a place and in a space where they can intellectually be able to grow and to be able to share their perspectives. So just I was just gonna talk about a couple of the things that came out. Let me just tell you a little bit about the the demographics of the people who did participate. So I told you we have 778 people overall
Anna Lohmann: 12 administrators.
Anna Lohmann: a hundred 80 faculty
Anna Lohmann: less than 5 postdocs.
Anna Lohmann: 200 staff
Anna Lohmann: and 383 faculty, I mean. Sorry. 383 students which combines graduate and undergraduate students.
Anna Lohmann: The big themes that came out as far as the students were concerned, were some of the things I've already mentioned, that there was limited safe space for diverse views, that people felt afraid to talk about things in their classrooms for fear of reprisal or retaliation.
Anna Lohmann: that people felt concerns about their identity and diversity. And in the focus groups that kind of came out more
Anna Lohmann: in terms of identity and diversity, meaning that they didn't see a lot of diversity in their in the teachers and in the leadership, and that they wanted more as far as that was concerned. The identity piece.
Anna Lohmann: while it's not
Anna Lohmann: a hundred percent clear, we think, is really more related to Lgbtq faculty and students that be start sorry students in this case that responded to the survey.
Anna Lohmann: one of the other things that was really interesting is we? We asked the question around microaggressions, and students felt like
Anna Lohmann: students felt like
Anna Lohmann: they.
Anna Lohmann: Some experienced it, but a lot more felt like they observed
Anna Lohmann: microaggressions in their classrooms, whereas faculty felt like there were very little microaggressions that took place in their classrooms.
Anna Lohmann: So what could be the cause for that?
Anna Lohmann: Well, I'll tell you. It's because we define microaggressions. People have different determinations about what a microaggression is. And so that's another thing that we've been trying to think that we've thought about trying to do
Anna Lohmann: in terms of just education for for the school is, let's get some common
Anna Lohmann: definitions for things.
Anna Lohmann: And that's a that's a big issue.
Anna Lohmann: Given everything that we're facing, right this second in terms of how the work around inclusion and climate and everything is really in a place to not exist in the context of us having somebody to actually lead the work
Anna Lohmann: and to be at a place where we know that there are these challenges as far as people, making sure, making sure that people understand things in the same way, but nobody really to lead the work of helping us to get to a better place of that. Do you think we'll get better with on with those with these things on our own? Or do you think they'll get worse.
Anna Lohmann: not better.
Anna Lohmann: Don't know. No.
Anna Lohmann: I think there needs to be discussion, writing, and engagement about
Anna Lohmann: Yup. But if we don't have it right, it's not gonna get better on its own. That's kind of what my point is.
Anna Lohmann: So I can keep talking about some of these things, but I don't think I'd be telling you too much of anything that you don't already know that you haven't already heard.
Anna Lohmann: If there's anything in terms of what I feel is important for me to do over the next. However many days, weeks, months, I continue to be here. It is really to drive home the point that the challenges that we face in our.
Anna Lohmann: and I'll speak here because we're talking in a department in our classrooms and not just in our class, mo, not just in our classrooms. Even amongst the relationships that we have with each other amongst faculty and staff relationships, amongst faculty and faculty relationships, the different dynamics that there are in terms of the hierarchy of power. All of those things are important, and if there's not an inclusive excellence office
Anna Lohmann: in Gillings to come and stand in front of you in a classroom to be able to say, Hey, here's something that we're trying. We want you to participate in this. Who's going to do it?
Anna Lohmann: How will each department make a determination.
Anna Lohmann: knowing that we all are in agreement that this work is important.
Anna Lohmann: but it has to get done, and somebody has to do it.
Anna Lohmann: and at the end of the day I can't even tell you that we'll be here to continue to help do that work.
Anna Lohmann: That's not something that I can say that we will be here to do.
Anna Lohmann: and if we're not.
Anna Lohmann: somebody has to take it up, it's not gonna just be like, oh, well.
Anna Lohmann: it'll get better by itself.
Anna Lohmann: It has to be something that stays at top of mind if it's important for you as a department.
Anna Lohmann: yeah.
Anna Lohmann: So I think I would just go from there and just see if you all have any other questions of me that
Anna Lohmann: I could potentially answer for you.
Anna Lohmann: So obviously, this is an important topic, and keep your eyes open for additional opportunities to have some of these discussions.
Anna Lohmann: both at the school and departmental level. But any.
Anna Lohmann: any last questions.
Anna Lohmann: Thank you so much. You're welcome.
Anna Lohmann: And with that we'll adjourn. Thank you all for coming.
Joseph Ibrahim: Todd.
Anna Lohmann: Yes, please me.
Joseph Ibrahim: Could I make just one announcement? Sorry.
Joseph Ibrahim: I know Michael would have done it, but he's out of town.
Joseph Ibrahim: I just wanted to let everybody know. People may not know
Joseph Ibrahim: that we have some sad news.
Joseph Ibrahim: Ethan Alt is the is residing his position, or
Joseph Ibrahim: he's moving to another position at Gsk in Matt. See Oda's group, and he will be here until mid-july.
Joseph Ibrahim: And obviously we're all very sad to see Ethan go at the same time. We want the best for him.
Joseph Ibrahim: but he will be a huge loss in the department. I don't. I don't know if you even knew that Todd, but sorry to interject that I'm not pulling an Alexander Hague on you, or anything like that.
Joseph Ibrahim: but I think people should know, because Ethan is
Joseph Ibrahim: not going to be with us much longer.
Joseph Ibrahim: Unfortunately.
Anna Lohmann: Right. Thank you. And again we'll we'll end there. But hope everyone has a good summer, and
Anna Lohmann: keep your eyes open for the next meeting. So thank you all.
Joseph Ibrahim: Bye, everybody!