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  • 1.  Working with External Partners

    CAB Member
    Posted 04-04-2022 11:46
    If your institution has formal scientific collaborations with other institutions, how do you handle providing them access to any necessary data or systems on your side of the collaboration?

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    Dawn Leusner
    IRB Manager
    Educational Testing Service
    Princeton, NJ 08541
    irb@ets.org
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  • 2.  RE: Working with External Partners

    CAYUSE CHAMPION
    Posted 04-05-2022 13:22
    Hi Dawn!

    With collaborations with external entities, sponsors or just a collaborator, there would need to be a 'Data Use Agreement' in place. This would include probably a scope of work describing the partnership, who exactly would need access and why, exactly what systems and data they need, and how it will be used. Our PIs can work with the IT department to make sure security levels are in place, and help them with making sure the language is clear in the scope before it's reviewed by legal.

    Though it is rare that an external partner would have direct access to a University system unless it was a shared link through OneDrive (Box, Dropbox, GoogleDrive, etc). Things like Cayuse or other similar internal processes systems are behind SSO so even if we WANTED unaffiliated person(s) to have access it wouldn't be possible.

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    Augusta Isley
    Senior Proposal Manager
    Ball State University
    amwray@bsu.edu
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  • 3.  RE: Working with External Partners

    CAB Member
    Posted 04-06-2022 03:36
    Thanks so much, Augusta!

    Glad our institution runs in parallel in regard to the necessary paperwork with legal review and approval, and IT vetting, if relevant.

    I really appreciate your prompt response and sharing your institution's procedures!

    And, thank goodness for OneDrive as Dropbox and GoogleDrive are not approved for use at our institution.

    Best,
    Dawn

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    Dawn Leusner
    IRB Manager
    Educational Testing Service
    Princeton, NJ 08541
    irb@ets.org
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  • 4.  RE: Working with External Partners

    CAYUSE CHAMPION
    Posted 04-06-2022 06:22
    I don't know a school that does this well - even though these collaborations are utterly essential to research.  Want my fantasy?  Cayuse develops a Research Development module that somehow bypasses SSO  (can't REALLY think how this would work.) that allows for collaboration.  It would be robust in terms of features, like allowing us to work with internal PIs on, say, 5 year research plans but would also allow for collaborative document development across universities.  Now.... what we actually use is Google Drive and email, which I hate with a passion.  I really dislike Google Drive.  (endlessly perplexed how the search function can be so weak.  It's GOOGLE, for crying out loud.)  And group emails are a mess for proposal development.  If just one person forgets to hit "reply all" then someone is cut out of the conversation and side conversations develop.  It becomes a mess in short order- but you all knew that.  So.... we muddle along.

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    Andrea Buford
    Director, Office of Sponsored Programs
    Oakland University
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  • 5.  RE: Working with External Partners

    CAYUSE CHAMPION
    Posted 04-07-2022 09:39
    Our campus is similar in that access to the system is behind SSO, so outside individuals can't access the document. Instead, we either have our PI/admin team create the subaward proposal on their own, or they have the subaward entity fill out a Cayuse subaward package.

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    Jonathan Lew
    ERA Officer
    University of California, Irvine
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  • 6.  RE: Working with External Partners

    Posted 04-11-2022 16:49
    Our campus SSO (based on CAS) allows applications to opt in to "social login", only through Google. So for external collaborators, we require that they have or get a Gmail account, and then they can sign in using their Gmail credentials. We use this all the time for potential postdocs.


    Ken

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    Ken Geis
    IT Director, Research Administration and Compliance
    University of California, Berkeley
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