DPHS Internal Resources

• DPHS Generative AI Usage Guidance: Guidelines for the ethical and responsible use of generative AI in academic activities within the Department of Population Health Sciences, covering transparency, attribution, and appropriate application in coursework, research, and discussions.

Contracts

• Transcription Services: Decision flowchart for setting up a contract with an external transcription vendor.
• Service Contracts: Decision flowchart for setting up general research support service contracts with foreign and domestic vendors.

Grants

• DPHS Facilities Statement: A summary of the resources available to DPHS research faculty and staff. The document includes specific details about DPHS facilities. All other information should be tailored for the specific purpose.
• Proposal deadlines and Intent to Submit (I2S): Internal deadlines for research proposals are necessary to assure that Duke is meeting sponsor expectations in the conduct and administration of research. Webpage maintained through MyResearchPath.

MaestroCare

• Required Trainings for MC Access: MC training requirements for access are detailed according to Clinical Research Professional (CRP) position. Information about how non-CRPs can be granted access are also provided.

OnCore

• Institutional Approval: Flow diagram illustrating the Institutional Approval workflow, including details that are found in iRIS and OnCore.
• Minimum Footprint Tipsheets: DOCR maintained tipsheets for setting up the minimum footprint for studies listed in OnCore. Completion of the Minimum Footprint is a requirement for Institutional Approval.
• Protocol Statuses in OnCore: Diagram illustrating the various protocol statuses included in OnCore, including instructions for when the various statuses should be updated.
• Summary Accrual Decision Tree: DOCR maintained tipsheet for determining whether a study is eligible for summary accrual.

Participant Payment

• DPHS Procedure for Using the Duke ClinCard System: Includes Roles and Responsibilities, Required Trainings, and detailed Procedures for all studies using ClinCards.
• SSN Waiver SOP: Guidance for requesting a Social Security Number Waiver for research participant payments from the School of Medicine Finance Office.

Project Management

• Adding Key Personnel to Research Protocols: A checklist of items and requirements for adding internal and external key study personnel to research protocols in the DUHS IRB.
• Audio Recording in Box Mobile App: Box Mobile App can be downloaded to a Duke-approved device and allows you to audio record conversations directly to DukeBox. This instruction sheet will show you how to download the application and access the audio recording functionality.
• Note-to-File Template: Note-to-Files (NTFs) can be used to document protocol deviations or to communicate implementation decisions made throughout the study. NTFs help to "complete the story" for team members, monitors, auditors, and regulatory agencies.
• Shipping and Handling Biospecimens: Details DPHS policy for handling biospecimens at the Imperial Building. Provides helpful links to various Duke resources.

Management

• Bias Free Evaluation: A guide to bias-free performance evaluation. Provides a helpful overview of the impact of biased performance evaluations as well as examples. Applicable to anyone asked to provide feedback on employee performance and managers.  
• CRP Supervisors: Chart of Clinical Research Professional (CRP) roles that can serve as a staff supervisor and which CRP roles they can supervise.
• DPHS 90-day Review SOP: Departmental guidelines for developing staff trial period (90-day) goals and assessment criteria.
• DPHS Midyear Staff Check-in SOP: Departmental guidance for managers to plan for and conduct the staff Midyear Check-in.
• DPHS Reporting Time Away: Departmental guidance on how to report time away from work for exempt and non-exempt staff.
• DPHS Standards for Providing Feedback: Outlines departmental standards for providing professional feedback to departmental personnel. Applicable to all DPHS staff and faculty.
• PEP Employee Self-Assessment Form: MS Word version of the annual Employee Self-Assessment.
• PEP Manager's Form: MS Word version of the annual Performance Evaluation and Planning (PEP) form that can be used to draft the annual review. 
• Trial Period Performance Review Form: MS Word version of the staff 90-day goal and assessment form.

Severe Weather Policy

• DPHS Severe Weather Policy: During severe weather or emergency conditions, all DPHS faculty, staff, and students are in Delayed Service category.

Staff Hiring

• DPHS Implicit Bias in Hiring: The document includes a training video and handouts to help hiring teams better understand the influence of implicit bias in hiring practices.
• DPHS Hiring Flowchart: Illustration of the departmental staff hiring process for research and non-research positions.
• DPHS Hiring Toolkit FAQ: Answers to relevant questions about the DPHS Hiring Toolkit along with a list of key contacts.
• DPHS Hiring Toolkit Tipsheet: READ ME document providing detailed instructions for how to use the Hiring Toolkit in REDCap.
• DPHS Hiring Toolkit Training: Folder includes PowerPoint and PDF of training slides along with a video of the January 16, 2024 relaunch of the DPHS Hiring Toolkit.
• DPHS Staff Position Approval Process: Overview of the departmental staff hiring process, including contact information for new position approvals.

Staff Onboarding & Offboarding

• Exit/Transfer Checklist: Checklist to be completed upon notification of resignation.
• Staff Offboarding Checklist: Outline departmental process for offboarding staff.
• Staff Onboarding Checklist: Outlines departmental process for onboarding new staff.

Travel and Reimbursement

• DPHS Travel and Reimbursement Policy: Overview of Duke’s Travel and Reimbursement Policies and outlines who to contact in the department if there are questions about allowable expenses.

• DPHS Professional Development SOP: Details the departmental professional development policy.
• Professional Development REDCap Tipsheet: Includes detailed information and links to the Staff Professional Development Form in REDCap.
• Professional Development Form: Word version of the Staff Professional Development Form.