Time for an Annual Mailing List Subscription Check-up with the Research Listserv

On March 1, 2017, the Office of Research Services (ORS) and the Research Information Technology Department launched the Research Listserv for research related mailings throughout the Mount Sinai Health System.

For the last year, it has served as a primary source of research related information for the Mount Sinai Health System (MSHS), sending out nearly 450 emails to our more than 4000 subscribers from throughout the system, many of whom may be unaware of their power to customize their subscription preferences according to their interests and roles in research.

Two of the Research Listserv’s founding goals were to provide choice to users and to limit duplicate blast emails. Therefore, it sends mailings out according to topic and subject, selections that can be made by a user at any time within the MSHS firewall by entering their email address under Research Listserv on the Getting Started page of the Research Web Portal. If a subscriber picks every list below, they can expect to get a broad range of announcements without duplication of individual mailings. Below are the lists from which subscribers can choose:

Human Subjects Research

  • Guidance & Education
  • Events
  • News

Animal Research

  • Guidance & Education
  • Events
  • News


  • Guidance & Education
  • Events

Grant Submission & Management

  • Awards & Funding Opportunities
  • Events
  • Policies, Procedures & Education
  • NIH and other Funding Agency News

Research Resources

  • Guidance & Education
  • Events
  • News
  • Resources, Supplies & Equipment


  • News & Status

It is vital that new research hires and any research personnel who are not getting these emails visit the Getting Started page on the Research Portal where they can find the Research Listserv box and enter their email address to join. Important research related announcements are made by the Dean’s Office as needed, and so please pass the word along. Once new members click on “Save Changes,” they are subscribed and will receive a confirmation email summarizing their selections.

Please feel free to open a ticket with the ORS Research 411 Portal’s Communications Support form for assistance with subscribing,  if you have questions about the Research Listserv, or if you have a message that you need to send to the research community.

InfoEd Instructions For Submissions Started Prior to Upgrade

The Grants and Contracts Office conducted a major upgrade of InfoEd on Friday, November 17, 2017, and it may have affected some users’ submissions. Researchers may need to take additional steps to ensure that their submissions are properly completed.

If you started your project in InfoEd prior to the upgrade, which began at 5 pm of 11/17, and it has not already been received by the GCO, please be aware that finalizing, routing and sign off may be impaired since the old template will not convert to the new template properly without a manual intervention.  Below are the steps to fix it:

  1. Go into the Setup Questions > Please select a Submission Mechanism/Screen Template.  In this drop down, select any choice.  Then re-select yours. This refreshes the program and creates the correct InfoEd application.
  2. You must re-upload your Lay Summary, Research Plan, Progress Report, and/or Final Report in the appropriate tabs.
  3. You should now see the eForm as a stand alone tab.  If it’s new, the eForm is called “New/Competitive Renewals/…”.  For other projects, it is called “Non-Competi Cont/Supplement…”
  4. On the eForm, please answer q. 16 re: location again.

Technical support for InfoEd applications is available by opening a Ticket with Research IT.


Discovering and Describing New De-Identified Cohorts of Patients with i2b2 Framework

The Mount Sinai Scientific Computing and Data Science team has launched training resources via PEAK to take researchers step-by-step through the i2b2 (Informatics for Integrating Biology & the Bedside) program, preparing them to take advantage of this cost-effective and efficient way to identify patients for many types of clinical and translational research. The i2b2 framework was developed through NIH funding to make research cohort discovery possible through the integration, standardization, and analysis of heterogeneous data from electronic health record systems. The implementation of i2b2 at the Mount Sinai Health System is supported by ConduITS, the Institutes for Translational Sciences and Mount Sinai’s CTSA (an NIH|NCATS Clinical and Translational Science Award).

To access the training on PEAK, simply click here, or head over to peak.mountsinai.org, sign in and search for “i2b2.” It’s also available through clicking on Online Courses, navigating to Research and clicking on the i2b2 Tutorial.

With an easy to use, drag-and-drop interface, i2b2 enables researchers to query a repository of patient information gathered from multiple sources throughout the Mount Sinai Health System, including electronic medical records, lab results, and demographic data. Using de-identified data, investigators can determine potential cohorts of interest for later obtaining identified or limited data sets with Institutional Review Board (IRB) approval. For more information about the IRB approval process, contact irb@mssm.edu.

This web-based tool works on Windows and Mac, on multiple browsers (Firefox, Internet Explorer, Safari, and Google Chrome) within the Mount Sinai network (on campus or via VPN). Data is uploaded from the Mount Sinai Data Warehouse on a regular basis, but only de-identified data can be accessed through the web client. Mount Sinai researchers can perform queries at http://msdw.mountsinai.org/webclient.

Please email i2b2_support@mountsinai.org with questions or comments.


InfoEd Upgrade Prompts GCO Advice to Research Community

Some of us may strive to be like a robot achieving our goals in the most efficient and systematic way possible. Others may resemble this robot before drinking their morning coffee. Wherever we may fall in this inner and outer robotic spectrum, please be aware that with the new version of InfoEd that went live on Tuesday, November 21, adjustments need to be made in our inner auto-robotic settings as some of the InfoEd fields and tabs have changed. You may also be pleasantly surprised with InfoEd’s enhanced functionality in the budget section.

The below highlights significant changes and increased functionality. In addition, Research Information Technology posted a slide set with screenshots and a corresponding podcast. They plan on updating training material as needed, so please do check back on the Research IT InfoEd Instructions web page for the latest updates.

  • Initial Set Up Tab: “Step 3 Selecting a Sponsor”
    Removal of sponsor drop down menu and “Preferred” box with simple typing data entry box.
  • Tabs that Remain the Same or Little Change
    • Brief Lay Summary
    • Research or Program Plan and Progress Report Tabs
    • Classification Codes
    • Finalize
  • Tabs that Are Different
    • Set Up
    • Personnel
    • Budget
    • Internal Documents: Location of the “eForm” Moved to a Stand Alone Tab
  • Personnel Tab: When Adding Personnel, the Default is Key Personnel
    Please be sure to change the default in the provided drop down menu if you are adding someone other than key personnel.
  • Subawards Are Added Differently
  • Budget Tabs: Option to Enter Entire Budget onto the Main Budget Tab or into Individual Tabs by Period
  • Budget Tab > Personnel: Defaults to “Person Months” Rather Than “% Effort”
    You can change the default to “% effort” if you wish.
  • Budget Tab > Personnel > Fringe Benefits: Option to Use Sinai’s Rates or Manually Data Enter the Amount
  • Budget Tab: Entry of $ Amounts in Y1 in “Personnel” and “Non-Personnel” sections -Automatically Adds the Same Costs to Future Years if Future Years are Included.
    Easy to remove or change the costs if needed.
  • Modular Budget Tab – Defaults to Increments of 10, that is 10 Modules x $25,000 = $250,000
    If your modular budget is not a request for $250,000 in direct costs per year, please do change to the appropriate number of modules.

Please open a Ticket with Research IT if you need technical assistance with your proposal.


Less InfoEd Data Entry – Elimination of Requirement to Enter Non-Key Personnel on Select Submission Types

Effective August 18, 2017, if researchers are submitting an InfoEd proposal for which the budget tab is not required, they no longer need to data enter non-key personnel in the InfoEd Personnel tab.

Below are project types that do not require a budget tab:

  • ISMMS funded
  • Projects in which the extramural funding agency provides funding by per subject payments (e.g.,  Pharmaceutical sponsored multi center clinical trial, NIH CALGB protocol)
  • No cost extensions

Examples of typical non-key personnel positions are research coordinators, research assistants and technicians.  Please review GCO’s Glossary of Common Terms for  additional information.

Also, please be aware that this policy change is for GCO InfoEd submissions only.  This policy neither applies to documentation submitted to PPHS or IACUC nor personnel data entry on Sinai Central, Ideate, or any other software system. Please contact the GCO at grants@mssm.edu, if you have questions about this change.

Malware Threat Prompts Immediate Attention to IT Best Practices

In May, a massive cyberattack impacted 100 countries, infecting Windows-based computers with malicious software (malware) that required payments in the form of bitcoin to unlock victims’ devices. The attack focused on government agencies, hospitals, and universities.

In response, the Mount Sinai Health System Information Technology (IT) team strongly recommended that the research community be extremely vigilant when opening email attachments or downloading content from the internet. Ransomware attacks are typically caused by downloading software or downloading a malicious email attachment.

Our IT team provided the following best practices:

  • Since the attack, all centrally-managed IT Windows-based laptops should have been brought on to campus and connected to the Mount Sinai network to enable patches to be installed and ensure that the systems are rebooted, and
  • All Windows-based workstations and servers should have been rebooted to ensure the patching efforts have been completed.
  • Please be aware that additional filters on our email servers have been activated and may cause 4-5 minute delay in delivery of external messages that contain attachments.
  • Any critical data on a local hard-drives (which is not advised) should be encrypted and backed up on a virtual drive.
  • Health and Human Services (HHS) has indicated that scammers were posing as IT personnel and contacting unsuspecting users, asking them to provide remote access to “fix the bug” reported in the media. Mount Sinai IT will not contact users directly by phone to address this issue.
  • Please forward any suspicious email to ITSecurityRisk@mountsinai.org.

For additional questions please contact our central IT help desk at 212-241-4357 or on campus visit ASC-IT within Annenberg Floor 11.


New Email Management System: Research Listserv!

On Wednesday, March 1st, the Office of Research Services and the Research Information Technology Department announced the launch of the new Research Listserv for research related mailings throughout the Mount Sinai Health System.

The Research Listserv is a single source of dissemination of research related information to the Mount Sinai Health System. It will replace the current communication process of distribution through 3 separate, and sometimes redundant, lists:

  • CRC List (crclist@mssm.edu)
  • Research Faculty (researchfaculty@mssm.edu)
  • Research Resources (researchresources@mssm.edu)

These 3 email addresses have now been retired, and all research-related mass emails are sent from “research.listserv@mssm.edu.”

Q: How do you subscribe to ensure that you continue to receive research mailings?
You can go to the “Getting Started” page on the Research Portal and enter your email address into the Research Listserv box, where you can edit your account at any time (within the MSHS firewall).
A: Please note:
You might have already been subscribed because:

  • You were already subscribed to any or all of these 3 lists: CRC List, Research Faculty and Research Resources and more recently to the Ideate listserv, and you were automatically migrated to the new Research Listserv.
  • If you were not subscribed to one of the above 3 listservs, you may have been added to the new Research Listserv by your Department Administrator because you were identified as research personnel.

Q: What if I need to add new subscribers?
If you want to let someone know how to subscribe themselves, direct them to the “Getting Started” page on the Research Portal. Find the Research Listserv box and enter their email address. They will receive a confirmation email.

Q: What is different?
The Research Listserv provides:

  1. Management of email preferences. You can now choose the research topics that are relevant to your research focus and opt-out of topics that are not relevant to you.
  2. Elimination of duplicate emails – NOTE: For those of you who have @chpnet.org, @mssm.edu & @mountsinai.org addresses, if you enter more than one email address, you will continue to receive duplicate emails. If you notice that you are receiving duplicate identical emails, it is most likely because you have two different email addresses in the system. Please email research.listserv@mssm.edu, and we will work with you to manage your preferences.
  3. Mandatory emails:  regardless of your email preferences, vital research related emails from MSHS leadership will reach the entire subscribed population.

What you should do:
Review your current email preferences and finalize your selections by entering your email address in the box under “Research Listserv” on the “Getting Started” page of the Research Portal. You can return to this portal at any time to edit your subscriptions as long as you are within the institutional firewall.

Please note that this new system is no longer categorized by group i.e., CRCs, Research Faculty, but rather by topic. For example, if you are a clinical research coordinator (CRC), you will need to select topics in the “Grants Submission & Management” category on the subscription page to receive messages from the Grants and Contracts Office.

Please feel free to contact the Research Listserv team at research.listserv@mssm.edu, if you have any questions or other feedback.