GENERAL INFORMATION FOR STETTEN FELLOWS

IV. DAY-TO-DAY RESPONSIBILITIES

Once you have your ID, email, and insurance, you can begin the business of being a Fellow.

Fellow Tip: "It can take substantial time to identify and organize meetings with people at NIH and to access archival collections, so it is important to start on these things right away."

1. The Office of NIH History. Your Stetten Fellowship is an opportunity for you to perform your own unique research. However, you also have some responsibilities to the Office of NIH History. The Office is short-staffed and Fellows are expected to assist with events like the Research Festival. Duties may include staffing tables, handing out programs, and otherwise working with the Office staff.

It's also a responsibility of Fellows to help the Office of NIH History build the archives, collections and resources. Scientific instruments, documents, photographs and other historical records could be useful acquisitions. Keep an eye out for materials that your Institute and other contacts might be willing to donate.

 

2. Administering BRHIG

The Biomedical Research History Interest Group (BRHIG) is a monthly seminar series sponsored by the Office of NIH History. Stetten Fellows administer the meetings. Ask the Director of the Office of NIH History for details about what will be expected of you. Necessities include booking the hall and publicizing the seminars.

Ask the Director of the Office of NIH History for an ID and password so you can use the BRHIG Administrator Page to make changes to the BRHIG website.

You also need to join the BRHIG Listserv at the NIH Listserv site so you can receive and post messages to the electronic mailing list. The Director should also add your e-mail as an Owner of the list so you can moderate the group (under the Configuration menu).

Official reservation of NIH conference facilities is done through NIH Events Management. Once you know what your needs are, you can reserve the room online. You will need to get an account number from the Office of NIH History Administrative Officer.

Once the logistics are in place, publicize the meeting by:

  1. Sending a notice to the BRHIG e-mail list through the administrator page
  2. Sending the same notice to the BRHIG-L listserv
  3. Posting the event to the NIH-wide calendar, called the "Yellow Sheet"

Small seminars can be handled with just the above steps. The occasional large lectures may also require considerable audio-visual and events management support as well, such as:

Get the account numbers for audio-visual and refreshment expenses from the Office of History AO. Food and beverage comes from caterers approved by the Division of Employee Services. Other conference services come from NIH Events Management. Advanced audio-visual may require at least 15 days notice, so plan ahead!

 

3. Monthly updates

Each month, you need to report the progress in your Fellowship research. Copies of your report must be e-mailed to your scientific mentor, the Scientific Director of your institute, and the Director of the Office of NIH History. Anyone else appropriate should be cc'd. All these people oversee multiple post-doctoral students, so your reports should be concise and clearly identify who you are. Some guidelines:

  • Limit report to one page
  • Use Microsoft Word (required for all internal documents at NIH)
  • Use a clear filename such as LASTNAME SUBJECT REPORT DATE.
  • Format for a clear and professional appearance
  • Center and bold the title
  • Include your full name, degrees, and title
  • Bullet the points for easy reading.

    • Click here to view a sample report: Slater malaria history report 09-2005

     

    3. Ethics

    As a Fellow at NIH, you are a representative of the U.S. Government, and your behavior is governed by certain rules designed to prevent the appearance of conflict of interest. For example:

  • You cannot accept gifts or favors that might make others question your impartiality toward people or organizations affected by NIH or your research.
  • You cannot give gifts or favors that might make others think you are trying to influence the impartiality of a supervisor or person of authority.
  • You cannot use NIH offices, computers, photocopiers, or other resources, or your time in the office, to do outside work.
  • You may not engage in political activities via the NIH computers. Send politically related emails from your home email. For more information see the NIH Ethics Program Political Activity page.
  • You may not download music files to an NIH server.
  • You may not visit pornographic websites.
  • Any outside work during your fellowship must be approved.

    • For a general discussion, see the NIH Training Ethics Handbook. There are some very slight variations for Fellows as opposed to employees.

    You can see many specific ethical topics addressed in the Intramural Sourcebook Ethics Pages and the pages of the NIH Ethics Program.

    The complete Standard of Ethical Behavior that governs your actions is US 5 CFR 2635, updated May 2002.

    If you have any questions about an action, ask your AO.

    Telephone and faxes to numbers outside the United States must go through the NIH operator. They will be billed to the main office number you provide and tracked, so don't talk a long time to friends and family.

     

    4. Travel

    In a large organization such as NIH, there are set procedures for almost everything. It's especially important to follow proper procedure whenever expenditure of funds is involved.

  • Travel (government sponsored):
  • Permission for travel must be gained in writing from the Director of the Office of NIH History. Go to the NIH Travel site and compile an itinerary and cost summary to submit to the Director.
  • You can make your transportation arrangements through the NIH travel contractor, currently Omega World Travel.
  • Make your own hotel arrangements but keep in mind the current per diem lodging rate. This is the most you can be reimbursed for lodging expenses. See list of all current per diem rates.
  • The Office of NIH History will issue your official Travel Orders. Be sure to carry these orders and your NIH ID while traveling.
  • For more information, see NIHtravel.com and the GSA Travel Policy Site.
  • Sponsored Travel (outside institution paying): To prevent conflicts of interest, NIH has a complex procedure for authorizing outside payment of travel expenses. Consult with your AO for help.
  • Allow six weeks to complete paperwork and obtain permission.
  • Sponsoring organization must send a written invitation (e-mail is OK) specifying:
  • What expenses they will cover
  • Exactly who will pay (letterhead is not sufficient)
  • That no federal funds will be used
  • That no honorarium will be awarded
  • Fill out permission forms at the NIH Business System site including the HHS348
  • Get permission in writing from the Director of the Office of NIH History.

    • Fellow Tip: "Never spend your own money first and seek reimbursement later, for travel or anything else. Always get authorization before spending any money."

    Fellow Tip: "I was able to get some travel money both from my Institute and the Office of NIH History. If there's something you want to attend, ask."

    Fellow Tip: "Get your travel plans approved well in advance. No last minute travel at NIH."

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