An external administrative affiliate HSR is an individual from outside Harvard partnering on an administrative initiative or process. For example:
- A registrar from another school who needs access to my.harvard to assist with managing cross-registration.
- A member of a board or committee from an external institution.
Incoming Postdocs/Trainees, Instructors, Lecturers and Research Associates who are eligible to be a PI and who are submitting grants, fellowship applications or protocols for their own benefit prior to arrival at HMS, should be assigned an External Administrative Affiliate HSR role via the HSR Portal. This role will grant them access to the research compliance systems within two business days of HSR approval. The role should be set up for a max of 15 days, which will allow the applicant to sign all necessary documentation and thereafter the incoming member should not have access to Harvard Systems until their appointment is active.
Exiting Postdocs/Trainees, Instructors, Lecturers and Research Associates who are eligible to be a PI and who are in the process of transferring grants, fellowship applications or protocols for their own benefit as they are transitioning out of HMS, should be assigned an External Administrative Affiliate HSR role via the HSR Portal. This role will grant them access to the research compliance systems within two business days of HSR approval.
Individuals Assisting An Incoming Faculty with a grant or protocol submission but who are not members of the Harvard/HMS community may also be granted access to the research compliance systems. They should be assigned an External Administrative Affiliate HSR role via the HSR Portal. This role will grant them access to the research compliance systems within two business days of HSR approval. Departments are encouraged to limit the number of people and the length of time they assign this role for individuals who are supporting submissions only.
Individuals with a current HMS appointment or employment (including temporary appointments) but transitioning to another faculty or postdoctoral position within Harvard: Many academic appointments and employments allow access to the research compliance systems. Individuals who currently hold HMS/HU employment or an appointment may not need a HSR role; however, they must qualify for PI status to submit grants or protocols. If you are unsure if someone’s current role allows them access to specific systems, check with HMSHSR@hms.harvard.edu. If you are unsure if the person is eligible for PI status, check with business office who manages that process (for example for GMAS confer with ORA, for ESTR confer with the IRB).
Incoming Faculty, who will have a rank of Assistant Professor, Associate Professor or Professor upon their start date, should be granted a Member of the Faculty appointment ahead of their start date. They should notbe assigned a HSR role. Once assigned a Member of the Faculty role, access to the research compliance systems will be automatically granted within two business days. More details on the process for requesting a Member of the Faculty appointment/title can be found in the HMS Faculty Handbook, fa.hms.harvard.edu/FoMhandbook.