Colleagues,

I’m truly excited to join R&D as the Associate Institutional Research Officer. Stepping into this role, I feel grateful for the incredible foundation that Dr. Farrell has built over the past decade, and I want to honor the dedication and vision that shaped this program. As some of you may know, my passion lies in Emergency Medicine Psychiatry. I have been focused for the last two decades on partnering with colleagues across the USA to complete addiction recovery research that makes a lasting impact for patients and families, and I look forward to working alongside all of you to continue growing our efforts and deepening our impact in the communities we serve. I will be hosting office hours for our team members on Tuesdays from 12:00-3:00 pm. Please feel free to come and visit me for any reason or just to say hi!

All the best,

Michael Wilson, MD, PhD, FAAEM, FACEP
Associate Institutional Research Officer

New R&D Employees 

Marco Williamson, Clinical Research Manager - Oncology

We are excited to welcome Marco Williamson, BS, LPN, to the Oncology research team as a Clinical Research Manager. Marco joined us in August 2025 and brings a well-rounded background in nursing, research, and leadership. He most recently left the Department of Defense, Defense Health Agency, Office of Regulated Activities as the Lead Senior Clinical Research Associate. There he worked on many projects for Active-Duty Military and Veterans, such as Fresh Frozen Plasma, COVID-19, Malaria/HIV, MDMA and other military centered trials.  

He also holds an active nursing license with a background in trauma, infusion, private practice nursing. Marco’s extensive career in clinical nursing, multiple leadership roles, and research experience with a concentration on compliance, documentation, and FDA regulations make him a welcomed addition to our team. 

We’re thrilled to have him on board and look forward to the impact he will make in our oncology research efforts! Check out this photo is of his ball python! 

Miebaka Roberts, CRC III –  Surgery

We are excited to welcome Miebaka Roberts, MBBS, MPH, to the surgical research team as a Clinical Research Coordinator. Miebaka joined us in August 2025 and brings a well-rounded background in medicine, public health, and research.

He recently earned his Master of Public Health with a focus on Global Health from Liberty University. During this time, he also served as a Public Health Research Fellow at the Johns Hopkins School of Medicine, where he led a research project on food additives among other initiatives.

Prior to his MPH and relocation to the United States, Miebaka completed his medical degree at V.I. Vernadsky Crimean Federal University in Eastern Europe.

Miebaka’s combined expertise in clinical practice, public health, and research makes him a valuable addition to our team. We’re thrilled to have him on board and look forward to the contributions he will make to our surgical research efforts.

Gavin Oaks, CRC II - Cardiothoracic Surgery

We are excited to welcome Gavin Oaks, MPH to the Cardiothoracic research team. He received his Master's of Public Health at UVA in December. His thesis was focused on Social disparities of Health in Rural Virginia. For undergrad, he attended Roanoke College and received a B.S in Biology and Public Health.

Before joining Carilion he worked at the Blue Ridge Health District in Charlottesville, VA while completing his Master's as a community health specialist. While at Blue Ridge Health District, he primarily worked on a program geared to assess the health of the localities within the Blue Ridge Health District and worked to create community health improvement plans using the assessments we completed. This project was known as MAPP2Health.

Tyler Grossheim, CRC II - Research Coordinator Team

We are excited to welcome Tyler Grossheim to the research coordinator team. 

2025 Research Mentor of the Year award 

Family and Community Medicine researchers, Dr. Michelle Rockwell and Dr. John Epling received the 2025 Research Mentor of the Year award from students at The Virginia Tech Carilion School of Medicine.

Drs. Rockwell and Epling were nominated by students, whom they mentor and work alongside across all four years of medical school-- fostering their professional growth and empowering them to conduct impactful, original research.

Thank you, Drs. Rockwell and Epling, for inspiring tomorrow’s clinicians to discover and develop the treatments patients today still need!

Carilion Clinic TriNetX 

Virtual Training Schedule

Carilion offers instructor-led, focused training for an in-depth, step-by-step learning experience building patient cohorts and delving into Analytics. The facilitator will be Dee Myers. Please get in touch with HART@carilionclinic.org with the subject of 'TriNetX Training' for training outside of the scheduled sessions. If you haven’t taken a class or need a refresher, this is your opportunity to do so!  Let Dee Myers know which date you prefer and she will send a meeting invitation.

• Oct 9, 10:30am – noon
• Oct 23, 1:30 – 3pm
• Nov 6, 1:30 – 3pm
• Dec 17, 10:30am - noon

 https://redcap.link/v5pw9j7j to sign up for TriNetX digitally.

For more information visit:https://redcapweb.carilionclinic.org/redcap/surveys/?s=dcUCIpMAzk8BqKH2

My Project Path:

Resources and Processes for Research, Grants, and QA/QI

Want to do a project, but don’t know where to start? Or, experienced but want to see what new resources are available?

To learn about Carilion’s resources and processes for Research, Grants and QA/QI, visit https://redcap.link/MyProjectPath.  This tool provides easy navigation to topics of interest, including links to the Research and Development Application and the IRB PRIS3M application.

📰 Accelerating Research: How the R&D Application Streamlines Study Activation

In the complex landscape of research, efficiency and compliance are paramount. At Carilion, the Research & Development (R&D) application and intake process exists as a powerful tool to streamline study activation—saving time, reducing administrative burden, and enabling researchers to focus on what matters most: the science.

🔍 IRB vs. R&D Approval: A Dual Pillar of Research Integrity

Before a study can launch, it must pass through two critical checkpoints: Institutional Review Board (IRB) approval and R&D approval. Though they serve distinct purposes, both are essential to ensure a study is not only ethical but also operationally viable.

Together, these approvals form a comprehensive vetting process that protects participants and ensures institutional resources are used effectively.

⚙️ The Power of the R&D Application: Behind-the-Scenes Efficiency

The R&D application is more than a form—it's a launchpad. Once submitted, it triggers a cascade of operational workflows that run concurrently, dramatically reducing activation timelines:

• ✅ Automated routing to department leadership to secure approval for resource allocation
• 📊 Feasibility assessments to gauge study viability
• 🧪 Alerts to support services (pharmacy, imaging, lab, etc.)
• 🧾 Vendor account setups and agreements (e.g., Quest Diagnostics, Dominion Pathology)
• 🖥️ Study builds in Clinical Conductor (clinical trial management software), Epic, and Ereg (electronic regulatory document software)
• 📄 Research contracts (CDAs, CTAs, grants, data use agreements, etc.)
• 💰 Budget development and funder negotiations
• 🔍 Coverage analysis to distinguish study-paid vs. routine care services
• ⚖️ Conflict of interest review
• 💡 Intellectual property identification
• 📂 Licensing for external datasets

Many of these processes are automated and occur in parallel, eliminating bottlenecks and manual follow-ups. Researchers benefit from a seamless experience, with fewer administrative hurdles and faster access to study launch.

⏱️ Downstream Benefits: Time Saved, Impact Amplified

By centralizing and automating key operational tasks, the R&D intake process transforms study activation from a fragmented journey into a coordinated sprint. The result?

• 🚀 Faster study launches
• 📉 Reduced administrative overhead
• 🧠 More time for scientific inquiry
• 🤝 Stronger collaboration across departments

In short, the R&D application is not just a process—it’s a strategic advantage.

For researchers navigating the path from concept to activation, Carilion’s R&D intake process offers clarity, speed, and support. It’s one more way we’re advancing research with purpose and precision. intake process offers clarity, speed, and support. It’s one more way we’re advancing research with purpose and precision.

SENT ON BEHALF OF RANDY HEFLIN AND THE OFFICE OF RESEARCH AND INNOVATION

Dear colleagues,

We are organizing the Proposal Development Institute (PDI) for Spring 2026 and are writing to ask you to identify early career faculty who could benefit from it. 

The purpose of the PDI program is to provide a variety of experiences that are designed to enhance the ability of tenure-track faculty and research assistant professors at Virginia Tech to successfully pursue externally funded grants and contracts to support their research and scholarly activities. 

The program is primarily designed for faculty members who are still relatively early in their development regarding the formulation of their research ideas into formal written proposals to external sponsors. The PDI program is funded through a small registration fee ($350) per selected participant, which departments and programs will commit to sponsoring by nominating their faculty members.

The PDI program will include a portfolio of activities targeting all of the participants, regardless of their affiliation. The primary workshop will occur during two all-day sessions on January 15th and 16th, 2026. In-person participation is strongly encouraged, but Zoom will also be available for those who are unable to be in Blacksburg on those days.

Additional supplementary meetings of PDI will occur every few weeks on Wednesdays 4-5 pm from January 28th through April 29th, 2026 in hybrid (Zoom and in-person) format. 

The PDI webpage has more details about the program. 

Please email to Eleanor Nelsen (enelsen@vt.edu) the names and email addresses of the early career faculty in your program that you would like to nominate for this program by December 10th.

Should you have any questions, please feel free to contact me at rheflin@vt.edu or 540-231-3899. 

Thank you and best regards,

Randy Heflin and Eleanor Nelsen

Workday's Post Award Management module is designed to manage research awards and other types of sponsored projects.  As we prepare to launch the Post Award Management module, several key activities are underway to support a smooth transition and ensure that all necessary tools and resources are in place.

·  FY2025 financial activity will continue to be recorded in Lawson through September 30. Fiscal year-end close will occur by mid-October, which must be completed before active awards can be imported into Workday.

·  In early November, life-to-date financial data for all sponsored projects will be loaded and validated in Workday. This foundational step will ensure accuracy across reporting systems.

·  Reporting dashboards are currently in development and will undergo thorough testing to confirm accurate data loading. Once finalized, these dashboards will be embedded into training modules and job aids, offering clear, visual guidance for managing sponsored projects.

·  In late November, a Post Award Management e-learning module will be released in Workday. This self-paced training will cover essential aspects of post-award project management, including financial oversight, compliance, and reporting.

·  Supporting documentation, including job aids, will also be available in the Employee Center to reinforce training content and provide ongoing reference materials.

 Thank you for your continued support as we enhance our Post Award Management tools and training resources.