PERC is Duke’s institution-wide initiative to address administrative complexities in Community Engaged Research at Duke.
Feedback on Administrative Complexities!
Please take a moment to complete the following survey about opportunities to address administrative complications in your community-engaged research projects.
Responses will guide PERC's planning efforts for 2026.
UPDATES ON INITIATIVE PRIORITIES
Working groups, comprised of staff around Duke, meet regularly to address priorities raised by the research community. To view the un-curated list of opportunities identified by Duke staff, faculty, and our community partners, click HERE
PERC Working Groups
Challenge: Stakeholders have identified a need for additional guidance and more consistent practices to help determine whether expenses are allowable and how they should be budgeted and processed.
Outcomes from 2024 – 2025: The working group is in the process of tackling line items in Duke-based guidance on NIH Allowable Costs to Improve Human Participation and Inclusion. To date, the group has provided guidance for childcare and is working on travel/meals and transportation costs.
Working Group Contact: Rebecca Brouwer
Challenge: There is a need to document best practices for community advisory boards (compensation policies, meeting logistics) and address the issue of select community partners being asked to join multiple boards across Duke.
Working Group Contact: Sydney Sullivan
Challenge: Community-engaged researchers have identified a need for more consistent practices and accessible guidance to support the timely and effective compensation of individuals and partner organizations.
Progress:
- Duke Finance recently launched PaymentWorks, Duke’s new vendor management platform that will allow electronic payments to our community partners.
- A PERC Community of Practice SharePoint site, integrated with a Microsoft Teams channel, was launched in July 2025 to:
- Serve as a resource for fiscal-related information pertinent to community-engaged research
- Include links to Duke University resources
- Provide tools, templates, and examples shared by teams currently performing community-engaged research
- Offer a platform for faculty and staff performing community-engaged research to post questions and seek guidance from each other
- Duke Finance agreed on a definition of a community partner eligible for net 0-day check request payments and established an email address for submitting requests.
- The working group is now working with Duke Finance to create a process for applying net 0-day terms for payments via purchase orders with community partners.
- Working Group Contact: Lynn Sutton
Challenge: Researchers have noted that navigating the IRB process for community-based studies can be complex and may require significant time and communication to clarify documentation needs and approval requirements.
Outcomes from 2024 – 2025 The working group developed resources to ensure that research teams provide information required by the IRB staff and reviewers. This includes the following, which can be found in the Guide for Managing Administrative Elements of Community Engaged Research:
- An annotated iRIS form to detail what information, specific to community-based research, should be included in the DUHS IRB protocol for rapid review
- Sample DUHS consent template for community-based research
- DUHS IRB Sample Research Summary
- Decision tool designed to help research teams know what documentation will be needed in various scenarios (IRB documents, agreements, etc)
Working Group Contact: Rebecca Brouwer
Challenge: Additional guidance could help clarify when community partners should be designated as key personnel on a protocol. Also, opportunities may exist to streamline or better support the associated training requirements.
Progress:
- The Duke Health IRB has clarified its key personnel policy to articulate when an external collaborator should be included as key personnel. https://irb.duhs.duke.edu/policy/key-personnel
- The Duke Health IRB has updated the training requirements for community partners https://myresearchpath.duke.edu/citi-training-community-partners
- The above training requirements and modules are available in Spanish.
Working Group Contact: Rebecca Brouwer
Challenge: Language accessibility remains an important consideration in both research and clinical care settings.
- Researchers and community partners have identified a need for additional translation and interpretation resources to support participants whose primary languages are not English or Spanish, as well as individuals who communicate using American Sign Language.
- Certain IRB requirements related to translation and back translation help ensure the accuracy and integrity of study materials; however, these processes can require additional time and resources.
- Expanding the availability of procurement forms and instructions in languages other than English may help improve accessibility and ease of navigation for a broader range of community partners.
Outcomes from 2024 – 2025:
- Combined efforts with the DOCR Inclusivity Working Group, and are currently focused on seeking feedback on existing translation policies
- DOCR is working to issue new guidance on requirements needed for dual-language clinical research coordinators across all the departments.
- The team is currently evaluating the possibility of using machine-assisted translation as an initial step for translating documents, followed by a review from a human translator.
- A Language Access and Resources page dedicated to gathering information on existing language translation options at Duke
Working Group Contact: Raquel Ruiz
Challenge: There may be value in exploring ways to make agreement processes more efficient and accessible for community-engaged research activities.
Working Group Contact: Debbie Goldstein and Rebecca Brouwer
Challenge: There are limited transportation options for Duke individuals to get into the community, or for individuals coming to Duke.
Outcomes from 2024 – 2025:
- A webpage is being created that includes parking/ transportation information about:
- Community members getting to campus
- Getting students off campus to community sites
- Transportation for research subjects to campus
Working Group Contact: Debbie Goldstein