Community engagement and participatory approaches have been widely recognized as effective strategies to advance research translation and facilitate the uptake and adoption of evidence-based practices. However, the widespread adoption of these approaches remains limited, in part due to institutional barriers and challenges navigating financial arrangements between university researchers and community partners.
Understanding Financial Arrangements and Their Implications
The type of financial arrangement a researcher has with a community partner plays a crucial role in setting the stage for the structure of the partnership as it relates to shared decision-making and ownership of the research. There are several common forms of financial arrangements used to compensate community members, each with unique administrative processes and implications for power-sharing and collective ownership.
Subcontracts: Shared Decision-Making and Co-Ownership
A subcontract is a financial arrangement in which the community partner becomes a subrecipient of the award. This means the community partner has been designated as key personnel on the grant and has co-ownership over the project as outlined in their scope of work and budget justification. Subcontracts are well-aligned with deeply collaborative, community-based participatory research approaches, as they facilitate shared decision-making and ownership. However, the subcontracting process can present challenges, particularly for smaller grassroots organizations, due to the administrative requirements such as obtaining a DUNS number, registering with SAM.gov, and completing risk assessments.
Independent Contracts: Fee-for-Service Arrangements
An independent contract or consultancy involves a procurement or “vendor” relationship between the institution and an entity or individual providing a specific service. While this arrangement may be less cumbersome in some cases, the “fee for service” nature runs counter to the values of equity and power-sharing inherent in many academic-community research partnerships. Co-ownership is not implied in this arrangement, and the community partner is removed from having a meaningful role in the grant.
Honoraria: Recognition of Service, Not Shared Ownership
Honoraria can be paid to community partners in recognition of their services, such as advisory roles or workshop participation. However, an honorarium does not imply shared decision-making or co-ownership, and it is not an effective way to equitably distribute resources. The administrative processes for honoraria can also pose challenges, as community partner credentials may be scrutinized against typical “professional” standards.
Understanding the nuances of these financial arrangements is crucial, as the choice of arrangement can have significant implications for the power dynamics and decision-making within the partnership. Researchers and community partners must work together to navigate these administrative processes and ensure that the financial relationships align with the values and goals of the community-engaged research.
Institutional Efforts to Align Financial Systems with Community Engagement
Recognizing the barriers posed by financial arrangements, institutions are taking steps to address these challenges and better support community-engaged research.
Case Study: Boston University’s Clinical Translational Science Institute (CTSI) Community Engagement Program
The BU CTSI Community Engagement program has launched initiatives to foster open dialog between researchers, community partners, and administrative leaders in financial departments. By convening a panel discussion with finance administrators, the program aimed to increase understanding of the administrative structures and processes involved in subcontracting and payments, as well as identify strategies to minimize the challenges.
The panel discussion provided an opportunity for researchers and community partners to learn more about the finance processes and the reasoning behind them, while also allowing financial administrators to better understand the fiscal challenges experienced by community-engaged researchers. This collaborative approach helped to bridge the gap between research administration and researchers, promoting transparency and information sharing.
Case Study: University of California, Berkeley’s Innovation for Youth (i4Y) Center
At the University of California, Berkeley, the Innovation for Youth (i4Y) Center, a network of faculty investigators focused on promoting adolescent wellbeing and equity, identified numerous “pain points” that can undermine academic-community partnerships and the capacity to conduct community-partnered research.
To address these challenges, the i4Y team engaged in a range of “bottom-up” efforts, including collecting input from faculty and staff, sharing “pain points” memos with campus leaders, and forming a coalition with a similar initiative led by the deans of the public policy school. This collaborative approach, combined with the support of senior faculty and administrative staff, has led to the establishment of working groups aimed at creating more flexibility in financial arrangement rules and streamlining frustrating processes for community-partnered scholarship.
These case studies demonstrate the importance of fostering open dialog, building relationships, and taking a multifaceted approach to address the institutional barriers posed by financial arrangements. By working collaboratively with administrative leaders and community partners, researchers can navigate these complex systems and create more equitable, community-engaged research environments.
Navigating the Complexities: Strategies for Success
Navigating the complexities of financial arrangements in community-engaged research requires a concerted effort from both researchers and institutions. Here are some key strategies to consider:
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Understand the Administrative Processes: Researchers and community partners should strive to develop a deeper understanding of the administrative processes, contractual implications, and institutional policies governing different financial arrangements. This knowledge can help them make informed decisions and navigate the systems more effectively.
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Foster Transparent Communication: Open and transparent communication between researchers, community partners, and administrative staff is crucial. Establishing feedback loops, regular check-ins, and collaborative problem-solving can help address challenges and build trust within the partnership.
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Leverage Existing Resources and Relationships: Researchers should familiarize themselves with the resources and support available through their institution’s research administration, sponsored programs, and community engagement offices. Building relationships with these key stakeholders can facilitate smoother navigation of financial processes.
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Engage in Collaborative Budgeting: Involving community partners in the budgeting process, through participatory budgeting approaches, can help ensure equitable resource distribution and shared decision-making.
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Advocate for Institutional Change: Researchers and community partners can work together to advocate for institutional policy changes that better support community-engaged research, including streamlining financial processes, recognizing community-partnered scholarship in faculty evaluation, and fostering a more accessible administrative culture.
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Cultivate Sustainable Partnerships: Developing long-term, trust-based partnerships with community organizations can help navigate financial arrangements more effectively, as both parties become familiar with each other’s needs and constraints.
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Seek External Funding and Support: Securing extramural funding, such as grants specifically designed to support community-engaged research and institutional change efforts, can provide the resources and leverage needed to drive meaningful progress.
By implementing these strategies, researchers and community partners can navigate the complexities of financial arrangements, foster more equitable and sustainable partnerships, and ultimately advance community-engaged research and its positive impact on society.
Conclusion
Navigating financial arrangements is a crucial, yet often challenging, aspect of community-engaged research. By understanding the implications of different financial structures, fostering transparent communication, and advocating for institutional change, researchers and community partners can work together to create more equitable, collaborative, and impactful community projects. Through case studies and practical strategies, this article has provided a roadmap for overcoming the barriers posed by financial arrangements and embracing the transformative potential of community-engaged research.
