VCOM Institutional Policy and Procedure Manual

VCOM Policy and Procedure

Policy #R006

sponsor and government policies and regulations. Willfully false information in federal grants, cooperative agreements and contract proposals is a criminal offense. The PI’s Research Dean must be allowed two days for review of the proposal. The Director of ORA should be given a minimum of six work days due to revisions that may be required. Responsibilities of the individuals signing off are serious and deserve the courtesy of time to fulfill these obligations.

4.1. Review Areas Divisional Research Dean

This Administrator’s signature on the Proposal Approval Form signifies that he/she has thoroughly reviewed the document, approved the project's effect on the division and use of division resources and certified that the project is in compliance with the policies and guidelines of all institutions named in the proposal. It is expected that the Research Dean’s review will include careful evaluation with respect to salary recovery, program income under the project, cost projections, patient care costs, other support declarations, redistribution of effort, resources and environment commitments and use of human subjects or vertebrate animals. Issues such as additional space, significant revisions to clinical practice, alterations/ renovations to existing facilities, use of biohazards and highly toxic chemicals etc. require resolution and appropriate institutional clearance prior to the application being submitted for review by the ORA. VCOM Provost, Dean and Executive Vice President The Provost, Dean and Executive Vice President has the overall responsibility of determining the appropriateness of the project and project changes on behalf of the division and the College. The Provost, Dean and Executive Vice President’s signature on the Proposal Approval Form signifies that obligations such as faculty appointments, personnel, space, facilities, etc. have been considered. Office of Research Administration Grants, contracts and similar forms of funding assistance are legal agreements between the sponsor organization and VCOM. Applications for funding and correspondence requiring institutional endorsement are reviewed to verify that VCOM and sponsor requirements have been followed, to assure that VCOM has the resources and facilities to carry out the project and to assess the potential impact of the research activity on VCOM. The ORA reviews documents in preparation for institutional approval including award and post-award documents. VCOM budget accounts will not be established until this review and approval has occurred. In the interest that only quality products leave VCOM, the ORA reviews grants for conformance to guidelines and the elimination of typographical and budget errors. The signature of the Director for Research Administration is required on all Proposal Approval Forms. 4.2. Submissions to ORA PIs must submit their finalized documents for review at least ten (10) working days before the due dates. ORA personnel will try to process all applications well in advance of the day they are due at the sponsor's office. February, June and October are major application deadlines. The volume of work being processed just prior to these dates is extremely heavy. Sufficient lead time is especially critical here. Errors and omissions that are not purged before the papers reach the ORA slow down the approval process for everyone. ORA personnel will assist PIs in meeting genuine emergencies, but even genuine emergencies are not appropriate cause for complete disruption of the schedules of the institutional officials. Grant and Cooperative Agreement Applications The ORA must review all grant applications for project funding other than gifts (regardless of source and amount). Generally, the ORA request the completed Proposal Approval Form and a copy of the entire grant / proposal, including:

Office of Research Administration Grants Administration Policies and Procedures

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