VCOM Institutional Policy and Procedure Manual

VCOM Policy and Procedure

Policy #R006

 Cover page/transmittal letter  Abstract or brief work scope description  Research plan, bibliographical and biographical information  Budget and budget justification pages  All pages requiring institutional endorsement  All pages specifying terms and conditions of award  All other pages containing administrative detail  Copies of relevant correspondence with the sponsor

Fellowship Applications The ORA must review all fellowship applications in order to ensure compliance with institutional policies and guidelines. This includes both applications awarded to VCOM as well as those awarded directly to the individual fellow applicant. Subcontract Proposals The PI must furnish a completed Proposal Approval Form and the original and one copy of the cover letter, budget and work scope. Contract Proposals The ORA is responsible for working with investigators on all aspects of contract negotiations. Therefore, investigators are asked to provide the following contract related items at the times indicated:  Notification of intent to enter into a contract and a copy of the RFP (Request for Proposal).  The original and one copy of the final contract proposal, no less than ten (10) working days before intent to mail the proposal, along with a completed and signed Proposal Approval Form.  The original and one copy of pre- or post-award correspondence with the Contracting Officer. This correspondence must be countersigned by VCOM’s Provost, Dean and Executive Vice President before it is mailed to the sponsor. Grant and Contract Awards and Agreements The ORA reviews all awards and agreements. In any agreement or award, the following elements are considered essential:  The award is to the correct entity: Edward Via College of Osteopathic Medicine.  Clear definitions of work scope, award period and responsibilities are provided in the agreement itself or by reference to the proposal or protocol.  Total costs or fees and budgets are correct and re-budgeting restrictions are not excessive.  Payment terms are fair to the cash flow of VCOM.  Progress and financial reporting requirements are reasonable.  Confidentiality and publication restrictions do not violate VCOM policy patent, licensing and copyright provisions comply with the VCOM Intellectual Property Policy.  General provisions refer to and comply with current laws and regulations.  VCOM is granted approval on the use of its name, or any abbreviation thereof, or the name of the Principal Investigator(s) expressly or by implication in any news, publicity release, advertisement or other public disclosure by the sponsor. Agreements that require institutional acceptance may be signed only by the appropriate official, not by the PI. Where the sponsor requests PI endorsement in addition to institutional acceptance, the suggested heading is “I have read and agree to abide by the terms of this agreement.”

Office of Research Administration Grants Administration Policies and Procedures

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