Routing a proposal for external funding
Writing your technical proposal is a critical aspect of obtaining external funding, but new faculty should not overlook other requirements associated with the submission process. Beyond the creation of a budget and budget justification, various approvals are required before the proposal can leave UVA. Here are some issues that you and your research administrator should keep in mind during in the proposal development process.
Use of research subjects. Approval of human-use protocols must be obtained from the IRB-HRS. Most NIH and many other grant programs do not require IRB approval at the time the proposal is submitted, postponing this requirement until before the award is made. Check your program guidelines carefully, since it may take a couple of months to obtain IRB approval.
Use of animals in research. Approval for animal protocols must be obtained from the IACUC. As is the case with human subjects, approvals often may be obtained after submission of the proposal: check program guidelines.
Other compliance issues. Certain funding opportunities require other approvals, such as documentation of training from Environmental Health and Safety. If you have questions concerning the requirements of your particular program, contact the Office of Grants and Contracts.
Institutional approval. Before submission to the sponsor, your proposal must be approved by the SOM Office of Grants and Contracts. Once your local administrator and you have generated and finalized all forms, send your original proposal and two copies to that office for review, comment, and approval. The office requires at least one week to complete the review process. The proposal sent to Grants and Contracts should include a Proposal Approval Sheet (also known as the "Goldenrod," in reference to its former color). This multi-page document, which must be signed by the PI and her/his Chair, includes the following:
- Information on the project, PI, budget, other investigators, and sponsor
- Compliance issues (human subjects, animals, recombinant DNA, or hazardous materials; conflict of interest
- Whether the project requires additional space
- Confirmation that PI has not been federally debarred or suspended from receiving awards
- Cost-accounting information, if the proposal is funded
If your proposal includes faculty from other units at the University, you will need to submit time release forms. Finally, if you propose a subcontract to another institution, you will need to include a consortium proposal from that organization, approved by an institutional representative.
Electronic submission. If the funding agency requires an electronic submission, contact the Office of Grants and Contracts.