| On-Campus Proposal Review and Pre-Approval Process
INTRODUCTION
The on-campus, pre-approval process is an absolutely essential part of the research grant application process. Project requirements can be substantial as they relate to the commitment of campus resources, and individuals who have the authority to approve such commitments must undertake review of those requirements.
The “Contract or Grant Submission Planning and Approval Form” is the vehicle by which this review is accomplished. A printable copy is available by selecting Planning and Approval Form. This form should be completed, paying close attention to the section that includes items the proposed work will require. In addition to those items listed on the form, it will also be essential that individuals reviewing the proposal know if there are additional approval requirements needed for the use of human subjects, animal subjects, radioisotopes, biohazards, recombinant DNA, and lasers. If the proposed research project will involve any of these, special review is required by the College’s Institutional Review Board (IRB) before the application can be submitted to the funding agency.
COMMITMENT OF COLLEGE SPACE AND RESOURCES
Office and laboratory space on Campus is assigned to various Departments and Schools for use in carrying-out College business. The physical location of the proposed research project must be reviewed and approved at the time the proposal is submitted to insure that the space is adequate and acceptable for the work being conducted. Likewise, other commitments of College resources must be approved to determine whether the College can meet the commitments being proposed.
ROUTING FOR REVIEW AND APPROVAL
Once the Planning and Approval Form is completed and signed, a draft copy of the proposal, including the completed budget, and budget narrative should be attached to the form and routed for review and signatures starting with the Department Chair. From there, it must go to the appropriate Dean or Director for approval of the budget and other resource commitments. It is then routed to the appropriate Vice President and other individuals who will complete their respective reviews depending upon the requirements of the proposal.
INDIVIDUAL REVIEW RESPONSIBILITY AND SIGNATURE AUTHORITY
Department Chair – reviews for budget, Departmental space, resource commitments, and overall content
Dean or Director – reviews for budget, School space, resource commitments, and overall content
Director, Office of Grants Management - reviews for institutional space and resource commitments; budget; indirect cost recovery, commitment of matching funds, in-kind support and cost sharing; reassigned time; salary commitments; and collaborative arrangements with other institutions and entities
Computing Center – reviews for computing service support and equipment
Vice President, Academic Affairs – reviews for overall content and review/approval by other individuals; signature authority
Vice President, Business and Finance – reviews for overall content and review/approval by other individuals; fiscal signature authority
President – reviews for overall content and review/approval by other individuals; signature authority
The individual signing-off for the College will be determined by the requirements of the specific agency and College policy.
Once the proposal is approved on-campus and submitted to the agency, a complete copy of the proposal, along with the original Planning and Approval Form, will be retained in the official grant file residing in the Grants Management Office. Copies of the proposal and Planning and Approval Form should also be forwarded to the Department Chair and the appropriate Dean or Director.
LEAD-TIME
It is sometimes tempting to bypass some levels of approval, especially if sufficient time has not been allowed for adequate reviews to take place. The PI must be assured that these reviews are not meant as impediments to the application process. Instead, they help to enhance the project by assuring that the necessary institutional resources are committed and available to the project in advance of its review by the funding agency. Without these commitments, the agency will often return applications without review. Any proposal leaving Campus without these required reviews that results in an award may or may not be accepted by the College.
If no special reviews are required by the proposed project, and if the project’s requirements are not complex, a lead-time of two weeks should be sufficient for review to be completed. If review by the IRB or any other special coordination is required, the PI must contact the appropriate office well in advance of the proposal deadline to determine how much lead-time will be required for their review.
SPECIAL REVIEWS OR COORDINATION
Special reviews or coordination will be required if the proposed project involves any of a number of special conditions. These reviews and approvals require an additional amount of lead-time due to the need for coordination between various offices, or review by the Institutional Review Board (IRB). If review by the IRB is required, the PI should contact the Chair of that Board, currently Dr. Sarah Roberts, to determine the amount of lead-time required. She may be reached at 247-7002, or by e-mail at roberts_S@fortlewis.edu.
Likewise, if the proposal involves collaborative arrangements, construction or capital improvements, the Director, Office of Grants Management should be consulted. If the proposal requires the purchase or lease of computing equipment, software or services, review and approval will be required by the Director of Computing Services. These contacts and discussions should take place well in advance of the proposal deadline to allow the necessary time required for the proper review process to take place. If sufficient time is not allowed, approval of the proposal will be delayed until the next proposal deadline.
Use of Human Subjects
Fort Lewis College is committed to the protection of human subjects used in the conduct of research, both medical and non-medical.
Occasionally, research projects may involve the use of human subjects requiring approval by our Institutional Review Board (IRB). Although most types of activities involving humans are obvious, such as the use of human fluids or tissues, some uses are not so obvious. These less obvious forms might include the use of questionnaires or interviews with people. If your research will include the use of any data that is human in origin, you must have approval from the IRB before you begin your project.
Use of Animal Subjects
As with human subjects, Fort Lewis College is committed to protecting vertebrate animals involved in research projects. The areas of concern include not only the humane use and care of laboratory animals, but also safety and health issues that may arise as a result of these activities. The IRB is responsible for review of proposals involving the use of animal subjects.
Use of Biohazardous Materials and Lasers
It must be determined that all universal precautions, as well as established policies and procedures, are being followed when biohazardous materials are being used in the conduct of research at Fort Lewis College. Each research project that will include work with materials such as infectious bacterial agents, viruses, retro-viruses, other infectious agents, and recombinant DNA, must include a complete description of the work to be performed, along with detailed procedures to be followed for containment and dealing with emergency situations, if they should arise. In addition, projects requiring the use of radioisotopes or lasers must meet all requirements imposed upon Fort Lewis College similar to those pertaining to the use of biohazardous materials. All Fort Lewis College policies must be considered and followed when preparing a grant proposal. It is the responsibility of the PI to become familiar with all related requirements and to assure compliance. The IRB must review all proposals that involve the use of biohazardous materials and lasers.
Collaborative Arrangements with Other Institutions and Entities
THIS SECTION IS UNDER CONSTRUCTION. CHECK BACK LATER FOR ASSISTANCE WITH THIS TOPIC.
Purchase/Lease of Computing Equipment, Software or Services
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Construction or Capital Improvements
THIS SECTION IS UNDER CONSTRUCTION. CHECK BACK LATER FOR ASSISTANCE WITH THIS TOPIC.
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