Sponsored Programs

The Pre-Award process begins with the Principal Investigator's (PI) review of either a Request for Applications (RFA) or a foundation announcement, etc., or when the PI wishes to submit an Investigator-Initiated proposal to a sponsor.

When it is decided that the PI wishes to pursue a particular funding source, he/she sends an email providing notification to the Office of Sponsored Programs (OSP) along with any sponsor information available at the time. OSP acknowledges receipt of the email and notifies the Associate Dean for Research of the PI's interest in pursuing an award.

As the PI is developing the EVMS Scientific/Technical Response to the sponsor's announcement, the OSP reviews the announcement along with any standard sponsor terms and conditions. The OSP provides feedback to the PI regarding the announcement, discusses any concerns it may uncover and provides the PI with possible solutions in response to those concerns.

Budget Development

As the PI and the department administrator develop a preliminary budget, OSP is available to assist with estimating personnel costs, fringe benefits, cost share, travel, Facility & Administrative Rates/Indirect Costs (F&A/IDC) and other budget issues. EVMS' Budget Form with Cost Match Form (Form E-2) includes a separate column for cost-shared expenses. The separate Cost Share form has been eliminated.

OSP is available to assist with the financial aspects of the budget justification. OSP will coordinate with sub-awardees and be the point of contact between the parties. As the PI refines the budget, the most up-to-date version is provided to OSP. As the proposed budget nears the final stage, it is submitted to OSP for review and concurrence.

When the final budget includes EVMS-funded Cost Share, the PI must obtain approval signatures of the Chair and the Office of Business Management on the budget/cost match page and submit to OSP. Investigators should minimize voluntary cost share in sponsor budgets and seek to obtain salary support for designated time and effort commitment to the proposed project. If questions arise as to the suitability of the submission, appropriate EVMS personnel will work with the PI to determine whether the project will be pursued.

Non-Disclosure/Confidentiality Agreements and Material Transfer Fees

When the PI wishes to include a sub-awardee in the proposal, or if in early discussion with potential sponsors and collaborators, a Non-Disclosure Agreement (NDA) or Confidentiality Agreement is required, the PI sends the Agreement to OSP for review. If concerns are noted, OSP coordinates with the PI and the sub-awardee for a resolution.

Once all parties are in agreement with the terms and conditions, OSP signs the NDA and returns it directly to the sub-awardee. OSP provides the sub-awardee a copy of the EVMS standard sub-award agreement and negotiates the terms and conditions with the sub-awardee.
Material Transfer Agreements are reviewed and negotiated by the Technology Transfer Office, which sends copies to OSP for inclusion with the project file.

Additional Pre-Submission Information and Assistance

In an effort to expedite the review process, OSP will request a copy of the preliminary award agreement for review. OSP is available to assist with the preparation of any Sponsor-required proposal forms (cover page, budget page, justification, etc.). OSP will also retain copies of CVs, lists of publications and Current & Pending Support and Disclosure of Financial Interest Forms for inclusion in proposals as requested by the PI. These copies are readily available for inclusion in all future proposals.

Electronic Submissions to NIH and other Granting Agencies

NIH and other federal granting agencies require proposals to be submitted electronically through www.Grants.gov. Contact OSP for coordination of submission and assistance on eRA Commons and other registrations as needed.

EVMS Health Services

If EVMS Academic Physicians and Surgeons Health Services Foundation (EVMS Health Services) patients are to be used as study subjects in a proposal, the Clinical Billing Template must be submitted with the Proposal Approval Form. Fully signed forms must accompany the proposal submission to OSP. This form is required so that the EVMS Health Services Compliance Office may conduct annual billing audits.

Proposal Approvals

OSP will initiate the Proposal Approval Form Proposal Approval Form (E-1) Revised 4-4-2013 and submit it to the PI for completion. The signature page of the Proposal Approval Form contains the department chairman's statement regarding the level of risk associated with this proposal and the department's maintenance of its clinical responsibility and the total effort of the faculty. Approvals must be obtained on the Proposal Approval Form Proposal Approval Form (E-1) Revised 4-4-2013 and the Budget Form with Cost Match (Form E-2). All forms must be submitted to OSP accompanied by a complete final copy of the proposal (scientific/technical and administrative/budget) before any proposal or budget submission to the sponsor. OSP will provide a copy to the Associate Dean for Research for review and approval signature.

OSP will either submit the proposal or return approved proposals to the department/PI for submission to the Sponsor. The PI is responsible for distribution of internal copies within EVMS. OSP will provide a copy of the submission to the Associate Dean for Research and maintain a copy on file.

Notice of Award or Non-funding

When the award is received from the Sponsor, it must be delivered to OSP in room 284, Andrews Hall. The PI should follow up to ensure that any required IRB/IACUC/IBC/COI or other compliance approvals are obtained and provide such documentation to OSP.

If the award document contains problematic language, OSP will contact the chairman of the department to discuss. In such instances, Supplement Information for Sponsored Agreement Negotiation (Form E-4) may be required. OSP will review the award, compare the administrative and budget information to the proposal submitted, obtain scientific/technical concurrence from PI, manage any necessary negotiations, route for PI and Director of Finance approvals and return to Sponsor. Distribution of the final agreement and account release information will be sent to Grants Accounting and the Associate Dean for Research. Once the grant account number is established, the project is ready to start.

A grant account may be set up by Grants Accounting ahead of final paperwork being received by use of a Contingent Grant Request form. PIs must contact OSP to determine whether a contingent grant can be established and follow the Financial Services Policy on Contingent Grant Requests.

If a notice of non-funding is received by the PI, it is forwarded to the Department Chair and OSP for internal tracking purposes.