Proposal

A proposal is an application for funding to a sponsor that includes all information that is necessary to describe the project aims and objectives, staff capabilities, environment, and funding requirements.

Sponsored project proposals requiring review, signature and/or submission by the Office of Sponsored Programs (OSP) should be forwarded to OSP with ample lead time for review and action.

As of May 1, 2015, all new proposals and task orders are prepared and routed to OSP using the VCUeRA RAMS-SPOT database. A PI or his/her study staff team member is responsible for initiating a new proposal or task order in RAMS-SPOT and then routing it for School Review and approval. Approval should be sought from all schools with faculty, staff or resources proposed to be involved on the project. Once school review and approval is completed, the proposal will route electronically to OSP for review and approval. If applicable, OSP will submit the proposal to the sponsor; this includes all SF424 Grants.gov applications and any sponsor systems requiring Authorized Organizational Representative (AOR) submission. If the PI is responsible for proposal submission, OSP will notify the PI once the university review is complete and the submission is authorized to go forward. This process is summarized in the attached diagram.

Proposal Submission in RAMS-SPOT

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Virginia Commonwealth University (VCU) is an institutional member of the Federal Demonstration Partnership (FDP), an initiative with 10 federal agencies and over 150 institutions working to identify and demonstrate best practices in research administration. In an effort to reduce the administrative burden associated with the proliferation of what have come to be called “subrecipient commitment forms”, VCU has joined the Federal Demonstration Partnership Expanded Clearinghouse (FDP EC) project, effective July 5, 2017.

As a participant in the FDP EC project, VCU, when serving as the Pass-through entity (PTE), now evaluates a collaborator’s institutional profile information posted here.

Desktop reference of current EC participants

All proposed subrecipients must supply a subrecipient mini package to VCU at proposal time to include:

  1. Signed AOR Authorization*
  2. Scope of work
  3. Line item budget
  4. Budget justification, and
  5. CV/biosketch for key personnel

*Signed AOR Authorization may be an AOR-signed sponsor face page, or AOR-signed Subrecipient Project-Specific Consortium Letter (when VCU is PTE), or Subrecipient’s own AOR-signed Consortium letter.

Proposed subrecipients who are not participating in the FDP Expanded Clearinghouse project, must also provide the following:

  1. a completed and signed VCU Entity Form for non-FDP Expanded Clearinghouse Subrecipients, and
  2. copy of their negotiated rate agreement, if applicable.

Guidance Documentation

Subrecipient Relying on VCU’s Conflict of Interest policy

If your subrecipient does not have an active and enforced conflict of interest policy that is consistent with the provision of 42 CFR Part 50, Subpart F “Responsibility of Applicants for Promoting Objectivity in Research” and intends to abide by VCU’s Conflicts of Interest in Research policy, then additional steps may be needed.

Virginia Commonwealth University (VCU) is an institutional member of the Federal Demonstration Partnership (FDP), an initiative with 10 federal agencies and over 150 institutions working to identify and demonstrate best practices in research administration. In an effort to reduce the administrative burden associated with the proliferation of what have come to be called “subrecipient commitment forms”, VCU has joined the Federal Demonstration Partnership Expanded Clearinghouse (FDP EC) project, effective July 5, 2017.

As a participant in the FDP EC project, VCU has provided extensive institutional information that is posted in our online profile here.

Desktop reference of VCU's EC profile

Guidance Documentation

Other Activities

Financial Interest Report (FIR)

VCU has a PHS-compliant Conflict of Interest policy. Every VCU PI and those determined to be “COI Investigators” must report financial interests in accordance with the VCU policy.

Associated Document/Form Financial Interest Report (FIR), located in RAMS-AIRS.
VCU Policy or Compliance Notice Conflicts of Interest in Research
Related VCU Systems RAMS-AIRS; Additional information available on the Office of Research Integrity and Ethics (ORIE) website
Responsible VCU Unit(s) Principal Investigator; Office of Research, Integrity and Ethics. OSP verifies up-to-date FIR at time of proposal submission and award processing.

Minimum Effort for Key Personnel

In most instances the VCU PI must include minimum measureable effort for every sponsored project. Exceptions are noted in the VCU policy.

VCU Policy or Compliance Notice Minimum Effort for Key Personnel on Sponsored Programs
Related VCU Systems RAMS-SPOT
Responsible VCU Unit(s) PI/SS; OSP verifies at time of proposal submission.