Letter of support guidelines and policy

Many grant proposals require a letter of support to document the high-level institutional support from an institutional official, typically provided by the Vice President for Research and Innovation (VPRI). For letters of institutional support towards grant applications that (1) require an official signature from the vice president, or (2) commit the Office of the Vice President for Research and Innovation (OVPRI) financially to an award, please follow the below standardized process. In addition, this streamlined process ensures that leadership within the Colleges and Schools are aware of the request being made by the PIs, and that these relevant university offices have been involved in decisions of financial support towards the application.  

As early as possible, optimally a minimum of four weeks before the due date, the PI should determine whether an institutional letter from the VPRI is required. Extra time may be needed if financial commitments are requested, or to answer questions about the sponsor and/or collaborators that may arise prior to receiving an official signature. 

1. If the letter is to approve and/or endorse a submission without the need for specific financial institutional commitment: The PI, through an email from their Associate Dean for Research (ADR), must supply the following information with the request for a letter to the VPR: 
   1. a draft of the requested letter
   2. information about the funding opportunity 
   3. abstract of the project 
   4. date the letter should be returned to the PI to be included in the application
   
   

   Please note: If the application is designed to support an established RIC or includes important involvement of the RIC, the RIC director should also provide a signature of support.

2. If the letter requires a financial commitment from the OVPRI: While it is understood that many grant applications call for (or reviews are favorably impacted by) institutional support, the first approach should be provision of support from the units involved in the research, which is best achieved and/or coordinated by the unit Dean(s). The Deans or their designees should provide the following information:
   1. description of the funding opportunity, including any matching or cost-share requirements
   2. breakdown of financial commitment and match being provided by the Unit (letter required) - and a clear description of the financial request being made to the OVPRI
   3. abstract of the project
   4. draft letter
   5. date the letter should be returned to the PI to be included in the application
   
   

   Once the financial commitments have been discussed and approved, the Dean (or designee) will send a draft of the letter to the OVPRI. The OVPRI will respond by providing the final letter, copying all relevant parties for budgeting purposes.

Please send the information above to vprlos@vcu.edu for review and to obtain the VPRI signature. Please also copy the college/school dean in these communications.

Once the OVPRI receives the final version of the letter, it will be signed and returned to the PI and the Dean ahead of the grant submission deadline. 

Copies of a support letter that makes financial commitments, along with the email correspondence pertaining to it, should be retained by the PI until an awarded grant is closed or until the PI knows an award will not be made. When a decision has been made on a proposal for which the VPRI has committed resources, the OVPRI would like to be notified within 30 days for budgetary planning purposes, regardless of the outcome.