Policies for Grant Submissions

Types of Research Submissions

Funded Research – PI is a Member of the Department of OB-GYN

• Discuss proposed research study with Chairman, Vice-Chairman, Division Director, and Grants Manager well in advance of application submission. Funding issues to be addressed include: indirect costs and budgeting.
• Technical assistance for grant preparation is available. Priority will be given to federally funded projects or projects in areas defined as “high priority” by the department. To request technical assistance, please contact the Vice Chair-Research or Grants Manager.
• The budget submission, including Department of OB-GYN Funded Research – PI is a Member of the Department of OB-GYN Submission Checklist, must be given to the Grants Manager and Departmental Administrator for review and signature one week before the grant is due in the GCO office. This does not mean that the research application must be completed one week in advance. It is important to do the budget first because these issues are often impossible to sort out in the last minute.
• Research applications must be submitted to the GCO office. The GCO office requires a minimum of 48 hours for review and sign-off. The more time you give the GCO office, the better.
• The research application and Department of OB-GYN Funded Research – PI is a Member of the Department of OB-GYN Checklist must be submitted to the Division Director for review and signature before an investigator can present the application to the Department Administrator and Chairman for sign-off.
• When submitting a research application for the Chairman’s signature, include the Department of OB-GYN Funded Research – PI is a Member of the Department of OB-GYN Checklist, and copies of the GCO cover page (GCO Form 1), budget, and protocol summary (GCO Form 4) for the departmental files. This packet should be submitted to Monika Mittelholzer.
• Sign-off for the Chairman: 24 to 48 hours.
• If there are any budget changes or significant protocol revisions after the department has signed off on your research application, they must be reviewed with the Division Director, Department Administrator, and Grants Manager.
• After a study is approved by the IRB, the investigator must submit a copy of the IRB approval letter to the Grants Manager for the departmental files.
• Investigators must maintain complete and well-organized files of all IRB submissions (including all IRB submissions, all IRB correspondence, all Clinical Study Agreements, all correspondence with sponsor, and all approved ads). These files should be organized chronologically by IRB approval year, and available for review if there is an internal or external audit.
• The same deadlines, timelines, and financial oversight requirements apply for non-competitive research grants.
• Departmental oversight will include internal audits.