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Pre-Award Process

The Office of Research and Sponsored Programs (ORSP) must review all research proposals and grant applications prior to submission.

ORSP reviews documents for compliance with WVSOM policies, as well as federal and state guidelines that may apply.

ORSP Pre-Award forms are listed below. Click on specific link to obtain forms for completion.

Proposal Routing - Step 1

Submit the signed or approved Project or Research Initiation Request (ORSP-1) and the Internal Approval Form (ORSP-5) to the ORSP (orsp@osteo.wvsom.edu).

After reviewing and assessing the proposed grant and/or research project, including whether WVSOM can meet the resources needed to carry out the project, ORSP will either ask additional questions or approve the project so the Principal Investigator (PI) can proceed.

ORSP requires a minimum of 5 business days to review and approve a project before a grant application can be submitted to the appropriate external funding organization. 

Proposal Routing - Step 2

After the PI receives WVSOM project approval, additional information will need to be submitted to ORSP which may include:  

  1. Full project proposal and/or grant application.
  2. Detailed Budget and Justification.
  3. Description of personnel needed to complete the project.
  4. Certification of CITI training, conflict of interest training and completion of a Financial Interest Disclosure form.

Use of Animals in Research

Any research proposal that uses vertebrate animals or animal tissue must have the protocol approved by the Institutional Animal Care and Use Committee (IACUC). PIs should contact the IACUC chair for information regarding requirements for review. 

Contact IACUC@osteo.wvsom.edu for additional information.

Use of Human Subjects in Research

Before any research projects can proceed, the WVSOM Institutional Review Board (IRB) must approve any research project involving the use of human subjects including social-behavioral, educational or bio-medical research. Investigators should contact the IRB chair for details regarding IRB submission. The IRB will only review research projects that have received approval from the ORSP (completion of ORSP-1 and ORSP-5 forms). 

Conflict of Interest

Conflicts of interest may exist when external commitments that have been made by an investigator impair independent scholarly inquiry, compromise freedom of thought or action, or impede objectivity in the performance of responsibilities. To monitor conflicts of interest, WVSOM has developed a Conflict of Interest Policy in accordance with federal regulations.

Facilities and Administrative Costs

Facilities and Administrative (F&A) costs, also known as indirect costs, include institutional expenses for general operations such as administrative expenses and building use and maintenance. These costs are computed as a percentage of direct costs set by the federal government calculation of F&A cost rates. F&A cost rates may vary according to the type or location of the project.

Cost Sharing

Some agencies require that a percentage of research costs be shared.

Cost sharing represents a financial commitment to a project. Whenever the full cost of a project is not recovered by direct costs or F&A costs, WVSOM is sharing the costs, also known as cost sharing.

Cost sharing should not be included in a proposal unless it is mandatory by statute, regulation or written policy. No cost sharing, waiver, or modification can be accepted without the approval of the supervisor/chair, dean, and the president.  Cost sharing should not be included in budget documents or the proposal narrative without prior approval.

Cost sharing may be outright, in-kind, or matching. Outright cost sharing is a cash contribution. In-kind contributions may include WVSOM or third-party contributions of effort, services, or goods.

All expenditures must be verifiable; may not be used as cost sharing for any other sponsored program; must be necessary and reasonable to accomplish the project; must be allowable under the WVSOM cost principles and policies; must be incurred during the dates of the award, and must not paid by the federal government under another sponsored project.