Pre-Award Process

The Office of Research and Sponsored Programs (ORSP) must review all research proposals and grant applications prior to submission.  The ORSP reviews documents for compliance with WVSOM policies, as well as federal and state guidelines that may apply.  Please review the procedures below:

Project and Grant Initiation Flowchart

Submission of Proposal for Extramural Support procedures

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

  • ORSP-1 Research Project Initiation Request     
    • Use this form for initiating new research projects
    • This form is not required for programmatic projects, quality improvement/assurance projects or case reports
    • Typically, this form has already been completed prior to the grant preparation, e.g. for pilot data collection.  If this is the case, there is no need to submit an additional/duplicate version.
    • If the grant proposal involves a new species or additional procedures to a previously approved research project, an email to the ORSP describing this, along with submission of the ORSP-5, below, is sufficient.
  • ORSP-3 Heads up Grant/Sponsored Project submission
    • This form is NOT required.  Rather, it is to give the ORSP a heads up on intended grant submissions, prior to the details being determined.
    • Use this form if you know in well in advance that you will be applying for a particular grant/award, but do not have a draft of the narrative or budget  to provide the office.
    • Again, this form is NOT required, but it is much appreciated so the ORSP staff can plan appropriately and ensure somebody is here during the 5 business days leading up to the award submission.
  • ORSP-5 Internal Approval Form for Grant/Sponsored Project 
    • This form is an internal routing form for Sponsored awards (Grants or other)
    • Use this form for any grant applications or program applications for funding or tangible items
    • Use this form for subawards.  Subawards/collaborative grants should be submitted to WVSOM in conjunction with the primary institution's submission.  This is to ensure that WVSOM can commit to the subaward agreement when the other Institution's grant is submitted.

Proposal Routing Summary of Procedures

The Office of Research and Sponsored Programs (ORSP) must review all research proposals and grant applications prior to submission.  Procedures for submission, timelines to ensure adequate review is completed, and both ORSP and PI responsibilities are available here:

Submission of Proposal for Extramural Support procedures

1) Submit the following to the ORSP at least 5 days prior to the proposal submission deadline:

  • If research, the Research Project Initiation Request (ORSP-1) should be completed and available already.  If not already available, please provide with the ORSP-5/
  • The (Sponsored Award) Internal Approval Form (ORSP-5) already signed by your immediate supervisor.
    • ORSP will secure additional required signatures on the ORSP-5 form
  • The proposed budget and budget narrative
  • The Request for Proposals, (RFP), Request for Application (RFA), Funding Opportunity Announcement (FOA), or other sponsored program document describing the required information for the proposal

2) The ORSP will review the budget and descriptions provided on the ORSP-5 internal form to ensure WVSOM is able to commit to the terms in the RFP, RFA, FOA, or other announcement.

3) The ORSP will also review the budget and descriptions for allowable costs according to the applicable regulations

4) The ORSP will schedule a meeting to discuss the budget and any additional steps that may be required.

5) The PI/PD will provide the completed narrative of the proposal to the ORSP at least 2 business days prior to the submission deadline.

6) 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.

7) Once the proposal documents are completed to the PI/PD's and the ORSP's satisfaction, the ORSP will submit the proposal on behalf of WVSOM.

As described in the above procedures for Extramural Support, the 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. 

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 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.