The Quick Guide to Submitting Your Proposal
- Contact ORSP to be assigned to a grants officer who will work with you throughout the submission process.
- Complete the Internal Transmittal Form. This form sets forth your cost sharing and any special provisions required from your proposal.
- Send an original signed copy of your proposal, the Internal Transmittal Form, and any supporting paperwork to your Department Chair and College Dean for review and sign-off. This completed form and all required signatures need to be in the ORSP seven days prior to the sponsor's submission deadline.
- Should the sponsor require electronic submission, you will need to create a user profile on the sponsor’s website. Please note that different sponsors have different electronic submission requirements. Contact ORSP for specific sponsor electronic submission requirements. For research requiring the use of vertebrate animals, you must submit your protocol through Villanova’s Institutional Animal Care and Use Committee for review and approval. For research requiring the use of humans or human biologicals, you must submit your protocol to the Institutional Review Board for review and approval.
Internal Transmittal of Proposals and Signature Process
Before a proposal is sent to an external funding agency, it must be reviewed by the Department Chair and College Dean or authorized Associate Dean. To facilitate this process, the Office of Research and Sponsored Projects has designed a Transmittal Form. The form must accompany the proposal to allow the Chair and Dean to review for content and budget commitments. The form should be signed by the Principal Investigator, Department Chair and Dean before sending the proposal to ORSP for final review and transmittal to the funding agency.
Two sections require special attention. First, below the budget section, the sentence which deals with VU Direct Cost Sharing should be filled out if there is a commitment for cash cost sharing. Please refer to ORSP Cost Sharing Policy. Second, the Remarks section provides an opportunity for the Principal Investigator to indicate any special needs should the project be selected for award. For example, the PI should request released time in this section or specify any other request which the Department Chair or Dean would have to approve.
The Transmittal Form should be typed or clearly written and both the Form and the proposal should be in the Office of Research 7 (seven) days prior to the deadline it is to be received by the funding agency.
The staff of ORSP is available to assist in constructing the proposal budget and general preparation of the Transmittal Form.
For any commitment including space, released time, cash cost sharing (for any expenditure including travel, personnel, equipment, supplies, or any other expenditure for which cash must be expended), in-kind cost sharing (including space, computer costs, personnel, or any other resource which will affect an administrative unit in any way), or waiver of any part of indirect cost which includes fringe benefits and overhead, approval must be obtained from the person who has administrative control over the resource being committed. For commitments of cash cost sharing, an account number must appear on the transmittal sheet to identify the source for the cost share. If an account number cannot be obtained, contact ORSP for assistance in resolving the problem.
Commitment from the appropriate administrator may be indicated in the remarks section on the ORSP Transmittal Sheet. If there is any difficulty in identifying the proper administrator, contact ORSP for assistance.
Proposals that include University commitments which have not been approved by the appropriate person will not be processed by the Office of Research.
Research Involving Human Subjects
All human subjects protocol applications must be submitted to ORSP which will arrange for examination by the Internal Review Board for Human Subjects(IRB).
The protection of the rights and welfare of human subjects involved in University-sponsored investigations is essential whether the investigation involves patients, students, staff, faculty or members of the general public; whether the involvement occurs in a research program or as an element in a program of instruction; and whether or not financial support for the investigation is provided from sources outside the University.
All University sponsored research which involves human subjects shall be approved by the IRB or, if applicable, by the departmental review process as designed by the Human Subjects Committee, regardless of the sources of financial support and the location of the investigation to be conducted.
The University, through the Office of Research and Sponsored Projects and the Human Subjects Committee, has established policies and procedures to assure proper compliance with Federal regulations and to assure the safety of the subjects participating in research projects.
Forms for submission of research protocols to the Human Subjects Committee and handbook for research involving human subjects are available from the ORSP website.
You may also contact Will Caverly if you have any questions related to applying for IRB consideration of your human subjects research.
Research Involving Animals
All animal protocol applications must be submitted to ORSP which will arrange for its examination by the Institutional Animal Care and Use Committee (IACUC).
It is the policy of Villanova University that all research utilizing animals is performed with strict adherence to federal guidelines and with the utmost concern for the welfare and well being of the subjects. Federal and University policies require that the care and use of all vertebrate laboratory animals be monitored by the Institutional Animal Care and Use Committee (IACUC). IACUC review and approval is required when animals are used in any research studies and instructional programs.
- correct form
- Villanova University Transmittal Form
- Space needs
- Renovation requirements
- Cost sharing/ matching
- Human use review & approval
- Animal use review & approval
- RDNA review & approval
- Future commitments
- page limitations
- type size limitation
- all elements of proposal included
- correct rates used
- budget correct
- subcontractor commitment letter
- all certifications included if RFP,
- is exception letter needed
- if foundation/ corporation, on “restricted list”
- requirement for state review ascertained
- correct number of copies, deadline date, mailing address, method of transmittal
- imitation on number of proposals from institution