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Grant Approval Process

Steps

  1. Prepare grant proposal following instructions of funding agency
     
  2. Title Page – required for all grants   Intramural Sample  |  Extramural Sample
     
  3. Single-column budget -- required for intramural and extramural grants
     
  4. Full indirect costs charged on all grants. For agencies, foundations and associations not allowing full cost recovery, include copy of provided instructions
     
  5. Gold Sheet – required for all extramural proposals including pre-proposals
    Pre-proposals: If any sponsor requests a "pre-proposal" which includes a budget, then it is not a pre-proposal, it is a proposal and must be routed with a Gold Sheet for institutional approval. This is regardless of compliance issues. If an investigator is working with a sponsor and simply brainstorming or developing a scope of work which may become a proposal later on and does not include a budget a Gold Sheet is not required.

  6. Letter of Intent -- may be required for some grant programs
     
  7. Signatures of PIs & CoPI's required on title pages and Gold Sheets. (Signature of the Contracts and Grants Officer is also required on extramural grants.)
     
  8. Grants submitted to the Departmental Executive Officer at least one week prior to the deadline for mailing the grant proposals. DEO will check for accuracy of budget and scientific content
     
  9. DEO signature(s) from EACH participating department is (are) required
     
  10. Proposals submitted to Associate Dean for Research. Plan 24-48 hours for approval. Grants checked for accuracy; Gold Sheets entered into Contracts & Grants Central Database
     
  11. Associate Dean(s) of Research Signatures of EACH participating College
     
  12. Proposals submitted to Vice Provost for Research (2810 Beardshear)
     
  13. Proposals submitted to Office of Sponsored Programs Administration (15 Pearson Hall)
     
  14. After Notice of Award is received, a Supplemental Budget (if needed) and CRIS Form AD 416 is completed and sent to Office of the Associate Dean for Research
     
  15. Supplemental Budget forwarded to Contracts and Grants Office for approval before an account number can be assigned
     
  16. Assignment funds can be expended upon notification of Account Number

Process Overview

Once the grant application is prepared according to the guidelines of the funding agency, approval is required at the departmental, college and university levels before submitting it to the funding agency. A Gold sheet, a Single Column Budget and a copy of the grant application should be submitted to the departmental executive officer (DEO). Approval from DEO's of each participating department is required. After departmental approvals, the grant application package is submitted to the Office of the Associate Dean for Research and Graduate Studies. The proposals are checked for budget accuracy and scientific content. Additionally, Gold Sheet information has to be entered into the ISU Central Grants Database and a number is electronically assigned to your proposal. Without this step at the College level, approval cannot be gained at the University level. Approval of each participating faculty member is required. The proposal is then sent to the central administration in Beardshear Hall. First, the proposal must be approved by the Vice Provost for Research (Room 2810. From there the proposal must go to the Director of the Office of Sponsored Programs Administration for approval (Room 15 Pearson Hall). The complete approval process may take from 2-5 days. Please allow a minimum of seven (7) days for proposals requiring subcontracts and matching funds.

Peer Review Process

All research funding programs within the College of Veterinary Medicine are managed by the Associate Dean for Research and all intramural funds are allocated competitively based on the recommendations of the Research Advisory Committee. All grant proposals are received by the Associate Dean for Research and reviewed by a subcommittee of the Research Advisory Committee. The Associate Dean for Research and the Chair of the Research Advisory Committee appoints the subcommittee to ensure there is no potential conflict of interest and that there is appropriate expertise on the panel to review the grant proposals. The Associate Dean for Research in consultation with the Dean of the College of Veterinary Medicine makes final allocations based on the committees’ recommendations and programmatic needs. In review of the ILHAC funds, the Iowa Livestock Health Advisory Council makes all funding decisions. Scientists with appropriate expertise from outside the College of Veterinary Medicine may be asked to assist with the review of applications.

Gold Sheets

Gold Sheets must accompany all extramural grant applications including pre-proposals. The Gold Sheet assures that any financial, facility and personnel commitments on behalf of Iowa State University are appropriate and can be honored. Additionally, Gold Sheets are used to calculate the number of grant proposals submitted by individuals, departments and colleges. The potential for Conflict of Interest should be marked appropriately (directly above the PI's signature line). A conflict of interest must be disclosed at departmental and college levels. All principal and co-principal investigators must sign the Gold Sheet. Substitute signatures for PIs and Co-PIs are not accepted on the Gold Sheet. Signatures from DEOs of each participating department and Associate Dean for Research of each participating college are required before seeking approval at the university level through Vice Provost for Research and Contracts and Grants Offices.

Pre-proposals: If any sponsor requests a "pre-proposal" which includes a budget, then it is not a pre-proposal, it is a proposal and must be routed with a Gold Sheet for institutional approval. This is regardless of compliance issues. If an investigator is working with a sponsor and simply brainstorming or developing a scope of work which may become a proposal later on and does not include a budget a Gold Sheet is not required.

Special approvals

Approval for research involving live laboratory animals
The Iowa State University Institutional Animal Care and Use Committee (IACUC) must approve all research involving the use of live vertebrate animals before animals can be used. To obtain approval, a completed "Protocol Review Form" must be submitted to the IACUC. Protocol Review Forms and instructions are available on the IACUC’s web page.

Please email the entire form to coac@iastate.edu, and send the title page and original, completed signature page(s) to the IACUC Administrator, 1138 Pearson Hall. The principal investigator and Department Chair signatures are required.

Regular meetings of the IACUC are held monthly. A subcommittee meets weekly to review proposed uses of live vertebrate animals and special meetings may be called by the chairperson at any time.

The IACUC receives more than 15-20 new applications and modifications to existing protocols each week. Additionally, federal regulations require that IACUC review of applications and modifications be meaningful and that the committee must ensure compliance with the animal welfare regulations, Public Health Service Policy, and the Guide for the Care and Use of Agricultural Animals in Agricultural Research and Teaching. For these reasons, please allow at least 4-6 weeks for review of new applications and 2-4 weeks for review of modifications and renewals of approved studies.

In order to be included in the agenda for the following week's subcommittee meeting, your new application, renewal, or major modification must be received by noon on Wednesday.

Approval for research involving biohazardous organisms:
The ISU Institutional BioSafety Committee must approve all research experimentation with biohazardous organisms. Call Environmental Health and Safety (EH&S) at 294-5359 for assistance and information.

Approval for research involving human subjects:
The ISU Institutional Human Subjects Review Committee must approve all research involving human subjects. See Appendix 14 of the CVM research guide for instructions and forms. For additional information call Dr. Pat Keith, Chair, Institutional Review Board (294-4533), Janell Meldrem (294-4566).

Approval for research involving recombinant DNA:
The ISU Institutional BioSafety Committee must approve all research experimentation involving recombinant DNA and infectious agents. Contact Biosafety Officer Dr. Julie Johnson at EH&S for assistance and information.

Approval for work with radioisotopes:
Research must be certified by EH&S prior to any work with radioisotopes. For more information contact Ken Kerns in the Radiation Safety Office (294-0746). Also check their Website.

Important Phone Numbers (515 area code)

Environmental Health and Safety 294-5359
Asbestos 294-7193
Biohazards and Environmental Health 294-7657
Chemical and Waste Management 294-2105
Chemical Waste Handling Facility 294-8452
Fire Extinguisher Service 294-7668
Industrial Hygiene 294-9698
Occupational Medicine 294-7657
Radiation Safety & Radioactive Material Disposal 294-0746
Risk Management 294-5315
Storage Tanks and Incinerator 294-2105