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Guidelines for Proposal Submission

Sponsored Research

Human and Animal Subjects

Instructions for Completing the Proposal Request Form

General and Medical School Specific Notes for Proposal Routing Form

 

Sponsored research implies a certain level of commitment of College and DHMC resources to a project. Primarily for that reason, the Council on Sponsored Activities has requested that all investigators file a complete copy of proposals, excluding appendices, submitted to external funding agencies with the Office of Sponsored Projects. Proposals submitted to Grants.gov should be filed through the RAPPORT system if department personnel have been trained in its use. Each proposal submitted to external funding agencies, under the auspices of Dartmouth College or DHMC, goes through a review process at the Office of Sponsored Projects. For proposals not filed through RAPPORT Grants, part of this review includes noting that the Dartmouth College Proposal Routing Form has been completed. RAPPORT routed proposals meet all internal routing requirements, so a Proposal Routing Form is not required. For more information on the use of RAPPORT Grants, visit RAPPORT Grants.

The Dartmouth College Proposal Routing Form is used to route proposals for on-campus signatures and also serves as the data entry form for the Sponsored Research database maintained by the Office of Sponsored Projects. Records maintained by the Office of Sponsored Projects are the official records of the College and are subject to review by auditors and other officials of funding agencies. Information contained on the routing form is also used to generate monthly and annual reports detailing sponsored activity at the College, and is essential for the College's long range planning efforts. Timely submission of this form facilitates these information gathering activities.

The Dartmouth College Proposal Routing Form complies with Federal and Institutional regulations regarding the Conflict of Interest policy.

By signing the Conflict of Interest statement on the routing form, the Principal Investigator certifies that all relevant individuals on the proposal have read Dartmouth's Conflict of Interest policy and have current disclosures on file with the Office of Sponsored Projects. Dartmouth's Conflict of Interest policy defines "relevant individuals" as:

"...a principal investigator and any other person at the College who is responsible for the design, conduct, or reporting of research funded by any external governmental or private organization, or proposed for such funding."

Some information requested on the routing form may not be applicable to every proposal. Questions concerning this form should be referred to the Office of Sponsored Projects.

A Proposal Routing form must be completed for all proposals submitted to external funding agencies that have not been filed via RAPPORT. The form is used to route proposals for on-campus signatures and serves as the data entry form for the sponsored research database at the College. Routing forms without the required Institutional signatures may be returned to the Principal Investigator.

The following items, as appropriate, need to be included for review if the proposal was submitted without RAPPORT:

  • Signed Routing Form
  • Sponsor Guidelines, Funding Announcement
  • Proposal Abstract
  • Budget, including commitments for any matching funds
  • Budget Justification
  • List of Key Personnel
  • Any special administrative documents required by the Sponsor or Prime Collaborator

The Dartmouth College Proposal Routing Form must be completed for all proposals submitted to external funding agencies, excluding those submitted through RAPPORT. The form is used to route proposals for on-campus signatures and also serves as the data entry form for the Sponsored Research database at the College. Please note that the information requested may not be applicable to every proposal.

The Council on Sponsored Activities has requested that all investigators file a complete copy of proposals submitted to external funding agencies with the Office of Sponsored Projects.

This includes all submissions which require the signature of an authorized Institutional official. Records maintained by Sponsored Projects are the official records of the College and are subject to review by auditors and other officials of funding agencies.

Human and Animal Subjects

"If human and/or animal subjects are involved in the project the Office of Sponsored Projects recommend that in order to avoid delay in the agency review of the application, human and animal subjects approvals be completed prior to submission of the application. If approvals cannot be completed in time for submission deadlines, please indicate they are pending.

It is the principal investigator's responsibility to notify the agency of a change in status from pending to approval for animal use. The Office of Sponsored Projects will, however, send a letter of approval to the agency upon special request."

Instructions for Completing the Proposal Request Form

A Proposal Routing form must be completed for all proposals submitted to external funding agencies. The form is used to route proposals for on-campus signatures and serves as the data entry form for the sponsored research database at the College. Routing forms without the required Institutional signatures may be returned to the Principal Investigator.

The following items, as appropriate, need to be included for review :

  • Signed Routing Form
  • Sponsor Guidelines, Funding Announcement
  • Proposal Abstract
  • Budget, including commitments for any matching funds
  • Budget Justification
  • List of Key Personnel
  • Any special administrative documents required by the Sponsor or Prime Collaborator

* OSP requires a full electronic copy of the proposal as submitted to the sponsor within 10 working days after sponsor deadline. This requirement is not applicable for Grants.gov, Fastlane or NSPIRES applications. Please look at the deadline policy, updated in February 2009.

* The Office of Sponsored Projects reviewers will keep the original routing form for the Office files. The Principal Investigator is expected to forward a complete copy of the
proposal to the Office.

* Routing forms without the required Institutional signatures may be returned to the Principal Investigator.

  • Assurances: If human subjects or animals will be used in this project, the protocol approval date and the CPHS study number (for human subjects) or the IACUC project number (for animals) must be provided on this form. In addition, for animal use, the species and quantity must also be listed.
  • Environmental Health and Safety (EHS): Work involving the following require institutional approval and oversight. If applicable to your proposed or on-going work, failure to complete this section or to withhold information may be construed as misconduct. Please attach additional sheets, as necessary, to list all applicable materials. Contact EHS if you have any question or need assistance (646-1762).
  • Biological: Human blood or body fluids, tissues or blood borne pathogens (HBV, HIV, etc.); other potentially infectious materials handled at Biological Safety Level 2, as defined in the latest edition of the CDC/NIH publication, Bio safety in Microbiological and Biomedical Laboratories; recombinant DNA (rDNA) requiring institutional approval.
  • Chemical: Carcinogens, mutagens, teratogens or chemicals of unknown toxicity; toxic metals (lead, mercury, cadmium, etc.); acutely toxic materials or chemicals with poor warning properties/limited margin of safety (cyanides, phosgene, etc.); reactive chemicals (chemicals capable of releasing potentially hazardous amounts of energy if subject to static, shock, friction or contaminated with other chemicals).
  • Radiation: Ionizing radiation; non-ionizing radiation (lasers, specifically), (UV light used in molecular biology is excepted).
  • Sub recipients: Please indicate if there are any sub recipients included in the proposed budget.
  • Internal Cost-Sharing: When cost-sharing is required, the source, type, and amount of funds should be identified with the signatory approval of the appropriate dean.
  • External Matching Funds: The Development Office should review the proposal if they are responsible for raising external matching funds.
  • Invention Agreement: Check this box if you know you have a signed Invention Agreement on file in our office. Federal Law (37 CFR 401, "Bayh-Dole Act") requires that universities have written agreements with all the employees involved in research, pursuant to which they agree to assign the university any inventions made with Federal funding. In order to comply with this law and ensure that the College records are complete, all Dartmouth employees involved in research are asked to provide the Technology Transfer Office, HB 6210, with a signed Employee Invention Agreement. Please contact the Office of Sponsored Projects for Technology Transfer at 646-3027, if you require a copy of the agreement.
  • Conflict of Interest Statement: In order to comply with the Dartmouth Conflict of Interest policy, the Principal Investigator's signature is mandatory for each proposal submitted.

Proposal Routing Form

General note on this form: A PDF copy of the form for photocopying purposes is available on this web site. An electronic version is also available. You will need a claimed NetID and password, and an ePRF user account, to use the electronic version. Contact the Office of Sponsored Projects for further information.

Note to Geisel School of Medicine Departments: The Office of Sponsored Projects requires that a department chair or acting chair sign the Dartmouth College Proposal Routing Form BEFORE the institutional signature is added to the form. If the department chair or acting chair is unavailable, the following individuals may sign in lieu of the department chair or acting chair:

  • The Geisel School of Medicine Associate Dean and Chief Operating Officer
  • The Geisel School of Medicine Senior Associate Dean for Faculty Affairs
  • The Geisel School of Medicine Senior Associate Dean for Research
  • The Geisel School of Medicine Director of Finance

Last Updated: 4/8/13