Office of Research Services staff at work with a faculty member

Policies and Procedures: Research services

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Budget review for research proposals (DORED -- RS-01 -- 081513)

Proposal budgets should be submitted to the budget manager for review and approval before proposal submission. Budgets will be reviewed for adherence to the budget guidelines posted on the DORED website.  Although budget format and details vary with sponsors and agencies, a review will ensure that budgets include essential elements, an adequate justification of costs, and documentation of support.

The proposed Lead Principal Investigator is responsible for submitting the proposal budget for review at least three business days before the proposal is due.

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Collaborations (DORED -- RS-02 -- 081513)

N.C. A&T strongly supports research collaborations within the institution and with outside entities.  Collaborations can involve the sharing of ideas, data, resources, facilities, laboratories, equipment, and personnel, as well as intellectual and other types of property, for the purpose of accomplishing research.  Collaborations should enhance and expand the research capabilities of the proposed partners and be mutually beneficial to all parties involved.  The exchange of ideas, effort, and resources should be reciprocal in nature and should benefit the students, faculty, staff, and community of each participating organization. 

Collaborating on large-scale proposals and projects requires a significant commitment of time, effort and resources and should have prior approval from appropriate institutional officials.  Coordination of such activities should be managed at the University level and be provided institutional oversight.

  • The Division of Research & Economic Development must be informed by potential principal investigators (PIs) of their intention to engage in collaborative proposals with external partners before the submission of the proposal.  This intent should be clearly stated on the Notice of Intent form and should identify the partners and N.C. A&T’s commitments for resources, roles, and responsibilities in the partnership.
  • If the proposed value of the research grant exceeds $250,000 per year in total direct costs, the potential PIs must send a proposal abstract and preliminary budget to the Vice Chancellor for Research that describes external collaborators and clearly defines N.C. A&T’s involvement in the collaboration.  In these cases, approval must be obtained from the Vice Chancellor for Research before proceeding with collaboration discussions with external partners. 
  • Facilities and administrative expenses (F&A,  also referred to as indirect costs or overhead) should be included in proposal budgets for all collaborating partners/subcontractors when the sponsoring agency allows recovery of F&A expenses. All partners should calculate F&A expenses based on the rate stipulated in their institution’s F&A Cost Rate Agreement.  Upon award, project budgets must reflect F&A expenses for all collaborating partners.
    F&A receipts will be distributed to N.C. A&T collaborators in accordance with the University’s Policy on the Allocation of F&A Overhead Receipts.

Proposals that do not follow these guidelines may not be approved for submission by the Vice Chancellor for Research and Economic Development.

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Competing proposals and internal competitions (DORED -- RS-03 -- 081513)

N.C. A&T conducts internal competitive reviews to select proposals for submission when funding opportunities from federal and state agencies and private foundations restrict the number of applications that can be submitted from any particular institution.  These solicitations are referred to as “limited submission” opportunities and may require internal coordination within the University, across schools, colleges, and disciplines.

Special restrictions and eligibility requirements generally include limits on one or more of the following:         

  • The number of applications accepted per solicitation (e.g., one submission per university);
  • The type of institution or discipline allowed to submit (e.g., HBCU, STEM disciplines only);
  • The qualifications of the principal investigator (e.g.,  U.S. citizen, tenure track); and
  • The level of established research at an eligible institution (e.g., research and graduate programs).

Internal competitions to evaluate and select preliminary proposals are managed through fair and equitable procedures that promote faculty participation and input.  This process ensures that the most competitive proposals are submitted from the University.

Administration

DORED administers internal competitions through its Office of Research Services.  The Research Council (composed of faculty peer reviewers) reviews, evaluates, and recommends pre-proposals for development into full proposals for submission from the University in accordance with procedures governing internal competitions.  The Vice Chancellor for Research and Economic Development acts on the Council’s recommendations as the final approver of preliminary proposals to be developed for submission. 

Additional faculty and/or external reviewers may be invited to serve on review panels, or ad hoc review committees may be formed if the Vice Chancellor for DORED deems it necessary in order to provide a fair and comprehensive review.

Procedures

  1. Notification of Opportunity: Notices of limited submission opportunities are conveyed using multiple channels.  These include the DORED website, targeted emails to researchers and to the Council of Associate and Assistant Deans for Research (CAAD), and postings in DORED newsletters and social media.  Notices indicate internal and external submission deadlines.
  2. Notice of Intent to Compete: Principal Investigators interested in pursuing limited submission opportunities must email a Notice of Intent (NOI) form to RAMSeS by close of business on the advertised NOI due date.  An internal competition will be held should the number of notices of intent received exceed the submission limit.
    Deadlines for internal competitions vary since each request for proposals (RFP) is unique. Investigators are responsible for checking the most current version of the sponsor’s program guidelines to verify limits.
  3. Abstract: Principal investigators must submit a preliminary proposal to the Division of Research and Economic Development in accordance with the abstract guidelines posted on the DORED website. Abstracts should be emailed to RAMSeS  by the publicized due date.
  4. Review:  The Office of Research Services reviews each abstract for adherence to the guidelines and posts abstracts to a secure website that is accessible to reviewers.  The Research Council reviews, evaluates, discusses, and selects abstracts to be developed into proposals.  The Research Council may request that PIs clarify and revise abstracts and/or present their abstracts to the Council.
    The selection process is completed as early as possible before the proposal submission deadline.  Principal investigators are notified of the selection decision within five business days after the Vice Chancellor has acted on the Council’s recommendation.
  5. Proposal Submission: The Principal Investigator submits the proposal in RAMSeS no less than 10 business days in advance of the proposal due date.  The Office of Sponsored Programs submits the proposal to the funding agency in sufficient time to meet the submission deadline.

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Advisory councils (DORED -- RS-04 -- 081513)

Council of Associate and Assistant Deans (CAAD)

The Council of Associate and Assistant Deans is an advisory body to the Vice Chancellor for Research and Economic Development.  The CAAD assists in creating policies impacting sponsored activity and offers advice and recommendations to improve administrative processes and to solve impediments to research. The CAAD is comprised of associate and assistant deans from each of N.C. A&T’s colleges and schools.

Other advisory councils may be established by the Vice Chancellor for Research and Economic Development as needed.

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