Research Proposals

SPH Research Proposal Routing Procedures 

The following procedures should be followed when submitting grant or contract proposals to be routed through the A&M Research Foundation and the Texas A&M HSC Office of the Vice President for Research.  

During the development stage of a proposal:

1. Once a faculty member develops a proposal idea and identifies a potential funding source, a notification is sent to the SPH Office of Research indicating the funding source (specific RFA/RFP number and web URL if one exists), the topic, the PI and participating colleagues, and a short paragraph that describes the proposed project.

2. The PI identifies and develops the proposal team.  Notification of the Office of Research of impending proposals is intended to ensure that everyone is aware of colleagues’ research activities, avoid internal competition, and identify other faculty who may be able to support the proposed research effort and provide existing agency contacts.  The Office of Research will send the proposal notification to the current list of faculty and research staff at SPH. 

3. If the indirect requested is less than the standard approved rate, the PI should submit a formal request for waiver to the Office of Research along with a justification for the waiver.  The Office of Research submits the request to the Vice President for Research and Graduate Studies.

4. If cost sharing is requested, the PI should notify the Office of Research in advance of the routing.  The Office of Research then requests permission for the cost share from the Office of Academic Affairs, carbon copying the appropriate Department Head at the same time.  This mechanism is to ensure investigators do not exceed 100% effort.

5. In the event SPH is a subordinate to another Texas A&M HSC component in a proposal, upon award, the Office of Research should work with the Research Foundation to establish a separate subaccount with indirects for the SPH portion of the award.  Furthermore, the Office of Research should notify the Vice President of Research and Graduate Studies of the award and subordinate relationship to ensure indirect costs are distributed to the components proportionately.

1  It is recommended that the PI also share a courtesy copy of the draft budget with the Office of Business Affairs at SPH, and provide a copy to the Principle Investigator’s Department Head.  Copies provided to the Office of Business Affairs and the PI’s Department Head are for informational purposes only.

Prior to submitting the proposal to the Research Foundation for review and approval

1. A draft of the proposed budget should be provided to the SPH Office of Research for review either prior to (or simultaneously with) submitting the draft to the Research Foundation.  The Research Foundation (if submitting through the Research Foundation) or The Texas A&M HSC Office of the Vice President for Research (if submitting through the Health Science Center) must be notified by the P.I. as soon as possible regarding the development of a proposal, the due date for the proposal to the funding agency, and a tentative budget.  If the proposal and the budget are to be circulated less than four days prior to the due date, the Office of the Vice President for Research must be given advanced notice.  

2. Five days prior to the due date of the proposal, the PI should submit a routing copy of the full proposal to the Research Foundation.  The routing copy may not be the final proposal, but it should include sufficient text on the nature of the project and the appropriateness of the budget to inform administrators who must provide the institutional signoffs on the proposal.  The final copy of the proposal should be at the Research Foundation the day before it must be forwarded to the sponsor.  

Electronic Proposal Routing

1. The proposal is routed electronically by the Research Foundation to the PI, co-investigators, department heads, Office of Business Affairs and Head of the Office of Research, with a carbon copy to the Office of Research.  This process is automated and monitored by the Research Foundation.  In the event a PI is unavailable, the Office of Research should request permission from the PI to skip them in the route and relay that message to the Research Foundation.

2. From time to time, a Research Foundation Proposal may be unable to route electronically.  In that event, the following procedure is followed:

      • Notifying the Dean’s Office, the Office of Academic Affairs, and the Office of Business Affairs that the proposal is being routed internally
      • The proposal is hand delivered to the Office of Research which is responsible for routing to and securing the necessary signatures from the PI, co-investigators, Department Head, Office of Business Affairs, and Head of the Office of Research in a timely manner
      • Contacting the Research Foundation for pickup of the signed proposal
      • Maintaining a copy on file in the Office of Research

Hard Copy Proposal Routing

Proposals routed through the Health Science Center are in paper format.  The Office of Research is responsible for the following:

      • Preparing the routing documents
      • Securing signatures from the PI, co-investigators, Department Head, Office of Business Affairs, and Head of the Office of Research or his/her designee
      • Sending via courier the proposal to the Health Science Center’s Office of the Vice President for Research for final approval.