Research Management Group– (RMG)

Roles and Responsibilities



Proposal Preparation and Submission

  Proposal initiation
PI
Department
RMG
Contacts RMG in advance for planned proposals. Provides RMG with Funding Opportunity Announcement information and project title. Tracks upcoming sponsor deadlines and reminds PIs of those deadlines. Notifies PI and department of internal requirements and deadlines. Facilitates timely and compliant proposal submission.
PI / Department
    
For grants.gov submissions, initiates eSubmit entry. Uploads application package into eSubmit.    

 

 Pre-proposals
PI
RMG

Prepares and submits pre-proposals and letters of intent. Forwards those requiring institutional signature to RMG. Provides copy of all others to RMG.

 For those requiring institutional signature, reviews and countersigns pre-proposals and letters of intent.



  Foundation Relations Clearance
PI/Department
RMG
Obtains clearance from the Office of Faculty Foundation Relations when submitting proposals to restricted foundations. Verify clearance has been obtained.

 

 Waivers
Type
PI
Department
RMG
Prepares waiver memo with guidance from RMG. Provides Division Chief and Department Chair's approval and signature(s). Reviews waivers and recommends approvals to School Senior Associate Dean of Research and Stanford Dean of Research, if needed.
Prepares effort waiver memo with guidance from RMG. Provides Department Chair's approval and signature. Reviews waiver. The Director of RMG makes a recommendation to the Senior Associate Dean of Research to approve waiver. If waiver is not approved, it is returned to RMG for further action.
    Reviews sponsor policy on F&A costs and non-profit status.

 

  Budgets
PI
RMG
DEPARTMENT
In collaboration with RMG, develops the project budget draft. Reviews and finalizes proposal budget for compliance with sponsor requirements and statutory pay limits. As needed, provides cost estimates and quotes for specialized equipment, services and/or supplies.

For research involving patient care services, consults with SPCTRM (as needed) for pricing needs and for guidance to prepare, sign, and submit the Clinical Translational Research Planning Workbook and schedule of events. (The workbook is available for download from the SPCTRM website).

 Manages transfer of final budget information into the Clinical Translational Research Planning Workbook when applicable.  


 Budget Justifications
PI
RMG
Composes the budget justification.

Reviews budget justification for consistency with budget. Ensures that mandatory statements are included, and that effort is expressed in the proper units.




  Proposals Involving Human and/or Animal Subjects
PI
RMG
Prepares and submits human subjects and animal subjects protocols. Ensures that personnel have taken the required CITI training for research involving human subjects. Verifies that key personnel have completed CITI training for research involving human subjects. Prepares document confirming certification of human subjects training for key personnel.

 

 

 SU-42 Proposal Routing Form
RMG
PI
Department
RMG
Initiates SU-42 and routes to PI. Reviews, completes, and signs SU-42.

Confirms and approves proposed commitments of space, effort, and cost sharing. Obtains all signatures, including those for faculty from other departments and manages the routing.

 Reviews and approves completed SU-42.


  Conflict of Interest
PI
RMG
On the SU-42, discloses potential conflicts of interest as required by Stanford's Conflict of Interest policy. Notifies Conflict of Interest Administrator (Barbara Flynn, barbara.flynn@stanford.edu) of positive disclosure.

 

 Subawards
PI
RMG
Provides RPM with names of subaward PIs and institutional officials' contact information.

Obtains statement of work, detailed budget and justification, subrecipient commitment form, and other required forms from each subrecipient institution. List of requirements.
For each subrecipient (for subawards under contracts), provides appropriate Fair and Reasonable Cost Analysis Form, and Sole Source Justification Form. OSR Forms.*

*Effective April 11, 2008, Stanford has eliminated the need for two forms previously required for subawards under grants:
-- OSR Form 32, Sole Source Justification, and --OSR Form 46, Fair and Reasonable Cost Analysis (Subawards under Grants - PI Checklist).
The use of these forms for subawards under grants has been eliminated based upon updated interpretations of OMB Circular A-110 by the Federal Demonstration Partnership, the Office of Naval Research, the Office of Management and Budget, Stanford and other academic institutions.

This change does not affect the requirements for subawards under contracts. For subawards under contracts, OSR Form 32, Sole Source Justification, and OSR Form 45, Fair & Reasonable Cost Analysis (Subawards under Contracts - PI Checklist), continue to be required, and must be filled out completely and in detail, with supporting documentation supplied for OSR Form 45.


 


 Sponsor Proposal Application Forms
PI and/or Department
RMG
Prepares all sponsor forms excluding signature pages, budget forms, and representations & certifications if needed. Completes signature pages, budget forms, and representations & certifications if needed.
Obtains required institutional letters of support from Chair, Dean, etc.  


 Other Support
PI and/or Department
RMG

Maintains and provide complete Other Support information for all participating faculty, including effort, when required at proposal time. When necessary, obtain Other Support information from other all other participating faculty (internal or external). Obtains other support report from PRISM. Uses this report to compare against departmental records of other support. Reports any discrepancies to RMG.

Reviews Other Support. Confirms that total effort on Other Support document does not exceed 95% for School of Medicine faculty, and 100% for non-faculty.


 Institutional Review and Signature
PI and/or Department
RMG
Submits complete and final proposals to RMG in accordance with Stanford University's internal deadline policy. Reviews and signs proposals as the Institutional Official on behalf of Stanford University.
If internal deadline will not be met, prepares and submits waiver request for an extension to the internal deadline. This request is submitted to the Associate Director of RMG. Associate Director reviews waiver requests for extensions to internal deadline and approves or declines requests.


 Submission
RMG
PI and/Department
Submits electronic proposals when the sponsor requires submission by Institutional Official. Copies and mails paper proposals.

 

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