Required Internal Review of a Proposal
Overview of Internal Review
The purpose of the internal review of a proposal is to ensure that the proposed project fits with the mission of the College, complies with College policy and federal regulations, has appropriately arranged for any required matching funds, has approval for any new staff positions, identifies situations that need special review (e.g., research involving human or animal subjects), and has a budget that adequately reflects the costs of the project.
Proposals Involving Human Subjects, Vertebrate Animals, Radioactive Materials and Hazardous Materials
Proposals involving human subjects, vertebrate animals, radioactive materials, or biohazards require special approval before they can be submitted. These specialized reviews ensure compliance with federal and state regulations and protect the health and safety of those involved in the project. Principal Investigators are responsible for obtaining approvals from the appropriate committee or person.
Projects involving high-energy equipment, hazardous chemicals and/or the generation of hazardous wastes in the laboratory do not require special review before a proposal is submitted; however, Principal Investigators are encouraged to review the College's policies related to these items prior to submission.
Human Subjects. Bowdoin's Research Oversight Committee (ROC), in accordance with the Human and Animal Research Policy (please see Appendix B) found in the Faculty Handbook, must approve any research involving human subjects.
To initiate an ROC review of a project involving human subjects, the Principal Investigator must complete an Application for Protocol Review: Projects Using Human Subjects in Research, Field Studies, or Teaching and submit the application to the Chair of the ROC. Applications and assistance in the preparation of the document may be sought from the Office of the Dean for Academic Affairs or any member of the ROC.
The College requires, at a minimum, that the Principal Investigator initiate the ROC review process prior to submitting a proposal; however, the funder and the College require ROC approval prior to the release of funds.
Vertebrate Animals. Proposals calling for the use of vertebrate animals must be reviewed by the Research Oversight Committee, which is charged with ensuring the humane care and use of live vertebrates involved in research or teaching activities as outlined in the Human and Animal Research Policy (please see Appendix B) in the Faculty Handbook.
To initiate an ROC review of a project involving vertebrate animals, the Principal Investigator must complete an Application for Protocol Review: Projects Using Laboratory Animals in Research, Field Studies, and Teaching and submit the application to the Chair of the ROC. Applications and assistance in the preparation of the document may be sought from the Office of the Dean for Academic Affairs or any member of the ROC.
The College requires, at a minimum, that the Principal Investigator initiate the ROC review process prior to submitting a proposal; however, the funder and the College require ROC approval prior to the release of funds.
Radioactive Materials. Researchers who plan to use any kind of radioactive material must contact the Radiation Safety Officer (RSO), who monitors the use of all radioisotopes to ensure that safety and materials licensing requirements are satisfied. The name of the current RSO and a copy of the Radiation Safety Program document can be obtained from Bowdoin's Manager of Environmental Health and Safety (EHS).
Hazardous Materials. Any research at Bowdoin that involves recombinant DNA or infectious agents must be registered with the Research Oversight Committee (ROC). The ROC Chair must be contacted before the proposal is submitted for external funding. The use and storage of any hazardous material must comply with the College's Hazard Communication Program. Principal investigators must notify the Manager of Environmental Health and Safety when bringing any hazardous material on campus.
Conflict of Interest Form
As a recipient of federal funds, the College is required to develop and implement policies and procedures regarding the management of conflicts of interest relating to grant projects involving research and education. The purpose of Bowdoin's Conflict of Interest Policy (please see attachment D) is to protect the credibility and integrity of the College's faculty and staff and of the research process itself, and to ensure that public and institutional resources are used appropriately.
Prior to submitting a proposal, Principal Investigators must complete a Conflict of Interest Form and submit it to the Dean for Academic Affairs for review and approval.
Required Approvals
Before a proposal or revised budget may be submitted to a funding agency, the Principal Investigator is responsible for the Dean for Academic Affairs or the Senior Vice President for Finance and Administration and Treasurer review and approve the final proposal and its attachments. This is true for all grants or contracts which the College will administer if awarded, regardless of whether the funder requires an institutional signature on the proposal or not.
Principal Investigators must allow the Dean for Academic Affairs and the Senior Vice President for Finance and Administration and Treasurer at least two business days to review the proposal. This will ensure the proposal can still be submitted even if there are conflicts with the senior officer's schedule, or when changes are required.
Additionally, some proposals require the signature of the College's fiscal agent, which is Bowdoin's Senior Vice President for Finance and Administration and Treasurer. In those cases, an additional two business days is required for proposal review.