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Required Administrative Review of a Proposal

Overview of an Administrative Review

The purpose of the administrative review of a grant application 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. PD/PI 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, PD/PI are encouraged to review the College's policies related to these items prior to submission.

Human Subjects Bowdoin's Institutional Review Board in accordance with the Human Research Policy at Bowdoin College, found in the Faculty Handbook, must approve any research involving human subjects.

To initiate an IRB review of a project involving human subjects, the PD/PI must complete an Application for Protocol Review: Projects Using Human Subjects in Research, Field Studies, or Teaching and submit the application to the IRB@bowdoin.edu. Applications and assistance in the preparation of the document may be sought from the IRB or any member of the IRB.

The College requires, at a minimum, that the PD/PI initiate the IRB review process prior to submitting a proposal; however, the funder and the College require IRB approval prior to the release of funds.

Vertebrate Animals Proposals calling for the use of vertebrate animals must be reviewed by the Institutional Animal Care and Use Committee which is charged with ensuring the humane care and use of live vertebrates involved in research or teaching activities as outlined in the Animal Research Policy at Bowdoin College in the Faculty Handbook.

To initiate an IACUC review of a project involving vertebrate animals, the PD/PI 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 IACUC. Applications and assistance in the preparation of the document may be sought from the any member of the IACUC.

The College requires, at a minimum, that the PD/PI initiate the IACUC review process prior to submitting a proposal; however, the funder and the College require IACUC 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 IACUC. The IBC 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. PD/PI 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 Financial Conflict of Interest Policy 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 Office of Sponsored Research.

Required Approvals

New grant application: If Bowdoin is to be the fiscal agent for a grant award, the Project Director/Principal Investigator (PD/PI) must ensure that the application has had sign off from the Office of Academic Affairs and/or the Controller’s Office prior to its submission to a funding agency. This is true for all grants or contracts which the College will administer, regardless of whether the funder requires an institutional signature on the proposal.

Renewal application: A PD/PI that submits a renewal or revised grant application must follow the procedures above.

Revised budget: If the funding agency requests that the PD/PI submit a revised budget at any point during the period of performance, the PD/PI should contact the Office of Sponsored Research to negotiate a new budget. Revisions to the budget require approval from the Offices of Academic Affairs and/or the Controller’s Office.

It is recommended that PD/PI allow at least 5 business days for the required administrative review. If your grant application or revised budget requires a signature of a senior officer, it is recommended that the PD/PI allow at least 10 business days for the required administrative review. This will ensure the grant application or revised budget can still be submitted with the necessary approvals from senior staff.