GWSPH Research Policy and Procedure Guidance

Guidance

Multi-School Routing Form

Obtaining an Approved Multi-School Routing Form

(MSRF) are used when GWSPH Principal Investigators (PIs) are collaborating with another school or entity within GW and outside of GWSPH. MSRFs requests Key Personnel to declare whether there is a Conflict of Interest (COI) or not and to confirm the last Financial Conflict of Interest (FCOI) supplemental disclosure date with GW if the application will be submitted to a Public Health Service sponsor. Submit forms to the Office of Research Excellence (ORE) at least 5 days before the sponsor’s submission deadline.  (GWSPHResearch@gwu.edu)

 

When an outside GWSPH entity is requesting approval of a MSRF from the Senior Associate Dean for Research (SADR), please follow the steps below. 

  1. Principal Investigators (PIs) are encouraged to work with their department administrators to facilitate completion of the MSRF

  2. On the form, PIs or the departmental administrator, must obtain approval from the department Chair prior to sending to ORE for request for SADR signature approval. 

  3. Send the form via email to GWSPHResearch@gwu.edu with the below format

    1. Email subject line: Multi-School Routing Form —PI Name

    2. In the body of the email, include:

      1. Deadline when proposal is due to the sponsor;

      2. Name of OVPR Pre-award Sponsored Projects Administrator (SPA) assigned to work with the PI. 

    3. Attach the completed “Multi-School Routing Form

    4. Copy Lauren Scannelli, Administrative Coordinator, Office of the Senior Associate Dean for Research (scanneln@gwu.edu

    5. Copy Department Chair (PI’s designated department chair)

 

 

PI Eligibility Exception Request

Exceptions to Eligibility

In the rare circumstance in which an individual affiliated with GW wishes to serve as a PI but does not meet the eligibility criteria set forth above, a formal request for an exception to this guidance must be submitted to the Senior Associate Dean for Research for consideration (please see application process below to request an exception—Obtaining an Approval for PI Eligibility Exception Request). Requests for exceptions are project-specific, and approval applies only to the project specified in the request form.

 

Obtaining an Approval 

When a PI Eligibility Exception is needed, please follow the steps below using a PI Eligibility Exception Request Form.  Review and signature approval from the Senior Associate Dean for Research is required.

 

 

Timeline for PI Eligibility Requests

Please be mindful of the process and plan accordingly to meet sponsor submission deadlines. If needed, PI Eligibility Exception Request forms should be submitted to the Office of Research Excellence (ORE) at least 7 days before the sponsor’s submission deadline. To facilitate processing, especially for requests requiring a quick turnaround for approval, please forward a note to the ORE mailbox (GWSPHResearch@gwu.edu)

 

  1. Principal Investigators (PIs) are encouraged to work with their department administrators to facilitate completion of the PI Eligibility Exception Request Form. 

  2. On the form, PIs must already obtain approval from their department Chair before sending to ORE for review and approval. 

  3. Send the request form via email to GWSPHResearch@gwu.edu with the below format

    1. Email subject line: PI Eligibility Exception Request —PI Name

    2. In the body of the email, include:

      1. Deadline when proposal is due to the sponsor;

      2. Name of OVPR Pre-award Sponsored Projects Administrator (SPA) assigned to work with the PI. 

    3. Attach the completed “PI Eligibility Exception Request” along with (a) Current letter of appointment, (b) Curriculum Vitae or Resume, (c) proof of completion of Collaborative Institutional Training Initiative (CITI) course on protection of human subjects and (d) any other essential supporting documents to the email 

    4. Copy Lauren Scannelli, Administrative Coordinator, Office of the Senior Associate Dean for Research (scanneln@gwu.edu

    5. Copy Department Chair (PI’s designated department chair)

 

 

Facilities and Administrative Costs 

 

 

Federally Negotiated F&A Cost Rate

 

The University negotiates F&A cost rates with the federal government annually (https://controller.gwu.edu/fa-rate), in keeping with the Uniform Guidance (2 CFR Part 200-Subpart A-§200.56). These rates should be applied consistently to all federally-funded research projects. 

 

It is expected that investigators seeking external funding for proposed projects will employ the full F&A cost rate on proposal budgets, as stated in the federally-negotiated rate agreement maintained by the University Controller. There are, however, circumstances where consideration may be given to reduce the negotiated F&A or indirect cost rate (IDC). IDCs that fall below the GW published F&A rates may occur when either the F&A rate is restricted by federal statute or regulation, or when the sponsoring organization limits these rates. 

 

Exceptions to the GW Approved F&A rates

 

Federally negotiated F&A cost rates generally will be applied on all proposals for sponsored projects unless:

  1. The F&A rate is limited by federal statute or regulation.

  2. The sponsoring organization has a published, consistently applied policy limiting F&A. 

 

Any investigator planning to use an F&A or IDC rate other than the GW-approved F&A rate or the sponsoring organization’s published rate will require to submit a request for exception.  For an exception to be granted, the following are required: (1) sponsor documentation, (2) approval by the GWSPH Senior Associate Dean for Research, and (3) approval by the Office of the Vice President for Research (OVPR) Associate Vice President for Research.  Information on IDCs published in the sponsoring organization’s funding announcement, or acknowledgement from the sponsoring organization via email is sufficient to document the sponsors position on IDC rate. 

 

Timeline for Request

 

Please be mindful of the process and plan accordingly to meet sponsor submission deadlines. If needed, IDC Reduction/Waiver Request forms should be submitted to the Office of Research Excellence (ORE) at least 5 days before the sponsor’s submission deadline. To facilitate processing, especially for requests requiring a quick turnaround for approval, please forward a note to the ORE mailbox (GWSPHResearch@gwu.edu) alerting staff that an IDC Waiver request is impending.

 

Obtaining a Waiver for IDC Reduction

 

In the rare circumstances when a request for IDC reduction is needed, please follow the steps below. Review and signature approval from the Senior Associate Dean for Research is required, and ORE staff will route to OVPR for final approval.

 

  1. Principal Investigators (PIs) are encouraged to work with their department administrators to facilitate completion of the IDC Reduction/Waiver Request Form

  2. On the form, PIs must provide a strong rationale for the request, such as strategic alignment, expected return on investment, etc.

  3. Send the form via email to GWSPHResearch@gwu.edu

    1. Subject: IDC Reduction/Waiver Request—PI Name

    2. In the body of the email, include:

      1. Rationale for the waiver;

      2. Deadline when proposal is due to the sponsor;

      3. Name of OVPR Pre-award Sponsored Projects Administrator (SPA) assigned to work with the PI. 

    3. Attach the completed “IDC Reduction/Waiver Request Form” to the email 

    4. Copy Lauren Scannelli, Administrative Coordinator, Office of the Senior Associate Dean for Research (scanneln@gwu.edu

    5. Copy Department Chair (PI’s designated department chair)

 

It is the mission of the GW Milken Institute School of Public Health (GWSPH) to encourage “individual faculty and staff research productivity for GWSPH as a whole, as measured by: extramural direct research support, F&A support, and average proportion of faculty time devoted to research.” Sponsored research projects provide a means of achieving these objectives through direct costs, as charges attributable to individual projects to fulfil project goals, and indirect costs. These indirect costs, also known as Facilities and Administrative (F&A) rates (or overhead) represent research-related costs that cannot be allocated to a sponsored project or activity. Indirect or F&A rates support lab space, utilities and centralized administrative staff, among other things. See GW Policy Statement for further information.

 

Sponsored Research and Procedure Guidance: The Office of Sponsored Projects provided an in depth Sponsored Projects Handbook detailing policies and procedures pertaining to sponsored projects.

Specific guidance on Research Centers and Institutes: The George Washington University (GW) is home to approximately 70 research centers and institutes that contribute to the university’s missions of discovery, scholarship and service.

Conflict of Interest FAQs

Guidance for Fast Track Proposals

Single PI for Multi-department Awards

Policy Statements:

Graduate Assistants (GA, GRA) and Fellowships Policy

Student Research and Human Subjects Determination

Student Human Subjects Research Determination Form

Students Conducting Research at Other Institutions Policy

Conduct of Human Subjects Research by Milken Institute SPH Students Without Prior IRB Review

Secured Research Platform for Data Collection, Data Analysis and Data Storage

Cost Share Approvals

HIPAA Training​

Principal Investigator Eligibility Exception Request