Obtaining Review and Signature in the SOM Office of Research Administration

Guide to Gathering Research-Related Signatures in the School of Medicine										updated Jul 17, 2025

Guide to Gathering Research-Related Signatures in the School of Medicine						updated Jul 17, 2025
Item	Other attachments to include	Who owns the form	Who reviews	Who signs	How should department deliver to Dean's Office?	How will it be returned to department?	Turnaround time for review and approval
Voluntary Cost Share on a Proposal Submission	Refer to SOM Process for Cost Share Exceptions or Advanced Approval, Process #2	SOM Office of Research Admin	SOM Office of Research Admin	Tricia Gibson, Associate Dean for Research Admin	Email to SOMRESADMIN@vcuhealth.org AT LEAST 5 business days before proposal is due at SOM	Comment logged in RAMS-SPOT	5 business days
Fixed-Price Closeout form	Refer to Dept. Guidance for Submitting Fixed Price Closeouts for SOM Review/Approval	Grants & Contracts	SOM Office of Research Admin	SOMRA reviews and escalates within SOM Dean's Office as needed	Submit the online Fixed-Price Closeout Form	N/A	3 weeks
A ward Transfer from VCU to Another Institution form	Data retention plan signed by dept. chair and faculty member, equipment relinquishment list	Office of Sponsored Programs	SOM Office of Research Admin	Dr. Fadi Salloum	Upload to grant relinquishment Administrative Action in RAMS-SPOT along with other attachments	Signed form will be uploaded to Administrative Action in RAMS-SPOT	5 business days
Award Transfer to VCU from Another Institution form	Equipment transfer list	Office of Sponsored Programs	SOM Office of Research Admin	Dr. Fadi Salloum	Email to SOMRESADMIN@vcuhealth.org AT LEAST 5 business days before proposal is due at SOM	Signed form will be uploaded to Funding Proposal in RAMS-SPOT	5 business days
PI Change (Existing Award)	Approval from sponsor, revised budget (if needed), new PI CV	Office of Sponsored Programs	SOM Office of Research Admin	SOM Office of Research Admin	All PI change requests are submitted to SOM in RAMS-SPOT (Administrative Action)	Approved request will be routed to OSP in RAMS-SPOT	5 business days
Department Change (Existing Award)	Describe the reason for the change in the Administrative Action comments	Office of Sponsored Programs	SOM Office of Research Admin	SOM Office of Research Admin	All department change requests are submitted to SOM in RAMS- SPOT (Administrative Action)	Approved request will be routed to OSP in RAMS-SPOT	5 business days
Sponsored Program Principal Investigator (PI) Eligibility Exception Form SEND TO SOMRESADMIN AS SOON AS YOU KNOW AN EXCEPTION IS NEEDED	Biosketch/CV, abstract/specific aims, program announcement, and % effort for PI - include FP# on the form	Vice President for Research and Innovation	SOM Office of Research Admin	Dr. Fadi Salloum or Tricia Gibson	Email to SOMRESADMIN@vcuhealth.org AT LEAST 5 business days before proposal is due at SOM	via email	5 business days
VCU IRB PI Eligibility Form	Appointment letter and copy of IRB protocol	VCU Office of Research Subjects Protection	SOM Office of Research Admin	Dr. Fadi Salloum	Email to SOMRESADMIN@vcuhealth.org	via email	5 business days
F&A Exemption Request Form SEND TO SOMRESADMIN AS SOON AS YOU KNOW AN EXEMPTION IS NEEDED	Budget and budget justification, supporting documentation to show F&A was requested from or at least discussed with sponsor - include FP# on the form	Office of Sponsored Programs	SOM Office of Research Admin	Dr. Fadi Salloum and Tricia Gibson	Email to SOMRESADMIN@vcuhealth.org AT LEAST 5 business days before proposal is due at SOM	via email	5 business days
Sponsored Project Proposal Submissions - Continuation/Supplement	At minimum: abstract/specific aims, budget, budget justification, program announcement, cost share authorization forms if needed	Office of Sponsored Programs	SOM Office of Research Admin	SOM Office of Research Admin	All Continuation/Supplement proposals are reviewed and approved in RAMS-SPOT	Approved proposal will be routed to OSP in RAMS-SPOT	2 business days
Sponsored Project Proposal Submissions - New	At minimum: abstract/specific aims, budget, budget justification, program announcement, cost share authorization forms if needed	Office of Sponsored Programs	SOM Office of Research Admin	SOM Office of Research Admin	All proposals are reviewed and approved in RAMS-SPOT	Approved proposal will be routed to OSP in RAMS-SPOT	2 business days
VCU Health System Employee Approval Form	Make sure to list Funding Proposal # and % effort of VCUHS employee on the form	Office of Sponsored Programs	N/A	Hospital employee: Mary Harmon. Email to mary.harmon@vcuhealth.org	Department to acquire signatures.	Please allow 2 weeks for signature turnaround
				Hospital employee - RESIDENT: Brian Aboff. Email to brian.aboff@vcuhealth.org
				MCVP employee: Consult SOMRESADMIN@vcuhealth.org before proceeding
IRB Protocols - when PI is Dept. Chair or Dean	N/A	VCU IRB	Dr. Michael Donnenberg	Dr. Fadi Salloum	All protocols are reviewed and approved in RAMS-IRB	Approved protocol will be routed on to the IRB in RAMS- IRB	N/A
IACUC Protocols - when PI is Dept. Chair or Dean	N/A	VCU IACUC	Dr. Michael Donnenberg	Dr. Fadi Salloum	All protocols are reviewed and approved in RAMS-IACUC	Approved protocol will be routed on to RAMS-IACUC	N/A
VCU SOPH Biostatistics Department Mandatory 5% Effort Reduction Request Form	N/A	VCU SOPH	Cynthia Sabo	Dr. Robert Perera	Email completed form to Cindy Sabo at cssabo@vcu.edu (*ignore guidance in form header re: emailing to Dr. Perera - this form should not be sent to him directly)	via docusign (sender will be added as a receiver)	2 business days