Obtaining Review and Signature in the SOM Office of Research Administration

Guide to Gathering Research-Related Signatures in the School of Medicine										updated May 8, 2026

Guide to Gathering Research-Related Signatures in the School of Medicine						updated May 8, 2026
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	Email to somresadmin@vcuhealth.org	via email	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	via email	5 business days
PI Change (Existing Award)	Approval from sponsor, revised budget (if needed) and/or details re: any impacts to the budget resulting from the change	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
Letter of Support from SOM Dean’s Office (Requiring financial commitment)	A copy of the full sponsor guidelines for the program to be supported (including any matching or cost share requirements highlighted), a draft of the requested letter (including breakdown of the financial commitment provided by SOM and OVPRI), a draft budget breaking out sponsor vs cost shared expenses and how cost shared expenses will be divided between applicable parties (dept vs SOM vs OVPRI), a clear justification of the financial request being made including the project’s importance and why SOM and OVPRI should invest as well as rationale for why department resources cannot support the entire cost share commitment, an abstract/specific aims for the project, cost share authorization form to be signed by SOM, sponsor due date, FP number	N/A	SOM Office of Research Admin	Dr. Fadi Salloum	Email to SOMRESADMIN@vcuhealth.org	via email	At least 7 weeks prior to the sponsor deadline
Letter of Support from SOM Dean’s Office (NOT Requiring financial commitment)	A draft of the requested letter, a copy of the full sponsor guidelines for the program to be supported, confirmation that no financial commitment/support is requested, an abstract or specific aims for the project, sponsor due date, FP number	N/A	SOM Office of Research Admin	Dr. Fadi Salloum	Email to SOMRESADMIN@vcuhealth.org	via email	At least 5 weeks prior to the sponsor deadline
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: Dr. Mary Harmon Email to mary.harmon@vcuhealth.org	Department to acquire signatures.	Please allow 2 weeks for signature turnaround
				Hospital employee - RESIDENT: Dr. John Delzell Jr. Email to John.DelzellJr@vcuhealth.org
				MCVP employee: Consult SOMRESADMIN@vcuhealth.org before proceeding
IRB Protocols - when PI is Dept. Chair or Dean	N/A	VCU IRB	Dr. Fadi Salloum	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. Fadi Salloum	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