SOLICITATION AND ACCEPTANCE OF RESEARCH FUNDING
Purpose
To outline the Veterans Medical Research Foundation processes in regard to solicitation and acceptance of research funding
Background
The Veterans Medical Research Foundation of San Diego (VMRF) is the name of the corporation established under the laws of the State of California and charged under the Constitution of the State with administering the Foundation as a public trust.
The governing body of the Corporation is the Board of Directors. The Corporation is empowered under pertinent sections of law to accept grants, donations and to execute contracts. Acceptance of grants and execution of contracts or agreements are commitments of the Foundation. VMRF's policies govern the administration of all actions under the grants, donations or contracts/agreements unless the specific provisions thereof impose other more restrictive requirements.
All VMRF accepted funds must directly relate to the conduct of research or education. VMRF cannot sell any research products. Specialized and standardized services may be sold to external parties if provided by VMRF recharge cores (AKA specialized service centers).
The Board of Directors has effected a policy of decentralization which provides for delegation of certain responsibilities to the President of the Corporation. The President has further delegated certain aspects of his/her authority to the Chief Executive.
Application
A. Board of Directors Authority on Solicitation and Acceptance of Research Funding
The Board of Directors approval is required when any of the following conditions exist:
1. The direct cost support solicited in any one project year is greater than $1,000,000 without the concurrent solicitation of a previously published VMRF indirect cost rate.
2. VMRF is obligated to expend matching funds above $50,000 annually for which there is no established VMRF - Controlled fund source.
3. The terms and conditions contained in grants, contracts/agreements, and donations do not conform to established VMRF and/or applicable VA San Diego Healthcare System programs and policy.
4. When there is a commitment continuing for more than seven years.
5. For facility construction.
The Board of Directors may delegate any of its authorities regarding the solicitation and acceptance of research funding to the President of the Board of Directors.
B. Chief Executive Officer Authority
The following classes of action have been delegated to the Chief Executive Officer:
1. Solicitation and acceptance of all other grants, contracts/agreements and donations not requiring Board Approval
C. Contracts & Grants Department
The following functions are provided by the Contracts and Grants Department:
1. To inform Principal Investigators and other operating units about grant contract/agreement policies and procedures of the Foundation and sponsoring agencies, and provide consultation and assistance in interpreting them.
2. To provide continuing assistance to Principal Investigators regarding proposal preparation and post-award sponsor administrative actions, including referral to the VASDHS research service for internal review and approval requirements.
3. In conformance with Foundation and agency policies and procedures, to review and audit all VMRF proposals funded by extramural sponsors, that are for projects or programs concerned with:
a. Research,
b. Scholarly and professional research training, or
c. Public service related either to research or to scholarly and professional research training.
4. In coordination with the Chief Executive Officer, to transmit proposals and awards directly to agencies.
5. In coordination with the Chief Executive Officer, and the VMRF compliance staff to negotiate contracts and grants with awarding agencies.
6. In coordination with the VMRF compliance staff, to distribute fully-executed proposals and ensuing contracts and grants.
D. Principal Investigators
Only Qualified Principal Investigators may apply for contracts and grants through the Foundation. Duties of the Principal Investigator include:
1. Preparation of proposals according to sponsor and Foundation policies taking special precaution to prepare proposal budgets which include indirect as well as direct costs. This has to occur within the timeframe necessary to ensure full internal review, both by VMRF staff and the VA Research and Development Committee as applicable. No research proposal will be submitted prior to completion of all applicable internal review requirements.
2. Submission of continuing and renewal proposals – both to the funding agency and to the internal VA R&D Committee as applicable - for ongoing projects on a timely basis to assure continuity of funding in accordance with pertinent VASDHS and sponsor lead-time requirement.
3. Review and approval of the ensuing contract and grant award documents and administration of projects on a continuing basis in accordance with the terms and conditions contained therein and with Foundation policy, including fulfillment of pertinent reporting requirements.
4. Engaging in all closing activities as prescribed by the funding agency, VMRF, and the VASDHS.
Board reviewed and approved: 11/14/2008