Policies & Procedures

School of Medicine Policies governing Research and Administrative activities can be found here.


Grant Submission Deadline Policy

2.800.  Timely Submission of Grant Proposals and Related Documents

The SOM enforces a “5 and 2” policy for grant application submissions.  The final Administrative Components of a grant application are due to SOM OGC no less than five business days prior to the sponsor’s deadline.  The final Technical Components of the application are then due no less than two business days prior to the sponsor’s deadline.  As defined in the policy, these Components include:

Administrative ComponentsTechnical Components
Completed UVA Proposal Routing Form (ePRF)
[with all necessary approvals]
Specific Aims
Completed, signed sponsor application package/forms
[excluding Technical Components]
Research Plan
Abstract (draft)Abstract (final)
Detailed budget and justificationReferences
Regulatory approvals
*Human subjects
*Animal subjects
Consortia/third party documentation
*Signed LOI
*Budget Justification
Institutional Letters of Support
Confirmation of sponsor's indirect cost policy

Applications that fail to meet these requirements will require written permission from the Senior Associate Dean for Research or his/her designee for the proposal to be reviewed and submitted by the Office of Grants and Contracts.

Related Documents (defined as “Documentation requested by a funding agency in support of a Proposal or an award, including non-competing continuation proposals and progress reports”) will be submitted to the Office of Grants and Contracts no less than five business days prior to the deadline.  Although no exception approval is required for late submission of these documents, the Office of Grants and Contracts cannot assure compliance with the deadline in the event they are submitted with less than five business days notice.

Please review the SOPs and FAQs for further information.

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Standard Operating Procedure - Submission

Standard Operating Procedure – Submission

Standard Operating Procedure - Exception Request

Standard Operating Procedure – Exception Request

Frequently Asked Questions

Frequently Asked Questions








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Minimum Effort Policy

FIN-028: Minimum Effort on Sponsored Programs

In proposals and subsequent awards, Principal Investigators/Project Directors and Other Key Personnel must include some level of committed effort on sponsored programs, unless specifically exempted by the sponsor or listed in Appendix A of the policy.

Effort commitments must be quantified in the proposal by using such methods as a percentage of time, dollar amount of salary, number of months, etc. These commitments can be paid from (1) the sponsored program and/or (2) other, non-federal UVa sources and must be based on the employee’s Institutional Base Salary.

The minimum amount of effort committed to a specific sponsored program may be no less than 1% of the employee’s ‘University effort.’ Beyond this minimum, the specific amount of effort committed to a particular sponsored program is left to the judgment of the Principal Investigator/Program Director, based on his or her estimate of the effort necessary to meet the technical goals and outcomes of the project.

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Graduate Medical Education – Industry Funding Policy

GMEC Policy No. 30 – Industry Funding

This policy applies to both Graduate Medical Education Trainees and Members of the Clinical Staff, within or for the benefit of the Medical Center, regardless of employer. Employees of the Medical Center and the University are subject to the State and Local Governmental Conflict of Interests Act and the Ethics in Public Contracting Section of the Virginia Public Procurement Act of the Code of Virginia. This policy incorporates the requirements of these Acts, and in some instances imposes more stringent requirements. To the extent that this policy exceeds the requirements of state law or other codes of conduct, this policy shall control.

The GMEC policy applies standards to ensure that financial support from industry vendors or representatives to GME trainees or their supervising faculty members does not influence patient care decisions.  The policy restricts GME trainees from directly accepting from an industry vendor, sales or service representative any of the following items:  food or beverage, funds to support travel to and registration for an educational activity, or educational material in the form of textbooks, electronic devises and their applications, or material or devices for simulated training of medical care.

The GMEC Committee would prefer that industry representatives and vendors provide funding for these items in the form of an unrestricted gift to the UVa Health Foundation Development Office.  However, industry representatives and vendors may provide support to the Department Chair of the trainee’s program for stipend/benefits and/or travel registration to attend an educational conference under the following conditions:

(1) The funding cannot be linked to the training of an individual trainee, nor should any trainee have knowledge that funding is being accepted on behalf of the trainee for his or her education and training.

(2) Applications for the funding by industry of educational activities must be reviewed in advance by the GMEC Subcommittee on Stipend and Benefits.

(3) Applications for the funding by industry for the stipend and benefits of a GME Trainee must be approved in advance by the Graduate Medical Education Committee, in addition to following any and all necessary requirements of the School of Medicine Office on Grants and Contracts. If approved and subsequently funded, a PTAO must be provided to the GME Office so that such funds can be tracked.

(4) Any application for funding by industry for either stipend and benefits or educational activities for a GME Trainee(s) must name the Department Chair as the recipient; the Chair must acknowledges that he or she may be publicly reported for accepting such funds under the Sunshine Act.

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