Internal Review and Submission
Internal Review
- Academic Dean: The Academic Dean (or Designee) signs off in GMAS after assessing the proposal for the availability and equitable allocation of resources including: space and facilities; commitments, whether explicit or implied, on the unrestricted funds available; and personnel (faculty, student, and staff).
- PI Signature: By signing off in GMAS ,the Principal Investigator confirms all proposal elements are final and accurate.
- Outside Activities and Interests (OAIR): All investigators must have their OAIR disclosure complete and when submitting a proposal.
Financial Conflict of Interest Policy
OAIR System - Interfaculty Involvement: If a faculty member from another Harvard School is involved in the proposal, that faculty member and a designated administrator from their department sign off in GMAS.
- International Research: International Research requires some additional disclosures and approvals, including the International Collaborations and Activities Approval and the Committee on International Projects and Sites (CIPS) review.
HGSE CIPS Policy
HGSE CIPS Form - Cost Share: The HGSE Financial Dean signs off on the Cost Share request in GMAS.
- F&A / Indirect Rate Approvals: HGSE requires that the maximum allowable indirect rate be charged on all proposals. Any deviation from stated overhead rates requires the approval of the Associate Dean of Finance or designee.
Policy for the Application of Indirect Costs to Sponsored Awards
- Harvard University Office for Sponsored Programs (HU-OSP): HU-OSP provides an additional review of proposal compliance with sponsor requirements and Harvard policies prior to submission. Proposal review by the HU-OSP warrants that the legal and fiscal interests of the University are protected, and that detailed contract provisions involving patents and copyrights, restrictions on publication or other sharing of data or research results, external control over hiring practices, etc., conform with those considered acceptable by the University.
- Provost Approval: Potentially risky proposals require Harvard Provost approval. If your proposal meets any of the Provost Criteria, please contact your Portfolio Manager as soon as possible in the proposal process to facilitate a smooth review and submission. HU-OSP will coordinate proposal review by the Provost’s Office.
- Human Subjects Research: Before a proposal is submitted for internal review, the PI should inform the PM if human subjects will be involved in the research, as the PM must indicate this in GMAS. While in almost all cases you are not required to have your IRB review prior to the award, in some cases you may be required to prepare a human subjects review statement for the proposal.
Feedback and Corrections from Central
During the internal review process, HU-OSP sends any questions and comments to the PM. The PM communicates these items to the PI, as necessary, until all the issues are resolved.
Proposal Submission
Once the internal review is complete, HU-OSP submits the proposal to the sponsor. In cases where the sponsor has its own portal designated for applications, HU-OSP may authorize the PM or PI to officially submit the proposal.
Many funding opportunities require electronic proposal submission via sponsor portals. Contact your HGSE-OSP Portfolio Manager for agency-specific submission criteria, or review the sponsor website for details on its submission process.