Sponsored Research Guidelines
Old Dominion University recognizes the importance of sponsored research in
the academic development of the faculty and in the training of graduate students.
Although research benefiting the region is given particular emphasis, the university
supports the right of, and encourages, faculty members to engage in any sponsored
research, so long as that research does not compromise the educational objectives
established by the departments, colleges, and institution.
The university's principal research officer is the vice president for
research. This person has been designated by the president of the university
as the official signatory for the university for all research and sponsored
programs. The executive director of the Old Dominion University Research Foundation
has the responsibility for submitting and accepting grants and contracts, and
establishing and enforcing administrative procedures necessary to assure compliance
with regulations of funding agencies for operation of sponsored projects. The
executive director is responsible, subject to the Board of Trustees of the
Research Foundation, for the direct administration of, and immediate executive
authority with respect to, the conduct of the business and affairs of the foundation.
The Old Dominion University Research Foundation is the grantee for projects
under its purview, but responsibility for technical direction of the project
is vested solely in the principal investigator.
Since the guidelines are intended to facilitate the research endeavors of
the faculty while protecting the interests of both the faculty and the institution,
exceptions to the procedures should be rare and must be with the written approval
of the vice president for research.
University policies relating to sponsored research are based on the following
Sponsored research to be undertaken must support the instructional and
research objectives established by the department(s) and college(s) in which
the research is to be conducted. Each proposal is reviewed, weighing cost
against benefit, to determine its appropriateness by the chair(s), the dean(s),
and the vice president for research.
Sponsored research normally is not accepted when the terms and conditions
contain restrictions that prevent disclosure of the sponsor or the existence
of the contract or adequate review of suitability to the academic program
of the university.
In cooperation with the principal investigator and his/her department and
college, the university exerts every effort to minimize publication restrictions
imposed by accepted research contracts.
Except under special circumstances, all research grants and contracts
are submitted through, and administered by, the Old Dominion University Research
Sponsored programs that require matching funds by the university (i.e.,
equipment) or projects that involve the transfer of Commonwealth funds from
a state agency to the university will normally be submitted by the university
and fiscally administered by the Office of Finance.
If tenure-accruing faculty positions are to be funded from grant or contract
funds, this practice is an exception to usual policy of the university and
requires the review and approval of the provost and vice president for academic
affairs with a written understanding of how the position would be backed
up should the external funding be disrupted.
Preliminary discussions between faculty members and potential sponsors are
encouraged and often precede the preparation of a formal proposal. The vice
president for research and his or her staff are available for discussion at
any stage in the preparation of proposals. Formal procedures are based on the
A faculty member interested in submitting a proposal should consult with
the department chair and dean to determine whether or not the proposed project
is desirable with respect to the goals of the department and college. In
addition, the faculty member should consult with the vice president for research
and his or her staff on application and proposal development guidelines.
The Research Foundation should also be contacted for information and assistance
in proposal budget preparation.
The faculty member then submits a proposal to the vice president for research
for administrative review and any necessary modifications in light of specific
requirements of the university and the proposed sponsor. The proposal is
then typed and prepared for submission by the Research Foundation; the proposed
project director is responsible for obtaining signatures of the department
chair and the dean on the final copy. Proposals must be submitted to the
Research Foundation for production not less than five working days preceding
the project deadline, and be accompanied by a signed proposal.
In the event that a proposal is disapproved for submission, the proposing
faculty member may appeal the decision to the provost and vice president
for academic affairs for reconsideration and decision. The decision of the
provost and vice president for academic affairs is final.
If the proposed project involves special requirements (i.e., human subjects,
radioactive materials, biohazardous materials, or animals), the principal
investigator is responsible for notifying the appropriate review board and
providing all required justification for university and sponsor approval.
All financial reports and statements, property and equipment reports, inventions
reports, interim and final technical reports, and closeout reports are submitted
through the Research Foundation, where copies are retained on file in accordance
with grant or contract requirements.
-Approved by the president
October 1, 2003