CHAPTER 4 SOP NUMBER: SOP/004/01

Transcription

1 CHAPTER 4 MANAGEMENT OF PROPOSAL SUBMISSION SOP NUMBER: SOP/ REVIEW COMMITTEE (RC) NATIONAL STATISTICS BUREAU Effective Date: Supersedes: Author: SOP Team Date: 25 th April, 2014 Approved by: Director General, NSB (Name: Kuenga Tshering Date Page- i

2 Table of Contents 1. PURPOSE SCOPE RESPONSIBILITY FLOW CHART DETAILED INSTRUCTIONS GLOSSARY REFERENCE ANNEX... 3 ANNEX ANNEX Page- ii

3 1. PURPOSE This SOP is designed to describe how the Secretariat of the NSB-RC manages proposal submissions. 2. SCOPE This SOP applies to the submission process including: Submission for Initial Review Resubmission of Proposals with Corrections Proposal Amendment 3. RESPONSIBILITY It is the responsibility of the NSB-RC secretariat to receive and check the completeness of the submission package and document the submitted proposal packages. 4. FLOW CHART No. Activity Responsibility 1 Receive Submitted Packages NSB-RC Secretariat 2 Check for submission items: NSB-RC Secretariat Initial Review Application Resubmission of Proposals with Corrections Proposal Amendment 3 Check the documents as per AF/01- NSB-RC Secretariat 4 Fill the document receipt form NSB-RC Secretariat 5 Store the received packages NSB-RC Secretariat 5. DETAILED INSTRUCTIONS 5.1 Receive submitted packages Initial Review Application Go to Resubmission of Proposals with Corrections Retrieve the previous receipt form from the Secretariat s records Go to step Proposal Amendment Retrieve the previous receipt form from the Secretariat s records Go to step Page- 1

4 5.2 Check for submission items Get relevant forms: Initial Review Application a checklist for contents of a submitted package, ANNEX AF/01- a document receipt form, ANNEX- AF/02- an application form for initial review, ANNEX AF/01-005/01 Go to step Resubmission of Proposals with corrections a checklist for contents of a submitted package, ANNEX AF/01- a document receipt form, ANNEX- AF/02- an application form for re-submitted proposal, AF/01-008/01 Go to step Proposal Amendments a checklist for contents of a submitted package, ANNEX AF/01- a document receipt form, ANNEX- AF/02- an application form for proposal amendment review, AF/01-009/01 Go to step Fill in the forms: Give the related application forms to applicants to fill up the relevant information Verify contents of Submitted Package Use the checklist for contents of a submitted package, ANNEX- AF/01- Check the applicable documents to ensure that all required forms and materials are contained within the submitted package Verify contents of the proposal submitted package to include: - Original Application Form for Initial Review - Study Proposal and Proposal-Related Documents Check completeness of necessary information in the Application Form for Initial Review Check the study proposal for inclusion of the following: Title of the Proposal Investigator Sponsor Abstract Type of Proposal (survey/census) Objectives Anticipated Outcome Methodology (study design) Page- 2

5 Analysis (methods) Activity plan / Timeline 5.3 Complete the submission process Check the application form for its completeness and sign the form along with the date Attach the application forms to the Survey/Census Proposal packages Complete the Document Receipt Form, ANNEX-AF/02- and clearly state the missing items in the package, if any 5.4 Store the received packages Bind the packages together appropriately Store the dated and initial original proposal packages on the NSB-RC submission shelf for review in FIFO sequence 6. GLOSSARY FIFO PI First In First Out sequence Principal Investigator 7. REFERENCE Research Ethics Board of Health Standard Operating Procedures (SOPs), Ministry of Health, Bhutan 8. ANNEX ANNEX 1 ANNEX 2 AF/01- Contents of a Submitted Package (Checklist) AF/02- Document Receipt Form Page- 3

6 ANNEX 1 AF/01- Initial Review of Submitted Package Contents of the Submitted Package Proposal Number:.. Application Form for Initial Review: ANNEX AF/01-005/01 Proposal and Related Documents PI addresses and details Study title Objectives of the study CV of the PI Survey/Census methodologies Budget details Study Questionnaire Timeline Others Resubmission for Re-review of Submitted Package Revised Proposal Summary Sheet (if submitted initially) Application Form for Resubmitted Review: ANNEX AF/01-008/01 Proposal and Related Documents PI addresses and details Study title Objectives of the study CV of the PI Survey/Census methodologies Budget details Study Questionnaire Timeline Others Note: Changes made to the proposal and related documents should be clearly marked either with the underlining or highlighting feature of the document or the software package used to prepare the documents. Proposal Amendment of Submitted Package Request for Proposal Amendment Amendment Submission Form: AF/01-009/01 Proposal and Related Documents Note: Changes made to the proposal and related documents should be clearly marked either with the underlining or highlighting feature of the software package used to prepare the document. Page- 4

7 ANNEX 2 AF/02- Proposal Number: Document Receipt Form Submitted date: Type of Submission: Initial Review Resubmission for re-review Proposal Amendments Proposal Title: Principal Investigator: Telephone number: Fax : Institute: Preferred Contact Phone Fax e- mail Delivery route: Post E-submission In Person Documents submitted: Complete Incomplete Documents checklist : Received by: Documents submitted PI addresses and details Study title Objectives of the study CV of the PI Survey/Census methodologies Budget details Study Questionnaire Timeline Others Documents to be submitted: PI addresses and details Study title Objectives of the study CV of the PI Survey/Census methodologies Budget details Study Questionnaire Timeline Others Date received: Note: Please bring this receipt with you when contacting the NSB-RC. Page- 5