How to Submit a Contract to GCM

How to submit your contract: The Basic Steps

All new submissions for GCM contract review will require a "complete package," which includes the following:

  1. The contract or agreement itself (if incoming, e.g. Vanderbilt is the recipient of funds or the provider of services. If outgoing, GCM will typically draft the agreement.) We prefer electronic (MS Word) copies when available.
  2. Other party/Sponsor contact name, telephone, fax and email address.
  3. Protocol, Work Plan or Scope of Work Document if applicable (e.g. clinical trial agreement, federal subcontract).
  4. If contract is not part of a Coeus-submitted grant, a fully completed Proposal Transmittal Form, signed by the Principal Investigator and Department Chair.
  5. Initial Budget (this can be a draft if necessary).

Select the appropriate Transmittal Form from the Contracts Forms & Tools Page.

Required Documents Quick Reference: Required Documents Matrix.

Initial Submission

Initial submissions should be made with all available electronic documents (contract, transmittal, protocol, etc) to research.contracts@vanderbilt.edu or gcm.contracts@vanderbilt.edu.

Notice: To avoid delays and incorrect processing, incomplete submissions will be returned for completion.

GCM Response to Your Submission

The PI and departmental contact will receive email confirmation once an assignment has been made to a specific Contract Analyst. Once the contract is assigned, the Contract Analyst may request an electronic version of the contract if it was not already provided with the initial submission.

Notice: For clinical studies, if your protocol has already been submitted to the IRB, GCM can retrieve a copy from the IRB's database. Please include this information in the complete package if you prefer not to re-submit the protocol.

Should you have any questions about what is required in order to process a specific contract, please contact GCM at 322-2281 and we will walk you through the methods to optimize the efficient handling of your submission.

Primers & Additional Details for Specific Contract Types

Contract Submission Forms, Tools & Resources