CHAPTER 4 SOP NUMBER: SOP/004/01

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CHAPTER 4 MANAGEMENT OF PROPOSAL SUBMISSION

SOP NUMBER: SOP/004/01

REVIEW COMMITTEE (RC)

NATIONAL STATISTICS BUREAU

Effective Date: Supersedes:

Author: SOP Team Date: 25th April, 2014

Approved by: Director General, NSB Date

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Page- ii Table of Contents 1. PURPOSE ... 1 2. SCOPE ... 1 3. RESPONSIBILITY... 1 4. FLOW CHART ... 1 5. DETAILED INSTRUCTIONS ... 1 6. GLOSSARY ... 3 7. REFERENCE ... 3 8. ANNEX... 3 ANNEX1 ... 4 ANNEX2 ... 5

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Page- 1 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:

 Initial Review Application

 Resubmission of Proposals with Corrections

 Proposal Amendment



NSB-RC Secretariat

3 Check the documents as per AF/01-004/01



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

5.1.1 Initial Review Application

 Go to 5.2.1.1

5.1.2 Resubmission of Proposals with Corrections

 Retrieve the previous receipt form from the Secretariat’s records

 Go to step 5.2.1.2

5.1.3 Proposal Amendment

 Retrieve the previous receipt form from the Secretariat’s records

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Page- 2 5.2 Check for submission items

5.2.1 Get relevant forms:

5.2.1.1 Initial Review Application

 a checklist for contents of a submitted package, ANNEX – AF/01-004/01

 a document receipt form, ANNEX- AF/02-004/01

 an application form for initial review, ANNEX – AF/01-005/01

 Go to step 5.2.2

5.2.1.2 Resubmission of Proposals with corrections

 an application form for re-submitted proposal, AF/01-008/01

5.2.1.3 Proposal Amendments

 an application form for proposal amendment review, AF/01-009/01

5.2.2 Fill in the forms:

 Give the related application forms to applicants to fill up the relevant information

5.2.3 Verify contents of Submitted Package

 Use the checklist for contents of a submitted package, ANNEX- AF/01-004/01

 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

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 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/02-004/01 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 AF/01-004/01 Contents of a Submitted Package (Checklist) ANNEX 2 AF/02-004/01 Document Receipt Form

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Page- 4 ANNEX 1

AF/01-004/01 Contents of the Submitted Package

Proposal Number:………..

 Initial Review of Submitted Package

 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

 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

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.

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Page- 5 ANNEX 2

AF/02-004/01

Document Receipt Form

Proposal Number: Submitted date:

Type of Submission:

 Initial Review

 Resubmission for re-review

Proposal Amendments

Proposal Title:

Principal Investigator:

Telephone number: Fax :

E-mail: Preferred

Contact _mail Phone  Fax 

e-Institute:

Delivery route:  Post  E-submission  In Person

Documents submitted:  Complete  Incomplete

Documents

checklist : 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……… … Received by: Date received: