ADEA Council of Section (ADEA COS) Project Pool Committee Standard Operating Procedures

The ADEA COS Project Pool funds predominantly national research projects, studies and reports that support ADEA’s mission, core values, and strategic directions.

Project preference will be given to:

  • applicants who do not currently have an active Project Pool grant,
  • dental education-focused projects and those with greater generalizability to oral health and
  • project proposals which indicate documentation of support and/or acknowledgement from applicants’ Section or Special Interest Group (SIGs) leadership.


These funds provide support beyond the normal resources available to individual ADEA Sections and Special Interest Groups (SIGs) and member institutions. Applications are open to any ADEA Section or SIG Member.

The ADEA COS Project Pool Committee is specifically charged with reviewing application submissions for quality and relevance and making recommendations for acceptance and final approval by the ADEA COS Administrative Board.

The ADEA COS Project Pool Committee works closely with the ADEA COS Designated Member who serves as ADEA COS Board Liaison to the committee, to ensure timely review and to keep the Council abreast of all activities related to the Project Pool.

 

March

  • Chair provides an update of applications, accepted awardees and current Project Pool budget to the Council during the ADEA Annual Session & Exhibition.

May 1

  • Chair sends call for Interim Status Report template to all active Project Pool Principal Investigators (PIs) with deadline reminder of June 1.

June 1

  • Chair sends six-month reviews Interim Status Report template to all active Project Pool PIs.

August 1

  • Chair sends FIRST call for applications to ADEA COS Listserv.

September 1

  • Chair sends SECOND call for applications to ADEA COS Listserv.
  • Interim Status Report is due 30 days prior to ADEA Fall meetings.

October 1

  • Deadline for submission of Project Pool

October 2 – Fall Meetings

  • Committee Chair and members review and rank all applications.
  • Committee notifies the ADEA COS Designated Member serving as PPC Liaison of recommendations.

Fall Meetings

  • ADEA COS Administrative Board reviews committee recommendations.
  • Chair (or designated committee member) provides an update to the Council of Sections.

December 1

  • Committee Chair notifies all applicants of the COS Administrative Board’s decisions on the applications.
  • Chair sends six-month review Progress Report template to all active Project Pool PIs with deadline reminder of January 1.

January 1

  • Chair sends call for Interim Status Report template to all active Project Pool PIs.

February 1

  • Interim Status Report is due 30 days prior to the next ADEA Annual Session. (For example, the Interim Status Report was due Feb. 13, 2018 for the March 2018 ADEA Annual Session.)

 

Eligible applicants must submit a completed applicationWordto the ADEA COS staff liaison by the Oct. 1 deadline. 

The completed application should contain the following information:

  • Project title: Provide a complete project title (not to exceed 40 words).
  • Project director: Provide the name and full contact information for the project director (submitter).
  • Section or Special Interest Group (SIG) affiliation: An applicant must be a member of a Section or SIG. Provide the name of the Section or SIG of which you are a member.
  • Co-investigator(s): You may list up to three co-investigators in the application. For each co-investigator, provide the name and full contact information, education background (name and location of each educational institution attended, degree received, year the degree was received and the area of study) and selected peer-reviewed publications. Include any recent publications relevant to the proposed research, listing the author(s), article title, date, journal name, volume and pages.  
  • Related research: List the title of any ongoing or completed research projects relevant to the proposal. Briefly indicate the purpose of the project(s) and your specific role in the research.
  • Section/SIG sponsor information: If a Section and/or SIG have agreed to endorse this project, include the name of the group, the councilor or chair. An acknowledgement letter from Section and/or SIG officers indicating support should be included. Sponsorship from a Section or SIG is not required for consideration, but preference will be given to applications that are sponsored or acknowledged by a Section or SIG. 

  • Project overview: The following areas must be completed to provide a full scope of the proposed project.
    • Background statement: Include a brief statement (not to exceed 300 words) of the problem or issue that the project aims to address.
    • Purpose, expected outcomes and alignment with ADEA strategic directions: Briefly explain (in 300 words or fewer) the purpose of the project and expected outcomes. A statement indicating how the project will address ADEA’s strategic directions must be included in the application. This statement should be very specific in addressing at least one or two of ADEA’s strategic directions. If a project does not align with ADEA’s strategic directions, it will not be considered for funding.
    • Research methods and statistical analysis: Describe (in 300 words or fewer) the project design and indicate the outcomes that will be measured. The project outcomes should be aligned with ADEA’s mission, core values and strategic directions. Include a statement of the statistical or other evaluation methods that will be used to address the research question(s).
    • Dissemination of results: Indicate (in 150 words or fewer) the proposed method(s) of disseminating project results (e.g., poster, presentation or publication) as well as the intended audience (e.g., dental educators or practitioners). Dissemination should be national/beyond the normal resources of individual ADEA Sections and Special Interest Groups (SIGs) as well as member institutions.
    • Budget: Complete the line item template with all anticipated expenditures. Allowable funding categories include technical, clerical and administrative support staff expenses directly tied to the project; consultant fees for activities such as survey design or statistical analysis; and direct expenses such as paper, printing and postage. Project Pool funds cannot be used to cover project director salaries, equipment costs, database upgrades, website support, indirect costs/overhead or travel expenses to meetings, symposia or workshops. ADEA Council of Sections Project Pool has only $25,000 annual budget to allocate. If an application is submitted requesting $25,000 or more, it will not be considered for funding. Please keep this in mind when setting the project budget. 
       
  • Additional information
    • IRB verification: Projects that involve research on human subjects must include a verification of Institutional Review Board (IRB) approval or exemption.
    • Survey instruments: Indicate if the project includes survey instrument(s). The survey instrument(s) must be submitted with the application, including a short summary or references whether the survey has been validated or not.
    • Submitting the application: A completed application should be saved using the project director’s first and last name and the date (month and year) of submission (e.g., Amanda Jones_8_14) as the file name. Send the file electronically to the ADEA COS staff liaison by the Oct. 1 deadline. Applications will not be accepted after the deadline. Incomplete applications are not eligible for review. 

 

All applications are reviewed by the ADEA COS Project Pool Committee. The Committee forwards its final recommendations to the ADEA COS Administrative Board for final approval.

Applicants will be notified of the Board’s decision by Dec. 1.  

 

The ADEA COS Project Pool Committee is composed of the following members:

  1. An ADEA Section Councilor, who serves as Committee Chair (one three-year term, renewable for one additional three-year term by the ADEA COS Administrative Board),
  2. Three officers from any ADEA Section or SIG (one-year term, renewable by the ADEA COS Administrative Board) and
  3. ADEA COS Designated Member who serves as liaison to the Committee and works closely with the committee to provide administrative support as needed.


Committee members are appointed by the ADEA COS Administrative Board. Members may be nominated or self-nominated for appointment to the Committee. Since all positions must be filled to form the committee, Council of Sections members may be asked to fill open positions by virtue of their position within the Council.

 

The ADEA COS Project Pool Committee oversees the annual call for applications, reviews all Project Pool applications for quality and relevance and makes recommendations to the ADEA COS Administrative Board regarding acceptance and final approval of applications.


The Committee Chair and Members shall serve as reviewers for all Project Pool applications. The Committee Chair also oversees the annual call for applications, the review process, the awarded Interim Status Report activities and provides reports at ADEA COS meetings during ADEA Fall Meeting and the ADEA Annual Session & Exhibition. The ADEA COS Project Pool Chair (or Designated Committee Member) will report to the ADEA COS Administrative Board at least twice per year at the ADEA Fall Meeting and the ADEA Annual Session & Exhibition, to provide evaluation updates, outcomes and comments and/or recommendations. 


The ADEA COS Administrative Board makes the final decisions on the acceptance or non-acceptance of applications based on application criteria and recommendations made by the committee. The ADEA COS Project Pool Committee works closely with the designated ADEA COS Administrative Board Liaison to the Committee, to ensure timely review and to keep the council abreast of all activities related to the Project Pool.

 

The staff ADEA COS Liaison will work in close collaboration with the ADEA COS Project Pool Committee and provide administrative support as needed.

 

Status reports:

Status reports are due twice per year for the duration of the project:

  • 30 days prior to the ADEA Annual Session & Exhibition and
  • 30 days prior to the ADEA Fall Meetings.

Download the status report template. Word


Final report:

A final report is due within 45 days after the project termination date.

Download the final report template. Word



Additionally, a formal presentation at an ADEA COS meeting will be required during an ADEA Annual Session & Exhibition or ADEA Fall Meetings.

All reports must be submitted to the ADEA COS Project Pool Chair, designated ADEA COS Administrative Liaison to the PPC, and ADEA COS Staff Liaison by the project term end date.

 

What is the deadline for submission?

Applications are accepted annually for an Oct. 1 deadline of each year. Applicants will be notified of the Board’s decision by Dec. 1.


Where do I send my completed application?

All completed applications may be sent to the ADEA COS Staff Liaison.


Who is eligible to apply?

Any member of a Section or Special Interest Group (SIG) is eligible to apply. But preference will be given to Section/SIG endorsed projects.


How long is the project term?

The maximum term for a project funded by the ADEA COS Project Pool is two years. Funded projects are not eligible for extensions unless under extreme circumstances. Any extensions, including no cost extensions, need to be approved by ADEA COS Project Pool Committee and the designated ADEA COS Administrative Board Liaison to the PPC.


How is the application evaluated?

The Project Pool Committee reviews all applications following criterion set in the evaluation rubric.Word The Committee then forwards its recommendations to the ADEA COS Administrative Board for final approval. Applicants are notified of the Board’s decision by Dec. 1.


What makes an application competitive?

The application must be clearly written and meet all application criteria.


Are there any reporting requirements?

Yes. Project Pool Interim Status Reports are due twice per year—30 days prior to the ADEA Annual Session & Exhibition and 30 days prior to the ADEA Fall Meetings. All reports must be submitted to the designated ADEA COS Administrative Board Liaison to the PPC and the ADEA COS staff liaison.


When is the final report due?

The final report is due within 45 days after the project term date. Additionally, a formal presentation at an ADEA COS meeting will be required during an ADEA Annual Session & Exhibition or ADEA Fall Meetings.


What are the budgetary guidelines or limitations?

Each application must include a line item budget listing all anticipated expenditures. Allowable funding categories include technical, clerical and administrative support staff expenses directly tied to the project, consultant fees for such activities as survey design and statistical analysis as well as direct expenses, such as paper, printing and postage.

Project Pool funds cannot be used to cover project director salaries, equipment costs, webpage support and indirect costs/overhead or travel expenses to meetings, symposia or workshops. ADEA Council of Sections Project Pool has only $25,000 annual budget to allocate. If an application is submitted requesting $25,000 or more, it will not be considered for funding. Please keep this in mind when setting the project’s budget.


What happens if there are residual funds at the end of a project?

All residual funds must be returned to the ADEA COS Project Pool, with a summary of funds used.

Make all checks payable to:
ADEA Council of Sections Staff Liaison
American Dental Education Association
655 K St. NW, Suite 800
Washington, DC 20001


Any additional questions may be directed to the ADEA COS Project Pool Committee chair or the ADEA COS Staff Liaison.