Completing a study requires careful attention to regulatory reporting, financial reconciliation, data stewardship, and dissemination of findings. Phase 4 focuses on meeting institutional and sponsor closeout requirements, ensuring proper record retention, and sharing research outcomes with the broader scientific and community audiences.
The resources in this phase support investigators as they finalize IRB obligations, complete financial closeout, fulfill ClinicalTrials.gov reporting requirements, and prepare results for presentation or publication. Investigators are also guided on data ownership, retention, access, and security responsibilities following study completion.
These resources are intended as a starting point and are not comprehensive. Investigators are encouraged to review linked institutional and external pages for detailed requirements, timelines, templates, and guidance specific to their study.
All resource titles appear as blue links and include a brief description and access information (if applicable). Click an accordion below to explore available tools and resources.
This resource describes institutionally supported data analysis software available to VCU researchers for statistical, qualitative, and advanced analysis during study closeout and dissemination. Software options include SPSS, Stata, NVivo, Atlas.ti, JMP Pro, R (programming language), SAS (and SAS Enterprise Miner/Text Miner), Prism, OriginPro, nQuery, MaxQDA Plus, OpenMx, QDA Miner, WordStat, and SUDAAN, which support quantitative, qualitative, and mixed-methods analysis, modeling, reporting, and visualization.
When this resource is needed: – When analyzing study data during the closeout phase – When selecting appropriate software for statistical, qualitative, or mixed-methods analysis – When preparing results for manuscripts, reports, or conference presentations – When ensuring use of institutionally supported and compliant analysis tools – When transitioning from data collection to interpretation and dissemination
This resource provides comprehensive guidance for preparing and communicating research findings in written and visual formats. It covers strategies for writing effective abstracts and research papers, designing clear data visualizations, creating professional posters and slide presentations, and tailoring communication for different audiences. The guide includes best practices for structuring content, editing and revision advice, examples of successful academic documents, and links to additional tools and support available through VCU Libraries.
This resource outlines expectations and best practices for presenting research findings at scientific meetings, with emphasis on NIH-funded work. It provides guidance on how to structure conference talks and posters, how to acknowledge NIH support correctly, and how to communicate results ethically and clearly to scientific and lay audiences. It may include policy reminders, formatting suggestions, and NIH-specific communication requirements.
When this resource is helpful: – When preparing NIH-funded research abstracts or proposals for meetings – When designing NIH-supported poster or oral presentation content – When confirming that NIH acknowledgements and disclosures are correct in all presentation materials
This resource offers step-by-step support for writing effective research abstracts for conferences, symposiums, and publications. It covers how to structure abstracts, craft clear research questions and hypotheses, summarize methods and key results concisely, and tailor language for specific audiences or submission requirements. The guide includes examples of strong abstracts, tips for revision and clarity, and best practices for aligning abstracts with conference or journal expectations.
When this resource is helpful: – When preparing abstracts for conference submissions – When summarizing study aims, methods, and findings for proposals or reports – When refining concise research summaries for publications or dissemination platforms – When improving clarity, precision, and impact in research descriptions
This resource provides comprehensive guidance on scholarly writing across research outputs, including manuscripts, research reports, grant narratives, and other written dissemination products. It offers practical advice on organization, clarity, style, and revision; strategies for developing strong introductions and discussions; guidance on citation practices and ethical writing; and links to examples and tools to support writing productivity and quality.
This resource connects investigators with writing and publication support services, including consultations and workshops tailored to manuscript preparation, publication strategies, authorship considerations, and scholarly writing in the humanities and social sciences. The page offers guidance on developing publication plans, refining manuscripts, selecting appropriate journals, and preparing materials for peer review and dissemination.
When this resource is needed: – When preparing manuscripts for journal submission – When developing a publication strategy or target journal list – When seeking review or feedback on drafts prior to submission – When refining writing for clarity, structure, and impact – When addressing authorship roles, ethical considerations, and publication best practices
Official VCU manual outlining the responsibilities of investigators during the IRB closeout process. Essential for understanding when and how to formally close a study with the IRB.
Guidance on reconciling project finances, submitting final reports, and fulfilling all post-award requirements. Essential for faculty to ensure compliance with sponsor and institutional policies.
SUBMISSION REQUIRED FOR ALL CLINICAL TRIALS ClinicalTrials.gov is a federally mandated registry and results database for clinical trials, required for most studies to ensure transparency and regulatory compliance. This resource provides essential tools and guidance to support registration, record management, results reporting, and compliance.
Resources available on this page include:-ClinicalTrials.gov assistance -Is My Study a Clinical Trial? -ClinicalTrials.gov Account Request (VCU) -New Study Record Assistance -Study Record Transfers -Updating Study Records -Results Reporting Assistance -Uploading Informed Consent Forms -Compliance Notice #17-003 -Compliance Notice #19-002
- VCU retains records (federal & non-federal) for current fiscal year plus 5 years, or as required by sponsor or contract—whichever is longer - Records under audit, litigation, or involving nonexpendable property must be retained until audit resolution or transfer - Record retention periods start from the date of final expenditure or annual report submission - Only DSP or Grants & Contracts can authorize record destruction; departments must confirm audit status before discarding documents - Helps ensure regulatory compliance and readiness for financial review or audit"
- Requires disclosure via VCU’s AIRS system (Activity and Interest Reporting System) for investigators identified in research - Includes institutional and individual COI policies and guidance for management plans - Annual updates are required, plus additional reporting when managing research funds or supervising others - Contact AIRS Help (AIRS@vcu.edu), Compliance Services (ucompliance@vcu.edu), or Research Integrity & Ethics Office for assistance
