A project may originate externally or internally. An external project is typically initiated by a request to IOM from an Executive Branch official, by congressional mandate (e.g., through a provision in a law or by conference report language ordering an Executive Branch agency to contract with IOM), or by a request from another organization for a study, most often from a foundation. IOM's Executive Officer assigns the study or other activity to the appropriate IOM board. An internal project often arises from initiatives by a board or by the IOM Council, usually on matters deemed of national importance but that are not being addressed for various reasons by other organizations. IOM may seek outside funding for these projects, but on occasion it will use its own funds and those of the NRC to pay for them in whole or in part.
Whatever the origin, the unit responsible for the project develops a general plan (called a "prospectus" or a "GBEC For Action item") defining the task, proposing ways to perform it, describing the proposed funders and likelihood of funding, the intended audience, dissemination plans, estimated duration, and costs. This plan is then presented for approval to the IOM Executive Officer, the IOM Council Executive Committee, and the National Research Council Governing Board's Executive Committee (GBEC). Each project must be approved by GBEC.
Institutional Oversight
Every study is subject to oversight, from initial approval to public release of a final report. Whether a study is requested by a government agency or a private organization, or is initiated within the institution itself, the study proposal first must be approved by Governing Board's Executive Committee. This group carefully examines the proposal and considers such factors as the importance and timeliness of the question, whether there is an adequate base of scientific knowledge to support the study, the intended audience, the likely impact of the report, and the competence of the institution to take on the task.
Oversight is provided throughout the duration of a study by the various supervisory entities within The Academies, as well as by the committee chair and the staff member serving as study director. Their responsibilities are to ensure that the committee focuses on its stated tasks, that measures of quality control are enforced, and that the study proceeds on schedule and within budget. Sponsors do not engage in oversight of the studies.
The Proposal
After a project is approved by GBEC (or is pending GBEC approval), the program unit prepares a detailed proposal that includes a precise description of what is to be done, how the project is to be carried out, a tentative timeline, and an estimate of costs. After review by the Office of Contracts and Grants, the proposal is transmitted to the potential sponsor(s).
Once the contract or grant has been negotiated and signed by all parties, a cost center is assigned and work begins. A committee is proposed, for approval by the IOM President and the Chair of the National Research Council based on a nomination package prepared by IOM program staff.
Committee Selection
The search for candidates for committee membership is initiated by staff with input and oversight from the relevant boards and IOM Executive Office. In defining the areas of expertise that should be represented on a committee and identifying individuals qualified to serve, the staff reviews scholarly literature and consults widely with members of the Academies and the Institute, volunteers within the institution, knowledgeable authorities, and professional associations. Sponsors may offer suggestions but do not select committee members. About 30 percent of committee members are also members of the IOM.
Committee members are chosen on the basis of their knowledge and experience in the various aspects of the topic to be investigated, and after careful review are appointed by the chair of the National Research Council, who also is the president of the National Academy of Sciences. The names, affiliations, and short biographies of committee members are posted for public comment in the "Current Projects" area of The Academies' World Wide Web site at http://www.nationalacademies.org.
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