How to join VA’s Research: A Plain-Language Guide for Research Scientists

If you’re a health science research investigator who is new to the Department of Veterans Affairs and wondering how to get involved in VA research, you’re not alone. The process can seem complicated at first — but thanks to recent changes by the VA Office of Research and Development’s Investigators, Scientific Review and Management (ISRM) section, it’s getting simpler.

The ISRM section is responsible for reviewing, selecting and managing thousands of research projects submitted by VA investigators from across the country. These projects cover a wide range of health topics important to Veterans, with most running for two to five years. ISRM ensures research studies are high quality, well managed, safe, and of sound science from start to finish.

This guide will walk you through the current process of VA’s Research, from your first idea for a study to publication in a science journal, and introduce you to all the people in between who will ensure your study is both a good investment of America’s tax dollars and focused on the end goal of improving the lives of Veterans.

Infographic: How to Apply for VA Research Funding

Step 1: Talk to Your Local VA Research Office

Every VA hospital with a research program has a local research office. This is your first stop. The staff there — including administrative officers and grant specialists — will help you understand local processes and point you toward funding opportunities.  You can find your local point of contact by using the Associate Chief of Staff for Research (ACOS/R) Directory.

Step 2: Review the NOSIs

Next, you’ll want to look at the current Notices of Special Interest (NOSIs). These are public announcements from the VA that say, “Here’s what we’re interested in funding.” Some are broad (e.g., cardiovascular disease), while others are specific (e.g., chemical exposures linked to seizures in Veterans). If your research fits one of these, you’re encouraged to apply.

Step 3: Follow the RFA

Every opportunity listed in a NOSI has a corresponding Request for Applications (RFA). This document provides instructions for exactly what you need to submit: research plans, budgets, biosketches, letters of support, and more. There are two main types:

• Pre-Application: A short summary that outlines your idea and its significance.
• Full Application: A detailed proposal that explains your research methods, background, facilities, and impact.

Pre-applications help ISRM determine if your idea aligns with their priorities. If it does, you’ll get feedback and may be invited to submit a full application. 

Step 4: Work with Your Local Office to Submit

You don’t submit your application directly—your local research office does. You’ll provide them with all the required documents, and they’ll make sure everything is in order. Often, they’ll set earlier internal deadlines to allow time for review before the official submission date.  It’s extremely helpful to have a mentor from the local research office providing you guidance  through the process before your application is submitted to VA Central.

Step 5: Scientific Review

Your full application will then go through a detailed scientific merit review:

• First, it’s assigned to a Scientific Review Group (SRG) based on topic. The SRGs are housed within ISRM but organized under three federally chartered parent committees that reflect VA’s original research services: Biomedical Laboratory and Clinical Science, Rehabilitation Science, and Health Services. While applicants won’t need to navigate these distinctions directly, they form the legal framework for how VA’s review system is structured.
• Each application gets three reviewers (primary, secondary, tertiary) who score it and write critiques. Scores range from 1 (excellent) to 5 (poor), so lower is better.  Reviewers remain anonymous to protect the integrity of the process
• The review panel then meets to discuss each application and finalize their scores. Reviewers’ scoring criteria will be listed in the RFA, but typically include: Significance to Veterans and VA; Innovation and potential impact; Scientific approach and feasibility; Qualifications of the investigator; and Availability and quality of facilities. Some mechanisms—such as Career Development Awards—include additional criteria like mentorship and career plans.

Common applicant mistakes include submitting incomplete materials, misunderstanding eligibility, or failing to follow formatting rules outlined in the RFA.

Step 6: Portfolio Director Review and Funding Decision

Once reviewed and scored by the SRG’s panel, the application goes to the Portfolio Director for a funding decision. The director looks at the scientific merit of the application, how it aligns to VA’s research priorities, and judges if it addresses any gaps in current medical knowledge or treatments.

You’ll receive feedback, a score, and a funding decision. If your application isn’t selected, you can revise and resubmit it up to two more times.

Step 7: Regulatory Review

If selected, you’ll need to complete regulatory reviews at your local site:

• The Institutional Review Board (IRB) is for studies involving people.
• The Animal Care and Use Committee (IACUC) for animal studies.
• Other approvals are also needed if using controlled substances or sensitive data.

Some projects may be exempt from these reviews, while others—particularly clinical trials—may require more oversight. Studies with moderate or high risk may require a Data Safety Monitoring Board (DSMB) or Data Monitoring Committee (DMC). These groups track adverse events and have the authority to pause or stop studies if necessary.

All regulatory reviews are managed through VAIRRS (VA’s instance of IRBNet), which allows for document submission, routing, and approvals.

Once these are done, the project is officially funded.

Step 8: Managing the Research

Receiving funding doesn’t mean walking off with a big check or being left alone to figure things out.  You’ll work with your local research office to hire staff, secure lab space, and manage your budget.  You’ll also report annually on your progress, and have a Scientific Program Manager (SPM) from ISRM to help guide you and monitor compliance.

Some projects may require you to update recruitment numbers or status in VAIRRS, especially for studies involving human subjects. If you need to make changes—such as relocating your site or adjusting your budget—you’ll submit a Project Modification (PMO) request. ISRM is currently in the process of moving PMO submissions into VAIRRS, which will provide better tracking and offer automation that eases the process.

Step 9: After the Research Is Done

Once your project ends, you will still have a few responsibilities to complete.  First, you’ll need to submit a Final Research Performance Progress Report (RPPR) through eRA Commons.  For clinical trials, results must also be uploaded to ClinicalTrials.gov

Once you’ve submitted your findings to a peer-reviewed journal, you’ll need to use VA’s publication notification system, PubTracker, to ensure ORD and the VA Central Office are aware of the upcoming publication.  This notification of peer-reviewed research publications, required by VHA Directive 1200.19, provides a unique exception to the normal approval process for being published in media (VHA Directive 1605.01).

Furthermore, published work must acknowledge VA’s support and list the award number.

If you need assistance with PubTracker, or just want a little extra publicity for your research, send an e-mail to ORD’s communication team at VAResearch@va.gov.

ISRM’s Mission: Make It Easier

ISRM continues to work hard behind the scenes to harmonize and streamline its operations.

“One of the goals here really is to simplify,” said Dr. Michael R. Burgio, ISRM’s Director of Operations.  “I hope a year from now things will look a lot simpler than they did a year ago. We’re all working toward the same thing: getting cutting-edge research done that will improve the lives of Veterans.”

VA once organized its research studies by how they were conducted — clinical, preclinical, rehabilitation, or health services. This often meant researchers studying a single disease would have to move between different organizations as their work evolved, causing delays and confusion.

To simplify things, VA realigned these groups into four Broad Portfolios – covering major areas like brain and mental health, medical health – and six Actively Managed Portfolios (AMPs) – focused on high-priority topics like suicide prevention, military exposures, Gulf War illness, pain and opioid use, and traumatic brain injury. New AMPs may be created or old ones retired as national priorities change.

Furthermore, what was once four different sets of rules, deadlines, and forms is now, the same procedure across all portfolios.

Support is Available

While this guide serves as a brief overview of the research process, more detailed documentation and step-by-step guides are available in ORD’s online Program Guides, VHA Directive and Handbooks Library.  You can also e-mail questions to: VHAISRM@va.gov, or reach out to your local Scientific Program Manager for advice. NOSIs are also available at your local VA’s research office, and from there a team of dedicated experts, local and national, is ready to help guide you from idea to impact.

Questions about VA Research or the website? Email VA Research