Forms, Policies & Procedures

Here you will find a repository of forms, policies and procedures related to research at the University of Delaware. This repository draws on sources throughout campus to provide quick and easy access to these resources in a variety of formats, such as html, MSWord and Adobe PDF. We encourage you to explore and use the tools provided to narrow your search by word, resource type or category in order to learn more about the content that governs research at UD.
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Animal Subjects in Research

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Conflict of Interest
Contracts and Grant Management
Effort Certification
Export Regulations (ITAR/EAR/OFAC)
Human Subjects in Research
Intellectual Property
Internal Funding
Material Transfer
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Research Administration
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Forms, Policies and Procedures (49 Entries)
Policy: Conflict of Interest, Contracts and Grant Management, University, Research Administration
Consultants for Research, Public Service or Instructional Activities
Policy

Consultants for Research, Public Service or Instructional Activities

  1. PURPOSE
    The purpose of this policy is to provide for the engagement of non-University personnel (consultants) for expertise required to fulfill University commitments and objectives. It is expected that University activities will be carried out to the maximum extent possible by utilizing regular employees rather than consultants. However, consultants may be utilized when necessary expertise cannot be provided adequately by regular employees within the scope of their University employment agreement. The policies and procedures outlined below are designed to meet University and Federal requirements.
  2. POLICY
    1. Before entering into an agreement with a consultant, the account administrator will ensure that the following criteria have been met and are explained in writing on an attachment to the Contractual Agreement for Consulting Services:
      1. Why the expertise of the person is needed and cannot be met by the utilization of a regular University employee within the context of his or her employment agreement with the University.
      2. The selection process that has been used to secure the most qualified personal available, considering the nature and extent of expertise required. If the Dean/Chair/Director does not have personal knowledge of the consultant’s credentials, vitae must be attached.
      3. Why the fee is appropriate considering the qualification of the person to be utilized, his or her normal charge, and the nature of the expertise to be rendered.
      4. That except in unusual circumstances, the person has not been a regular employee of the University within the twelve calendar months preceding his or her use as a consultant.
      5. That the arrangement will last for a specified period and it is understood that no employment arrangements or repeated or extended arrangement will normally result. Any prior use of the consultant must be disclosed, including dates and amounts. In cases of repeated or extended arrangement with a consultant, the reasons why a recurrence is considered necessary are to be explained.
      6. That funds for a consultant are available in the budget.
      7. That approval for utilizing a consultant has been obtained, if necessary, in the case of an externally sponsored program.
      8. That any restrictions as to per diem rates on externally sponsored programs have been met.
      9. That signed written reports will be provided by the consultant to fulfill the requirements of the work statement.
    2. PROCEDURES
      1. All consulting agreements issued under this policy will:
        1. use the University of Delaware form “Contractual Agreement for Consulting Services.” These forms are available from the Office of the Vice Provost for Research;
        2. be prepared within the department and signed by the account administrator;
        3. include pertinent comments concerning items such as travel expenses, reference to an attached work statement, and report statement;
        4. include a detailed work statement specifying what is required from the consultant, including requirements for written reports. Attach sheets as necessary;
        5. be processed with all appropriate attachments through the following for approval: Chair, Dean, Director or Vice President, Office of the Vice Provost for Research and Provost prior to transmittal to the President for signature. Upon return of the form from the President’s Office, the Office of the Vice Provost for Research will forward the contract to the consultant;
        6. be signed by the consultant, including signing pertinent attachments and returned to the Office of the Vice Provost for Research;
        7. a copy of approved forms and attachments are to be retained by the Office of the Vice Provost for Research and the account administrator. Copy No. 2 of the form will be forwarded to Accounts Payable; and
        8. renewal or extensions of consulting agreements are to be processed using the form “Contractual Agreement for Consulting Services.”
      2. Payment for Consulting or Cost Incurred

        All payments for consulting authorized under a consulting agreement are to be made by Request for Check directly to the individual, firm, or institution providing the expertise and not to a third party. Please include the Number of the Consulting Agreement on your Request for Check or submit a copy of the Consulting Agreement. The fees for consulting are to be separated from transportation and subsistence. If included in the contract, reasonable and necessary travel and subsistence may be reimbursed on the basis of actual costs in accordance with University Travel Policy No. 3-7 supported by customary documentation including receipts submitted with the Request for Check.

Related Links

Consultant Agreement Form

 

Policy Details:

OWNER: Research Office

RESPONSIBLE OFFICE: Research Office

POLICY NUMBER (Legacy): 4-27

ORIGINATION DATE: June 5, 1989

REVISION DATE(S):

08/29/2001

Policy Source Open Policy



Form: Contracts and Grant Management
Consulting Agreements — Guidelines for Faculty and Professional
Form

Consulting Agreements — Guidelines for Faculty and Professional

This form is used to help manage the resources allocated from grants, gifts and sponsored agreements. Both the University and the government have specific protocols in place to prevent the misuse of funds and other resources. Please contact your assigned contract and grant specialist if you have specific questions, or if you have questions about other forms and steps in the award process. If you are unsure of who holds the contract and grant specialist position for your department, please refer to the Administrator Directory search on the Staff Directory Page.

 

Form Details:

OWNER: Research Office

RESPONSIBLE OFFICE: Research Office

ORIGINATION DATE: October 16, 2007

REVISION DATE(S):

10/14/2008

Download Form Open Form

Policy: Contracts and Grant Management
Cost Shares for Equipment
Policy

Cost Shares for Equipment

Research Office equipment cost share dollars are available when proposals either require equipment cost share or the project budget exceeds the available funding in the area of equipment. Research Office policy allows for one-time requests of up to $50,000. Up to $50,000 for each of the years of funding proposed may be requested in case of large scale proposals of strategic significance to UD and that involve multiple academic units. All sums requested from the Research Office must also be matched in the equivalent amount by the college/unit (i.e., $50K from the Research Office requires an equal $50K from the college/unit).

Cost share letters and or commitments, including equipment, require sufficient justification and often a long lead time for approvals. PIs should start this conversation with their respective department chairs, or college research office/deans as early as possible. All proposals that require such commitments and/or letters of support from UD leadership (President, Provost, VP Research) should follow the steps outlined here. Please route all such requests via email to researchdev@udel.edu. Decision time on requests depends on the amount requested and the status will be conveyed back to the PI usually within a few days.

Formal approval for Research Office match of the cost share occurs at the time of the proposal submission through inclusion in the grant budget. The Proposal Approval Form will automatically be routed to those responsible for the cost share approval and for commitment to cover additional cost overrun attributed multi-year equipment match funding.

For further questions about Equipment Cost Share policy, please contact your Contract and Grant Administrator.

 

Policy Details:

OWNER: UD Research Office

RESPONSIBLE OFFICE: UD Research Office

REVISION DATE(S):

10/02/2018

Policy Source Open Policy



Policy: Contracts and Grant Management
Cost Sharing Policy
Policy

Cost Sharing Policy

  1. SCOPE OF POLICY
    This policy establishes the requirements and procedures for proposing, approving, administering, and documenting Cost Sharing on Sponsored Projects, including all contributions, such as cash and in-kind, that a recipient makes to an award at the University of Delaware (“UD” or “University”). This policy also sets forth requirements to ensure compliance with federal regulations (Office of Management and Budget (OMB) Circulars A-110 and A-21 or Uniform Guidance 2 CFR 200). This policy applies to all University departments, units, faculty, staff and students.
  2. DEFINITIONS
    1. A “Cost Sharing” or “Cost Matching” represents the portion of award costs not borne by a sponsoring agency. Any Cost Sharing committed on a proposal, if awarded, is an assumed/committed budget amount that must be identified, utilized and tracked in the award.
    2. The term “Allowable”, for purposes of this Policy, shall refer to costs that must be consistent with the terms and condition of the specific award, University and federal regulations.
    3. The term “Allocable”, for purposes of this Policy, shall refer to costs that must provide a sole benefit to the project or provide proportionately assignable benefits to the project and other work.
    4. The term “Reasonable”, for purposes of this Policy, shall refer to costs that are reasonable when the cost is necessary for the performance of the Sponsored Project, when an individual would normally purchase the item at that price given the circumstances, and when the cost is incurred consistent with established University policies.
    5. “Committed Effort” is the amount or percentage of time a University employee has agreed to work on a specific Sponsored Project. It is not necessarily the actual effort expended each month, but a projected amount to be achieved over a period of time (for example, a semester or a year). This commitment is set at the time of the award.
    6. Facilities and Administrative Costs (“F&A Costs”) are indirect costs that are incurred for common and joint objectives and therefore cannot be identified readily and specifically with a particular sponsored activity.
    7. “Effort Certification” is an employee’s documentation of his/her effort report and is an affirmation that his/her reporting of effort is accurate and complete.
    8. A Principal Investigator (“PI”) is defined as the individual designated in a grant or contract to be responsible for ensuring compliance with the academic, scientific, technical, financial and administrative aspects and for day-to-day management of the Sponsored Project (grant or contract) including programmatic reporting.
  3. POLICY STATEMENT
    The University engages in cost sharing when it is in the best overall interest of the University, but limited to situations in which it is mandated by the sponsor per solicitation or policy guidelines, or deemed appropriate in light of specific and compelling circumstances.
  4. POLICY STANDARDS AND PROCEDURES
    1. Approval for Cost Share should occur at the time of proposal submission via inclusion in the award budget. Cost Share represents a commitment of resources by the University that can be made through contributions of, but not limited to labor (effort provided on a project), tuition scholarships, equipment funds, or third party (sub award or collaborator) contributions. Once Cost Sharing is specified and quantified in the proposed budget, budget justification, or budget narrative by the University, the institution is committed to the Cost Share even if Cost Share is not required by a sponsor. Cost incurred by the University to fulfill Cost Sharing commitments must coincide with the budget period of the award.
    2. The PI on a Sponsored Project is responsible for maintaining records of all project related costs for both the award and Cost Share components.
    3. The University reserves the right to proportionately reduce the Cost Share commitment if funds awarded are less than proposed.
    4. Categories of Cost Share
      1. Mandatory Cost Share
        Cost Sharing should be provided only in sponsor-mandated instances. If cost share is mandated by a sponsor, it should be limited to the minimum amount necessary to meet the sponsor’s requirement.
      2. Voluntary-Committed Cost Share
        Voluntary Cost Share is committed when the University has determined that a contribution of additional resources is necessary to ensure a competitive advantage for award. The University discourages voluntary-committed Cost Share. Under 2 CFR 200, voluntary-committed Cost Share is not expected and will not be used by sponsors when evaluating proposal technical merit unless it is in accordance with the Federal awarding agency regulations and notated in the Federal Funding Opportunity.
      3. Voluntary-Uncommitted Cost Share
        A commitment of University resources beyond the budgeted commitments is considered voluntary-uncommitted Cost Share. An example includes effort provided by a faculty member beyond that which is budgeted. In these circumstances, it is not necessary to track or account for these costs.
    5. Allowable Cost Share
      1. Cost Shares must be:
        1. Allowable and Allocable under federal cost principles as referenced in the above Scope of Policy section and as defined above;
        2. Verifiable from University records when applicable;
        3. Necessary and reasonable for proper and efficient accomplishment of project objectives;
        4. Identified in the approved award budget set up by the Research Office when applicable;
        5. In compliance with the criteria outlined in the applicable federal regulations; and
        6. Determined by the sponsor’s specific award terms and conditions.
    1. Effort Cost Share
      1. A minimum effort level of 1% for all sponsored activity awards has been established by the University in response to federal guidance which states that federally-funded research programs must have some level of committed faculty (or senior researchers) effort, paid or unpaid, from the sponsored award. If the required minimum is not met as effort, then Cost Share will be used to satisfy the minimum effort. This does not apply to major research instrumentation, awards solely for travel and infrequent other special circumstances.
      2. If salary is not charged directly to a sponsor, an appropriate amount of Cost Share effort should be provided. It is not acceptable for a PI to submit a sponsored activity proposal without some level of commitment by the PI to the proposed project. This requirement is not applicable to equipment awards, dissertation or training support, fellowship, or other limited purpose awards (e.g., travel grants, conference grants) that require little or no additional time from the PI.
      3. Effort may be committed and met at any time within a project year (summer months, academic year, or both). Committed Effort, whether mandatory or voluntary, must be met and reported during the periods in which it was accomplished. Any effort provided in excess of the level committed to a sponsor is referred to as voluntary-uncommitted cost share, and is not required to be reported as Cost-Share.
    2. Equipment Cost Share
      1. Equipment committed as Cost Share in a proposal, whether mandatory or voluntary, must be purchased, tracked, and reported during the periods in which it was utilized. Any equipment Cost Share provided in excess of the level committed to a sponsor is referred to as voluntary-uncommitted cost share, and is not required to be reported as Cost Share.
      2. University equipment Cost Share dollars are available when a sponsor requires mandatory equipment Cost Share or the project budget exceeds the available funding for equipment. Equipment specifics (e.g., cost limits and life expectancies) are consistent with UD Policy 5-01.
      3. The PI may submit requests of up to $50,000 from the Research Office with one-to-one match assistance from the PI’s college or unit. For example, $50,000 from the Research Office requires an equal $50,000 from the college or unit. These funds must be used on equipment and cannot be used for any other purpose.
      4. In the case of major center proposals that involve multiple academic units and multiple years of potential funding, the PI may submit requests of up to $50,000 for each year of funding. The requested amount must be matched one-to-one by the college or unit for each of the years that the Research Office provides funding.
      5. The University has an annual equipment cost share budget. Any overrun amounts to the equipment budget are proportionately divided among those colleges and units benefiting from the Cost Share during that fiscal year.
    3. Non-Equipment Expenses
      Non-equipment expenses, such as travel and supplies, may be Cost Shared when they are deemed necessary to meet mandatory cost share requirements or for project performance. These expenses must comply with federal regulations.
    4. Third Party Cost Share
      Third Party Cost Share contributions are those given to a specific grant or contract by an individual or group from outside both the University and the sponsoring agency. PIs are responsible for obtaining and monitoring supportive financial documentation to verify that Cost Share requirements have been met. A letter of Cost Share commitment must be provided by the third party. Third party Cost Share must be verified and documented.
    5. Waived Facilities & Administrative Rate (F&A) Cost Share
      Unrecovered F&A costs on federal projects may be included as Cost Sharing only with the prior approval of the federal awarding agency. These amounts shall be documented in the University’s financials system and shall be reflected in the closeout analysis. These amounts shall be tracked in the University’s financial accounting system as analysis type values of WFA (Waived Facilities and Administrative) and CFA (Cost-shared Facilities and Administrative).
    6. Subawards
      During the proposal process, if a potential subaward recipient proposes Cost Share, the Cost Share shall be documented in the letter of intent. When awarded, committed Cost Share shall be documented in the subaward agreement and must be tracked by the prime awardee throughout the life of the award. The prime awardee is responsible for ensuring the entire Cost Share commitment is met.
    7. Unallowable Cost Share
      The following types of Cost Sharing are not allowed:

      1. Federal to Federal – Federal appropriations or contracts and grants funded by Federal agencies, either directly or indirectly as flow-through funding, are not allowable as Cost Sharing for other Federal projects. Federal contracts and grants may generally be used as Cost Sharing on any non-Federal contract or grant unless restricted by the non-Federal sponsor.
      2. Expenditures Included in the F&A Rate – Costs that are included as part of the facilities and administrative cost rate calculation, such as space used for instruction and research, equipment depreciation, utilities, department administration, etc., cannot be cited as Cost Sharing expenditures.
      3. Double Counting – Cost Sharing can only be committed and reported as Cost Sharing once. If Cost Sharing relates to two or more projects, it shall be pro-rated among the projects so that, in total, it is only reported once.
      4. Costs Incurred Outside the Project Period – Costs that have already been incurred and are documented in the University accounting system prior to the project award start date are generally ineligible for Cost Sharing, unless allowed as pre-award costs.
      5. Lack of Technical Relationship – Costs that are not specifically related to the performance of the project cannot be used as Cost Share. Therefore, if another University sponsored project or gift is identified as a Cost Sharing contribution, the technical relationship between the two (or more) projects must be established and documented.
      6. Costs Specifically Not Allowable under Federal Regulations – These costs include alcohol, entertainment, advertising, memberships, etc. In addition, any costs associated with a Principal Investigator’s sabbatical leave are generally not allowable unless specifically approved by the sponsoring agency.
      7. Expenses prohibited by the award terms and conditions.

Related Links

General Counsel Page for this Policy

 

Policy Details:

OWNER: Provost

SECTION: Research, Sponsored Program, Technology Transfer and Intellectual Property Policies

RESPONSIBLE OFFICE: UD Research Office

POLICY NUMBER (Legacy): 6-19

ORIGINATION DATE: November 3, 2009

REVISION DATE(S):

11/03/2009, 07/21/2015

Policy Source Open Policy



Form: Contracts and Grant Management
Debarment Statement
Form

Debarment Statement

This form is used to help manage the resources allocated from grants, gifts and sponsored agreements. Both the University and the government have specific protocols in place to prevent the misuse of funds and other resources. Please contact your assigned contract and grant specialist if you have specific questions, or if you have questions about other forms and steps in the award process. If you are unsure of who holds the contract and grant specialist position for your department, please refer to the Administrator Directory search on the Staff Directory Page.

 

Form Details:

OWNER: Research Office

RESPONSIBLE OFFICE: Research Office

ORIGINATION DATE: September 29, 2008

Download Form Open Form

Form: Contracts and Grant Management, University, Research Agreement Templates
Draft Master Research Agreement with Industry
Form

Draft Master Research Agreement with Industry

This form is used to help manage the resources allocated from grants, gifts and sponsored agreements. Both the University and the government have specific protocols in place to prevent the misuse of funds and other resources. Please contact your assigned contract and grant specialist if you have specific questions, or if you have questions about other forms and steps in the award process. If you are unsure of who holds the contract and grant specialist position for your department, please refer to the Administrator Directory search on the Staff Directory Page.

The Draft Master Research Agreement with Industry is a template of a contract between UD and the sponsor; it specifies the obligations of UD and the sponsor in funding and conducting any scope of work that UD may propose for funding by that sponsor.

 

Form Details:

OWNER: Research Office

ORIGINATION DATE: September 9, 2018

Download Form Open Form

Form: Contracts and Grant Management, Templates
Effort Reporting Template
Form

Effort Reporting Template

This form is used to help manage the resources allocated from grants, gifts and sponsored agreements. Both the University and the government have specific protocols in place to prevent the misuse of funds and other resources. Please contact your assigned contract and grant specialist if you have specific questions, or if you have questions about other forms and steps in the award process. If you are unsure of who holds the contract and grant specialist position for your department, please refer to the Administrator Directory search on the Staff Directory Page.

 

Form Details:

OWNER: Research Office

RESPONSIBLE OFFICE: Research Office

ORIGINATION DATE: July 27, 2007

Download Form Open Form

Policy: Contracts and Grant Management
Equipment Screening Policy
Policy

Equipment Screening Policy

  1. PURPOSE
    To meet Federal government requirements for the purchase of equipment funded in sponsored programs.
  2. POLICY
    All proposed purchases of equipment using federal or federal flow-thru funds having a requisition cost of $5,000 or more are subject to the screening program to determine if like equipment exists on campus and is available for use.
  3. PROCEDURE
    1. Screening for equipment with a unit value of $5,000 to $9,999 will be carried out by the department and will be restricted to screening of like equipment in the custody of that department. Access to or a listing of departmental equipment can be requested from the Office of Procurement Services, Asset Management.
    2. Screening for equipment with a unit value of $10,000 and more will be carried out by a joint effort of the department and the Office of Procurement Services, Asset Management. This screening will encompass the total like equipment on campus.

      Asset Management will provide a listing annually of equipment costing $10,000 and over to departments with sponsored funds or to any department upon request. If a department does not have an equipment listing please contact the Office of Procurment Services, Asset Management @ 831-8951.

      The following certification is to be placed on requisitions for the purchase of equipment:

      This is to certify that a determination has been made in accordance with University Policy No. 5-21 that there is no like equipment in this department or on campus that is available for use in lieu of item(s) requested.

  4. RESPONSIBLE AUTHORITYThe authority to enforce this policy lies within the Procurement Services Department. Any questions may be directed to (302) 831- 2161 or procurement@udel.edu.

Related Links

General Counsel Page for this Policy.

 

Policy Details:

OWNER: Executive Vice President

SECTION: Financial & Business Policies

RESPONSIBLE OFFICE: Office of the Vice President For Finance and Deputy Treasurer

POLICY NUMBER (Legacy): 5-21

ORIGINATION DATE: November 14, 1991

REVISION DATE(S):

April 2000; July 1, 2005

Policy Source Open Policy



Policy: Contracts and Grant Management
External Sponsorship and Grant
Policy

External Sponsorship and Grant

  1. PURPOSE
    To insure that acceptance of external grants by faculty members does not create unforeseen and unrealized financial burdens for the University.
  2. POLICY
    1. It is important that the long-range implications of the acceptance by the University of any external grant be carefully considered. In the past, the University has sometimes found itself in a position where the acceptance of these grants has resulted in serious budgetary commitments which extended far above and beyond the grant income. This has been particularly true in the case of federal, departmental, or program developmental grants which have involved continuing financial commitments for staff, equipment, and other items.
    2. In order that the acceptance of such grants will not create financial burdens on the University, unforeseen and not realized, such grant applications must be reviewed to insure the following:
      1. That there be no statement in the grant application which will obligate the University to maintain personnel levels or to sustain budgets at any prescribed figure beyond the date of the grant unless specifically approved by the Provost.That the budget approved for the period of the grant be adhered to and that funds earmarked for one-time expenditures for equipment, facilities, visiting professors, or short-time appointments not be transferred into continuing or tenured positions or continuing demands for supplies and equipment except through the allocation of positions from appropriate accounts or from regular operating funds.
      2. That the budget of the grant show clearly that the expenditures will decrease at the expiration of the grant or that the decisions are made previously considering operating funds earmarked for future obligations.
      3. That all such grants carry a statement similar to that in long-term government contracts indicating the continuation of support is contingent on available funds and a decision of the University to continue such programs.
      4. It is important that all signatories to these grant applications be aware of the potential problems and assure themselves that the University is not inadvertently committed to the programs unless such decisions are consciously made.
      5. Externally sponsored proposals and awards may now be approved in accordance with the following schedule when 100% of any required funding is available and there are no exceptions to University policies:
PROPOSAL APPROVALS PROPOSED FIRST-YEAR TOTAL
Principal Investigator (P.I.), Chairperson, and Research Office Up to $500,000
P.I., Chairperson, Dean, and Research Office Up to $1,000,000
P.I., Chairperson, Dean, Research Office, and Provost Up to $2,000,000
P.I., Chairperson, Dean, Research Office, Provost, and President Over $2,000,000

All proposals that include a waiver of indirect costs must be signed by the Dean or their designee.

AWARD APPROVALS TOTAL AWARD
P.I., Research Office Up to $1,000,000
P.I., Research Office, and Provost Up to $2,000,000
P.I., Research Office, and President Over $2,000,000

ALL proposals and awards with the exception of those that fall within the limits of delegated authority must be approved and signed by the Vice Provost for Research or his or her designee.

Related Links

General Counsel Page for this Policy

 

Policy Details:

OWNER: Provost

SECTION: Research, Sponsored Program, Technology Transfer and Intellectual Property Policies

RESPONSIBLE OFFICE: UD Research Office

POLICY NUMBER (Legacy): 6-03

ORIGINATION DATE: April 15, 1975

REVISION DATE(S):

September 26, 1990; January 22, 1997; January 18, 2008; August 6, 2008

Policy Source Open Policy



Policy: Contracts and Grant Management
Fly America Act and Open Skies Agreements
Policy

Fly America Act and Open Skies Agreements

Generally, if a traveler is traveling on funds provided by the federal government, he/she must* use a U.S. flag carrier (an airline owned by an American company), regardless of cost or convenience.

If you are scheduling international travel that is federally funded, you must ensure that all flights, where possible, are scheduled on U.S. flag carriers or on foreign air carriers that code share with a U.S. flag carrier. Code sharing occurs when two or more airlines “code” the same flight as if it was their own. In other words, a U.S. airline may sell a seat on the plane of a foreign air carrier; this seat is considered the same as one on a plane operated by a U.S. flag carrier. Compliance with the Fly America Act is satisfied when the U.S. flag air carrier’s designator code is present in the area next to the flight numbers on the airline ticket, boarding pass, or on the documentation for an electronic ticket (passenger receipt).

Related Links

FAQ’s

Fly America Waiver Checklist

 

Policy Details:

OWNER: UD Research Office

RESPONSIBLE OFFICE: UD Research Office

Policy Source Open Policy



ASSISTANCE

Compliance Hotline
Phone: (302) 831-2792

UD Research Office
210 Hullihen Hall
Newark, DE 19716
Phone: (302) 831-2136
Fax: (302) 831-2828
Contact us

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