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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RO Forms, Policies, and Procedures Search 2019

Forms, Policies and Procedures (64 Entries)
Form: Research Office
Transfer “TO UD” Checklist
Form: UD Research Office

Transfer “TO UD” Checklist

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 28, 2012

Download Form Email https://research.udel.edu/forms-policies-procedures/?entry=51481

Policy: Research Office
UD Individual Development Plan (IDP)
Policy: Research Office

UD Individual Development Plan (IDP)

University of Delaware IDP policy
The University of Delaware requires Individual Development Plans (IDPs) to be completed for graduate students and postdocs funded by NIH (regardless of funding mechanism) each year. The use of IDPs for all graduate students and postdocs is encouraged as a means for professional development and career planning. Additionally, other funding agencies are beginning to request IDPs.

Reporting
PIs of NIH grants must report on the use of IDPs in their annual Research Progress Performance Report (RPPR) in Section B. Accomplishments, Question B.4. PIs do not need to include actual IDPs; they need to document that graduate students and postdocs funded by the award use IDPs and discuss them with their mentors on an annual basis. Below is suggested wording for inclusion in the RPPR. PIs should modify the text as needed to accurately reflect their activities in encouraging their trainees to develop and utilize IDPs.

The University of Delaware (UD) requires all graduate students and postdoctoral researchers supported by funding from the NIH to formulate and use Individual Development Plans (IDPs) to plan their academic and career goals and to facilitate conversations with their mentors about these goals. UD also recommends that all graduate student and postdoctoral researchers formulate IDPs, regardless of their funding source.

The University of Delaware provides a number of resources to support graduate students, postdoctoral fellows and mentors with IDPs. UD recommends that graduate student and postdoctoral researchers utilize “myIDP” provided by AAAS to create and maintain their IDPs. Additional resources for students, postdoctoral fellows, mentors and PIs are available on the University of Delaware website. IDP activity for University of Delaware researchers is tracked in UD’s online IDP reporting system, which maintains privacy of trainees but allows mentors and PIs to monitor IDP-related activities.

Related Links

AAAS “myIDP” Individual Development Planning Tool
UD IDP Assessment Form

 

Policy Details:

OWNER: Research Office

RESPONSIBLE OFFICE: Research Office

ORIGINATION DATE: December 14, 2015

Policy Source Email https://research.udel.edu/forms-policies-procedures/?entry=71062

Form: Research Office
UD Individual Development Plan Assessment Form (IDP Form)
Form: UD Research Office

UD Individual Development Plan Assessment Form (IDP Form)

University of Delaware IDP Assessment Form
The University of Delaware requires Individual Development Plans (IDPs) to be completed for graduate students and postdocs funded by NIH (regardless of funding mechanism) each year. The use of IDPs for all graduate students and postdocs is encouraged as a means for professional development and career planning. Additionally, other funding agencies are beginning to request IDPs. To aide in this requirement the UD Research Office is providing an IDP Assessment Form that will help with this effort.

Related Links

AAAS “myIDP” Individual Development Planning Tool
UD Individual Development Plan (IDP) Policy

 

Form Details:

OWNER: Research Office

RESPONSIBLE OFFICE: Research Office

ORIGINATION DATE: February 25, 2021

Download Form Email https://research.udel.edu/forms-policies-procedures/?entry=71129

Procedure: NIH
Updated Requirements for NIH “Other Support”
Procedure: NIH

Updated Requirements for NIH “Other Support”

BACKGROUND AND IMPORTANCE
The National Institutes of Health (NIH) needs to understand the degree to which the Principal Investigator (PI) or other senior/key personnel have support and/or resources from other sources for their research activities.  The primary drivers cited for seeking this information are to ensure proper commitment of time (avoiding both under-commitment and over-commitment) by the senior personnel working on the project and avoiding duplication of funding for research requests.   Given the recent additional scrutiny by the federal government on foreign influence (and particularly, scans for an inappropriate foreign influence), additional information is being requested.  These requirements continue to evolve, and this page will be updated to reflect the latest information.

DEFINITION of “Other Support”:
(NIH Grants Policy Statement, December 2021)

“…includes all resources made available to researcher or senior key personnel in support of and/or related to all of their research endeavors, regardless of whether or not they have monetary value and regardless of whether they are based at the institution the researcher identifies for the current grant. Other support does not include training awards, prizes, start-up support from the US based institution, or gifts (note: Gifts are resources provided where there is no expectation of anything (e.g. time, services, specific research activities, money, etc.) in return).”
 
Data that is requested for each reportable activity includes (in this order):

 

Active AND Pending

*** Consultants (Research Only)

*** Resources/ Financial Support

In-Kind Active and Pending
 (not intended for use on the project being proposed)

Title

 

 

Major Goals

 

 

Status of Support

 

 

Project number

 

 

Name of Principal Investigator (contact PI if multi-PI study)

 

 

Source of support (fund source)

Primary Place of Performance

 

 

Proposal Start and End Date

Provide when applicable

Total Award Amount (see below) *New

Estimated value of in-kind contribution

Person Months devoted by reporting investigator per budget period (see NIH guidance) **New

 

 

(or reasonable estimate)

Entity (Foreign or Domestic)

 

 

Description

 

 

 

*For each reportable activity, include the total award amount (including Facilities and Administrative Costs) for the entire award period.     
**Number of person-months per budget period to be devoted (e.g., 1.5 months).
***State “None” if Consultants and/or Resources do not apply.
 

Also required are:
*Overlap: After listing all support, summarize any potential overlap with the active or pending projects and activities, other positions, affiliations, and resources and this application in terms of the science, budget, or an individual’s committed effort.
*Signature: Each PD/PI or other senior/key personnel must electronically sign their respective Other Support form prior to submission. This signature certifies that the statements are true, complete and accurate.

 
WHO MUST REPORT:

  • Principal Investigator
  • All other senior/key personnel listed in a grant application except Other Significant Contributors and Program Directors, training faculty, and other individuals involved in the oversight of training grants
  • All senior/key personnel, excluding consultants, in progress reports when there has been a change in active support except Program Directors, training faculty, and other individuals involved in the oversight of training grants

 

WHEN TO REPORT:
Expected starting May 25, 2021 and required starting January 25, 2022:

  • Just-in-Time (upon request by NIH after proposal submission but prior to award).
  • After Just-in-Time but prior to receipt of award (reporting required only if changes are substantive* in nature)
  • Via Prior Approval Request for substantive* changes that occur during the award period but prior to the due date of the next RPPR. 
  • Research Performance Progress Reports (annual progress reports) – report changes only
  • Upon request by NIH 

*While NIH does not define “substantive”, the concept is that the change is of a magnitude that NIH might prudently need to review the new arrangements to ascertain whether the existence, timing or the amount of NIH’s award might need to change in light of the new information (e.g. substantive new support that alters the reporting investigators availability or where a prudent person might question whether there is scientific or financial overlap) 
 
FORMS/INSTRUCTIONS FOR REPORTING
NIH Other Support Format Page:
            https://grants.nih.gov/grants/forms/othersupport.htm
 
WHAT TO REPORT:
Other Support includes all resources made available to a researcher in support of and/or related to all of their research endeavors, regardless of whether or not they have monetary value and regardless of whether they are based at the institution the researcher identifies for the current grant. This includes but is not limited to:

  • Resources and/or financial support from all foreign and domestic entities, that are available to the researcher. This includes but is not limited to, financial support for laboratory personnel, and provision of high-value materials that are not freely available (e.g., biologics, chemical, model systems, technology, etc.). Institutional resources, such as core facilities or shared equipment that are made broadly available, should not be included in Other Support, but rather listed under Facilities and Other Resources.
  • Consulting agreements, when the PD/PI or other senior/key personnel will be conducting research as part of the consulting activities. Non-research consulting activities are not Other Support.
  • In-kind contributions, e.g. office/laboratory space, equipment, supplies, or employees or students supported by an outside source. If the time commitment or dollar value of the in-kind contribution is not readily ascertainable, the recipient must provide reasonable estimates.
  • If in-kind contributions are intended for use on the project being proposed to NIH in this application, the information must be included as part of the Facilities and Other Resources or Equipment section of the application and need not be replicated on this form. 
  • In-kind contributions not intended for use on the project/proposal being proposed in this application must be reported below. If the time commitment or dollar value is not readily ascertainable, reasonable estimates should be provided.

Other support does not include training awards, prizes, or gifts. Gifts are resources provided where there is no expectation of anything (e.g. time, services, specific research activities, money, etc.) in return. An item or service given with the expectation of an associated time commitment is not a gift and is instead an in-kind contribution and must be reported as such.

SUPPORTING DOCUMENTATION:
Provide copies of contracts specific to senior/key-personnel foreign appointments and/or employment with a foreign institution for all foreign activities and resources that are reported in Other Support. If they are not in English, recipients must provide translated copies. This does not include personal service contracts, or employment contracts for fellows supported by foreign entities. Supporting Documentation should be provided as a PDF following the Other Support form. This documentation must be supplied to the Grants Analyst from the senior/key-person at the time other support is due. If you have questions regarding foreign components (appointments or other employment), please contact Research Office Regulatory Affairs.  

ADDITONAL GUIDANCE FROM NIH:
NIH has a webpage devoted to Other Support, which includes FAQs and instructions, as well as a page that includes examples on what to disclose
See also:

IN SUMMARY:

Other Support Changes

Effective
May 25, 2021

Effective
January 25, 2022

Disclose all sources of Other Support and related information, including outside activities (e.g. consulting, visiting professorships) if conducting research, In-Kind support, and gifts if donor expects anything in return (e.g. time, services, research).

Required

Required

Follow new format

Not required

Required

Separate sections for Project/Proposal Support and In-Kind

Not required

Required

Completed Support for the last 3 years

Not required

Required

Submit copies of agreements for investigator’s foreign appointment/employment if listed as Other Support

Not required

Required

If agreement not in English, provide translated copy

Not required

Required

Redact confidential information expect for key provisions (e.g. award amount, dates)

Not required

Required

When requested, provide copies of agreements for investigator’s foreign appointment/employment if listed as Other Support

Required

Required

Each senior/key person electronically signs PDF of their Other Support

Not required

Required

If Other Support signed, flatten PDF prior to submission

Required

Required

Submit updated Other Support immediately upon learning a source of Other Support for an active NIH grant was not disclosed

Required

Required

 

Procedure Details:

OWNER: National Institutes of Health

RESPONSIBLE OFFICE: Research Office

ORIGINATION DATE: May 24, 2021

REVISION DATE(S): 1/10/2022, 1/19/2022

Procedure Source Email https://research.udel.edu/forms-policies-procedures/?entry=94522

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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