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.
*NOTE: As of October 2020 Google Chrome changed how it handles file downloads. If you encounter difficulties, right click on the “Download” button/link and select “save link as.” Once selected the file download will be executed and can be saved to the desktop. A second method is to use a different browser.
Animal Subjects in Research
For Forms, Policies and Procedures pertaining to Animal Subjects in Research and other resources
Compliance
Conflict of Interest
Contracts and Grant Management
Effort Certification
Export Regulations (ITAR/EAR/OFAC)
Human Subjects in Research
Intellectual Property
Internal Funding
Material Transfer
Reporting Misconduct
Research Administration
Research Agreements
Safety
Students
Templates
University
Policy: Safety
Underground Storage Tank Management
Underground Storage Tank Management
- SCOPE OF PURPOSE
To ensure the management of Underground Storage Tanks (USTs) at the University is conducted in compliance with Federal and State Underground Storage Tank Regulations (7 Del. Code Chapter 74, 40CFR280), NFPA, BOCA, City of Newark and other applicable codes.This policy applies to all University underground storage tanks and underground storage tank systems containing motor fuels, heating oils, waste products, and other regulated products. …
The complete policy and more can be found on the ’s web site.
Policy Details:
OWNER: Executive Vice President
SECTION: Campus Safety and Security Policies
RESPONSIBLE OFFICE: Office of Environmental Health and Safety
POLICY NUMBER (Legacy): 7-39
ORIGINATION DATE: February 28, 1989
REVISION DATE(S): April 1, 1996; January 12, 2006
Form: Research Office
Uniform Biological Material Transfer Agreement
Uniform Biological Material Transfer Agreement
In 1995, the National Institutes of Health (NIH) published the Uniform Biological Material Transfer Agreement (UBMTA) and an Implementing Letter for the transfer of materials between nonprofit institutions. The University of Delaware is one of the institutions which has signed the UBMTA which allows signatory institutions to transfer materials to one another using a boilerplate Implementing Letter for the particular transfer.
Use of the UBMTA is optional, UD researchers may opt to use the Non-Biologicals form as an alternative. Note that the UBMTA Letter must accompany the UBMTA in all cases. Please provide investigator/scientist information as appropriate and sign as recipient or provider. Attach the completed UBMTA to the Webform before submitting.
Related Links
- Material Transfer Agreement Required Webform
- Material Transfer Agreement Template – Incoming
- Material Transfer Agreement Template – Outgoing
- Uniform Biological Material Transfer Agreement
- Uniform Biological Material Transfer Agreement Implementation Letter
Form Details:
OWNER: Research Office
RESPONSIBLE OFFICE: Research Office
ORIGINATION DATE: November 15, 2013
Form: Research Office
Uniform Biological Material Transfer Agreement Implementation Letter
Uniform Biological Material Transfer Agreement Implementation Letter
The UBMTA Letter must be used in conjunction with the UBMTA. The Implementing Letter contains a description of the material and a statement indicating that the material is being transferred in accordance with the terms of the UMBTA. It must be executed by the provider scientist and the recipient scientist, and is subject to UD Research Office approvals. Please complete the highlighted sections of the form and sign as provider or receiver as appropriate. Attached the completed UBMTA Letter to the Webform before submitting.
Related Links
- Material Transfer Agreement Required Webform
- Material Transfer Agreement Template – Incoming
- Material Transfer Agreement Template – Outgoing
- Uniform Biological Material Transfer Agreement
- Uniform Biological Material Transfer Agreement Implementation Letter
Form Details:
OWNER: Research Office
RESPONSIBLE OFFICE: Research Office
ORIGINATION DATE: December 10, 2013
Policy: University
University of Delaware Research Foundation Program
University of Delaware Research Foundation Program
- PURPOSE
To outline the administration, type of research supported, and application procedures for grants awarded by the University of Delaware Research Foundation. - POLICY
- University of Delaware Research Foundation ProgramThe University of Delaware Research Foundation, Inc. is a nonprofit, tax-exempt organization for the support of fundamental research in all fields of science. An independent corporation, it is chartered primarily to support the University’s scientific research programs.
University of Delaware Research Foundation (UDRF) grants are administered by the Senior Vice Provost for Research, who represents the University on the UDRF Research Committee and is secretary of the UDRF Board of Trustees.
The Senior Vice Provost for Research disseminates the updated information on UDRF grants to the faculty annually by letter. This letter includes the deadline for applications for grants.
The appropriate deans and chairs provide the Senior Vice Provost for Research with preliminary evaluations of applications for grants. The Senior Vice Provost combines these evaluations into a University recommendation. The final evaluation and award decision is made by the UDRF Research Committee. Grants are made primarily in the fields of the natural and physical sciences, but any proposal that uses scientific methods and promises quantitative results is eligible for a grant.
- GrantsUDRF grants support high quality scientific and engineering projects by early-career, untenured, tenure-track faculty. Costs covered are stipends, graduate student or technical assistance, equipment, supplies, travel, etc. Grants are awarded on the basis of individual merit and specific need.
The awards are made in April and become effective on the following June 1.
These grants are not to be used for the support of advanced-degree theses nor for their publication.
Understandings concerning the research grant programs and patents, copyright, and publishing considerations are stated in the Faculty Handbook and in this Policies and Procedures Manual.
Patent, copyright, and publication policies are as stated in the University of Delaware Faculty Handbook and in sections 6-6 and 6-7 of this Policies and Procedures Manual.
- Understandings and Procedures for Submitting Proposals are found in the UDRF Proposal Guidelines which are updated annually by the committee.
- University of Delaware Research Foundation ProgramThe University of Delaware Research Foundation, Inc. is a nonprofit, tax-exempt organization for the support of fundamental research in all fields of science. An independent corporation, it is chartered primarily to support the University’s scientific research programs.
The complete policy and more can be found on the ’s web site.
Policy Details:
OWNER: Provost
SECTION: Research, Sponsored Program, Technology Transfer and Intellectual Property Policies
RESPONSIBLE OFFICE: UD Research Office
POLICY NUMBER (Legacy): 2-Jun
ORIGINATION DATE: October 1, 1981
REVISION DATE(S): June 5, 1989; March 1, 1996; September 1, 2005; January 18, 2008; August 6, 2008
Procedure: NIH
Updated Requirements for NIH “Other Support”
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):
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Active AND Pending |
*** Consultants (Research Only) |
*** Resources/ Financial Support |
In-Kind Active and Pending |
Title |
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Major Goals |
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Status of Support |
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Project number |
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Name of Principal Investigator (contact PI if multi-PI study) |
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Source of support (fund source) |
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Primary Place of Performance |
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Proposal Start and End Date |
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Provide when applicable |
Total Award Amount (see below) *New |
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Estimated value of in-kind contribution |
Person Months devoted by reporting investigator per budget period (see NIH guidance) **New |
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(or reasonable estimate) |
Entity (Foreign or Domestic) |
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Description |
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*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) – when there has been a change in active other support for all senior/key personnel
- 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:
- NOT-OD-21-073: Upcoming Changes to the Biographical Sketch and Other Support Format Page for Due Dates on or after May 25, 2021
- University of Delaware Research Office, Foreign Involvement
- NOT-OD-19-114: Reminders of NIH Policies on Other Support and on Policies related to Financial Conflicts of Interest and Foreign Components.
- Mike Lauer’s 7/19 Blog post entitled, “Clarifying Long-Standing NIH Policies on Disclosing Other Support”
- NIH Protecting Biomedical Innovation (including helpful reporting at-a-glance chart)
IN SUMMARY:
Other Support Changes |
Effective |
Effective |
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
Policy: Safety
Use of Pipettes
Use of Pipettes
- PURPOSE
To establish a policy for use of pipettes. - POLICY
A variety of hazardous material are used in University laboratories, both for teaching and for research, and student, faculty, and staff exposure to such material should be kept at a minimum. Oral pipetting — suction by mouth or blowing through pipettes — is one of the most common means of exposure to hazardous materials. Oral pipetting, including oral pipetting for the purpose of starting siphons, is strictly prohibited at the University. Pipetting shall be done with a mechanical pipetting or siphoning device.Requests for exemption shall be submitted in writing to the Department of Environmental Health and Safety for Review.
The complete policy and more can be found on the ’s web site.
Policy Details:
OWNER: Executive Vice President
SECTION: Campus Safety and Security Policies
RESPONSIBLE OFFICE: Office of Environmental Health and Safety
POLICY NUMBER (Legacy): 25-Jul
ORIGINATION DATE: May 5, 1982
REVISION DATE(S): 05/05/1982, 04/01/1996
Policy: Safety
Volunteer Fire Service
Volunteer Fire Service
- SCOPE OF POLICY
This policy addresses volunteer firefighter service during working hours. - POLICY STATEMENT
To assist with the protection and safety of the Newark, Wilmington, Lewes and other campus communities, the University may release designated employees, who are volunteer fire fighters, to assist local fire companies in fighting fires during normal working hours without loss of pay. - POLICY STANDARDS AND PROCEDURES
To qualify for release time under this policy, an employee must secure the written approval of the fire chief of the department for which the employee volunteers and the employee’s supervisor. The written approval of the fire chief is to be updated annually. The employee’s supervisor at his/her discretion may restrict an employee’s response to fires as business needs require. Once the response is initiated, it is understood that the employee represents the fire department and must abide and comply with direction given by the fire chief in command of the incident. The University assumes no liability for any injury or activity arising from volunteer fire service.
The complete policy and more can be found on the ’s web site.
Policy Details:
OWNER: Executive Vice President
SECTION: Human Resources Policies
RESPONSIBLE OFFICE: Office of Human Resources
POLICY NUMBER (Legacy): 8-Jul
ORIGINATION DATE: April 15, 1975
REVISION DATE(S): 04/15/1975, 06/05/1989, 07/01/2005, 11/18/2016