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
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: Research Office
3-Business-Day Internal Proposal Deadline Policy
3-Business-Day Internal Proposal Deadline Policy
- SCOPE OF POLICY
This policy addresses the internal deadline set forth for proposal review and submission by the Research Office, and applies to all departments, faculty, and staff involved in externally sponsored research at the University of Delaware (UD).
UD investigators must have their proposals to the Research Office by 8:00am, at least three business days prior to the agency deadline – or they are not guaranteed to be submitted to the sponsor.
Currently, the Research Office processes over 1,800 proposals per year at UD, and of that number, between 600 and 700 proposals typically are funded by a wide range of sponsoring agencies. Successful proposals account for an influx of more than $161 million in research expenditures each year.
Depending on the funding agency and program, these proposals, with their required text, cited references, budgets, forms and appendices, may range in size from a few pages for a small proposal to more than a thousand pages for large, multi-institutional efforts. The Research Office conducts a thorough review of proposals prior to submission to increase their funding success rate. Due to the large volume of proposals submitted, the 3-Business-Day Internal Proposal Deadline Policy has been established to facilitate this review and ensure a smooth and successful proposal submission process at UD.
- DEFINITIONS
- Funding Opportunity – A formal request by an external sponsoring agency to request participation in an upcoming project, outlining project-specific goals, deadlines, eligibility, and deliverables.
- Proposal – A formal application by UD to participate in an externally-sponsored project, made in response to a funding opportunity.
- Sponsor or Sponsoring Agency – A external entity responsible for providing project funding if UD’s proposal is accepted and an official award agreement is subsequently executed.
- Proposal Review and Submission – The process by which a proposal is formally reviewed by UD and submitted to an external sponsoring agency.
- Internal Proposal Deadline – The deadline by which proposals must be provided to the Research Office for full review prior to the sponsor proposal deadline.
- Funding Opportunity – A formal request by an external sponsoring agency to request participation in an upcoming project, outlining project-specific goals, deadlines, eligibility, and deliverables.
- Sponsor or Sponsoring Agency Proposal Deadline – The deadline by which a UD proposal must be submitted to an external sponsoring agency for review and consideration, typically outlined via the funding opportunity.
- POLICY STATEMENT
The Research Office is committed to facilitating the submission of proposals of the highest quality to increase the probability of research funding success at UD. The 3-Business-Day Internal Proposal Deadline Policy allows the Research Office to conduct a meaningful review of the final proposal package prior to submission. This includes a thorough review for compliance with sponsor and UD rules and regulations, while allowing time for principal investigators and their administrators to finalize the scientific content. - POLICY STANDARDS AND PROCEDURES
- Internal Deadlines for Proposal Submission
- UD investigators must have their proposals to the Research Office by 8:00am, at least three business days prior to the agency deadline – or they are not guaranteed to be submitted to the sponsor. Recognizing that the proposal’s technical content requires maximum time to develop, the Research Office accepts proposal packages for review excluding the final technical component/narrative. This allows the proposal package to be prepared and readied for submission while the technical content is finalized. Final technical content must be provided to the Research Office no less than 9 business hours prior to the agency deadline to ensure all formatting requirements are met and potential submission issues are avoided.
- Submitting departments, units, and schools may have their own review timeline that is outside the scope of the Research Office deadline. Both the Research Office and the Principal Investigator’s submitting department/unit need adequate time to review and approve proposal submissions. Proactive coordination is important to ensure all complexities are understood and addressed well in advance of the sponsor deadline, especially for complex awards.
- Proposal Packages
- Proposal packages must contain all elements listed below for review by the Research Office. If any of the elements below are missing, the proposal will be considered incomplete, and will be returned to the Principal Investigator:
- Program Solicitation
- Fully-Approved Proposal Webform
- Statement of Work (SOW) and/or Abstract.
- Final Science/Technical content must be provided to the Research Office no less than 9 business hours prior to the agency deadline.
- Detailed Budget
- Budget Justification
- Subaward Documents (SOW, Budget, Budget Justification, etc.)
- Up-to-Date Conflict of Interest Disclosure (per the COI Policy)
- Other Components (per Sponsor and UD requirements)
- Proposal packages must contain all elements listed below for review by the Research Office. If any of the elements below are missing, the proposal will be considered incomplete, and will be returned to the Principal Investigator:
- Proposal Review and Submission
- Proposals received prior to the 3-Business-Day deadline will take precedence over those received after the internal deadline. After all proposals received on-time have been processed and submitted, the Research Office will review and submit, to the best of its ability, all other proposals.
- The Research Office follows a “staggered” review process wherein the date a proposal is received dictates the level of review provided per below:
- Full Review if received at least 3 business days prior to the sponsor deadline.
- Limited Review if received 2 business days prior to the sponsor deadline.
- Minimal Review if received 1 business day prior to the sponsor deadline.
Full Review
≥3 Business DaysLimited Review
2 Business DaysMinimal Review
≤1 Business DayPI Eligibility
Fully-Approved Proposal Webform
UD, Federal, and State Compliances
Sponsor Guidelines, Terms, and Conditions
Consultation with Other UD Administrative Offices
Proposal Details
Other Management Plans
- Proposals received after the 3-Business-Day internal deadline will be submitted to external sponsors with “Minimal” or “Limited” review per above. Any proposal submitted without “Full” review is subject to the following:
- If any grave errors are found (i.e. budget and/or compliance) upon full review post-submission, the application will be withdrawn by the Research Office.
- The submitting department/unit agrees to assume responsibility for any budget errors/omissions made in the proposal.
- The submitting department/unit acknowledges that proposals may contain terms and conditions that may be non-negotiable and, if not resolved, may require UD to decline an award.
- Proposals submitted with insufficient review present a greater risk of being rejected/invalidated from the sponsor and/or becoming subject to various adverse scenarios such as:
- Risk of proposal rejection due to non-compliance with sponsor guidelines
- Risk of proposal rejection due to electronic system failure
- Risk of department/unit incurring financial burden due to budget errors or omissions
- Risk of UD withdrawal of proposal post-submission or UD rejection of the award
- Internal Deadlines for Proposal Submission
Policy Details:
OWNER: UD Research Office
RESPONSIBLE OFFICE: UD Research Office
ORIGINATION DATE: January 3, 2007
REVISION DATE(S): 9/16/19, 3/01/2021
Policy Source
Email
Template: Research Office
5 Year Budget Template
5 Year Budget Template
The attached spreadsheet is a guide to assist you in building a budget for your proposal.
Template Details:
OWNER: Research Office
RESPONSIBLE OFFICE: Research Administration
REVISION DATE(S): 7/6/2022, 6/26/2023
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Form: Research Office
7012 Informed Participation Certification Form
7012 Informed Participation Certification Form
The 252.204-7012 Informed Participation Certification is applicable when DFAR 252.204-7012 Safeguarding Covered Defense Information and Cyber Incident Reporting is present in an award, but no Controlled Unclassified Information (CUI) is expected to be received or developed at UD. If there are any questions regarding export controls, please review the Research Office’s Regulatory Affairs page.
Form Details:
OWNER: Research Office
RESPONSIBLE OFFICE: Research Office
ORIGINATION DATE: March 18, 2024
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Policy: General Counsel
Abandoned, Found, Removed, or Unclaimed Property
Abandoned, Found, Removed, or Unclaimed Property
- PURPOSE
To establish a uniform and consistent policy for the retention, accounting, and disposition of abandoned, found, removed, or unclaimed property. - SCOPE OF POLICY
A University employee finding, coming into possession of, or removing abandoned, lost, or unclaimed property shall forward these item(s) either to the Department of Public Safety or an appropriate authority* within or nearest the facility in which the item was located.
The complete policy and more can be found on the General Counsel’s web site.
Policy Details:
OWNER: Executive Vice President
SECTION: Campus Safety and Security Policies
RESPONSIBLE OFFICE: Office of Campus and Public Safety
POLICY NUMBER (Legacy): Jul-33
ORIGINATION DATE: October 11, 1988
REVISION DATE(S): 1-Mar-96
Policy Source
Email
Template: Research Office
About Material Transfer Agreements
About Material Transfer Agreements
Material Transfer Agreements (MTA) establish which party is the provider and receiver of materials, the extent of the provider’s ownership and the receiver’s usage, compliance with the individual terms and conditions on use of materials, and also protects the intellectual property interests of both the provider and receiver. The UD Research Office handles both incoming MTAs, where the University is receiving research materials from other entities, as well as outgoing MTAs, where researchers are sharing UD materials with an outside entity. To request an MTA, please complete the Material Transfer Agreement Webform below. In addition to information related to the transfer, the form requires that the requestor attach a completed MTA draft:
- For incoming materials, attach the agreement template given to you by the provider institution. If no agreement was provided to you by the outside party, complete the Incoming MTA form provided in the forms below.
- For Outgoing materials complete and attach the Uniform Biological Material Transfer Agreement (UBMTA)for biological materials or MTA template for non-biological materials, or as an alternative to the UBMTA if desired.
The system will automatically populate the routing sequence for each request, however, the requestor may include additional approvers who should review/approve the transfer request. The Research Office will review the template, and secure appropriate approvals for final execution of the MTA. The Research Office will notify the requestor once all approvals have been met, and the agreement has been fully-signed. Note that materials cannot be sent or received until the MTA has been fully-signed.
Related Links
Form: Research Office
Account Closeout Checklist
Account Closeout Checklist
The account closeout checklist is to be used for Contracts and Management. It includes technical reporting, cost share/match, after-end-date charges, over expenditures, unallowable charges, outstanding transactions, equipment inventory, subcontracts, salary JV’s, F&A, potential inventions or other intellectual properties, purpose and project, final expenditure total, labor allocations module.
Form Details:
OWNER: UD Research Office
RESPONSIBLE OFFICE: UD Research Office
ORIGINATION DATE: October 14, 2008
Download Form Email
Procedure: Human Subjects in Research
Administrative Review
Administrative Review
Please review the material carefully and if there are any questions, please refer to the Regulatory Affairs page.
In addition to the types of review listed above, the Institutional Review Board (IRB) may provide administrative reviews when appropriate. Administrative reviews are used in cases in which the University of Delaware needs record of research with human subjects in which UD is engaged, but for which review and approval are not issued by the UD IRB. This is the case, for example, when UD investigators are part of a research team performing research at another institution. Depending on the nature of the research and the collaboration arrangement, UD IRB may rely on the review and approval from the other institution’s IRB. UD keeps record of that reliance via an administrative review.
All UD investigators involved in collaborative research with human subjects must consult with UD IRB and submit that proposed effort to the UD IRB regardless of other IRB reviews sought after.
Procedure Details:
OWNER: UD Research Regulatory Affairs
RESPONSIBLE OFFICE: Research Office
Procedure Source
Email
Policy: General Counsel
Alarms and Security Monitoring Systems
Alarms and Security Monitoring Systems
- PURPOSE
To establish a review and approval procedure governing the design, selection, purchase and installation of any intrusion alarms and other security monitoring systems to ensure maximum system compatibility and effectiveness. - SCOPE OF POLICY
Any person or unit of the University considering the purchase or installation of an intrusion alarm or security monitoring system on the University premises must consult with and receive prior approval from the Director of Public Safety or his designee.
The complete policy and more can be found on the General Counsel’s web site.
Policy Details:
OWNER: Executive Vice President
SECTION: Campus Safety and Security Policies
RESPONSIBLE OFFICE: Office of Campus and Public Safety
POLICY NUMBER (Legacy): 28-Jul
ORIGINATION DATE: October 2, 1985
REVISION DATE(S): 1-Apr-96
Policy Source
Email
Policy: General Counsel
Ambulance Service for University Employees
Ambulance Service for University Employees
- PURPOSE
To assist in providing immediate medical attention for University employees who are injured or require medical attention while at work. - SCOPE OF POLICY
When an employee is injured at work or is suffering from an ailment that in the exercise of good judgment requires emergency first aid or examination/treatment by a physician, the employee, the supervisor, or someone else who is present should immediately call 911. Outside of the Newark Campus, contact should also be made with Public Safety at 831-2222 (or 645-4333 in Southern Delaware).
The complete policy and more can be found on the General Counsel’s web site.
Policy Details:
OWNER: Executive Vice President
SECTION: Campus Safety and Security Policies
RESPONSIBLE OFFICE: Office of Campus and Public Safety
POLICY NUMBER (Legacy): 5-Jul
ORIGINATION DATE: March 1, 1996
REVISION DATE(S): December 2000; July 1, 2005
Policy Source
Email
Form: Environmental Health and Safety
Application for Analytical X-Ray Equipment Utilization
Application for Analytical X-Ray Equipment Utilization
Application required in order to use X-Ray equipment for research.
Form Details:
OWNER: Environmental Health & Safety
RESPONSIBLE OFFICE: Environmental Health & Safety
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Form: Grants.Gov
Application for Federal Assistance SF 424 (R&R) Sample Form
Application for Federal Assistance SF 424 (R&R) Sample Form
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: UD Research Office
RESPONSIBLE OFFICE: UD Research Office
ORIGINATION DATE: July 20, 2007
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Form: Environmental Health and Safety
Application for Radionuclide Utilization
Application for Radionuclide Utilization
Application outlining the personnel and quantities of radionuclides being used for a specific research project.
Form Details:
OWNER: Environmental Health & Safety
RESPONSIBLE OFFICE: Environmental Health & Safety
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