Forms, Policies & Procedures

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

• 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

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.

Application for Analytical X-Ray Equipment Utilization

Application required in order to use X-Ray equipment for research.

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.

Application for Radionuclide Utilization

Application outlining the personnel and quantities of radionuclides being used for a specific research project.

Application for Use of Open Flame Devices

Application needed in order to have an open flame in University Facilities. Application must be completed and submitted to EHS 2 weeks prior to the event using the open flame.

Application for Visiting Scientist to Use Radioactive Materials

Visiting scientists may use radioactive materials in University of Delaware laboratories for a one week period provided-

1. they have significant past radiation experience,
2. they provide documentation of radiation safety training at their home institution during the previous 12 month period,
3. they complete this form, and 4) they perform radiation work under the close supervision of a permanent UD radiation worker.

Visitors staying longer than one week or making more than 3 distinct visits to the lab in the same year must contact the UD Radiation Safety Officer (831-8475) to obtain radiation safety training.

Instructions to Visiting Scientist: Complete Sections 1-4 of this form and forward it (with the Section 2 attachment) to the UD Radiation Safety Officer (FAX 302-831-1528) ASAP but at least three working days before you begin radiation work in the laboratory. You must submit this form each time you visit UD and plan to use radioactive material.

Attachment 3B: Subrecipient Contact (Page 1)

Research Subaward Agreement page 1.

Attachment 3B: Subrecipient Contact (Page 2)

Research Subaward Agreement Page 2.

Automated Closeout Report (ACR) Webform

The ACR webform serves as a reminder for unit administrators to notify the PI of relevant sponsor due dates, and to contact Contract and Grants Specialists for applicable federal submissions (ex: NIH). This is a webform to manage project status and prepare for Closeout.

This form requires CAS login. ACR Webform Login

Automated Closeout Report (ACR) webform login

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.

Biological Material Registration Form

Registration of Biological Material being used in a specific research study.

Information such as type of bio-material, processes, labs, etc. must be provided as well as an abstract of the work being performed.