Forms, Policies & Procedures

About Material Transfer Agreements

A material transfer agreement (MTA) is used to manage and record the transport of research material from one party to another, and is required for both incoming and outgoing materials. The attached form(s) are used to facilitate these transfers. For more information regarding intellectual property and research, please refer to the Regulatory Affairs page, or for additional questions, please contact Regulatory Affairs at 302-831-2136.

The MTA establishes 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.

Account Closeout 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.

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.

Alternative Research Agreement

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.

This form is a research agreement between a company and the University of Delaware. It has the following formal wording:

__________________________________________________________________

RESEARCH AGREEMENT BETWEEN COMPANY AND THE UNIVERSITY OF DELAWARE

THIS AGREEMENT is between , with offices at (hereinafter referred to as COMPANY), and the University of Delaware, with offices at Newark, Delaware 19716 (hereinafter referred to as UNIVERSITY), an educational nonprofit institution chartered under the laws of the State of Delaware. …

__________________________________________________________________

For a full description of the applicability of the “Research Agreements with Industry” please download this pdf. There are two options available to PI’s in IP Term Negotiations which include Standard Research Agreement and Exclusivity of Licensing to Private Sector Partner overviews.

Application for Analytical X-Ray Equipment Utilization

This form deals with Radiation Safety. Please review the form carefully to determine its applicability in your research, as well as the entity that governs this particular form. For questions regarding safety concerns and regulations, please visit UD’s EHS (Environmental Health and Safety) or review the policies and procedures in the Safety Section of this page.

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

This form deals with Radiation Safety. Please review the form carefully to determine its applicability in your research, as well as the entity that governs this particular form. For questions regarding safety concerns and regulations, please visit UD’s EHS (Environmental Health and Safety) or review the policies and procedures in the Safety Section of this page.

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

Application for Use of Open Flame Devices

This form deals with Fire Prevention/Fire Protection. Please review the form carefully to determine its applicability in your research, as well as the entity that governs this particular form. For questions regarding safety concerns and regulations, please visit UD’s EHS (Environmental Health and Safety) or review the policies and procedures in the Safety Section of this page.

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

This form deals with Radiation Safety. Please review the form carefully to determine its applicability in your research, as well as the entity that governs this particular form. For questions regarding safety concerns and regulations, please visit UD’s EHS (Environmental Health and Safety) or review the policies and procedures in the Safety Section of this page.

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)

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.

Research Subaward Agreement page 1.

Attachment 3B: Subrecipient Contact (Page 2)

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.

Research Subaward Agreement Page 2.

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

This form deals with Biological Safety. Please review the form carefully to determine its applicability in your research, as well as the entity that governs this particular form. For questions regarding safety concerns and regulations, please visit UD’s EHS (Environmental Health and Safety) or review the policies and procedures in the Safety Section of this page.

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.