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

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Forms, Policies and Procedures (97 Policies Entries)
Policy: Contracts and Grant Management
3-Business-Day Internal Proposal Deadline Policy
Policy

3-Business-Day Internal Proposal Deadline Policy

  1. 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.

  2. DEFINITIONS
    1. 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.
    2. Proposal – A formal application by UD to participate in an externally-sponsored project, made in response to a funding opportunity.
    3. 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.
    4. Proposal Review and Submission – The process by which a proposal is formally reviewed by UD and submitted to an external sponsoring agency.
    5. Internal Proposal Deadline – The deadline by which proposals must be provided to the Research Office for full review prior to the sponsor proposal deadline.
    6. 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.
    7. 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.
  3. 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.
  4. POLICY STANDARDS AND PROCEDURES
    1. Internal Deadlines for Proposal Submission
      1. 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 by 8:00am on the day of the agency deadline to ensure all formatting requirements are met and potential submission issues are avoided.
      2. 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.
    2. Proposal Packages
      1. 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:
        1. Program Solicitation
        2. Fully-Approved Proposal Webform
        3. Statement of Work (SOW) and/or Abstract.
          1. Final Science/Technical content may be omitted until 8:00am on the agency deadline.
        4. Detailed Budget
        5. Budget Justification
        6. Subaward Documents (SOW, Budget, Budget Justification, etc.)
        7. Up-to-Date Conflict of Interest Disclosure (per the COI Policy)
        8. Other Components (per Sponsor and UD requirements)
    3. Proposal Review and Submission
      1. 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.
      2. The Research Office follows a “staggered” review process wherein the date a proposal is received dictates the level of review provided per below:
        1. Full Review if received at least 3 business days prior to the sponsor deadline.
        2. Limited Review if received 2 business days prior to the sponsor deadline.
        3. Minimal Review if received 1 business day prior to the sponsor deadline.

           

          Full Review
          ≥3 Business Days

          Limited Review
          2 Business Days

          Minimal Review
          ≤1 Business Day

          PI 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

           

           

           

      3. 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:
        1. 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.
        2. The submitting department/unit agrees to assume responsibility for any budget errors/omissions made in the proposal.
        3. 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.
      4. 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:
        1. Risk of proposal rejection due to non-compliance with sponsor guidelines
        2. Risk of proposal rejection due to electronic system failure
        3. Risk of department/unit incurring financial burden due to budget errors or omissions
        4. Risk of UD withdrawal of proposal post-submission or UD rejection of the award

 

Policy Details:

OWNER: UD Research Office

RESPONSIBLE OFFICE: UD Research Office

ORIGINATION DATE: January 3, 2007

REVISION DATE(S):

9/16/2019

Policy Source Open Policy



Policy: Safety
Abandoned, Found, Removed, or Unclaimed Property
Policy

Abandoned, Found, Removed, or Unclaimed Property

  1. PURPOSE
    To establish a uniform and consistent policy for the retention, accounting, and disposition of abandoned, found, removed, or unclaimed property.
  2. 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.

    Any person or office designated as a deposit point for such items shall maintain a log containing a description of the property, date and location found, name and address of the finder, and disposition of the item(s).

    Any property deposited with an appropriate authority which is not claimed or returned to the rightful owner within 10 days of the receipt shall be forwarded to the Department of Public Safety.

    Property can be returned or released to a rightful owner if that person can reasonably demonstrate ownership.** Claimants shall provide identification and be required to sign for the item.

    Property which has been found and turned in by a finder who is not an employee or agent of the University may be returned to the finder by the Department of Public Safety after all reasonable efforts to locate the rightful owner have been exhausted.

    In cases where an employee or agent of the University is the finder, the property will be disposed of in accordance with established Public safety departmental procedures.

    Theft of lost or mislaid property occurs when a person exercises control over the property of another which is known to be lost, mislaid, or misdelivered without taking reasonable measures to return the property to its owner, and is a criminal offense.

    * An appropriate authority is a designated person or office location where this type of property is normally deposited and maintained.

    **Any questions, concerns, or disputes in determining rightful ownership should be immediately referred to the Department of Public Safety.

 

Policy Details:

OWNER: Executive Vice President

SECTION: Campus Safety and Security Policies

RESPONSIBLE OFFICE: Office of Campus and Public Safety

POLICY NUMBER (Legacy): 7-33

ORIGINATION DATE: October 11, 1988

REVISION DATE(S):

1-Mar-96

Policy Source Open Policy



Policy: Safety
Alarms and Security Monitoring Systems
Policy

Alarms and Security Monitoring Systems

  1. 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.

  2. 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.

    Anyone considering the purchase or installation of an intrusion alarm or security monitoring system must contact the Department of Public Safety, Technical Services Unit, at 831-2683. the Director of Public Safety or his designee will review the physical and personal security needs of the facility and the persons who will occupy that facility, determine appropriate design parameters, and assist with the selection of the system.

    Prior to placing any intrusion alarm or security monitoring system on line, the contractor or installer must ensure that the system has been tested for proper operation and that an orientation has been conducted with the primary users and Public Safety staff.

    All design specifications must comply with standards established by Facilities Management.

    * This policy applies to new construction, existing facilities, upgrading/changing system designs or specifications, and any other modifications to existing or planned security systems that either report to or are monitored by the Department of Public Safety.

 

Policy Details:

OWNER: Executive Vice President

SECTION: Campus Safety and Security Policies

RESPONSIBLE OFFICE: Office of Campus and Public Safety

POLICY NUMBER (Legacy): 7-28

ORIGINATION DATE: October 2, 1985

REVISION DATE(S):

1-Apr-96

Policy Source Open Policy



Policy: Safety
Ambulance Service for University Employees
Policy

Ambulance Service for University Employees

  1. PURPOSE
    To assist in providing immediate medical attention for University employees who are injured or require medical attention while at work.
  2. 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).

    1. The caller should provide the following information:
      1. The location, age, gender, and name (if known) of the injured/sick employee.
      2. As much detail as possible about the nature of the injury or illness.
      3. Information about any hazards that may threaten the victim or responding officers.
      4. The name and department of the caller.
    2. Types of Response
      1. University police and security officers are trained in CPR and basic first aid. They are normally the first responders to medical emergencies on campus. University police officers are dispatched to all life threatening medical emergencies and investigate all accidents resulting in serious injury. If an injury or illness is such that ambulance transportation is not required, the affected individual may be transported in a University Police vehicle.
      2. If an ambulance is needed to transport the employee, University Police Communications Center will transfer the call to the New Castle County Fire board. The Fire board will dispatch an ambulance to the scene. UDECU, University of Delaware Emergency Care Unit, a volunteer Registered Student Organization whose members receive extensive emergency medical training and are Nationally Registered Emergency Medical Technicians-Basic (NREMT-B) would be the first to be contacted to respond. If UDECU is not available for service or the site of the injured/sick employee is outside the Newark Campus, then the appropriate basic life support service provider will be dispatched.
      3. When advanced life support assistance is required, a Paramedic unit will be requested. Paramedics do not provide ambulance service, but will accompany a patient to the most appropriate emergency medical facility.
    3. If transportation is required, the employee will be transported to the appropriate medical facility.*
    4. In non-emergency cases where the employee has been transported to a medical facility by a Public Safety officer, Public Safety will be available for transportation back to campus and/or other reasonable transfers.
    5. In cases where the injured/sick employee is on campus and needs to return home, the employee’s supervisor will ensure that appropriate transportation arrangements are made.

* The University of Delaware recommends Christiana Care, Occupational Health Services to handle job related injuries. Provider information is available on the Environmental Health and Safety Accident Procedures web site. All employees who suffer work related injuries of a non-emergency nature will be transported to Environmental Health during normal business hours. Employees have the option of being taken to a local medical facility instead of Environmental Health if they so chose. In cases involving serious injuries or illnesses, the responding ambulance attendants or Paramedics will determine the most appropriate facility.

 

Policy Details:

OWNER: Executive Vice President

SECTION: Campus Safety and Security Policies

RESPONSIBLE OFFICE: Office of Campus and Public Safety

POLICY NUMBER (Legacy): 7-05

ORIGINATION DATE: March 1, 1996

REVISION DATE(S):

December 2000; July 1, 2005

Policy Source Open Policy



Policy: Safety
Asbestos Management
Policy

Asbestos Management

  1. PURPOSE
    To ensure that asbestos exposures of all University personnel, students, guests, visitors and contract personnel are minimized by assuring that all activities that may impact, disturb or dislodge asbestos containing materials and all building conditions that could allow exposure to asbestos fibers are conducted and abated, respectively, in a manner consistent with established safety practices.
  2. LIMITATIONS
    This policy and the associated Asbestos Management Plan is established to address the health concerns posed by exposure to asbestos in University owned and/or occupied buildings.
  3. DEFINITIONS
    1. Asbestos Containing Materials (ACM) – any material containing more than one percent asbestos. Common examples of ACM include but are not limited to: pipe and boiler insulation, sprayed on fire- proofing, troweled on acoustical plaster, floor tile and mastic, floor linoleum, transite shingles, roofing materials, wall and ceiling plaster, ceiling tiles, and gasket materials.
    2. Presumed Asbestos Containing Material – any thermal or surfacing materials present in buildings constructed prior to 1980 that are assumed to contain greater than one percent asbestos but have not been sampled or analyzed to verify or negate the presence of asbestos as defined by the OSHA Asbestos Standard.
    3. Small Operations and Maintenance Activity – any activity conducted by the University’s in-house asbestos team that requires the abatement of less than 25 linear feet or 10 square feet of known or assumed asbestos containing materials.
    4. Suspect Asbestos Containing Materials – any material that may contain more than one percent asbestos but has not been sampled and tested to determine its asbestos content.
  4. POLICY
    1. The Department of Environmental Health and Safety (DEHS) shall write and maintain an Asbestos Management Plan which establishes an asbestos operations and maintenance program and procedural document for the University. The Department of Environmental Health and Safety is responsible for the management and implementation of the Asbestos Management Plan.
    2. Prior to the start of any renovation and/or demolition project, excluding small operations and maintenance activities, the DEHS must be contacted to coordinate a survey for suspect and known asbestos containing materials in the project area. Any suspect asbestos containing material identified in the project area that may be impacted or disturbed must be either sampled and tested to determine its asbestos content following established protocols or assumed to contain asbestos and managed as an asbestos containing material. Small operations and maintenance activities do not need to be coordinated through the DEHS.
    3. Any materials that are known and/or identified to be ACM and will be impacted or disturbed as a result of renovation or demolition activity must be properly abated in accordance with University specifications; State of Delaware Regulations Governing the Control of Asbestos Containing Materials; Environmental Protection Agency NESHAP Regulations; and Environmental Safety and Health Administration Asbestos Standards.
    4. Asbestos abatement projects, excluding small operations and maintenance activities, must be coordinated, supervised and monitored by the DEHS and/or the University’s approved term consultant. Small operations and maintenance activities do not need to be supervised and monitored unless they are completed in public areas. Examples of public areas include but are not limited to offices, classrooms, auditoriums, conference rooms, hallways, bathrooms, living spaces, common building areas and laboratories Any exceptions to the supervision and monitoring requirement must be determined on a case by case basis by the DEHS.
    5. The DEHS shall require that specific University employees receive asbestos awareness training and annual refresher training thereafter. They shall also be responsible for determining which job classifications are subject to training.
    6. University employees who are required to perform asbestos abatement activities, covered under EPA’s NESHAP Regulations must be certified by the State of Delaware as asbestos abatement supervisors/workers.
    7. University employees who are required to perform operations and maintenance activities involving asbestos containing materials must be certified by the State of Delaware for these operations. Any University employee or sub-contractor that identifies any damaged, suspect or known asbestos containing materials shall notify the DEHS immediately upon identification. The DEHS will assess the situation, arrange for the appropriate corrective actions, and notify the regulatory agencies as necessary.
    8. Asbestos consultants that may be contracted by the University to prepare asbestos abatement specifications, conduct facility surveys for ACM, monitor asbestos abatement projects and analyze bulk and air asbestos samples shall be pre-approved by the DOHS.
    9. Asbestos abatement contractors that may be contracted by the University to complete asbestos abatement projects shall be pre- approved by the DEHS.

For further information or copies of the Asbestos Management Plan, please contact Environmental Health and Safety, ext 8475.

 

Policy Details:

OWNER: Executive Vice President

SECTION: Campus Safety and Security Policies

RESPONSIBLE OFFICE: Office of Environmental Health and Safety

POLICY NUMBER (Legacy): 7-42

ORIGINATION DATE: June 26, 1996

REVISION DATE(S):

13-Jan-06

Policy Source Open Policy



Policy: Intellectual Property
Bayh-Dole Act
Policy

Bayh-Dole Act

UD Requirements

In 1980, Congress enacted the Bayh-Dole Act, permitting the University to own inventions and patents made on federal grants.

The University must report its inventions and may elect to own and promote them.

The University has the right to license and commercialize inventions and intellectual property, subject to certain retained government purpose rights.

The University has all new faculty sign a “reminder letter” confirming obligations.

Bayh-Dole Act Background

To report an invention, see these policies and forms and contact the Intellectual Property Office within the Office of Economic Innovation and Partnerships for more information.

When the U.S. Congress passed P. L. 96-517, the Patent and Trademark Law Amendments Act, more commonly known as the “Bayh-Dole Act,” in 1980, a uniform federal patent policy was established, clearly stating that small businesses and non-profit organizations, including universities, could retain ownership of inventions made under federally sponsored research.

In return, the University of Delaware is expected to file for patent protection on inventions and then promote the licensing of those patents by the commercial sector, ensuring the outflow of UD discoveries and technologies from our labs to the marketplace.

Named after the senators who cosponsored it, Birch Bayh of Indiana and Robert Dole of Kansas, the Bayh-Dole Act and its subsequent amendments provide the basis for current university technology transfer practices. The landmark legislation has led to a more rapid transformation of university research into marketable products and technologies of use by and of benefit to society, as well as the launching of new industries and start-up companies to pursue the development of novel university inventions.

At the University of Delaware, the chief goal of the Office of Economic Innovation and Partnerships is to encourage and enable innovation and entrepreneurship; grow, utilize and leverage the University’s knowledge-based assets; and create and capture new economic and community benefits.

If you are a UD researcher with an invention to report, please review these policies and forms and contact Intellectual Property and Compliance within the Office of Economic Innovation and Partnerships for more information.

 

Policy Details:

OWNER: National Institutes of Health

RESPONSIBLE OFFICE: Research Office

Policy Source Open Policy



Policy: Safety
Biosafety Program
Policy

Biosafety Program

The University’s Biosafety program is established to protect individuals from exposure to biohazards through the application of administrative and engineering controls. The program is managed by the Biosafety Officer and has oversight by the University Biosafety Committee. The program is described in the various subject areas listed below:

BIOLOGICAL PROGRAMS

BIOSAFETY RESOURCES

Any Biosafety issues may be addressed to Krista Murray or call 831-1433.

 

Policy Details:

OWNER: Environmental Health & Safety

RESPONSIBLE OFFICE: Environmental Health & Safety

Policy Source Open Policy



Policy: Safety
Bloodborne Pathogens
Policy

Bloodborne Pathogens

  1. PURPOSE
    To protect workers from the risks of being occupationally infected with the Human Immunodeficiency Virus (HIV), Hepatitis B virus, or other bloodborne pathogens and to implement the OSHA Standard 29 CFR Section 1910.1030 Bloodborne Pathogens.
  2. DEFINITIONS
    1. Blood: means human blood, human blood components, and products made from human blood.
    2. Bloodborne Pathogens: means pathogenic microorganisms that are present in human blood and can cause disease in humans. These pathogens include, but are not limited to, hepatitis B virus (HBV) and human immunodeficiency virus (HIV).
    3. Other Potentially Infectious Materials means:
      1. The following human body fluids: semen, vaginal secretions, cerebrospinal fluid, synovial fluid, pleural fluid, pericardial fluid, peritoneal fluid, amniotic fluid, saliva in dental procedures, any body fluid that is visibly contaminated with blood, and all body fluids in situations where it is difficult or impossible to differentiate between body fluids;
      2. Any unfixed tissue or organ (other than intact skin) from a human (living or dead); and
      3. HIV-containing cell or tissue cultures, organ cultures, and HIV-or HBV-containing culture medium or other solutions; and blood, organs, or other tissues from experimental animals infected with HIV or HBV.
    4. Occupational Exposure: reasonably anticipated skin, eye, mucous membrane, or parenteral contact with blood or other potentially infectious materials that may result from the performance of an employee’s duties.
  3. SCOPE
    This policy applies to all University personnel, employees, students and visitors, who are exposed to blood or other potentially infectious materials as a result of their University sponsored activities.
  4. POLICY
    1. The Director of Environmental Health and Safety shall be responsible for determining which job classifications are subject to regulation by the OSHA Bloodborne Pathogens Standard, hereafter referred to as the Standard.
    2. The DEHS shall write and maintain a current Exposure Control Plan (ECP) for the University which establishes a program to assure compliance with the Standard.
    3. Deans, directors, chairpersons, principal investigators, laboratory instructors, and line supervisors shall assure compliance with the requirements established in the University ECP. Individuals responsible for assuring compliance with this policy shall correct violations upon detection. Disciplinary actions shall be taken as needed.
    4. Hepatitis B vaccinations shall be offered to all individuals occupationally exposed and provided free of charge to employees who are subject to regulation by the Standard.

For further information or copies of the Exposure Control Plan, please contact Environmental Health and Safety, ext. 8475.

 

Policy Details:

OWNER: Executive Vice President

SECTION: Campus Safety and Security Policies

RESPONSIBLE OFFICE: Office of Environmental Health and Safety

POLICY NUMBER (Legacy): 7-31

ORIGINATION DATE: August 29, 1988

REVISION DATE(S):

15-Mar-94

Policy Source Open Policy



Policy: Safety
Bloodborne Pathogens Program
Policy

Bloodborne Pathogens Program

The University of Delaware’s Bloodborne Pathogens Program was established in 1993 to protect workers who are exposed to blood or other potentially infectious materials in the workplace. It is designed to provide compliance with the Occupational Safety and Health Administration’s Bloodborne Pathogens Standard. The program requires registration with the Department of Environmental Health and Safety.

Questions regarding bloodborne pathogens issues may be addressed to EHS or call 831-8475.

 

Policy Details:

OWNER: Environmental Health & Safety

RESPONSIBLE OFFICE: Environmental Health and Safety

Policy Source Open Policy



Policy: Contracts and Grant Management
Budget Revision for Sponsored Awards
Policy

Budget Revision for Sponsored Awards

Definition/background

The budget plan is the financial expression of the project or program as approved by the sponsor during the award process. During the conduct of a project, the principal investigator may determine that budget changes are necessary to carry-out the project work. Many sponsors allow flexibility in how project funds are expended and permit budget changes needed to meet project requirements. Principal investigators need to be aware of the specific requirements for their awards and to request prior approval for budget changes when the terms and conditions of the sponsor or particular award require it. Revisions to sponsored project budgets that require sponsor prior approval must be reviewed and approved by the Research Office.

Informal rebudgeting occurs when actual expenditures exceed or fall short of the amount budgeted in a specific budget category. If sponsor prior approval is not required by the award terms, it is not required to submit a budget revision-contracts and grants webform to re-align the budget to match actual expenditures.

Procedure when requesting a rebudget of funds on same purpose code:

  • To request rebudgeting of funds on a federal or federal flow-through grant or contract:
    1. Complete a FIN Budget Revision – Contracts and Grants webform
    2. All FIN Budget Revision – Contracts and Grants webforms involving federal or federal flow-through awards will automatically route to the Research Office for review and approval
    3. Provide an explanation and justification regarding the rebudget request
    4. If sponsor requires prior approval of budget revisions please note this in the comments
    5. A Research Office Contract & Grant Specialist will review the request and the terms and conditions of the award
    6. If sponsor prior approval is required, the Contract & Grant Specialist will forward the rebudgeting request to the sponsoring agency
      1. The Research Office waits for determination from sponsor before processing the budget revision webform
      2. If request is approved, the budget revision webform will be approved and processed by the Contract & Grant Specialist
      3. If request is denied, the budget revision webform will be returned to originator and canceled. The Contract & Grant Specialist will enter an explanation regarding the sponsor’s decision in the comments
    7. If sponsor prior approval is not required, the Contract & Grant Specialist will review the request and if appropriate approve the form and process the budget revision in the financial system
  • To request rebudgeting of funds on a non-federal or federal flow through grant or contract :
    1. Complete a FIN Budget Revision – Contracts and Grants webform
    2. All FIN Budget Revision – Contracts and Grants webforms involving non-federal or federal flow-through awards will automatically copy to the Research Office
    3. Provide an explanation and justification regarding the rebudget request
    4. If sponsor prior approval for budget revisions is required, note this in the explanation comments AND manually forward the form for Research Office review and approval by adding the Research Office to the electronic form routing (forward to wf-grantsbudrev@udel.edu). Note: if sponsor prior approval is required and the form is not forwarded to the Research Office for review, the PI’s department will be responsible to remove any disallowed costs resulting from the unauthorized rebudgeting
    5. When a FIN Budget Revision – Contracts and Grants webform is forwarded to RO for approval, Research Office Contract & Grant Specialist will review the request and the terms of the award. If sponsor prior approval is required, the Contract & Grant Specialist will forward the rebudgeting request to the sponsor
      1. The Research Office waits for determination from sponsor before processing the budget revision webform
      2. If request is approved, the budget revision webform will be approved and processed in the financial system by the Research Office
      3. If request is denied, the budget revision webform will be returned to originator and canceled. The Contract & Grant Specialist will enter an explanation regarding the sponsor’s decision in the comments
    6. If a FIN Budget Revision – Contracts and Grants webform for a non-federal or federal flow-through award is not forwarded to the Research Office manually by the form submitter, once all internal approvals are recorded, the system will automatically apply the budget revision in the financial system

Any questions, please contact your Contract and Grant Administrator.

 

Policy Details:

OWNER: UD Research Office

RESPONSIBLE OFFICE: UD Research Office

Policy Source Open Policy



Policy: Safety
Building Floor Loading
Policy

Building Floor Loading

  1. PURPOSE
    To develop safety procedures to be followed to insure that structural design of building floors are not exceeded to the point of collapse.
  2. POLICY
    It shall be the policy of the University not to exceed the assigned permissible floor loadings of any building as established by Facilities Planning and Construction.

    All buildings are structurally engineered to provide a specific floor loading which should not be exceeded. This is to prevent major collapse which could result in loss of life and major physical damage. Original occupancy of buildings considers placement of equipment to keep the floor loading under these limits. However, with passage of time, considerable changes are effected over the life of a building to accomplish updating with new programs, new equipment, new personnel, and other projects.

    Heavy equipment items such as machinery, computers, heavy blueprint files, kilns, furnaces are often added which are heavy with their own weight. Other equipment items often leading to excessive loading are cold rooms, mass grouping of 4 drawer files, blueprint files, and similar items which become heavy only after being used or occupied.

  3. PROCEDURE
    1. Facilities Planning and Construction

      During remodeling or renovation planning for a building, the Facilities Planning and Construction Department will verify the safe floor loading before the project is approved for construction.

      If maintenance conditions arise in which the integrity of a floor system is questionable, Facilities Planning and Construction will have it reviewed by a licensed structural engineer for verification of the safe floor loading limit. If the safe limit is modified, Facilities Planning and Construction will correct their listing for the area involved.

    2. Purchasing

      Procurement Services will not purchase heavy equipment and material such as cold boxes, machinery and laboratory equipment without prior confirmation of floor load capability by Facilities Management. As a general guide, equipment of this nature should be reviewed if it exceeds 30 lbs./square foot in its floor load. If it is a “container” which may be loaded with items after installation in which the floor load may be questionable, it should also be reviewed by Facilities Management.

    3. Facilities Maintenance and Operations

      Facilities personnel, during the course of performing building maintenance work, will report to the Director of Facilities Maintenance and Operations any structural deficiencies observed and will take necessary action to determine cause of the deficiency and correct it. If a condition is found that is unsafe to personnel, the area will be evacuated until the condition is corrected. Such conditions will be immediately reported to the Public Safety Office and to Facilities Planning and Construction.

      Facilities personnel, who normally move and install most heavy equipment, will report any abnormally heavy loads being installed to the Director of Facilities Maintenance and Operations for verification of safe floor loading. (The guidelines stated for Purchasing above may be used to identify when loads become heavy and require investigation). The Director will verify the conditions with the Facilities Planning and Construction Office for approval or changes needed.

    4. All Other Departments

      Since cases of excessive floor loading may arise over time by purchase of new equipment or gradual concentration of heavy files or equipment, Department personnel must be alert to changing conditions that may exceed designed floor loadings:

      1. Any area suspected to exceed floor weights of 30 pounds per square foot should be brought to the attention of Facilities Planning and Construction for review. If areas must be modified to insure safety, Facilities Planning and Construction shall follow up with the Department involved.
      2. Purchase of new equipment which exceeds a floor load a weight of 30 pounds per square foot shall be reviewed with Facilities Planning and Construction for approval.

        Note: The weight limit of 30 pounds per square foot is the lowest known floor loading in University buildings. Many buildings exceed this rating depending on type of construction and age.

        If it is known that a department’s space has a load limit exceeding 30 pounds per square foot (i.e. 100 pounds per square foot for example) the known rating may be substituted in “1” and “2” above so that verification of loading would be required only when it exceeds the known rating.

 

Policy Details:

OWNER: Executive Vice President

SECTION: Facilities, Real Estate and Auxiliary Services Policies

RESPONSIBLE OFFICE: Facilities, Real Estate and Auxiliary Services

POLICY NUMBER (Legacy): 7-20

ORIGINATION DATE: September 15, 1977

REVISION DATE(S):

June 5, 1989; March 1, 1996; July 1, 2005

Policy Source Open Policy



Policy: Safety
Campus Injuries and Illnesses
Policy

Campus Injuries and Illnesses

  1. PURPOSE
    To outline the appropriate action to be followed when a University employee, visitor or student is involved in a campus injury or illness.
  2. POLICY
    1. NotificationUniversity employees and students must notify their immediate supervisor of all campus injuries or illnesses as soon as possible. Persons responsible for visitors shall report campus injuries or illnesses whenever possible.  Injuries or Illnesses which result in medical expenses for these non-University employees (students and visitors) should be submitted through their personal insurance or Student Health Insurance.
    2. Immediate Medical AttentionIf immediate medical attention is required, injured or ill persons should be transported to the nearest emergency health care facility. Serious or nonroutine medical injuries should be directly referred to Christiana Hospital. This should be accomplished by arranging for emergency transport by calling:
      Newark Campus: Public Safety 911
      All other Campuses: call 9-911
    3. Routine Medical AttentionFor illnesses or injuries that do not require immediate medical attention but do warrant medical consultation, the following options are available:
      1. Employees may visit the University Environmental Health Provider chosen by Labor Relations and Environmental Health and Safety or their personal physician. (Provider information is available on the Environmental Health and Safety Injury/Illness Procedures web page, or from the  Office of Labor Relations) Employees requiring medical attention shall not return to regular activities until released by a medical professional.
      2. Students may use the Student Health Service at Laurel Hall or their personal physician.
      3. Visitors are permitted to use the University’s Environmental Healthcare provider or their personal physician.
      4. Bills for medical expenses resulting from illnesses or injuries for non-University employees (students and visitors) should be submitted through their personal insurance or Student Health Insurance (students).
    4.  Reporting
      1. Employees: The Department of the injured/ill employee must complete and submit a State of Delaware First Report of Occupational Injury or Disease and Injury/Illness Loss Investigation Report Form and submit it to the Office of Labor Relations within 24 hours. Copies of the report should be provided to Environmental Health and Safety and their Departmental Safety Committee Chair, to the extent they exist.
        1. Forms are available from the Office of Labor Relations, 831-8305 or from Environmental Health and Safety’s web site at Environmental Health and Safety.
      2. Students/Visitors: A First Report of Injury and Illness/Injury Loss Investigation Report form must be completed for student/visitors and submitted to the Department of Environmental Health and Safety and their Departmental Safety Committee Chair, to the extent they exist.
        1. Forms are available from the Department of Environmental Health and Safety, 831-8475, or on the EH&S website.
    5. InvestigationAn investigation shall be completed for all reported illnesses/injuries as appropriate. Documentation of these investigations is included with the report form. Departmental Safety Committees are responsible for assuring that corrective actions identified are implemented. Environmental Health and Safety will monitor any investigation into the cause of the injury/illness reported. More information on the University’s accident/illness program can be found at Enviromental Health and Safety Procedures for Injury/Illness.

 

Policy Details:

OWNER: Executive Vice President

SECTION: Campus Safety and Security Policies

RESPONSIBLE OFFICE: Office of Environmental Health and Safety

POLICY NUMBER (Legacy): 7-03

ORIGINATION DATE: April 15, 1975

REVISION DATE(S):

June 5, 1989; June, 1999; January 9, 2006; February 17, 2006; February 10, 2014

Policy Source Open Policy



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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