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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RO Forms, Policies, and Procedures Search 2019

Animal Subjects in Research

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Conflict of Interest
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Human Subjects in Research
Intellectual Property
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RO Forms, Policies, and Procedures Search 2019
Forms, Policies and Procedures (11 Policies Entries)
Policy: General Counsel
Consultants for Research, Public Service or Instructional Activities
Policy: General Counsel

Consultants for Research, Public Service or Instructional Activities

  1. PURPOSE
    The purpose of this policy is to provide for the engagement of non-University personnel (consultants) for expertise required to fulfill University commitments and objectives. It is expected that University activities will be carried out to the maximum extent possible by utilizing regular employees rather than consultants. However, consultants may be utilized when necessary expertise cannot be provided adequately by regular employees within the scope of their University employment agreement. The policies and procedures outlined below are designed to meet University and Federal requirements.
  2. SCOPE OF POLICY
    1. Before entering into an agreement with a consultant, the account administrator will ensure that the following criteria have been met and are explained in writing on an attachment to the Contractual Agreement for Consulting Services:
      1. Why the expertise of the person is needed and cannot be met by the utilization of a regular University employee within the context of his or her employment agreement with the University.
      2. The selection process that has been used to secure the most qualified personal available, considering the nature and extent of expertise required. If the Dean/Chair/Director does not have personal knowledge of the consultant’s credentials, vitae must be attached.
      3. Why the fee is appropriate considering the qualification of the person to be utilized, his or her normal charge, and the nature of the expertise to be rendered.
      4. That except in unusual circumstances, the person has not been a regular employee of the University within the twelve calendar months preceding his or her use as a consultant.
      5. That the arrangement will last for a specified period and it is understood that no employment arrangements or repeated or extended arrangement will normally result. Any prior use of the consultant must be disclosed, including dates and amounts. In cases of repeated or extended arrangement with a consultant, the reasons why a recurrence is considered necessary are to be explained.
      6. That funds for a consultant are available in the budget.
      7. That approval for utilizing a consultant has been obtained, if necessary, in the case of an externally sponsored program.
      8. That any restrictions as to per diem rates on externally sponsored programs have been met.
      9. That signed written reports will be provided by the consultant to fulfill the requirements of the work statement.

Related Links

The complete policy and more can be found on the General Counsel’s web site.

 

Policy Details:

OWNER: Research Office

RESPONSIBLE OFFICE: Research Office

POLICY NUMBER (Legacy): 4-27

ORIGINATION DATE: June 5, 1989

REVISION DATE(S): 8/29/01

Policy Source Email https://research.udel.edu/forms-policies-procedures/?entry=51664

Policy: General Counsel
Control of University Owned Property
Policy: General Counsel

Control of University Owned Property

  1. PURPOSE

    To outline procedures and set policy for the transfer of equipment purchased on contracts and grants when the Principal Investigator leaves the University or is no longer directly or indirectly involved with the use of the equipment, and the equipment is University owned.

    Equipment owned by an outside agency can only be transferred in accordance with University Policy 5-3 titled “Procedure for Control of Government Owned Property.”

The complete policy and more can be found on the General Counsel’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): 6-08

ORIGINATION DATE: April 30, 1984

REVISION DATE(S): June 5, 1989; March 1, 1996; July 1, 2005; January 18, 2008; August 11, 2008; February 11, 2009; December 10, 2013

Policy Source Email https://research.udel.edu/forms-policies-procedures/?entry=51401

Policy: General Counsel
General University Research Program
Policy: General Counsel

General University Research Program

  1. PURPOSE

    To outline the types of assistance available under the General University Research program and application procedures.

  2. POLICY
    1. General University Research Program
      The regular budget of the University of Delaware provides funds for assistance to full-time professional and faculty members for individual research and professional development. The University program for use of these funds is designated as the General University Research program. Three types of assistance for scholarly effort are available from General University Research (GUR) funds:

      1. GUR grants are administered by the Vice Provost for Research. In administering this program, the Vice Provost is advised by the Research Committee of the Faculty Senate. The Research Committee recommends budgetary allocation of the funds available for the year, evaluates applications for University research grants, and recommends those to be supported. Grants are primarily in the arts, humanities, and social sciences.Research grants are awarded each year in January for the following fiscal year. The grants support such research costs as stipends, technical assistance, equipment, supplies, travel, etc. Grants in varying amounts are approved on the basis of individual merit and specific need and are normally made for an academic or full calendar year. The amount of the stipend may vary from year to year and will be established by the Associate Provost for Research with the recommendation of the Research Committee. Applicants should clearly state their needs. Grants generally range from $3,500 to $6,000.
    2. General Information
      All full-time professionals and faculty members are eligible to apply for GUR grants. In evaluating proposals, the Faculty Senate Research Committee considers the following criteria and guidelines.

      1. The GUR program is intended primarily for beginning or young faculty members or professionals who need assistance for research projects not sufficiently developed (in terms of the project or the reputation of the investigator) to justify support form outside sponsors.
      2. Others are eligible under the following conditions:
        1. Experienced investigators who are developing new projects and need assistance to try out their ideas before applying for major support elsewhere.
        2. Experienced investigators who want to work on small projects or who are engaged in work for which there would be difficulty in obtaining outside support because of limiting conditions such as the specialized nature of the research or availability of outside funds.
        3. Professionals or faculty members who have been involved in lengthy research projects and need additional support to obtain critical material or to finish their work for publication.
        4. Senior faculty whose proposals are clearly superior and show strong promise of making an exceptional scholarly or artistic contribution.Although there is no restriction on the number of awards an individual may receive over the years, it should be understood that, all other factors being equal, preference will be given to those who have not received awards previously. An investigator is normally not considered for a second or later award unless at least three years have elapsed since the most recent previous award.
      3. Procedure for Submitting Research Proposals are found in the General University Research guidelines. The guidelines are updated annually by the committee.

The complete policy and more can be found on the General Counsel’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): 6-01

ORIGINATION DATE: October 1, 1981

REVISION DATE(S): June 5, 1989; March 1, 1996; September 1, 2005; January 18, 2008; August 6, 2008

Policy Source Email https://research.udel.edu/forms-policies-procedures/?entry=51408

Policy: General Counsel
Government Owned Property
Policy: General Counsel

Government Owned Property

  1. POLICY

    The basic governing procedure in accounting for all government owned property being held by the University of Delaware under the terms of government research and development contracts and grants. (Questions on specific agency regulations are to be referred to the Office of the Vice Provost for Research, OVPR).

  2. SCOPE OF PURPOSE
    To outline the procedure used in accounting for all government-owned property being held by the University of Delaware.

The complete policy and more can be found on the General Counsel’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): 5-03

ORIGINATION DATE: April 30, 1984

REVISION DATE(S): 04/30/1984, 07/02/1990

Policy Source Email https://research.udel.edu/forms-policies-procedures/?entry=51409

Policy: General Counsel
Information and Records Management Policies
Policy: General Counsel

Information and Records Management Policies

  1. SCOPE OF PURPOSE
    1. This policy defines the departmental role for records and information management, including records and information classification, maintenance, retention, retrieval, protection and preservation.
    2. The policy addresses general departmental records and information management issues and responsibilities, while the attached guidelines address policy issues for information and records stored electronically. …

Related Links

The complete policy and more can be found on the General Counsel’s web site.

 

Policy Details:

OWNER: Vice President and University Secretary

SECTION: Information Technologies Policies

RESPONSIBLE OFFICE: Office of the Vice President and University Secretary

POLICY NUMBER (Legacy): 13-Jan

ORIGINATION DATE: June 5, 1989

REVISION DATE(S): 1995 (1-14 and 1-15, dated 1989, were merged); July 2000; September 2000

Policy Source Email https://research.udel.edu/forms-policies-procedures/?entry=51644

Policy: General Counsel
Intergovernmental Personnel Assignment
Policy: General Counsel

Intergovernmental Personnel Assignment

  1. SCOPE OF PURPOSE
    To outline the process by which faculty can request approval to accept an Intergovernmental Personnel Assignment (IPA).
  2. POLICY

    Faculty members wishing to engage in an IPA with a federal agency must first seek approval from their Department Chair, then the Dean and finally the Provost. Copies of this approved form will be forwarded to the Research Office from the originating department. …

The complete policy and more can be found on the General Counsel’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): 16-Jun

ORIGINATION DATE: January 11, 2008

REVISION DATE(S): 12-Sep-08

Policy Source Email https://research.udel.edu/forms-policies-procedures/?entry=51419

Policy: Research Office
Mentoring Statement for Postdoc
Policy: Research Office

Mentoring Statement for Postdoc

Consistent with institutional tradition and federal government requirements and recommendations, postdoc mentoring activities at the University of Delaware (UD) are designed to enable postdocs to gain knowledge and skills of value in preparation for careers as independent researchers; including careers as faculty members in research-intensive university environments. The mentoring activities are developed specifically for individuals by lead
researchers and are tailored as appropriate for their fields. The UD Research Office (RO) is available to provide supporting materials and/or instruction to assist lead researchers. Typically, individual postdoc mentoring activities incorporate the guidelines that are suggested in the National Science Foundation Proposal and Award Policies & Procedures:

1. Career counseling,
2. Training in the preparation of grant proposals,
3. Publications and presentation,
4. Guidance on ways to improve teaching and mentoring skills,
5. Guidance on how to effectively collaborate with researchers from diverse backgrounds and disciplinary areas, and
6. Training in responsible professional practices.

Lead researchers typically conduct several activities that comprise a substantial portion of the mentoring experience for postdocs. The incorporation of regular laboratory meetings and seminars, regular individual meetings, and manuscript and proposal writing are frequently seen elements.

“Traditional” mentoring activities can be enriched by postdoc participation in RO sponsored workshops that address
1) the basics of proposal writing,
2) the Responsible Conduct of Research (expanded to address mentor/trainee responsibilities), and 3) quantitative andqualitative assessment of University activities.

Lead researchers are encouraged to work with the RO and other UD support units to broaden the impact of their postdoc mentoring activities in two areas. First, UD promotes the broadening via the identification and facilitation of opportunities for postdocs to mentor undergraduate-scholar researchers who are part of groups such as the UD Undergraduate Research Program or minority scholar programs like the McNair Scholars. Second, where applicable, the broadening of the impact is further enhanced at times by the University’s encouragement and facilitation of the application of postdoc-research “by-products” to outreach activities such as the consideration (or improvement) of current societal issues.

Although supported by University research infrastructure (such as the RO), it is important to note that the mentoring of postdocs is individualized (including those activities aimed at broadening impact) and is developed, conducted and overseen by the postdocs’ lead researchers.

The complete policy and more can be found on the UD Research Office’s web site.

 

Policy Details:

OWNER: Research Office

RESPONSIBLE OFFICE: Regulatory Affairs

ORIGINATION DATE: January 10, 2011

Policy Source Email https://research.udel.edu/forms-policies-procedures/?entry=51666

Policy: General Counsel
Space Needed for Externally Sponsored Agreements
Policy: General Counsel

Space Needed for Externally Sponsored Agreements

  1. SCOPE OF PURPOSE
    To provide a financial mechanism for for sponsored activity.
  2. POLICY

    When additional space is needed to support an externally sponsored activity and when funds to rent such space can be negotiated with sponsors, it is financially preferable to charge such rents directly to the sponsored agreements. …

The complete policy and more can be found on the General Counsel’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): 6-12

ORIGINATION DATE: October 20, 1992

Policy Source Email https://research.udel.edu/forms-policies-procedures/?entry=51415

Policy: General Counsel
Travel and Business Hosting Policy
Policy: General Counsel

Travel and Business Hosting Policy

  1. SCOPE OF POLICY
    This policy relates to expenses incurred for traveling and entertaining on behalf of the University, regardless of the funding source, and including state, federal, basic budget, and reserves.

    It applies to all travel and business hosting events for all individuals including University administrators, faculty, staff, students, and non-employees. …

The complete policy and more can be found on the General Counsel’s web site.

 

Policy Details:

OWNER: Executive Vice President

SECTION: Financial & Business Policies

RESPONSIBLE OFFICE: Office of the Vice President For Finance and Deputy Treasurer

POLICY NUMBER (Legacy): 3-07

ORIGINATION DATE: October 10, 1988

REVISION DATE(S): September 26, 1990; July 1994; June 1, 1996; September 20, 2000; March 16, 2001; August 7, 2002; September 23, 2004; July 1, 2005; September 12, 2005; September 7, 2006; August 11, 2008; February 2010; December 2010; August 1, 2013; June 13, 2017

Policy Source Email https://research.udel.edu/forms-policies-procedures/?entry=51619

Policy: University
UD Credit Card
Policy: University

UD Credit Card

  1. SCOPE OF POLICY
    This policy sets forth guidelines and procedures for the University of Delaware Credit Card Program (the Program) which encompass the UD Credit Card and the UD Declining Balance Card.

    These policies are applicable to all UD Credit Card holders and articulate the overall Card Administration including requirements for receiving a credit card, appropriate card usage, and responsibilities and roles pertaining to approval as well as allocation of usage, fraud, cash advances, and reimbursement. …

The complete policy and more can be found on the ’s web site.

 

Policy Details:

OWNER: Executive Vice President

SECTION: Financial & Business Policies

RESPONSIBLE OFFICE: Office of the Vice President For Finance and Deputy Treasurer

POLICY NUMBER (Legacy): 5-22

ORIGINATION DATE: October 1, 2000

REVISION DATE(S): 07/1/2005, 04/06/2009, 12/01/2010, 08/13/2015, 06/13/2017

Policy Source Email https://research.udel.edu/forms-policies-procedures/?entry=51599

Policy: University
University of Delaware Research Foundation Program
Policy: University

University of Delaware Research Foundation Program

  1. PURPOSE
    To outline the administration, type of research supported, and application procedures for grants awarded by the University of Delaware Research Foundation.
  2. POLICY
    1. 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.

    2. 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.

    3. Understandings and Procedures for Submitting Proposals are found in the UDRF Proposal Guidelines which are updated annually by the committee.

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

Policy Source Email https://research.udel.edu/forms-policies-procedures/?entry=51417

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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