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

For Forms, Policies and Procedures pertaining to Animal Subjects in Research and other resources

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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 Agreement Templates
RO Forms, Policies, and Procedures Search 2019
Forms, Policies and Procedures (39 Procedures Entries)
Procedure: NIH
NIH Manuscript Submission Portal
Procedure: NIH

NIH Manuscript Submission Portal

  1. Deposit Files:
    Anyone can submit; however, an author or PI should serve as the reviewer. Reviewers are notified of submissions via e-mail.
  2. Initial Approval: Reviewer associates funding and approves the material for processing.
  3. NIHMS Conversion:
    NIHMS converts complete deposits to PMC-ready documents and notifies the reviewer via e-mail when they’re available. (approx. two to three weeks)
  4. Final Approval:
    Reviewer requests corrections to, or approves, PMC-ready documents for inclusion in PMC.
  5. PMCID Assigned: A PMCID is assigned when Final approval is complete and the manuscript is matched to a PubMed Record.

The NIH Manuscript Submission (NIHMS) system supports the deposit of manuscripts into PubMed Central (PMC), as required by the public access policies of NIH and other participating funders.

 

Procedure Details:

OWNER: National Institutes of Health

RESPONSIBLE OFFICE: Research Office

Procedure Source Email https://research.udel.edu/forms-policies-procedures/?entry=51466

Procedure: US Treasury Office
Office of Foreign Asset Control
Procedure: US Treasury Office

Office of Foreign Asset Control

The Office of Foreign Assets Control (OFAC) of the U.S. Department of the Treasury administers and enforces economic and trade sanctions based on U.S. foreign policy and national security goals against targeted foreign countries and regimes, terrorists, international narcotics traffickers, those engaged in activities related to the proliferation of weapons of mass destruction, and other threats to the national security, foreign policy or economy of the United States. OFAC acts under Presidential national emergency powers, as well as authority granted by specific legislation, to impose controls on transactions and freeze assets under U.S. jurisdiction. Many of the sanctions are based on United Nations and other international mandates, are multilateral in scope and involve close cooperation with allied governments.

 

Procedure Details:

OWNER: US Treasury Office

RESPONSIBLE OFFICE: Research Office

Procedure Source Email https://research.udel.edu/forms-policies-procedures/?entry=51452

Procedure: Research Office
Preparing a Sequence Listing for the USPTO
Procedure: Research Office

Preparing a Sequence Listing for the USPTO

These instructions are based on the U.S. Code of Federal Regulations, 37 CFR Sections 1.821-1.825. The sequence rules require the use of standard symbols and a standard format for sequence data and submission of the data in computer readable form. The sequence listing must be in ASCII text. Instructions for formatting the sequence listing and a sample sequence listing are presented on the following pages. The USPTO has a software program, “PatentIn,” to help you prepare sequence listings in the proper format.You can download the software and obtain instructions for using the software from Patentin Software

Related Links

Patentin Software

 

Procedure Details:

OWNER: Research Office

RESPONSIBLE OFFICE: Research Office

Procedure Source Email https://research.udel.edu/forms-policies-procedures/?entry=51468

Procedure: Research Office
Procedure for Requesting Letters of Support and Cost Share Commitments from the Research Office
Procedure: Research Office

Procedure for Requesting Letters of Support and Cost Share Commitments from the Research Office

Principal investigators (PIs) are encouraged to review UD’s Cost Sharing Policy. Cost share letters and or commitments require sufficient preparation and often a long lead time. PIs should start this conversation with their respective department chairs or college research office/deans as early as possible. All proposals that require cost share commitments and/or letters of support from UD leadership (president, provost, VP for research, scholarship and innovation) should follow the steps outlined herein.

Please route all requests for cost shares and letters of support requiring UD leadership support through the associate vice president for research development. Encourage the PI’s and research deans to engage with the Research Office (RO) as early as possible through the Research Development Office. Use email researchdev@udel.edu for communication to the RO.

The timeline, specified below, depends on the complexity of the cost shares/commitments and level of letters of support.

Cost Sharing and F&A Modifications:

  1. Standard equipment match requests should follow the Equipment Cost Share policy and be communicated to the RO at least one week in advance of the submission date.
  2. RO should be notified at least two weeks from the submission date for proposals with substantial match, such as non‐equipment match. Large/complex proposals, such as major research instrumentation grants or proposals involving more than one college, generally require very substantial university cost share commitments and therefore need even more lead time.
  3. Unless F&A is limited by the sponsor, any reductions of F&A, including its use as cost share, need to be communicated to the RO at least two weeks in advance.

Letters of Support:

  1. Letters of support that involve language for cost shares need to follow the cost share schedule noted above. See also #3 below.
  2. Please plan at least five business days before proposal submission date for letters of support that need president or provost signature; three business days for letters of support that need VP for research, scholarship and innovation support.
  3. The PI and/or respective research dean must provide a draft summary for such letters and key points that must be emphasized in the LOS, paying careful attention to the solicitation’s guidelines.

 

Procedure Details:

OWNER: UD Research Office

RESPONSIBLE OFFICE: UD Research Office

Procedure Source Email https://research.udel.edu/forms-policies-procedures/?entry=51546

Procedure: Environmental Health and Safety
Radioactive Materials Program
Procedure: Environmental Health and Safety

Radioactive Materials Program

The University of Delaware holds a USNRC Type A Broadscope License to use radioactive materials at its campuses in the State of Delaware and in coastal waters as well as at sea. The day-to-day operations of the program are managed by the Radiation Safety Officer assisted by the Radiation Safety Technician. Program elements are listed below:

Radiation Safety Procedures

Questions regarding radioactive materials may be addressed to William Fendt or call 831-1434.

 

Procedure Details:

OWNER: Environmental Health & Safety

RESPONSIBLE OFFICE: Environmental Health & Safety

Procedure Source Email https://research.udel.edu/forms-policies-procedures/?entry=51548

Procedure: Research Office
Record Retention Procedure
Procedure: Research Office

Record Retention Procedure

  1. SCOPE OF PROCEDURE
    This procedure outlines record retention responsibilities of Principal Investigators (PIs), Department/College Administrators, Research Office Pre-Award and Post-Award Teams, and other responsible parties involved in the administration of sponsored programs.

    All University faculty and staff who are responsible for administering externally sponsored grants and contracts should be familiar with this procedure.

  2. DEFINITIONS
    1. Sponsor or Sponsoring Agency – An external entity responsible for providing project funding if UD’s proposal is accepted and an official award agreement is subsequently executed.
    2. Record – Documentation pertinent to the programmatic and financial management of an externally-sponsored award.
    3. Record Retention Period – The required amount of time for which records must be maintained for a particular externally-sponsored award.
  3. PROCEDURE STATEMENT
    The purpose of the Research Office Record Retention Procedure is to ensure record retention and destruction for sponsored programs is conducted in accordance with UD, federal, and sponsor requirements. This mitigates potential UD financial and compliance risk by:

    • Ensuring UD’s ability to provide adequate support documentation to internal parties and authorized external entities when appropriate, especially during audit activities.
    • Establishing a limited time period for record retention, thereby mitigating UD exposure to late audit requests or potential information breaches by unauthorized external entities.

    It is the procedure of the University of Delaware (UD) to retain and dispose of documentation associated with sponsored programs in accordance with applicable sponsor requirements, as well as federal regulations per Uniform Guidance including:

    • §200.333 Retention Requirements for Records
    • §200.334 Requests for Transfer of Records
    • §200.335 Methods for Collection, Transmission, and Storage of Information
    • §200.336 Access to Records
  4. STANDARDS AND PROCEDURES
    1. PIs, Department/College Administrators, and Research Office employees are responsible for retaining award records for sponsored programs. This includes financial records, supporting documents, statistical records, and other UD records pertinent to the award. Records must be maintained for active awards and archived for expired awards based upon standards outlined in this procedure.
    2. UD is obligated to provide authorized external parties (such as sponsors or auditors) with access to award records and documentation for the purpose of audits, examinations, excerpts, and transcripts. This includes timely and reasonable access to UD personnel for the purpose of interview and discussion related to such documents. Inability of UD to provide necessary records to sponsors or other authorized parties upon request may result in adverse financial or compliance impacts, such as potential disallowance of unsupported project costs
    3. It is the preference of UD (and federal sponsors) that award records be maintained in electronic rather than paper formats when practicable. Copies of original records, either in paper or electronic format, may be substituted for original records, so long as they remain unaltered and readable.
    4. D. PIs, Department/College Administrators, and Research Office employees are responsible for maintaining primary support documentation for sponsored programs in local Shared Drives as well as other electronic systems. The table below outlines common award records and storage methods maintained under this procedure:
    5. STORAGE METHODS FOR AWARD DOCUMENTATION

      Document Type

      Storage Method

      Proposal Documentation
      submitted to the sponsor such as budgets, budget justifications, scope of work, subaward documents, abstracts, etc.

      • PeopleSoft Attachments
      • Cayuse
      • Webforms (Proposal Approvals)
      • Local Shared Drives
      • Sponsor Web-Based Portals (ex: Proposal Submissions)

      Official Award Notices
      and contractual documents issued to UD from the sponsor.

      • PeopleSoft Attachments
      • Local Shared Drives
      • Sponsor Web-Based Portals (ex: Grants Management)

      Programmatic Support Documents
      pertinent to the award administration including detailed budgets, institutional approvals, and important correspondence.

      • PeopleSoft Attachments
      • Local Shared Drives
      • Webforms (ex: Proposal Approvals, Budget Adjustments)

      Financial Reports and Invoices
      submitted to the sponsor to report expenditures and/or request payment.

      • PeopleSoft Attachments
      • Local Shared Drives
      • Sponsor Web-Based Portals (ex: Federal Financial Reports, Payment Management Systems)

      Financial Backup
      supporting award expenditures and reporting such as account reconciliations, receipts, cost transfer forms, and expense approvals.

      • PeopleSoft Attachments
      • Local Shared Drives
      • Webforms (ex: Automated Closeout Reports, Journal Vouchers, Cost Transfers, Purchase Orders)
      • Concur/Works (ex: Expense Approvals)
      • Effort Reporting System

      Technical Reports and Deliverables
      submitted to the sponsor to report research program outcomes.

      • Local Shared Drives
      • Sponsor Web-Based Portals (ex: Technical Reports)
      • Webforms (ex: Automated Closeout Reports)

      Compliance Protocols
      and approvals related to sponsored research programs (e.g. human and animal subjects).

      • IRBNet (ex: IRB/IACUC Protocols)
      • Local Shared Drives
    6. Records should be disposed of upon expiration of the required record retention period for an award in order to limit excess audit risk and potential information breaches to UD. Unless a longer duration is required by the sponsor, or per other exceptions outlined in the table below, it is UD’s procedure to retain records for four years after an award’s end date. Destruction of such records should follow UD protocols to ensure they are no longer needed for reference.
    7. EXCEPTIONS TO THE STANDARD FOUR-YEAR RECORD RETENTION PERIOD

      Exception Scenario

      Retention Period

      Exception Description

      Sponsor or Award Specific Retention Period

      Per Sponsor Requirements

      Retention requirements may vary depending on award guidelines, terms, and conditions set by the sponsor. These may be stricter than the standard four-year retention period and will be evaluated on a case by case basis. PIs and their Department/College Administrators should contact the Research Office with any questions regarding the specific record retention requirements applicable to their award.

      Litigation, Claim, or Audit

      Until Resolution

      If any litigation, claim, or audit is started before the expiration of the four-year period, the records shall be retained until all litigation, claims or audit findings involving the records have been resolved and final action has been taken.

      Written Notice for Extension

      Per Written Notice

      UD will comply with any official written notice by a Federal sponsor, cognizant agency for audit, oversight agency for audit, cognizant agency for indirect costs, or pass-through entity to extend the record retention period.

      Final Financial Report Submitted ≥1 Year After the Award End Date

      3 Years After Final Financial Report Submissions

      If under rare circumstances, the final financial report was submitted or revised ≥1 year past the award’s expiration date, the award will be retained for 3 years after the final financial report was submitted to the sponsor.

      Real Property and Equipment

      3 Years After Final Disposition

      Records for real property and equipment acquired with Federal funds must be retained for three years after final disposition.

      Records Transferred

      Not Applicable to UD

      When records are transferred to or maintained by a Federal sponsor or pass-through entity, the record retention requirement is not applicable to UD.

      Program Income Transactions

      3 Years After the Applicable Fiscal Year End Date

      In some cases, UD must report program income after the period of performance. When this requirement exists, the retention period for the records pertaining to the earning of the program income starts from the end of UD’s fiscal year in which the program income is earned..

      Facilities and Administrative Cost Rate Proposals

      3 Years After the Date of Proposal Submission, or 3 Years After the Applicable Fiscal Year End Date

      For facilities and administrative cost rate computations or proposals, cost allocation plans, and any similar accounting computations of the rate at which a particular group of costs is chargeable (such as computer usage chargeback rates or composite fringe benefit rates):

      • If submitted for negotiation, a three-year retention period for supporting records starts from the date of such submission.
      • If not submitted for negotiation, a three-year retention period starts from the end of the fiscal year covered.

 

Procedure Details:

OWNER: UD Research Office

RESPONSIBLE OFFICE: UD Research Office

ORIGINATION DATE: February 7, 2020

Procedure Source Email https://research.udel.edu/forms-policies-procedures/?entry=51660

Procedure: Research Office
Research Compliance & Ethics Program
Procedure: Research Office

Research Compliance & Ethics Program

The University of Delaware (UD or University), its faculty, staff and students are committed to conducting their research and scholarly endeavors with the highest ethical standards. Consistent with federal government guidelines and requirements, and with widely-recognized best practices to achieve the responsible conduct of research, the University has developed, conducts and maintains current an effective Research Compliance & Ethics Program (RCEP). In doing so, UD exercises due diligence to prevent, detect and correct any research-related conduct that is not consistent with government and best-practice collective tenets. Additionally, the University creates and promotes (in an ongoing fashion) an institution-wide culture that encourages behavior/conduct that is ethical and compliant, and in accord with applicable research-related requirements, guidelines and best practices.

To those ends, the University established and maintains standards and procedures to prevent, detect and correct research-related behaviors that may be (or have the potential to become) aberrant. Methods to keep UD executive leadership knowledgeable with regard to the University RCEP are in place and maintained, so as to accommodate oversight of Program efficacy. Program standards, guidance and training extend to research efforts that include (or potentially include) matters concerning 1) animal care & use, 2) conflict of interest, 3) confidentiality, 4) cost accounting, 5) data management, 6) export controls & trade sanctions, 7) freedom-of-information requests, 8) human subject protection, 9) intellectual property, 10) research integrity and misconduct, 11) research-related agreements and 12) research-related safety (bio-, chemical & hygiene, hazardous substances, radiation and LASER).

The vice president for research, innovation and scholarship, is the University’s chief research administrator and advocate. The Office of Research and Scholarship ensures the presence and maintenance of an adequately-funded and effective research RCEP. Day-to-day operational responsibility for the Program is delegated to the associate deputy provost for research and regulatory affairs, who with colleagues and in cooperation with UD faculty who serve on and chair University compliance and safety committees, are tasked to knowledgeably and competently perform the multi-disciplinary duties needed to ensure that the UD research community goes about its work in a compliant and responsible manner. All University persons performing day-to-day operations aimed at maintaining the integrity of the RCEP 1) have no-known transgressions (past or current) from Program tenets, and 2) have direct access to the Office of the University Research and Regulatory Affairs.

In order to maintain Program effectiveness, the Office of the University Research and Regulatory Affairs oversees and provides a wide spectrum of research-related compliance and ethics training. Training media include web-based presentations and face-to-face presentations. Face-to-face training is offered for groups or individuals, and is offered on regularly scheduled intervals and upon request. Training is typically tailored for students, research-support staff, faculty and other research professionals, across the full spectrum of research-related RCEP topics.

To ensure that UD’s research community adheres to the requirements of the Program, provisions for periodic monitoring and audit are in place. Additionally, the Program offers anonymous avenues for the reporting of University-research activities that may be suspected of being inconsistent with the responsible conduct of research. As a result of an institutional-wide adherence to a Program of recognized and required research-related compliance and ethical morays, UD maintains an ability to provide an open and supportive environment for the conduct of research, while remaining able to quickly identify abhorrent behavior and suspend offenders.

Finally, to help ensure (and confirm) institutional commitment to providing an effective RCEP, the UD Program is periodically assessed internally (with the assistance non-Program University personnel), and modified as necessary to remain aligned with, and responsive to, modifications in federal government and best-practice standards.

Additional information regarding the University RCEP may be accessed by sending an email request to udresearch@udel.edu.

 

Procedure Details:

OWNER: Research Office

RESPONSIBLE OFFICE: Research Office

Procedure Source Email https://research.udel.edu/forms-policies-procedures/?entry=51630

Procedure: Research Office
Research Office Accounts Receivable Monitoring, Collections and Write-offs Procedure
Procedure: Research Office

Research Office Accounts Receivable Monitoring, Collections and Write-offs Procedure

  1. OVERVIEW
    The University of Delaware is responsible for requesting and collecting funds related to externally sponsored grants and contracts. Ensuring timely receipt of these funds is an important function of the Research Office Billing Team in close coordination with Principal Investigators (PIs), Department/College Administrators, other central administrative offices, and sponsors.

    The Research Office Billing Team completes billing and collections activities for sponsored research programs. These activities are conducted in accordance with sponsor payment terms set forth in contractual agreements. Contractual payment terms generally require the University to submit invoices or cash drawdowns for payment by the sponsor. While the University receives most sponsor payments reliably, there are scenarios which may place receivables at-risk for nonpayment. Common scenarios which require extra attention from the Research Office include:

    • Issues or questions identified with a submitted invoice. Such instances typically require support documentation or a revised invoice be provided to the sponsor.
    • Incorrect or outdated sponsor billing contacts and/or address information. Such instances require follow-up to ensure invoices reach the correct sponsor contact/office for payment.
    • Unwillingness or inability of a sponsor to fulfill their obligation to pay the University in accordance with contractual payment terms. Such instances require internal escalation and may result in a stop work order depending on risk factors involved.

    The goal of this procedure is to minimize financial loss resulting from uncollectible accounts receivables for sponsored research programs at the University. As such, this procedure sets forth guidance for the Research Office Billing Team to proactively:

    • Monitor and collect outstanding accounts receivables in a consistent, timely manner.
    • Write-off accounts receivables balances deemed uncollectible by the University.
  2. DEFINITIONS
    1. Invoice or Cash Drawdown: A formal billing statement requesting a sponsor pay the University in accordance with contractual payment terms.
    2. Accounts Receivables (AR): A monetary balance owed to the University by means of an invoice or cash drawdown. Any unpaid accounts receivables are considered “outstanding”.
    3. AR Aging Report: A list of outstanding accounts receivables categorized by age (total days old) in the University’s financial system. Regular AR aging reports are generated for review:
      1. Monthly for the Research Office Billing Team
      2. Quarterly for the Research Office and Finance
      3. Semi-Annually for the Board of Trustees Finance Committee
    4. AR Monitoring: Administrative activity related to regular review and tracking of outstanding accounts receivables.
    5. Dunning Letter: A formal notice sent to the sponsor requesting payment for outstanding accounts receivables.
    6. Uncollectible AR Balances: Outstanding accounts receivables balances which have virtually no chance of being paid by the sponsor.
      1. The University designates balances as uncollectible after thorough collections efforts have made without receipt of payment from the sponsor.
    7. AR Write-Off: The process of removing uncollectible AR balances from University financials.
  3. RESPONSIBLE PARTIES
    All University faculty and staff who are responsible for administering externally sponsored grants and contracts should be familiar with this procedure.

    The Research Office Billing Team (Billing Coordinators and the Assistant Director of Billing and Receivables) manages billing, collections, and write-off activities for all sponsored projects in close coordination with other central offices, PIs, and departments/colleges. Specific roles and responsibilities are outlined in the matrix below:

     

    Accounts Receivable Monitoring, Collections, and Write-offs Procedure

    Responsible Party
    P = Primary, S = Secondary, O = Oversight, I = Input

    Research Office

    Departments/Colleges

    Action

    Billing Coordinators

    Assistant Director of Billing and Receivables

    Department/ College
    Administrators

    Principal Investigators

    Complete invoices and cash drawdowns per payment terms in the award agreement

    P

    P, O

    I

    I

    Monitor outstanding accounts receivables via the AR Aging Report

    S

    P

    I

    I

    Follow-up with sponsors to determine payment status of outstanding AR

    P

    S, O

    S

    I

    Send Dunning Letter(s) to request payment from sponsors for outstanding AR

    P

    S, O

    I

    I

    Escalate outstanding AR to other individuals (ex: AVP Research Administration, Deans, General Counsel, Finance)

    S

    P

    I

    I

    Complete write-offs for uncollectible AR balances in coordination with other central offices/leadership

    I

    P

    I

    I

     

  4. PROCEDURE GUIDANCE
    Accounts receivables monitoring, collections, and write-off activities will occur per steps outlined in the timeline below, based on the aging category of outstanding receivables. It is critical that communications from the Research Office, PIs, and departments/colleges be both timely and consistent with the steps below to realize high collection rates and maintain a positive working relationship with the sponsor. Below is a standard timeline to guide these activities:

     

    Aging Category

    Collection Resolution Steps

    30 days
    Current AR

    No collections action is required for AR items outstanding for 30-days or less, as these are considered current by the University.

    31-90 days
    Billing Coordinator Follows-Up via Email

    Billing Coordinators will:

    • Include past due amounts on subsequent invoices.
    • Request the sponsor provide payment status for all outstanding AR items when submitting subsequent invoices for payment.
    • Document collections efforts and sponsor correspondence via receivables comments in the University Financial System.

    The Assistant Director of Billing and Receivables will:

    • Review outstanding AR collections via the monthly AR Aging Report.

    91-120 days
    Billing Coordinator Follows-Up via Email, Phone, and Dunning Letter

    Billing Coordinators will:

    • Include past due amounts on subsequent invoices.
    • Request the sponsor provide payment status for all outstanding AR items when submitting subsequent invoices for payment.
    • Take additional steps to contact the sponsor via phone calls, follow-up emails, and other contact points.
    • If 2-4 weeks pass by and no response is received regarding outstanding items, issue a Dunning Letter to formally request sponsor payment.
    • Document collections efforts and sponsor correspondence via receivables comments in the University Financial System.

    The Assistant Director of Billing and Receivables will:

    • Review outstanding AR collections via the monthly AR Aging Report.

    121-180 days
    Billing Coordinator Follows-Up via Email and Escalates Items to the PI and Department/College Administrator

    Billing Coordinators will:

    • Include past due amounts on subsequent invoices.
    • Request the sponsor provide payment status for all outstanding AR items when submitting subsequent invoices for payment.
    • Alert the PI and Department/College Administrator of unsuccessful collections efforts. Request them to contact the sponsor for resolution.
    • Document collections efforts and sponsor correspondence via receivables comments in the University Financial System.

    The PI and/or Department/College Administrator will:

    • Contact the sponsor to request payment status of outstanding AR and copy the Billing Coordinator. Notify the Billing Coordinator of any other attempted correspondence and/or resulting information obtained.

    The Assistant Director of Billing and Receivables will:

    • Review outstanding AR collections via the monthly AR Aging Report.

    181-365 days
    Billing Coordinator Follows-Up via Email; Assistant Director Escalates Items to the AVP Research Administration and consults University General Counsel

    Billing Coordinators will:

    • Include past due amounts on subsequent invoices.
    • Request the sponsor provide payment status for all outstanding AR items when submitting subsequent invoices for payment.
    • Document collections efforts and sponsor correspondence via receivables comments in the University Financial System.

    The Assistant Director of Billing and Receivables will:

    • Review collections and outstanding receivables via the monthly AR Aging Report.
    • Alert the PI, Department/College Administrator, College Business Officer, Dean, and AVP Research Administration, and Finance of unsuccessful collections efforts.
    • Coordinate with appropriate parties to determine if work should continue based on financial risk.
    • Consult with University General Counsel to determine legal recourse if deemed necessary.

    >365 days
    Assistant Director Escalates to Dean, AVP Research Administration, and Finance; University Determines
    Write-Offs for Uncollectible Balances

    The Assistant Director of Billing and Receivables will:

    • Review collections and outstanding receivables via the monthly AR Aging Report.
    • Alert the PI, Department/College Administrator, College Business Officer, Dean, AVP Research Administration, and Director of Cost Accounting of unsuccessful collections efforts.
    • Coordinate with appropriate parties to determine if outstanding AR balances are uncollectible.

    If all collections efforts fail, including applicable legal recourse, the AR balance will be deemed uncollectible and be written off by the University. All write-offs must be approved by both the Research Office and Finance prior to processing.

  5. ADDITIONAL SCENARIOS

    Below are additional scenarios requiring actions outside of the above standard timeline:

    1. Sponsor Refusal to Pay Due to Identified Billing Issues: The sponsor may refuse payment due to a billing issue, such as unallowable costs included, additional backup required, and/or format updates needed for an invoice. In these instances:
      1. The Billing Coordinator will work to resolve any billing errors via a revised invoice and/or provide additional backup detail to the sponsor.
    2. Sponsor Refusal to Pay Due to Inadequate Work Performance: The sponsor may refuse payment due to inadequate work performance (pending deliverables, reports, and other technical functions for which the University is contractually obligated). In these instances:
      1. The Billing Coordinator will notify the Assistant Director of Billing and Receivables and request the PI and Department/College Administrator reach a resolution with the sponsor within 2-weeks time:
        1. If resolution is not reached in 2-weeks, the Billing Coordinator will send a reminder to the PI and Department/College Administrator.
        2. ii. If resolution is not reached in 4-weeks, the Billing Coordinator will send a reminder to the PI and Department/College Administrator, copying the PI’s Chair, Dean and/or College Business Officer.
      2. Depending on risk factors involved, a meeting may be scheduled with the AVP Research Administration and other appropriate parties to discuss whether work should continue.
    3. Sponsor Refusal to Pay Due to Unwillingness/Inability: If a sponsor refuses to pay due to their belief that the receivable is not their obligation, or due to their inability to pay, the PI and Assistant Director of Billing and Receivables should be notified immediately.
      1. The Assistant Director of Billing and Receivables will escalate the situation to the AVP Research Administration and appropriate parties will review the validity of the claim, determine whether additional work should continue based on applicable risk factors, and consult with University General Counsel for legal recourse.
      2. If a sponsor has defaulted on a debt, the AVP Research Administration will consult with the VP Research, Innovation, and Scholarship to determine if further contract assignments should be accepted by the University.
      3. A stop work order may be issued based on University review of risk factors involved.
        If the PI continues work after issuance of a stop work order, the PI and his/her department will become wholly responsible for all additional deficits that occur after the date of the stop work order.

 

Procedure Details:

OWNER: UD Research Office

RESPONSIBLE OFFICE: UD Research Office

REVISION DATE(S): 9/16/19

Procedure Source Email https://research.udel.edu/forms-policies-procedures/?entry=51447

Procedure: Environmental Health and Safety
Safety Education
Procedure: Environmental Health and Safety

Safety Education

For training information or availability please review the Department of Environmental Health & Safety educational class schedule or contact DEHS or call 831-8475.

 

Procedure Details:

OWNER: Environmental Health & Safety

RESPONSIBLE OFFICE: Environmental Health & Safety

Procedure Source Email https://research.udel.edu/forms-policies-procedures/?entry=51606

Procedure: Environmental Health and Safety
Scheduling a Chemical Waste Pick-Up
Procedure: Environmental Health and Safety

Scheduling a Chemical Waste Pick-Up

When your waste container is full, please complete the Waste Pick-Up Form to request a waste pick-up. The waste pickup request form is a University of Delaware web form. To use this form you must log in using your UdelNet ID and Password. You will be asked to provide the following information: your name, department, phone number, location of the waste, and the quantity of waste to be picked up. Waste is picked up from locations on a weekly basis. If you are unable to complete the form, please contact the Department of Environmental Health & Safety at 831-8475.

Example of Chemical Waste Label

Chemical Waste Label

Questions regarding chemical waste disposal may be addressed to EHS or call 831-8475.

 

Procedure Details:

OWNER: Environmental Health & Safety

RESPONSIBLE OFFICE: Environmental Health & Safety

Procedure Source Email https://research.udel.edu/forms-policies-procedures/?entry=51560

Procedure: Research Office
Schematic Representations of a Study Examples
Procedure: Research Office

Schematic Representations of a Study Examples

Schematic representations of a study are a quick ‘snapshot’ aimed to depict the involvement of research subjects from recruitment to end of study. This document presents examples of different schematics that show the level of detail needed to convey an overview of the study design. The examples included are intended to guide the development of a schematic that is appropriate to the planned study design and will need to be customized for each protocol. Depending on the nature of the study, one example may be more appropriate than another. Study-specific information should be use to modify the example chosen as needed (e.g., changing method of assignment to study group, adding visits, study arms, etc.)

 

Procedure Details:

OWNER: Maria Palazuelos

RESPONSIBLE OFFICE: Research Office

ORIGINATION DATE: August 14, 2019

Procedure Source Email https://research.udel.edu/forms-policies-procedures/?entry=51670

Procedure: US Treasury Office
Specially Designated Nationals And Blocked Persons List (SDN)
Procedure: US Treasury Office

Specially Designated Nationals And Blocked Persons List (SDN)

​As part of its enforcement efforts, OFAC publishes a list of individuals and companies owned or controlled by, or acting for or on behalf of, targeted countries. It also lists individuals, groups, and entities, such as terrorists and narcotics traffickers designated under programs that are not country-specific. Collectively, such individuals and companies are called “Specially Designated Nationals” or “SDNs.” Their assets are blocked and U.S. persons are generally prohibited from dealing with them. Click here for more information on Treasury’s Sanctions Programs.

 

Procedure Details:

OWNER: US Treasury Office

RESPONSIBLE OFFICE: Research Office

Procedure Source Email https://research.udel.edu/forms-policies-procedures/?entry=51453

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