1. Karen Niemeier Grants 101: Sponsored Projects
Director, Contracts
Office of Sponsored Projects,
Sponsored Projects Administration
Grants 101: Sponsored Projects
Contracts and Subcontracts

2. Agenda Institutional Contract Negotiators Institutional Policy
Negotiation Points
Internal Review & Approval Forms
Types of Agreements/OSP Process
OSP Website
Agenda

3. Who negotiates contracts at utheath?
Office of Sponsored Projects
Sponsored project agreements
Office of Technology Management
CDAs when UT CI is shared
Copyright, IP, licensing, patent issues
Office of Legal Affairs
Consultant agreements
Professional service (in)
Who negotiates contracts at utheath?

4. Institutional policy Agreements are negotiated to conform to:
UTHealth/UT System policy
Applicable regulations and guidelines
Authorized Institutional Official executes agreements
OSP is signature authority for sponsored projects
Parties are UTHealth and Sponsor
PI is NOT party to the agreement
PI will review and sign as “read & understood”
UTHealth is responsible for work performance
Required internal documentation
Review & Approval forms; assurances
Institutional policy

5. Negotiation Points UT System Master Agreements Main areas of review
Intellectual Property
Confidentiality
Publication
Indemnification
Subject Injury
Negotiation Points

6. Types of sponsored agreements
Confidentiality Agreements
Material Transfer Agreements (in/out)
Clinical Trial Agreements
Sponsored Research Agreements
Laboratory Study Agreements
Subcontracts (in/out)
Types of sponsored agreements

7. Confidential disclosure agreements
What is a CDA?
Send agreement to your Contracts Specialist
No internal documentation needed
Specialist will review and negotiate contract
Specialist will obtain PI concurrence
Institutional Official will sign agreement
Fully executed agreement is sent to PI
Confidential disclosure agreements

8. **DO NOT SHIP MATERIALS
Needed for ALL transfers in or out of the University
Send agreement & non-monetary R&A form to your Contracts Specialist
Specialist will:
Review and negotiate terms, if necessary
Obtain PI concurrence
Obtain Institutional Official signature
Copy of the fully executed agreement sent to PI
**DO NOT SHIP MATERIALS
WITHOUT AN MTA**
Material transfer agreements

9. Sponsored/Clinical TRIAL agreements
Send agreement to your Contracts Specialist
Specialist will:
Review and negotiate contract
Be liaison between UTHealth, PI & Sponsor
Obtain PI concurrence upon completion
Obtain Institutional Official signature
Department (PI/Coordinator/Administrator) will:
Complete Review and Approval form
Negotiate the budget
Submit R&A form, budget & COI statements to OSP
Fully executed agreement is sent to PI and Post Award Finance (PAF) Team for account setup
Account is not established until assurances are provided to OSP (CPHS, AWC, etc.)
Sponsored/Clinical TRIAL agreements

10. Laboratory study agreements
School of Dentistry is the main recipient of LSAs
Send agreement to Contracts Specialist
Specialist will:
Review and negotiate contract
Be liaison between UTHSC-H, PI & Sponsor
Obtain PI concurrence
Obtain Institutional Official signature
Department (PI/Coordinator/Administrator) will:
complete Review and Approval Form
Submit R&A Form, budget & COI statements to OSP
Fully executed agreement is sent to PI and PAF Team for account setup
Account is not established until OSP provides assurances (CPHS, AWC, etc.)
Laboratory study agreements

11. Subcontracts in OSP (Grants Team) processes sub-in proposal
Subcontracting agency (i.e. another university) sends subcontract to Contracts Specialist
Specialist compares subcontract to proposal and reviews/negotiates terms
Specialist will obtain PI concurrence
Institutional Official will sign agreement
Fully executed agreement is sent to PI and PAF Team for account setup
Account is not established until PI provides assurances (CPHS, AWC, etc.)
Subcontracts in

12. Subcontracts out OSP receives award and notifies PI
OSP sends PAF Notification for account set-up
Contracts Specialist verifies the subcontract is to be issued
Specialist:
Drafts subcontract
Submits to PI for concurrence
Obtains Subcontractor signature
Obtains Institutional Official signature
Fully executed agreement is sent to PI & PAF Team
Subcontracts out

13. OSP Website

14. QUESTIONS?
THANK YOU!
© 2013 The University of Texas Health Science Center at Houston
Sponsored Projects Administration
go.uth.edu/spa