Today s Topics. Overview of OSRS Process for finalizing contracts Issues that might delay contracts Various types of contracts

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2 Today s Topics Overview of OSRS Process for finalizing contracts Issues that might delay contracts Various types of contracts

3 Office of Sponsored Research Services The Texas A&M University System Office of Sponsored Research Services (OSRS) is a consortium of Texas A&M System members that brings together talents, expertise, and best practices to enhance research administration. The office is located in Valley Park Center at 400 Harvey Mitchell Parkway South.

4 Office of Sponsored Research Services Overview We provide contracts and grants research administration services to: System members based in Brazos County Texas A&M University-Corpus Christi Texas A&M University at Galveston Texas A&M University at Qatar Prairie View A&M University

5 Office of Sponsored Research Services Contracts & Grants teams assigned to each System member Currently establishing best practices and procedures Coordinating closely with all System Members Directors for all teams coordinating their efforts

6 OSRS Contracts & Grants Directors Prairie View A&M University Michele Lacey Texas AgriLife Extension Jane Zuber Texas AgriLife Research Diane Gilliland Texas A&M Health Science Center Jane Zuber Texas A&M University Katherine Kissmann Michele Lacey Texas A&M University System Michele Lacey Texas A&M University at Corpus Christi Michele Lacey Texas Engineering Experiment Station David Hollingsworth Texas Transportation Institute Michele Lacey

7 OSRS Directors for Texas A&M Katherine Kissmann Texas A&M University at Galveston Texas A&M University at Qatar College of Architecture (Including CHUD) Mays Business School Bush School of Government and Public Service College of Education and Human Development Dwight Look College of Engineering College of Science Welch Foundation Michele Lacey College of Agriculture and Life Sciences College of Geosciences College of Liberal Arts College of Veterinary Medicine and Biomedical Sciences Texas Sea Grant Program Texas A&M Institute for Preclinical Studies

8 Contract Negotiators for Texas A&M Marcie Avery Academy for Advanced Telecommunications College of Architecture (except CHUD) Bush School of Government & Public Service Dwight Look College of Engineering Mays Business School Beth Milam Center for Housing & Urban Development (CHUD) College of Education & Human Development Qatar Other (International Programs, Library, Scholarships & Financial Aid, Art Galleries, Provost's Office, etc.) Jim Roth College of Geosciences College of Liberal Arts Susan Wilganowski College of Agriculture and Life Sciences College of Veterinary Medicine & Biomedical Sciences Texas Institute of Preclinical Studies Texas Sea Grant Travis Young Cyclotron Institute for Scientific Computation College of Science TAMUG

9 Coordination OSRS works closely with Texas A&M s Division of Research to coordinate the efforts of OSRS for Texas A&M University Attorneys from the Office of General Counsel housed in the OSRS offices Consultation with the Office of Technology Commercialization regarding System intellectual property rights and licenses.

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11 Contract Review Why?

12 Negotiation Objectives To determine the correct agreement type for the proposed activity To set a positive tone for an on-going institution/sponsor relationship. To achieve a framework that facilitates the scope of work. To arrive at a mutually-acceptable agreement. To negotiate an agreement that is consistent with Texas A&M s policies and procedures and applicable state laws.

13 Items needed for Successful Contract Review Scope of Work Needed to determine the appropriate terms for the contract Budget Should be the same as the budget from the proposal Compliance certifications Is the research going to incur significant risk?

14 Contract Review Process Award Received by OSRS Yes Approved Proposal Previously Submitted? Review/Negotiate terms of award No Route Internal Proposal Request Approval of Terms by PI, Dept Head, Dean, VPR Sign Agreement Establish Account

15 Review Process: Exceptions Agreement needs Additional Approvals if: >$50,000/new terms Intellectual Property Nonstandard Terms Office of General Counsel Consultation with Office of Tech. Commercialization & TAMU Approval Office of General Counsel

16 Review Process: Exceptions Agreement needs additional approvals if: Recombinant DNA/Biohazard Human Research Export Control Animal Research IBC Approval IRB Approval License or Technology Control Plan IACUC Approval

17 Contract Review Obstacles! No Proposal previously routed for approval. Difficulty contacting sponsor or university personnel Terms in Awards which typically require additional review/approvals: Indemnity/Liability provisions Insurance provisions Intellectual Property Rights to Sponsor Publication restrictions Unusual sponsor compliance requirements Nonstandard Payment provisions/invoicing

18 Compliance Approvals may be needed before beginning work! 0 Office of Research Compliance and Biosafety 0 Biohazards - Institutional Biosafety Committee (IBC) 0 Human Subjects Research Institutional Review Board(IRB) 0 Animal Research Institutional Animal Care and Use Committees (IACUC) 0 Export Controls

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20 Sponsored Funding Agreement A mutually binding agreement between parties that provides funding for sponsored research or other sponsored activity. May include: 0 Grants 0 Contracts 0 Research Agreements 0 Intrasystem Agreements 0 Task Orders 0 Service Agreements 0 Testing Agreements

21 Non-Disclosure Agreement 0Used when researchers will discuss confidential information with outside people or entities. 0Often used in the initial stages of establishing a formal research agreement.

22 Material Transfer Agreement MTAs come in two major types: Outgoing: TAMU PI is sending materials to a company or institution 0 Recipient PI should fill out Material Request Form and send it to mta@tamu.edu 0 Office of Technology Development will process if licensing issues are involved Incoming: TAMU PI is receiving materials from a company or institution. 0 TAMU PI should fill out a Material Transfer Agreement In form and forward to the appropriate OSRS negotiator along with Material Transfer Agreement from outside institution

23 Subawards These awards involve TAMU issuing an award to a Subrecipient under a Prime Agreement Subrecipient Legal entity to which a subaward is made. The subrecipient is accountable to the recipient, the entity to which the prime award is made. Here is what is needed: 0 Letter of intent 0 Contacts (technical/administrative) 0 Statement of work 0 Budget and Justification 0 Prime award Information is needed as soon as possible to avoid holding up issuing a Subaward!

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26 For More Information The Texas A&M University System Office of Sponsored Research Services 400 Harvey Mitchell Parkway South Suite 300 College Station, TX For questions about proposals, contact: