Contract Checklist

Guidelines for UI Principal Investigators:
Issues to Consider Before Sending your Contract to the Division of Sponsored Programs

Issue Action Notes
 

The agreement is related to a pre-clinical or clinical trial sponsored by a pharmaceutical company or device manufacturer.

Send the agreement directly to the Division of Sponsored Programs (DSP).

 
 

The agreement is a Business Associate Agreement for the UIHC.

Send the agreement to the Joint Office for Compliance.

DSP does not handle these agreements.

 

The Business Associate Agreement is for a UI department or unit, other than the UIHC.

Send the agreement to the The Office of General Counsel.

DSP does not handle these agreements.

 

The agreement is a Software license agreement.

Refer to the ITS Campus Software Program.

DSP does not handle these agreements.

 

The agreement is an Outgoing Material Transfer Agreement (where the University sends materials to another party).

Send the agreement to The UI Research Foundation.

DSP does not handle these agreements.

 
 

The agreement relates to human subjects or vertebrate animal research and is not related to a pre-clinical or clinical trial sponsored by a pharmaceutical or device manufacturer.

Complete and submit the required human subject (IRB) and or animal subject (IACUC) forms.

DSP will begin contract negotiations without the IRB or IACUC approval. However, DSP will not issue an Award Activation Authorization Notice (AAAN), or sign the Material Transfer Agreement (MTA) until the project has IRB or IACUC approval.

 
 

You do not have an agreement from the sponsor.

Use the UI Model Agreement for Sponsored Research. Contact DSP if other than a research agreement.

 
 
 

Does any faculty, staff, or student involved in the design, conduct, or reporting of this project hold financial or other interests that could give rise to a conflict as defined in Section II, Division I, Chapter 18 of the University of Iowa Operations Manual?

If yes, complete the UI Financial Interest in Research Disclosure Form before submitting your contract to DSP.

DSP will begin contract negotiations, but will not sign the contract until an approved management plan is in place.

 
 

Have you developed a budget for this project?

Develop a budget using the correct Facilities and Administrative (F&A) cost rate.

You can use the Budget Builder (currently under construction) tool.

A budget must be submitted with each contract for external funds.

 
 

The sponsor requires or "strongly encourages" equipment cost sharing.

You must complete an Equipment Cost Sharing Request Form.

You may request these funds from the UI Vice President for Research.

Completed cost sharing requests must be turned in to DSP two weeks before the agreement/proposal is submitted to DSP.

 

The sponsor requires or "strongly encourages" non-equipment cost sharing.

You must complete a Non-Equipment Cost Sharing Request Form.

It is best to first seek these funds from your department or college since non-equipment cost sharing funds are limited from the UI Vice President for Research. Non-equipment matching funds are generally limited to non-personnel expenses such as: supplies, travel, etc.

Completed cost sharing requests must be turned in to DSP two weeks before the agreement/proposal is submitted to DSP.

 
You are ready to submit your contract to the Division of Sponsored Programs (DSP)  
Item Action Description
 

UI Proposal Routing Form for monetary agreements.

  1. Complete the Routing Form on-line and submit electronically.

  2. Print the form and obtain necessary signatures.

  3. Bring/send to DSP, Room 2 Gilmore Hall:
    • A hard copy of the fully signed Routing Form.
    • The agreement (if you have one from the sponsor).

    • The budget.
    • The Statement of Work (SOW).

The Proposal Routing Form is the internal campus document that authorizes agreement submission with the signatures of the PI(s), the chair or director, and dean.

Or
 

MTA and Non-Monetary Routing Form for other agreements.

  1. Complete the Routing Form on-line and submit electronically. Attach the Word version of the agreement, if you have one from the sponsor.

  2. Print the form and obtain necessary signatures.
  3. Bring/send to DSP, Room 2 Gilmore Hall:
    • A hard copy of the fully signed Routing Form.
    • The MTA or Non-Monetary agreement.

The MTA and Non-Monetary Routing Form is the internal campus document that authorizes MTA and Non-monetary agreements with the signatures of the PI(s), the chair or director, and the dean.