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Research & Sponsored Contract Process

Research & Sponsored Contract Process

Following the appropriate process for the different types of agreements and contracts will expedite contract preparation and execution, allowing faculty and staff to begin working on their projects more quickly.
Every contract and agreement handled by the Contracts and Industry Agreements (CIA) team goes through the same general stages for contract processing. The timeline for contract drafting, negotiation and execution will vary depending on a number of factors, including the type of agreement, type of sponsor, and the nature and complexity of the project. However, having all needed documentation available and appropriate approvals for projects in place before the Contracts and Industry Agreements team receives the contract agreement will avoid unnecessary delays.

Agreements

The Contracts and Industry Agreements team has a close, daily working relationship with the Research Service Centers to ensure University, sponsor, and government rules and regulations are followed. Below are some general guidelines for faculty and staff to ensure timely and appropriate administrative action is taken prior to the initiation of the contract process.


Funded Agreements must be routed through Cayuse in coordination with the appropriate Research Service Center (RSC). By the time the Contracts and Industry Agreements team receives a contract request from the RSC staff to establish a sponsored project agreement on behalf of the Principal Investigator, the project proposal should already have routed and approved in the system. If no proposal has been routed through the RSC, then the RSC staff or faculty will be contacted to route the needed proposal documents. A contract or agreement for sponsored project activity (research, sponsored project, public service, or other), will not be negotiated until the proper documentation has been routed.

Some contracts, such as confidentiality agreements, material transfer agreements, teaming agreements, and memoranda of understanding, normally do not include funding, as sponsored projects do. Thus, these non-financial agreements do not require routing a proposal through Cayuse. The Contracts and Industry Agreements team will work directly with faculty and staff to establish non-financial agreements.

These are subcontracts to UTSA (incoming) from a sponsor or prime awardee. The scope of work and budget for UTSA should be routed and approved as part of the original proposal before initiating the contract process. This documentation should be available for use by the Contracts and Industry Agreements team at the contract review stage.

These are subcontracts issued by UTSA (outgoing). The subcontract will be negotiated and executed by the Contracts and Industry Agreement team, in coordination with the Post Award team. The other institution’s work scope and budget should be routed and approved as part of the original proposal before initiating the contract process. This documentation should be available for use by the Contracts and Industry Agreements team at the contract drafting stage.

 

If you have additional questions, please contact us at vpr-ocia@utsa.edu.