Agreements [under construction]
Agreements
The Huron Agreements module facilitates the processing and negotiation of contracts, award agreements, non-funded agreements, outgoing subawards, and other types of bi-lateral agreements. Agreements may be linked to records in the Grants module, such as Funding Proposals and Awards, or may be standalone records for singular actions like one-time data or material transfers, licensing, or intellectual property agreements.
See OSP’s Research Contracting page for additional information about common contracting issues, applicable laws, etc.
Clinical Trial Agreements are bi-lateral contracts negotiated with outside sponsors, often pharmaceutical companies, to facilitate the conduct of clinical trials at UVA. Requests to negotiate new CTAs are submitted in Huron as a two-part transaction, including a Clinical Study Agreement (CSA) in the Agreements module and a linked Funding Proposal (FP) [link to Pre-Award/FP] in the Grants module.
Required documents for CSA/FP submission:
- Draft Study Protocol
- Draft Budget
- Draft CTA
Required documents for CSA execution and award setup:
- Final Study Protocol
- Final Budget
- IRB approval
- Study Billing Coverage Analysis (SBCA)
SOM Clinical Trial Agreement Job Aid
[link to video]
Sponsored Research Agreements (SRAs) are the Huron transaction type for all incoming funded agreements, including all bi-lateral notices of award and incoming subawards. SRAs are only initiated and processed by OSP, but unit-level administrators should understand and be able to locate SRA records in order to track the status of agreements in their unit. SRAs are typically linked to either a Funding Proposal and/or Award record and can be accessed from the Workspace of those records. If an agreement draft or amendment is received by a PI or departmental administrator, it should be forwarded to ospnoa@virginia.edu to be logged as an SRA in Huron.
Non-Funded Agreements (NFAs) refer to all agreement types that control the transfer or sharing of materials, data, licenses, IP, equipment, etc, which do not involve the exchange of funds between contracting parties. The most common NFAs utilized by UVA investigators are Confidentiality Agreements (CDAs), Material or Data Transfer/Use/Sharing Agreements (MTAs or DUAs), and Multi-Purpose Agreements (MPAs). NFA requests are initiated by department/unit level administrators and completed in consulation with the PIs, lab personnel, clinical research coordinators, etc. Once approved by all necessary department and school-level reviewers, the NFA request is assigned to the OSP Contracts Team for negotiation and execution.
Agreement Types and Required Documents
[link to video]
Resource: SOM Job Aids, Approval Matrix, etc
Often sponsored awards include work to be completed by an outside entity, for which the University will issue a Outgoing Subcontract agreement. Outgoing Subcontracts (SUBs) are requested in the Huron Agreements module after an award has been activated. Typically, subawards are issued in one year increments and must be renewed annually by requesting a SUB Amendment in the Huron system.
[link to video]
Commons Subcontracting Issues
- Subcontractors not included in the project proposal can be added after award if allowable by sponsor guidelines.
- Annual SUB amendments must be accompanied by an updated budget and compliance approvals.
UVA allows faculty to perform consulting activity for outside entities either as an agent of the University (Option 1) or as an idenpendent contractor (Option 2) under the External Consulting policy.
In Option 1 consulting, the University enters into an agreement on behalf of its faculty member to receive funding for the consulting activities conducted as part of their University appointment and responsibilties. The funds are held in a sponsored programs account (GRxxxxxx) to support the faculty member’s salary and effort for the consulting activities. Faculty must use Option 1 consulting if any University resources (computers, office space, lab space/materials, data, etc) are leveraged for the completion of the consulting activity. Requests for Option 1 consulting should be submitted in Huron as two-part transaction including an Other (OTH) Agreement in the Agreements module and a Funding Proposal (FP) in the Grants module.
Option 2 consulting is allowable when the consulting activities are completely severable from the faculty’s University appointment and responsibilities and no University resources are used to complete the activity. In Option 2 consulting, the University reviews and approves an Approval of Outside Activities (AOA) request from the faculty member prior to that faculty executing the consulting agreement as an independent contractor and all payment is made directly to the faculty member. Faculty are required to report all consulting income as outlined by the University’s Conflict of Interest policy.
Resource: SOM consulting info