Contracts Intake Form

Beginning November 1, 2024, The Office of Sponsored Programs will be implementing a Contracts Intake Form for all contract and agreement requests. This form will assist in lowering administrative burden and streamline our current process. All requests will be made via the form rather than through email.

Access the form

Information Session Recording

The Office of Research & Innovation hosted an information session on October 22, 2024 in preparation for the transition.

View the recording on SharePoint

Resources

The Contracts Intake Form cannot be saved and re-opened for a later submission. To assist you in getting relevant information to complete the Form, we are providing a PDF version of each of the contract types currently available in the Contracts Intake Form.

FAQs

You would enter “00000” if your request is for an unfunded project or if you don’t have a fund number because the agreement has yet to be negotiated and signed.

The IRB Approval Number and Expiration Date are not required at the time of submitting the request. That being said, it will be needed before we execute the agreement, depending on the agreement.

“Time sensitive” means that the department needs this document quite urgently. The deadline is being driven by either of two factors; if the request is for a proposal or if the request is related to a sensitive situation such as in a clinical trial life or death. If you have forgotten to send your request and are late on your timeline, we will try to help you with that but that is not our definition of time sensitive.

This form is only for contracts (DUAs, NDAs, Master Agreements, etc.). We have a separate subawards intake form that we will be implementing December 1, 2024, and we will have the Lunch and Learn episode on this next month in November. The intention is that this form [the Contracts Intake Form] is to be filled out by the department. Any time you have a document that has terms and conditions, you need to fill this form out and submit it and it will be received by the research contracts team. Then the contracts team will review the request in the intake process and then we will determine if feedback is needed from the ORI administrator. If we do not need feedback, we will move forward and process the request. This will expedite the process.

The current version of the Contracts Intake Form includes the following contracts:

Service Provider or Consultant on a project
Non-federal sponsored research agreement
Master Research Agreement
Confidential Disclosure Agreement (CDA), or a Non-Disclosure Agreement (NDA)
Data Use Agreement or Data Share Agreement
Other Agreement

Right now, if your request is for a contract that is not listed, you will select the last option, “I am not sure/It is not in this list” and provide the information requested in the fields that populate. We ask that you include as much information as possible.

Yes, the negotiation log will still be used, and we will be uploading information in COEUS as we normally do.

There is no change in the process to request a change of PI under federal funding. You need to continue reaching out to your ORI administrator. For a change of PI under non-federal funding, you need to complete the Contracts Intake Form and use the last option of the drop down “I am not sure/It is not in this list.”

Typically, ORI reaches out to Export Control at the Proposal. The contract is ready for review and negotiation after a proposal has been selected for funding. There are rare instances where, as part of the proposal process, the Sponsor shares its terms and conditions and requires that a reviewed (with comments or redlines) version of the document be submitted along with the Proposal. This is an example of simultaneous review, which is the exception. The Contracts Team interacts with all compliance offices (OGC, IRB, TAX, Export Controls, IT, COI, etc.) on a daily and case by case basis depending on the nature of the agreement and the sponsor/consultant that we are working with. We check all of the compliance aspects.

Typically, you will have only one PI and co-PI(s). You really want one person that is responsible for the technical performance of an agreement and that person can have one, or multiple, co-PI(s). The PI will be entered in the “PI Name” field. For any additional investigators on the project, we ask that you include their name(s) and technical role(s) in the “Additional Comments” field at the bottom of the form before the File Upload.

As of November 1st, you will need to check the box next to ‘Sent me a copy of my responses’ and forward the email containing your responses to the pertinent stakeholders as required.

This is in preparation for what is going to come with Novelution. It is a tool we are implementing to supplement our needs in the intake process until we have full functions of Novelution accessible to us.

If changing agreement request (for example from MRA to SRA), clear fields and refresh page.

Questions

Any questions about the new process can be directed to Sarah Saxton, Assistant Vice Provost, Sponsored Programs at sarah.m.saxton@drexel.edu.