Sponsored Research Agreement Review Procedures
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A. Proposal Review and Preparation
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A research proposal, following written submission to RAF by a Principal Investigator (PI), is reviewed by a RAF Grant Administrator in collaboration with the PI. All required documentation is prepared by the Grant Administrator with the assistance of the PI, including the budget and scope of work, and is submitted by RAF to the sponsor in a timely fashion.
Should the PI become involved in any preliminary discussions with the sponsor regarding proposed agreement terms, the PI should be aware of the basic elements of the Institute’s policies concerning sponsored research agreements, particularly those reflected in the Criteria for Bayh- Dole Review, and the Criteria for IP Review, set forth in Part II below. The PI is also encouraged, at any stage, to contact RAF for assistance or to determine any current relationships or pertinent history with the sponsor that may be of use in the proposal development and agreement finalization. When discussions are held between sponsor representatives and Rensselaer faculty or staff, it should be understood that these are preliminary only and cannot bind Rensselaer. If the proposal is accepted, the sponsor will submit for Rensselaer’s approval and execution a research agreement, which will be managed under the procedure set forth below. |
B. Summary of the Agreement Review Process and Expected Timelines
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C. Tracking the Process of Research Awards |
An essential step in the process is to establish effective communications with members of the Rensselaer faculty and staff who are now, or may in the future become, involved in sponsored research. RAF has a detailed process in place to track research awards from the date that they are received in RAF until they have undergone the complete review process and are either fully executed or declined. The agreements are logged in when received and dates and pertinent information are recorded for each step of the process. RAF also has a detailed process in place to track: (1) which agreements are in the negotiation process; (2) what problems have been identified in the agreement; (3) what has been accomplished regarding each agreement at any given stage of the negotiation process; and (4) exactly when this information has been communicated to the PI. The PI is frequently informed of the status and of new developments as they occur and is copied on all correspondence related to the negotiation process. The PI is also welcome to contact the Director, RAF at any time, by phone or by email, to ascertain the precise status of pending agreements.
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