Sponsored Projects Administration

A fee-for-service agreement will be utilized for work requested by an entity that usually requires specialized equipment, processes, or expertise for which UTHealth Houston PI has no input on the research design (except for methods and processes needed to complete the work). Typically, UTHealth Houston would be running samples and generating data, or producing a product.

PROCESS

  1. An entity requests work be conducted by a UTHealth Houston PI
  2. The UTHealth Houston PI reviews the scope of work requested by the entity.
  3. The UTHealth Houston PI has determined to participate in the research study.

INTERNAL DOCUMENTATION REQUIRED

  • Proposal Development Record
  • Protocol and, if applicable, a scope of work
  • Budget/Budget Justification
  • CAIB Tool (to go with budget/budget justification)
  • IRB Approval, if applicable
  • IRB Approved Informed Consent, if applicable
  • Coverage Analysis, if applicable (this will be determined via the IRB review of the protocol then sent to SPA’s CRFA team for processing)
  • Other assurances, if applicable
    • Approved IDC waiver, if applicable **
    • Approval of cost-sharing, if applicable
    • Disclosures of Conflicts of Interest (Project Disclosure & Annual Disclosure)

*Negotiations on the agreement cannot begin until these documents are submitted. The information provided in these documents will dictate what terms are needed in the agreement, assist SPA in negotiations with the industry sponsor, and assure that all potential compliance and conflict of interest issues are identified and addressed.

**Note: It is expected that UTHealth Houston’s full indirect cost rate is reflected in the Budget. Any reduction or waiver of indirect costs is considered cost sharing and must receive the appropriate prior approval. https://www.uth.edu/sponsored-projects-administration/tools-resources/institutional-information

DEPARTMENT TASKS/RESPONSIBILITIES

  • Negotiate and come to a consensus on the budget with the entity.
  • Submit protocol into iRIS for review by the IRB, if applicable.
  • Create a proposal development record in UT START.
  • Create an agreement record (AGT) in UT START and link to proposal record (Note: ensure that the UTHealth Fee for Service is selected for the submission). 
    • Upload agreement, if provided by sponsor. If an agreement is not provided by entity, notify SPA via transfer e-form and SPA will draft the agreement.
    • Submit AGT record to be reviewed and assigned to SPA Specialist.

SPA TASKS/ RESPONSIBILITIES

  • Negotiate the legal terms of the agreement with the entity on behalf of PI and UTHealth Houston.
  • If needed, build out the coverage analysis shell for the study team to enter in costs, effort, and coverage information.(Done by the CRFA team).
  • Route the final agreement for review, approval, and signature, as applicable, to the PI and an authorized signatory for UTHealth Houston. ***
  • Confirm agreement has been fully executed, all appropriate documentation has been received, all applicable compliance elements have been obtained, all applicable parties have received a copy of the fully executed agreement, etc.
  • Submit proposal record to Post Award Finance (PAF) or the Awarded Processing Team (APT) to set up a financial account for the agreement.

***An agreement is only binding if signed by an authorized signatory for UTHealth Houston. The authorized signatory designated to sign an agreement is determined by SPA.