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Unfunded Research Agreements

Information on various types of unfunded research agreements.

Researchers often collaborate on research or share research tools with other scientists or institutions without exchanging funding. For many unfunded collaborations, a written agreement is beneficial or necessary to set out expectations, contract terms, and requirements to protect the interests of the researchers and collaborators, particularly to ensure academic freedoms such as the right to publish or use resulting data and intellectual property for teaching and research purposes.

Submitting Requests

Create a Kuali Research Record: For tips and guidance related to entering various agreements into the enterprise system of record.

Kuali Research Systems Training: To register for various eCourses and Virtual Instructor Led training related to the various Kuali modules and to access the Kuali Research Training Guides.

Additional Resources and Help: To get more information on various resources, search the knowledge base and how to contact a Research Administration Client Experience agent.

Confidential Disclosure/Non-Disclosure Agreements (CDA/NDA)

  • A non-disclosure or confidentiality agreement is intended to cover conversations that contain confidential and/or proprietary information or the exchange of such information from one or more parties and the contractual terms dictate the authorized disclosure, receipt, and use of the information
  • Commonly, a CDA/NDA is put in place when the other entity/institution and a principal investigator are contemplating a research collaboration but first need to exchange information to further evaluate the potential for such a collaboration.
  • The primary focus of this type of agreement is to ensure that ownership rights to the information restrictions on its dissemination are properly documented prior to any exchange of such information
  • In the event that prior disclosure is not necessary (ex. evaluation of a potential collaboration can be made without exchanging any proprietary information), no CDA/NDA is needed, and appropriate non-disclosure/confidentiality terms will be incorporated into the actual research or collaboration agreement.

Data Use/ Data Transfer Agreements (DUA/DTA)

  • A Data Use/Transfer Agreement allows one or more party(ies) to provide access to, or transfer of, data to or from a UCSD principal investigator for research purposes
  • A mutual DUA can also be negotiated to allow UCSD and the other party(ies) to exchange data
  • The DUA will provide appropriate protection of the data from unauthorized disclosure or use, or under applicable laws (such as HIPAA for human subjects data), while still ensuring UCSD’s ability to publish its research results or to share them for academic purposes.
  • Data use terms may also be included within a larger agreement context, such as a sponsored or collaborative research agreement, so a DUA is commonly negotiated for “standalone” projects where the primary focus is the data itself

Equipment Loan Agreement (ELA)

An Equipment Loan Agreement is usually an agreement between UCSD and another party that allows that party to loan one or more items of equipment to UCSD for research purposes. 

  • Separate equipment loan agreements are generally only negotiated in cases where a company is providing equipment only and no other research support (e.g., no funding).
  • If the equipment is being loaned/provided as a part of a research project funded by the party providing the equipment or as part of an unfunded collaboration, the loan terms should be included as part of the research or collaboration agreement.
  • Loaned equipment is not automatically covered by the UCSD insurance program, be sure to confirm if and how the loaned equipment will be covered.
Note: Agreements may be processed by UCSD Procurement & Contracts if there is a recurring payment to the other party AND the other party is loaning the equipment to UCSD without requesting any evaluation.

Letter of Intent (LOI) (or White Paper)

A letter of intent (LOI) (sometimes also called a white paper, letter proposal, pre-application, or concept paper) is a short description of the proposed project. The purpose of an LOI is to introduce the proposed project to the potential sponsor and to elicit feedback that will hopefully lead to an invitation to submit a full proposal application. See the Forms page for more information.

Master Agreement

Master Agreements are research contracts between a single sponsor and UCSD to cover a multitude, or variety, of research projects at UCSD or within a UCSD Department or Center.

The terms and conditions of the master agreement can govern all UCSD projects with the sponsor; therefore, an agreement does not need to be prepared or negotiated for each project, but a master agreement may require a long time to finalize due to its applicability to undefined research projects.

Once the master agreement is finalized, the sponsor will usually require pre-approval of a UCSD principal investigator’s proposal describing the scope of work and other project-specific aspects such as budget and schedule.

Material Transfer Agreements (MTAs) General Information

Definition of an MTA

A Material Transfer Agreement (MTA) is a legal contract that establishes terms, conditions, and a record of a transfer of tangible research materials between the owner and a recipient for research purposes and is required for material coming into and going out of UC San Diego.

Examples of tangible research materials:

  • Mice
  • Plasmids
  • Reagents
  • Human materials (blood, tissue, etc.)
  • Cell lines
  • Vectors

Request Kuali Access

Related Contacts

Addgene Requests

Addgene requests DO NOT require a Kuali record. Use this link to take you to the Addgene Request Form.

Request Process

Step 1. Submit an MTA Record

All material transfer agreements that involve sending or receiving tangible research materials must be submitted through Kuali ResearchADDGENE requests do not require a Kuali record. Use this link to take you to the Addgene Request Form

Providing incorrect or incomplete information may cause delays.


Step 2. MTA requests are routed to either the SPO or OIC depending on the type of request. 

Sponsored Projects Office (SPO)

  • Incoming materials that do not include payment terms
  • Outgoing human, biological materials
  • Materials that were originally received from another entity and unmodified by UCSD

Office of Innovation and Commercialization (OIC)

  • Outgoing UC San Diego intellectual property (e.g. patentable material or UC San Diego-developed technology)
  • Outgoing materials that include reimbursement

 


Step 3. Negotiation time

The terms of an MTA must be developed and carefully negotiated to maintain our legal obligations as a public university and to ensure we follow UC policy in alignment with Principles Regarding Future Research Results. Negotiation time will vary based on:

  • Sufficient and detailed information provided in the Kuali record
  • Type of material being transferred
  • Value and novelty of the material (e.g. "state-of-the-art" materials may include more restrictive terms)
  • Complexity of the terms

Step 4. Execution of Agreement

Once negotiation is finalized the MTA will be signed by the authorized representatives. 

Only the SPO and OIC have the delegated authority to sign MTAs on behalf of UC San Diego.

 

For Historic eMTA System Records

Historical fully executed agreements can be downloaded from the eMTA system for a limited time. Please do not submit new requests through eMTA. Effective Friday, January 20, 2023, a VPN connection will be required to access the eMTA System when working remotely (not on campus). A VPN connection is not required when working on campus. For VPN instructions or assistance please navigate to the VPN Blink page.

Instructions for downloading fully executed MTAs from the eMTA System. 

For Reimbursements of Materials

Reimbursements are not facilitated for the outgoing transfer of human biological materials under an MTA.

For other types of material for which you would like to be reimbursed when sending out materials under an MTA, select “Yes” to the following MTA question:

"For UCSD developed or managed material, are there costs associated with the transfer that you would like reimbursed to your lab (excluding reimbursements for shipping)?" 

Mutant Mouse Resource & Research Centers

The Mutant Mouse Resource & Research Centers (MMRRC)  function as a single repository resource with an Informatics, Coordination and Service Center (ICSC) and four regional distribution facilities:

Instructions for receiving MMRRC mice:

  1. Lab contacts MMRRC (mmrrc.org) and places order.     
  2. MMRRC will send a link to the online Conditions of Use (COU)  via email.  Note – this email will most likely be sent from Brian Davidson at UC Davis to the UCSD individual placing the order and to UCSD ACP.
  3. Lab initiates/submits a KR PD request as a Material Transfer Request (MTA):
    1. The “Sponsor” should be one of the four regional centers (any is acceptable, most often used is UC Davis)
    2. The KR PD record should be completed as for any other MTA request; however, there is no need to upload a draft MTA. In the Unfunded Agreement Questionnaire, when asked about a draft agreement, select “online” and note that you have an email with the link and will forward it to the MTA Help Desk, mtahelpdesk@ucsd.edu.
  4. SPO will review the KP PD record and request the email from MMRRC with link to online COU be forwarded to the MTA Help Desk, if not already done
  5. Once KR PD record is completed by the lab and approved by SPO, the request is assigned to a SPO Officer who will sign the online COU at the link provided via email
  6. MMRRC will proceed to work with lab/ACP re shipping materials

Material Transfer Agreements (MTAs) Lab Moves and More

 

Lab Moves

If a PI is moving their lab, either to or from UC San Diego, and they plan to transfer tangible research materials, an MTA(s) will be required. Please contact the MTA Help Desk (MTAHelpDesk@ucsd.edu) as soon as possible for further instructions. This is necessary for the following:

  • all parties are appropriately engaged in an effort to facilitate timely action.
  • there is institutional knowledge of the transfers to address existing contract obligations.
  • PI may continue using the materials at the new institution.

Contact MTAHelpDesk@ucsd.edu to start this process as soon as possible.

Tsien Lab Materials

The Tsien Lab no longer sends out samples directly. All of the Tsien Lab constructs are available either commercially or through Addgene, to non-profit or academic institutions. For more information visit the Tsien Lab website.

All MTAs for Tsien Lab materials are handled by the Office of Innovation and Commercialization (OIC). Email mta@ucsd.edu

Addgene Materials

Addgene is a global, nonprofit repository that was created to help scientists share plasmids. To initiate a material transfer to receive plasmids from Addgene, follow the below steps. 

  1. Place Addgene order. For more information go to Addgene Ordering Instructions.
    • Addgene sends the standard material transfer agreement to the MTA team automatically.
  2. Submit a request to the SPO using the Addgene Request Form
  3. The SPO will process your request in the order received.

For depositing plasmids into Addgene, contact OIC at mta@ucsd.edu. For other Addgene questions, contact MTAhelpdesk@ucsd.edu.

 

Reimbursements for Materials

Reimbursements are not facilitated for the outgoing transfer of human biological materials under an MTA.

For other types of material for which you would like to be reimbursed when sending out materials under an MTA, select “Yes” to the following MTA question:

"For UCSD developed or managed material, are there costs associated with the transfer that you would like reimbursed to your lab (excluding reimbursements for shipping)?" 

Reimbursement Cost versus Total Charges

The reimbursement amount requested by the UCSD investigator will differ from the total cost charged to the Recipient Institution. Total cost may include taxes and associated fees.

Be sure to contact the Office of Innovation and Commercialization (OIC) at mta@ucsd.edu for a comprehensive total cost to provide to the Recipient Institution. 

Memorandum of Understanding (MOU)

  • Commonly, these are agreements between two or more parties that function as a more formal alternative to a verbal or "handshake" agreement but are not intended to be legally binding.
  • In the research community, MOUs often act as a letter of intent to indicate a common interest in pursuing similar research goals or a future partnership; however, such intentions may not have progressed to the point where the parties are prepared to make a formal commitment
  • However, depending upon the wording and the intent of the parties, a MOU may have the power of a binding contract.
  • “MOU” is also a broad title that is often used by companies or foreign institutions on agreements that UCSD would categorize as a research collaboration or a different type of unfunded agreement (CDA if it permits the transfer of proprietary information, DUA if it contemplates the transfer of data, etc.). In KR PD, the initiator should select the category of unfunded agreement that describes the activity that is taking place, rather than the title of the document, to ensure that appropriate compliance reviews occur
  •  

Software Licensing Agreements (SLA)

  • A Software Licensing Agreement allows for an outside party to provide use of software to UCSD for research purposes, providing both parties mutual benefit from use of software by UCSD.
  • Separate software licensing agreements are generally only negotiated in cases where a company is providing software only and no other research support (e.g., no funding).
  • If the software is being loaned/provided as a part of a research project funded by the party providing the software or as part of an unfunded collaboration, the licensing terms should be included as part of the research or collaboration agreement.

Note: Agreements may be processed by UCSD Procurement & Contracts if there is a recurring payment to the other party AND the other party is loaning the software to UCSD without requesting any evaluation.

Teaming Agreement (TA)

A contract that formally acknowledges the relationship and participation of two or more parties who are submitting a proposal for research funding to an outside sponsor, such as the Federal government.

Establishing the purpose of each party's participation and which of the parties will be primarily responsible for submitting the proposal and receiving the award, and which party will receive a subaward(s) from the party receiving the award.

For more information or questions email researchadmin@ucsd.edu.