The University of Texas Health Science Center at Houston

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The University of Texas Health Science Center at
Houston
Grants 101 Contracts and Subcontracts

• Jodi S. Ogden, MBA, OSP Contracts Director

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Agenda

• OSP Organizational Chart
• Workload Distribution
• Who Negotiates Contracts?
• Institutional Policy
• HOOP Procedures
• Agreements handled by OSP
• Contracting at UTHSC-H

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OSP Organizational Chart
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Workload Distribution
Cheryl Jackson, Contracts Assistant,
713-500-3051 Jodi Ogden, Contracts Director,
713-500-3968 (Handles Harris County contracts and
works across all departments.)
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Who Negotiates Contracts at UTHSC-H?
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Institutional Policy

• Agreements are negotiated to conform to
• The University of Texas Health Science Center at
  Houston (UTHSC-H)
• The University of Texas System
• Authorized Institutional Official executes
  agreements
• Office of Sponsored Projects (OSP) is the
  designated signature authority
• Parties are UTHSC-H and the Sponsor
• Principal Investigator (PI) is NOT a party to the
  agreement
• PI will sign Read Understood
• UTHSC-H is responsible for contract performance

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Relevant HOOP Procedures

• 1.02 Budgetary Environment
• 1.04 Authority to Execute Contracts
• 10.08 Applications or Proposals for
• Sponsored Project Funds
• 11.07 Indirect Costs
• 13.38 Requesting Professional Services
• 23.01 Conduct of Research
• 23.02 Review of Research
• 23.03 Intellectual Property
• 23.04 Honesty in Research
• 23.05 International Affiliations

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Relevant HOOP Procedures

• 23.06 Research Data Retention Access
• 23.07 Stipends
• 23.08 Effort Reports
• 23.09 Multi-Media Creations
• 23.10 Research Conflicts of Interest
• 23.11 Research Training
• 23.12 Cost Transfers
• 23.13 Decease Human Bodies and
• Anatomical Specimens

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Types of Sponsored Agreements

• Confidentiality Agreements
• Material Transfer Agreements (in/out)
• Clinical Trial Agreements
• Sponsored Research Agreements
• Laboratory Study Agreements
• Subcontracts (in/out)

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Confidentiality Disclosure Agreements

• What is a CDA?
• Send agreement to your Contract Administrator
• Contract Administrator will review and negotiate
  contract, if necessary
• Contract Administrator will obtain PI Read and
  Understood
• Institutional Official will sign agreement
• Fully executed agreement is sent to PI

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Material Transfer Agreements

• Are you receiving Material?
• Complete the Material Expediting Form Receiving
• Are you providing Material?
• Complete the Material Expediting Form Providing
• Send agreement to Contract Administrator
• Contract Administrator will
• review and negotiate terms, if necessary
• obtain PI Read and Understood
• obtain Institutional Official signature
• Copy of the fully executed agreement will be sent
  to PI
• DO NOT SHIP MATERIALS
• WITHOUT A MTA

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Sponsored Agreements

• Send agreement to your Contract Administrator
• Contract Administrator will
• review and negotiate contract (if necessary)
• be liaison between UTHSC-H, PI Sponsor
• obtain PI Read Understood upon completion
• obtain Institutional Official signature
• PI / Coordinator / Administrator will
• complete Review and Approval Form
• complete and negotiate the Clinical Trial Budget
• submit RA Form, budget, COI statements to OSP
• Fully executed agreement is sent to PI and Post
  Award Finance (PAF) Team for account setup
• Account is not established until assurances are
  provided to OSP (CPHS, AWC, etc.)

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Laboratory Study Agreements

• Dental Branch is the main recipient
• Send agreement to Contract Administrator
• Contract Administrator will
• review and negotiate contract, if necessary
• will be liaison between UTHSC-H, PI Sponsor
• obtain PI Read and Understood
• obtain Institutional Official signature
• PI / Administrator will
• complete Review and Approval Form
• submit RA Form, budget COI statements to OSP
• Fully executed agreement is sent to PI and PAF
  Team for account setup
• account is not established until PI provides
  assurances (CPHS, AWC, etc.)

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Subcontracts In

• OSP (Grants Section) processes Sub-in proposal
• Subcontracting agency (i.e. another university)
  sends subcontract to Contract Administrator
• Contract Administrator compares subcontract to
  proposal and reviews/negotiates terms, if
  necessary
• Contract Administrator will obtain PI Read and
  Understood
• Institutional Official will sign agreement
• Fully executed agreement is sent to PI and PAF
  Team for account setup
• account is not established until PI provides
  assurances (CPHS, AWC, etc.)

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Subcontracts Out

• OSP receives award and notifies PI
• OSP sends PAF Notification for account set-up
• Contract Administrator verifies the subcontract
  is to be issued
• Contract Administrator
• develops subcontract
• submits to PI for Read and Understood
• obtains Subcontractor signature
• obtains Institutional Official signature
• Fully executed agreement is sent to PI PAF Team

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Contracting at UTHSC-H

• UT System Master Agreements
• UT Clinical Trial Specialists
• Main areas of concern
• Intellectual Property
• Confidentiality
• Publication
• Indemnification
• AAMC Publication
• Clinical Trial Contracts A Discussion of Four
  Selected Provisions
• Deal Killer
• Sponsor refuses to pay for subject injuries

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Contact Information

• Jodi S. Ogden, MBA, Contracts Director
• Office of Sponsored Projects
• The University of Texas Health Science Center at
  Houston
• 7000 Fannin Street, Suite 1006
• Houston, TX 77030
• Direct 713-500-3968
• Main 713-500-3999
• Fax [phone]
• Email jodi.ogden_at_uth.tmc.edu

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Questions?