Letter Terminating Agreement End of Contract

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Letter Terminating Agreement End of Contract Powered By Docstoc
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                                                                                                                                                                                                                          Bilateral
                                                      Step One                                                                                                                                                            Agreement: e-PRF
                                                      Determine        Step Two Determine Type of                                                                                                                         must be on file in                                Mailing           Division responsible for making electronic document of
                                                3     Funding Source   award                               Signatory                               Requires Contract Division Review                                      grants division          Cover Letter             Procedures        agreement and owner of original document
Initial (new) Award Received at the University of     Federal
Cincinnati; in many cases an award from another
institution will look like the FDP subaward
documents we use to facilitate a collaboration
under one of UC's awards. However the                                                                                                               No, if you find language that refers to less than 60 days for
document is not a subaward as used in other                                                                                                        invoicing, publication approval or restrictions, restrictions
places on this matrix. Pay close attention to the                                                                                                  on employment of US citizens or foreign nationals,
agreements.                                                                                                                                        ownership of intellectual property or data produced, bring
                                                                                                           Associate Vice President and            this to the attention of the Associate Vice President. It may                                                            Executive Staff   Grants, unless the Associate Vice President refers the
                                                                                                           Director, Grants Divsion no             be referred to contract division by the Associate Vice                                                                   Assistant or      agreement to the contract division for negotiation; then the
                                                                       Grants                              dollar limit                            President.                                                             Yes                      GA                       designee          original belongs to Contracts division




                                                                                                                                                    No, if you find language that refers to less than 60 days for
                                                                                                                                                   invoicing, publication approval or restrictions, restrictions
                                                                                                                                                   on employment of US citizens or foreign nationals,
                                                                                                                                                   ownership of intellectual property or data produced, bring
                                                                                                           Associate Vice President and            this to the attention of the Associate Vice President. It may                                                            Executive Staff   Grants, unless the Associate Vice President refers the
                                                                                                           Director Grants division no             be referred to contract division by the Associate Vice                                                                   Assistant or      agreement to the Contract division for negotiation; then the
                                                                       Cooperative Agreements              dollar limit                            President.                                                             Yes                      GA                       designee          original belongs to Contracts


                                                                                                           Associate Vice President and                                                                                                                                     Executive Staff
                                                                                                           Director Grants Division no                                                                                                                                      Assistant or
                                                                       Contracts                           dollar limit                            Yes                                                                    Yes                      Contracts                designee          Contracts


                                                                                                           Associate Vice President,                                                                                                                                        Executive Staff
                                                                                                           Director Grants Division no                                                                                                                                      Assistant or
                                                                       I P A (Incoming funds)              dollar limit                            No                                                                     Yes                      GA                       designee          Grants


                                                                                                           Associate Vice President,                                                                                                                                        Executive Staff
                                                                                                           Director Grants Division no                                                                                                                                      Assistant or
                                                                       Other                               dollar limit                            Yes                                                                    Yes                      GA or Contracts          designee          Grants or Contracts

                                                      Non Federal



                                                                                                           Associate Vice President or
                                                                                                           Director Grants Divsion as long
                                                                       Standard as designated by           as the value of the contract            No, if GA determines the contract language is exact to the                                                               Executive Staff
                                                                       General Counsel this also           does not exceed the board               standard or previous other than scope of work, time period,                                                              Assistant or
                                                                       includes UC standard agreements     threshold (FY 06 = $665,500)            dollars and billing frequency.                                         Yes                      GA                       designee          Grants



Non-federal awards that exceed the board
threshold must be signed by the president of the                                                           General Counsel, as long as the
university. When this happens bring this to the                                                            value of the contract does not                                                                                                                                   Executive Staff
attention of the Associate Vice President. The                                                             exceed the board threshold                                                                                                                                       Assistant or
agreement needs special handeling.                                     Not a standard                      ($665,500) Board Rule 10-1-06           Yes                                                                    Yes                      Contracts                designee          Contracts


                                                                                                                                                                                                                                                                            Executive Staff
                                                                                                                                                                                                                                                                            Assistant or
                                                                       Vendor forms                                                                No                                                                     No                       GA                       designee          Grants




                                                                                                                                                   Grant administrator or designee is responsible for making a
                                                                       Individuals who sign agreements                                             copy of the original agreement that is needed by the                                            Return address in
Definitions:                              Bilateral                    on behalf of UC must have a                                                 Contract division for negotiation. Students/Executive Staff                                     cover letter must be
Agreement requires both entities to sign.                              delegation letter from General                                              Assistant should be utilized for this. Once all appropriate                                     reflective of division
Unilateral Agreement requires just the awarding                        Counsel before executing                                                    agreements cycle through the Contract division copying                                          owning original
entity to sign.                                                        agreements                                                                  will no longer be required.                                                                     document




                                                                                                         07-16-09 Rev. - S:/Sponsored Research Services/SRS Policies and Procedure Manuel/SRA Sponsored Research Administration/Routing Decision Tree
                                                                                                                                                 C:\Docstoc\Working\pdf\a2948c35-923c-470e-a66c-6383e670f783.xls




                                                                                                                                                                                                                             Bilateral
                                                                                                                                                                                                                             Agreement: e-PRF
                                                                                                                                                                                                                             must be on file in                                Mailing           Division responsible for making electronic document of
Document                                             Funding Source      Type of award                         Signatory                              Requires Contract Division Review                                      grants division          Cover Letter             Procedures        agreement and owner of original document
Amendment to an existing University of               Federal
Cincinnati award received
                                                                                                                                                      No, unless language chanes are made that violate Ohio law
                                                                                                                                                      or insitutional policies and procedures. The Associate Vice            No, however
                                                                                                               Associate Vice President,              President will make the determination for amendments that              Associate Vice                                    Executive Staff
                                                                                                               Director Grants Division no            need contract division review. Grant Adminstrator should               President may                                     Assistant or      Whichever division owns the original agreement owns the
                                                                         Grants                                dollar limit                           flag areas of concern.                                                 request A-910            GA                       designee          amendment




                                                                                                                                                      No, unless language chanes are made that violate Ohio law
                                                                                                                                                      or insitutional policies and procedures. The Associate Vice            No, however
                                                                                                               Associate Vice President,              President will make the determination for amendments that              Associate Vice                                    Executive Staff
                                                                                                               Director Grants Division no            need contract division review. Grant Administrator should              President may                                     Assistant or      Whichever division owns the original agreement owns the
                                                                         Cooperative Agreements                dollar limit                           flag areas of concern.                                                 request A-910            GA                       designee          amendment




                                                                                                                                                      No, unless language chanes are made that violate Ohio law
                                                                                                                                                      or insitutional policies and procedures. The Associate Vice            No, however
                                                                                                               Associate Vice President,              President will make the determination for amendments that              Associate Vice                                    Executive Staff
                                                                                                               Director Grants Division no            need contract division review. Grant adminstrator should               President may                                     Assistant or      Whichever division owns the original agreement owns the
                                                                         Contracts                             dollar limit                           flag areas of concern                                                  request A-910            GA                       designee          amendment




                                                                                                                                                      No, unless language chanes are made that violate Ohio law
                                                                                                                                                      or insitutional policies and procedures. The Associate Vice            No, however
                                                                                                               Associate Vice President,              President will make the determination for amendments that              Associate Vice                                    Executive Staff
                                                                                                               Director Grants Division no            need contract division review. Grant Administrators should             President may                                     Assistant or      Whichever division owns the original agreement owns the
                                                                         Other                                 dollar limit                           flag areas of concern                                                  request A-910            GA                       designee          amendment

                                                     Non Federal



                                                                                                               Associate Vice President,
Amendments or letters terminating an award may                                                                 Director Grants Division until         No, unless language chanes are made that violate Ohio law
require signature and should be treated as if they                                                             the cumulative amount received         or insitutional policies and procedures. The Associate Vice            No, however
were initial agreements and follow the                                                                         exceeds the board approved             President will make the determination for amendments that              Associate Vice                                    Executive Staff
appropriate path on the matrix for initial (new)                         Standard as designated by             threshold ( $665,500) Board            need contract division review. Grant Administrators should             President may                                     Assistant or      Whichever division owns the original agreement owns the
agreements                                                               General Counsel                       Rule 10-1-06                           flag areas of concern.                                                 request A-910            GA                       designee          amendment



                                                                                                               Associate Vice President,
                                                                                                               Director Grants Division until         No, unless language chanes are made that violate Ohio law
                                                                                                               the cumulative amount received         or insitutional policies and procedures. The Associate Vice            No, however
Amendments that cause the cumulative value of                                                                  exceeds the board approved             President will make the determination for amendments that              Associate Vice                                    Executive Staff
an award to exceed the board threshold must be                                                                 threshold ( $665,500) Board            need contract division review. Grant adminstrators should              President may                                     Assistant or      Whichever division owns the original agreement owns the
signed by the president of the university                                Not a standard                        Rule 10-1-06                           flag areas of concern.                                                 request A-910            GA                       designee          amendment




                                                                                                                                                                                                                                                      Return address in
                                                                                                                                                                                                                                                      cover letter must be
                                                                                                                                                                                                                                                      reflective of division
                                                                                                                                                                                                                                                      owning original
                                                                                                                                                                                                                                                      document to ensure
                                                                                                                                                      Grant administrator should forward the electronic version                                       document is
The cumulative amount of the award will be           Individuals who sign agreements on behalf of UC must have a delegation letter from               of the original agreement to the Contract division for                                          returned to the
tracked in the award file and in COEUS.              General Counsel before executing agreements                                                      negotiation.                                                                                    appropriate division.




                                                                                                            07-16-09 Rev. - S:/Sponsored Research Services/SRS Policies and Procedure Manuel/SRA Sponsored Research Administration/Routing Decision Tree
                                                                                                                                             C:\Docstoc\Working\pdf\a2948c35-923c-470e-a66c-6383e670f783.xls




                                                                                                                                                                                                                         Bilateral
                                                                                                                                                                                                                         Agreement: e-PRF
                                                                                                                                                  Contract division creates agreements and needs original                must be on file in                                Mailing           Division responsible for making electronic document of
Document                                         Funding Source      Type of award                         Signatory                              agreement and any subsequent amendments                                grants division          Cover Letter             Procedures        agreement and owner of original document
Subaward / Subcontract and Subaward /            Federal
Subcontract Amendment under a University of
Cincinnati sponsored agreement                                                                             Associate Vice President,                                                                                                                                       Executive Staff
                                                                                                           Director Grants Division no                                                                                                                                     Assistant or
                                                                     Grant                                 dollar limit                           Yes                                                                    No                       Contracts                designee          Contract


                                                                                                           Associate Vice President,                                                                                                                                       Executive Staff
                                                                                                           Director Grants Division no                                                                                                                                     Assistant or
                                                                     Cooperative Agreement                 dollar limit                           Yes                                                                    No                       Contracts                designee          Contract



                                                                                                           Associate Vice President,                                                                                                                                       Executive Staff
                                                                                                           Director Grants Division no                                                                                                                                     Assistant or
                                                                     Contract                              dollar limit                           Yes                                                                    No                       Contracts                designee          Contract

                                                 Non Federal                                               Associate Vice President, or
                                                                                                           Director Grants Division until
                                                                                                           the cumulative amount received
                                                                                                           exceeds the board approved                                                                                                                                      Executive Staff
                                                                                                           threshold ($665,500) Board Rule                                                                                                                                 Assistant or
                                                                     Standard                              10-1-06                                Yes                                                                    No                       Contracts                designee          Contract




Subaward in this context means only those                                                                                                                                                                                                         Return address in
awards where UC is paying a collaborator under                                                                                                                                                                                                    cover letter must be
a UC sponsored project. UC will create all of                                                                                                     Grant administrator should forward the electronic version                                       reflective of division
these therefore all of the agreements will be    Individuals who sign agreements on behalf of UC must have a delegation letter from               of the original agreement to the contract division for                                          owning original
standard.                                        General Counsel before executing agreements                                                      negotiation.                                                                                    document




                                                                                                        07-16-09 Rev. - S:/Sponsored Research Services/SRS Policies and Procedure Manuel/SRA Sponsored Research Administration/Routing Decision Tree
                                                                                                                                              C:\Docstoc\Working\pdf\a2948c35-923c-470e-a66c-6383e670f783.xls




                                                                                                                                                                                                                          Bilateral
                                                                                                                                                                                                                          Agreement: e-PRF
                                                                                                                                                                                                                          must be on file in                                Mailing           Division responsible for making electronic document of
Document                                          Funding Source       Type of award                        Signatory                              Requires Contract Division Review                                      grants division          Cover Letter             Procedures        agreement and owner of original document

Other agreements including:



Nondisclosure, Proprietary Information                                 Department to General Counsel
agreements                                        n/a                  (does not come through SRS)          General Counsel                        No                                                                     n/a                      n/a                      n/a               General Counsel




Confidential Disclosure Agreements, Material                           Department to Intellectual
Transfer Agreements, Intellectual Property                             Property Office [IPO] (does not                                                                                                                    Yes IPO one page
Waivers, Data Use Agreements                      varies               come through SRS)                    IPO                                    No                                                                     form                     n/a                      n/a               Intellectual Property Office


                                                                                                                                                                                                                          Yes, found on the
Reverse IPA Agreement                             varies                                                    SRS Associate Vice President           No                                                                     Web page                 Department               Department        n/a


                                                                                                                                                                                                                                                                                              Whichever division owns the original agreement owns the
Case Reimbursement Schedules                      varies               Addendum to a clinical trial         SRS Associate Vice President           No                                                                     n/a                      Department               Department        addendum

                                                                                                                                                                                                                                                                                              Whichever division owns the original agreement owns the
Purchase order Acknowledgements                   varies               varies                               SRS Associate Vice President           No                                                                     No                       GA                       GA                acknowledgement


Personal Service Contracts (UC's internal form)                                                             SRS GA's                               No                                                                     n/a                      n/a                      n/a               n/a



End Use Certificate                               varies               varies                               Vice President of Research             No                                                                     n/a                      n/a                      n/a               The Office of General Counsel owns the Certificate



                                                                       These are IP agreements between      UC standard signed by                                                                                                                                           Executive Staff
                                                                       the small business and UC under      Associate Vice President all                                                                                                                                    Assistant or
SBIR/STTR Intellectual Property Agreements        n/a                  a federal flow through award         other IPO.                             Yes                                                                    n/a                      GA or Contract           Designee          Grant or Contract


                                                                       Pre proposal agreement usually                                                                                                                                                                       Executive Staff
Teaming Agreements (Federal funding                                    used in federal funding              Federal signed by Associate                                                                                                                                     Assistant or
opportunity)                                      n/a                  announcements                        Vice President all others OGC.         Yes                                                                    Yes                      Contract                 designee          Contract

                                                                                                                                                   Yes and contracting will most likely forward to General
Joint Use Agreements                              Third Frontier                                            General Counsel                        Counsel immediately                                                    Yes                      Contract                                   Contract


                                                                                                            Standard signed by Associate                                                                                                                                    Executive Staff
                                                                                                            Vice President otherwise               No, unless additional language added is not in Master                                                                    Assistant or
Industry Agreements                               varies               Master Agreements (non GE)           General Counsel                        Agreement                                                              Yes                      GA                       designee          GA reviews the Exhibit A, where applicable


                                                                                                                                                                                                                                                                            Executive Staff
                                                  Federal and Non-     These agreements are used for        Standard signed by Associate           Yes - See new Policy - all TAA's go through the Grants                 Yes and a                                         Assistant or
TAA's                                             Federal              services                             Vice President all others OGC.         division                                                               Certification            GA or Contract           designee          Contract



                                                                                                                                                                                                                                                                            Executive Staff
                                                  Federal and Non-     These agreements are used for        Standard signed by Associate           Yes - See new Policy - all TAA's go through the Grants                 Yes and a GE                                      Assistant or
TAA's - GE                                        Federal              services                             Vice President                         division                                                               Checklist                GA or Contract           designee          Contract or GA




                                                                                                                                                                                                                                                   Return address in
                                                                                                                                                                                                                                                   cover letter must be
                                                                                                                                                                                                                                                   reflective of division
                                                                                                                                                                                                                                                   owning original
Industry Master Agreements: GE Transporatation - Procter & Gamble - Boeing/California - General Motors - Ford                                                                                                                                      document                                                                                             0



                                                                                                         07-16-09 Rev. - S:/Sponsored Research Services/SRS Policies and Procedure Manuel/SRA Sponsored Research Administration/Routing Decision Tree

				
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