Advance Account Request
The Advance Account is submitted through IBISResearch to the Specialist at ORA. It is submitted from the Funding Proposal Workspace of the project you are requesting the Advance Account for. Use the Send Email activity in IBISResearch and attach the completed, signed form and sponsor documentation if available.
Agreements (UM Not Receiving Funds)
Agreements which do not involve UM receiving funds from an external entity, and their associated amendments.
- Collaboration Agreement
| Include the following |
When |
Where |
Note |
- Draft Agreement
- Scope of Work
- Collaborator’s contact information
|
Upon receipt of Agreement draft |
mra@med.miami.edu |
Also referred to as a Memorandum of Understandings and follows the same process. |
- Confidentiality Disclosure Agreement (CDA)
| Include the following |
When |
Where |
Note |
- Word Format of DRAFT Agreement
- Contact information for the external party to the agreement
|
Upon receipt of CDA draft |
cris@med.miami.edu |
A Non-Disclosure Agreement is similar and follows the same process. |
- Inbound Material Transfer Agreement (MTA)
| Include the following |
When |
Where |
Note |
- Word Format of DRAFT Agreement
|
Upon receipt of MTA draft from provider |
cris@med.miami.edu |
1) ORA processes inbound MTAs where material is being provided at NO COST TO UM. If your MTA involves the purchase of, or payment for, the materials, it should be reviewed and processed by Supply Chain Services/Procurement and not ORA. Please submit directly to SupplyChain Services-Procurement to avoid delay. 2) OUTBOUND Material Transfer Agreements are handled by the Office of Technology Transfer. |
- Master Agreement
| Include the following |
When |
Where |
- Word Format of DRAFT Agreement
|
Upon receipt of Master Agreement |
cris@med.miami.edu |
- Memorandum of Understanding Agreement (MOU)
| Include the following |
When |
Where |
Note |
- Draft Agreement
- Scope of Work
- Collaborator’s contact information
|
Upon receipt of Agreement draft |
mra@med.miami.edu |
Also referred to as a Collaboration Agreement and follows the same process. |
- Non-Disclosure Agreement (NDA)
| Include the following |
When |
Where |
Note |
- Word Format of DRAFT Agreement
- Contact information for the external party to the agreement
|
Upon receipt of NDA draft |
cris@med.miami.edu |
A Confidentiality Agreement is similar and follows the same process. |
- Teaming Agreement
| Include the following |
When |
Where |
- Prime Agency’s RFP/Solicitation/BAA
- Word Format of DRAFT Agreement
- Contact information for the external party to the agreement
|
Upon receipt of Teaming Agreement |
mra@med.miami.edu |
Agreements (UM Receiving Funds)
Agreements which involve UM receiving funds from an external entity and their associated Amendments.
- Governmentally Funded – federal, state, city, county, etc
| Include the following |
When |
Where |
Note |
- IBISResearch/Proposal Identifiers
- If applicable, include IRB, IACUC and/or IBC approval documentation
- For state/county contracts which require Level 2 Background Screening for personnel on the project, provide proof of screening, if applicable.
If the study anticipates the use of JHS’ facilities, resources or services, include:
- Initiated in IBISResearch
- If an amendment, provide draft with associated supporting documents as applicable
- JHS Clinical Trials Office (CTO) Application (completely filled and signed by PI) and Study Calendar (in Draft Excel format, not signed) documents (which can be found at: https://jhsmiami.org/jhsofficeresearch/.)
|
If an Inter Personnel Action (IPA), include Agency Contact information |
Upon receipt of the contract. If ORA receives the contract before the PI/Dept then ORA will request these documents from PI/Dept. |
mra@med.miami.edu |
For Governmental contracts, generally, a proposal has already been submitted through ORA, so ORA would need to review and negotiate the contract. |
- Industry, Association, Foundation Funded
| Include the following |
When |
Where |
Note |
- Word Format of DRAFT Agreement
- Sponsor DRAFT budget
- Protocol/Scope of Work
- Informed Consent (as applicable)
- eProst identifier
If the study involves the anticipation of JHS’ facilities, resources or services, include:
- Initiated in IBISResearch
- If an amendment, provide draft with associated supporting documents as applicable
- JHS Clinical Trials Office (CTO) Application (completely filled and signed by PI) and Study Calendar (in Draft Excel format, not signed) documents (which can be found at: https://jhsmiami.org/jhsofficeresearch/.)
|
| After all documents have been received from the sponsor/CRO and the PI/Department have reviewed, conducted feasibility assessment, and approved the project. |
cris@med.miami.edu |
Association and Foundation agreements follow the same process. |
Applications/Proposal
Applications (also known as Proposal) which UM submits to an external sponsor in the hopes of receiving funding. In most cases, UM is following the sponsor’s requirements associated with how the application is built, submitted and will be funded, if funded.
| Include the following |
When |
Where |
Note |
- Complete/Final Application – including but not limited to:
- Budget
- Justification
- Abstract/Scope
- Higher Approval Requests, if applicable
- Funding Announcement
If the study involves the anticipation of JHS’ facilities, resources or services, include:
- Budget that includes JHS costs and expenses.
|
Follow the Application Deadline Policy
|
mra@med.miami.edu |
For private foundations and corporate foundations/giving programs, the Office of Corporate and Foundation Relations must also review and approve proposals to ensure guidelines are met and accurate supporting documentation is included. The following F & A Moratorium message is effective 8-2-2017. It does not impact proposals/contracts utilizing:
- Sponsor-pubished rates
- UM federally negotiated rates
- Industry funded clinical trials - 29% F&A
F&A Waiver Requests must be submitted to ORA at least 15 days prior to the deadline. |
Award Documents
| Include the following |
When |
Where |
- Send email with the award documentation.
|
Upon receipt of notice of award.
|
ORA-SI@miami.edu
|
Closeout Documents
| Include the following |
When |
Where |
As required by sponsor, but typically includes:
- Invention Statement
- Final Progress Report
- Property Report
- Other as required by sponsor
|
When project is closed and sponsor requires final reports. Documents must be sent prior to reporting due date. |
ORA team lead assigned to your department/center Please see Who is my ORA contact Person. |
Equipment Acquisition not included in Original Budget
| Include the following |
When |
Where |
|
Export Control Forms and Questions
| Include the following |
When |
Where |
- Completed Export Control Compliance forms
- Product Classification forms
- End User Disclosure forms
- Any export control compliance questions
|
As applicable |
Exportcontrol@miami.edu |
Financial Reporting Requests
| Include the following |
When |
Where |
|
Based on Terms and Conditions of Award. ORA does not require rebudgeting when agency allows flexibility. |
ORAAwardAdmin@miami.edu |
Jackson Health System (JHS) Work Order
Jackson Health System (JHS) Work Order under the UM / JHS Master Research Collaboration Agreement) and funded from a Sponsored Project/Activity.
| Include the following |
When |
Where |
|
Upon receipt of the Notice of Award from ORA. |
cris@med.miami.edu |
Just In Time
No Cost Extensions
| Include the following |
When |
Where |
- Requested revised end date
- Scientific justification for extension
- Plan for using unobligated funds
- Confirmation that objectives, scope of project remains unchanged.
|
When PI has identified a scientific need to extend the project and UM has delegated authority to approve the NCE. |
ORAAwardAdmin@miami.edu |
| Include the following |
When |
Where |
- Letter/Email Request addressed to Sponsor
|
Prior Written Approval Required |
MRA@med.miami.edu |
Outbound Subaward Requests
Outbound Subaward requests which UM is contracting with an external entity to perform a portion of UM’s overall scope/science.
| Include the following |
When |
Where |
| For each external entity, please submit the following as a complete package:
|
Upon receipt of the Notice of Award from ORA. |
mra@med.miami.edu |
PI Transfer to Another Institution From UM
PI Transfer From Another Institution to UM
Pre-Award Costs up to 90 Days
Rebudgeting
| Include the following |
When |
Where |
- Justification
- Workday budget plan with revised amounts per category
|
Based on Terms and Conditions of Award. ORA does not require rebudgeting when agency allows flexibility. |
ORAAwardAdmin@miami.edu |
| Include the following |
When |
Where |
- Letter/Email Request addressed to Sponsor
|
Prior Written Approval Required |
ORAAwardAdmin@miami.edu |
Requests for Clinical Procedure Pricing
| Include the following |
When |
Where |
- Detailed description of procedures, where services will be rendered, and associated CPT Codes
- Identification of sponsor (i.e. Federal, Industry, Foundation).
|
Requested prior to proposal budget preparation |
cris@med.miami.edu |
Requests for Medicare Coverage Analysis Revisions
| Include the following |
When |
Where |
- Copy of prior Medicare Coverage Analysis
- eProst Number
- Reason for revision request
- Documents associated with the reason for the revision (updated protocol, etc.)
|
When needed |
cris@med.miami.edu |
RRS/PI Portal Access Requests
| Include the following |
When |
Where |
|
When access to RRS/PI Portal system is needed
|
ORA-SI@miami.edu
|
Salary Cap/Cost Sharing
| Include the following |
When |
Where |
|
Based on Terms and Conditions of Award. ORA does not require rebudgeting when agency allows flexibility. |
ORAAwardAdmin@miami.edu |
Service Center Rates
| Include the following |
When |
Where |
- All matters related to service/recharge center accounting and billing
- Submitting billing rate sheets to ORA for review and approval
- Any questions regarding what function should be assigned to space during the annual space survey/certification process
|
As applicable |
Costanalysis.ORA@miami.edu |
Submission to UM's Sponsors (including Just In Time)
- Post-Application and Pre-Award Submission (Just In Time)
After UM submits an application to our external sponsors, the sponsor may request additional documentation from UM (including but not limited to Just In Time Information)
| Include the following |
When |
Where |
- IBISResearch/Proposal Numbers
- Sponsor's communication which shows what documents were requested and when these documents must be provided to the sponsor
- Sponsor requested information (e.g., IRB/IACUC/IBC Approval, Current & Pending, etc.)
|
Based on sponsor request |
mra@med.miami.edu |
- Sponsor Required Progress Report
| Include the following |
When |
Where |
Note |
- Supporting documentation, if applicable
|
Based upon sponsor requirements |
mra@med.miami.edu |
All FINAL reports and interim financial reports are handled by Post Award; therefore, please contact them via oraawardadmin@miami.edu |
- Agency Requests
(Carry Forward, Scope Revision, Change of PI/CO-I/Key Personnel)
| Include the following |
When |
Where |
Note |
- Word format of DRAFT agency request
- Supporting documentation, if applicable
|
Upon identification of need |
mra@med.miami.edu |
Please see Rebudgeting and No Cost Extension sections contained above for instructions on How to Submit. |
Systems, Web, Training, Reporting Questions
| Include the following |
When |
Where |
- Send email with specific questions.
|
As applicable.
|
ORA-SI@miami.edu
|
