How to Request an Agreement

A Data Use Agreement (DUA) or Data Transfer & Use Agreement (DTUA) are contracts which outline the terms and conditions that govern the transfer of data that, typically, is not publicly available or is subject to restrictions. This data can be a limited data set, personally identifiable information (PII) or data containing protected health information (PHI). De-identified data does not usually need a DUA, however, some providers will still require one. Therefore, UNTHSC has established specific administrative procedures for the review, approval and execution of a DUA.

To request a DUA you must initiate an agreement in the GRAMS software. Prior to requesting a DUA, please have (1) the name of the institution providing the data; (2) the name of the institution receiving the data; (3) a description of the research for which the data will be used; and (4) the contact information for the other institution. If you have received a draft DUA from the other institution, please attach it to your GRAMS agreement request.

IRB approval or exemption is required prior to execution of a DUA for human-subjects data. We recommend initiating the IRB process as soon as possible.

Link to GRAMS SmartForm

An Incoming Subaward is when another institution (pass-through entity) receives funding from a sponsor (Prime Sponsor) and that institution subcontracts out a portion of the work to UNTHSC.

Incoming Subawards are initiated through the proposal process and are typically initiated through receipt of a notice of award in the central office. If you have received a notice of award related to a proposal you submitted that does not include the central office, please forward the notice to ospcontracts@unthsc.edu for processing.

A Material Transfer Agreement (MTA) is a contract that outlines the terms and conditions for transferring a tangible research material from one party to another, defining the rights and responsibilities of both parties. UNTHSC has established specific administrative procedures for the review, approval and execution of an MTA.

To Request an MTA you must initiate an agreement in the GRAMS software. Prior to requesting an MTA, please have (1) the name of the institution providing the materials (2) the name of the institution receiving the materials, (3) the other parties contact information (4) a detailed description of the materials; and (5) a detailed description of how the materials will be used. MTAs that involve the transfer of animals or human specimens will require documentation of appropriate IACUC or IRB review. If a draft MTA has been provided by the other institution please attach it to the GRAMS request.

Link to GRAMS SmartForm

A Non-Disclosure Agreement (NDA) is a contract which outlines the terms and conditions in which confidential material, knowledge, or information may be shared between the parties but restricts access or disclosures to unauthorized parties. An NDA can be mutual, meaning both parties disclose confidential information, or unilateral, meaning only one party discloses confidential information. UNTHSC has established specific administrative procedures for the review, approval and execution of research-related NDAs.

To request an NDA, you must initiate an agreement request in the GRAMS software. Prior to requesting an NDA, please have (1) the specific project or study which the NDA will cover, (NDAs cannot serve to cover a broad area of discussion or multiple projects); (2) a concise description of the type of information that will be exchanged; and (3) the name and contact information for the other party.

Link to GRAMS SmartForm

An Outgoing Subaward is when UNTHSC receives funding from a sponsor and subcontracts out a portion of the work to another institution.

Outgoing Subawards are initiated by the central office at the award stage. If you have a question about an outgoing subaward, please contact ospcontracts@unthsc.edu.

A Sponsored Agreement is an agreement between HSC and sponsor for the purpose of funding a Sponsored Project at HSC. A Sponsored Project means funded activities which have a statement of work or set of objectives which provides a basis for sponsor expectations. Sponsored Projects may involve research or research-related services, public service, training, or testing services.

Budgets for Sponsored Agreements should be developed in collaboration with the Office of Sponsored Programs to ensure that appropriate indirect costs are included in the proposed budget. Indirect costs will not be waived for Sponsored Agreements due to failure to appropriately budget. If you are preparing a budget for a proposed Sponsored Agreement, please contact OSP-PreAward@unthsc.edu for assistance. If you have received a draft Sponsored Agreement that was not proposed through OSP, please forward it to ospcontracts@unthsc.edu.