The Process
The University has a strong tradition of partnering with the private sector with transparency and public accountability. All industry-sponsored research at the University is subject to several policies, and follows the following process:
1. Form a partnership with an Industry sponsor.
2. Submit Project Information Form to the Innovations & Partnerships Office
After making an industry connection, your first step is to submit a Project Initiation Form (PIF) to IPO. The PIF provides us with summary information on the type of agreement you are looking to enter into, with what party, and for what body of work.
Behind the Scenes:
A IPO Contracts Officer will be assigned to your file and will review your PIF. You will be contacted shortly after your form is submitted.
Expected Timelines:
PIFs are typically processed by our office within one business week. Expect to hear from a Contracts Officer 5 business days after submitting your PIFs.
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For any research involving human or animal subjects, ethics approvals must be obtained before any work can begin. The Office of Research Ethics is responsible for administering the ethics review process and can answer your ethics questions.
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4. Submit RIS Application Attachment Form to the Innovations & Partnerships Office
Before any agreements are negotiated, you must submit a RIS Application Attachment Form to IPO. The RIS form provides a detailed plan of work and outlines the proposed budget, including 40% overhead on direct costs.
Behind the Scenes:
The IPO Contracts Officer assigned to your file will review your RIS form. You will be contacted shortly after your form is submitted.
Expected Timelines:
RIS forms are typically processed by our office within one business week. Expect to hear from a Contracts Officer 5-10 business days after submitting your application.
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Every agreement with an industry sponsor or collaborator must be reviewed and approved by an IPO Contracts Officer before it is signed. All agreements are signed by the University and the industry sponsor, not the Principle Investigator.
Behind the Scenes:
Your IPO Contracts Officer will negotiate an agreement with the industry sponsor which complies with all relevant University policies.
6. CIIPs and PI Undertakings are signed.
Before work can begin, all researchers on the project must sign a Confidential Information and Intellectual Property Agreement (CIIP) and the principle investigator must sign a PI Undertaking (PIU) form. New CIIP forms must be signed whenever there is change in personnel. IPO will provide you with these forms.
Why do I have to sign these forms?
- No funds can be released until these forms are signed.
Behind the Scenes:
Once signed, each inventor will receive an electronic copy of these forms and an original of each will be filed with the remainder of your project at IPO.
Expected Timelines:
This depends on you! Once submitted, the forms will be processed by IPO quickly and you will be sent an electronic copy in a couple of business days.
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7. Your fund is created by your Contracts Officer.
Behind the Scenes:
Your IPO Contracts Officer will create your fund in our Research Information System (RIS) and your funds will become available. You can monitor your fund using My Research Online (MROL).
The PI will receive a copy of this the Funded Research Digest (FReD) form created for your fund, defining the terms of the agreement and the budget. The original will be filed with the remainder of your project.
8. Research/collaboration can begin.
You are now set to begin your research. Good luck!
9. Disclosure of Intellectual Property.
Any intellectual property resulting from this collaboration/ sponsorship must be disclosed to the University, as in accordance with the University Inventions Policy. Click here for information on how to file a disclosure.
Why do I have to disclose?
Agreements with industry partners often have intellectual property terms requiring the University to disclose any IP arising from the funded research. In order for us to report to your industry partner, you must disclose to us. Failure to report can result in a freezing of current funds and can affect access to future funds.
What are my responsibilities as the Principal Investigator?
As the principle investigator, you are responsible for the following items before an work can begin:
- Submitting a comprehensive and accurate Project Information Form;
- Obtaining ethics approvals (for research involving human or animal subjects);
- Submitting a comprehensive and accurate RIS Application Form; and
- Ensuring all researchers on the project sign CIIP and PIU agreements.
Once an agreement is in place, you are further responsible for ensuring that the University complies with all applicable terms and conditions of the industry agreement for the project, including:
- Performing work as stated in the agreement;
- Ensuring that everyone working on the project is aware of and agrees to comply with all applicable terms of the agreement, especially those relating to publication, intellectual property and confidentiality;
- Submitting reports and other deliverables in the form and by the dates specified in the agreement;
- Ensuring that all obligations with respect to inventions and other forms of intellectual property are met;
- Authorizing expenditures in accordance with the budget outlined in the agreement and the policies and procedures of the University;
- Following all relevant University policies and procedures in the conduct of the project; and
- Ensuring that the appropriate department and/or divisional officials and UTRS (IPO) are informed as soon as possible of any circumstances which could prevent satisfactory completion of the project or compliance with any terms and conditions of the funding agreement.
You can use My Research Online (MROL) to view the status of your research applications, ethical reviews, or research funds administered by the University.
Questions? Concerns? If you have any questions after reading our guides, the Innovations & Partnerships Office is happy to help!
