Forms and Template Agreements

The Office of Industry Engagement provides forms and templates to facilitate contracting with industry sponsors.

When do I use these forms and for what types of projects?

Reciprocal Nondisclosure Agreement - PDF

Submit: Log onto iRIS and submit an NDA Negotiation Request Form, along with an electronic, modifiable copy of the sponsor’s template NDA. If the other party has not provided a template agreement, the contract specialist will use the appropriate University of Louisville Research Foundation, Inc. (ULRF) template.  EVPRI staff may contact you to request some information which will assist us to ensure that the NDA provisions meet your needs.

Timeline: A contract specialist will respond within three business days of receipt of your request. Most NDAs are executed within one week of request.

Proposal Clearance Form (PCF) - Word

Purpose: The PCF captures information needed for official university review of sponsored project proposals. Signatures on the PCF certify that each member of the project staff is aware of his/her duties related to the study, the principal investigator (PI) acknowledges his/her responsibilities, and the department chair or dean agrees to commit departmental resources to the study.

Additional Signature Page - Word – The PCF provides space for details about and signatures of two project staff:  the Principal Investigator and one other project team member. The Additional Signature Page provides space for three additional signatures; as many copies as needed can be filled out to accommodate all project team member information and signatures.

PCF Instructions

Clinical Attachment Instructions

Submit: Complete these fillable Word forms and have the PCF signed by all members of the research staff (including the PI and all co-investigators) as well as by the chair(s) of any department(s) involved. Note that some departments require division chief signature, and that dean or unit head signature is needed when the department chair is also a member of the research staff. Include all proposal/application documents. Please submit at least five business days before sponsor’s submission deadline.

  • For University clinical trial proposals to be submitted directly to and funded directly by the federal government, send the signed PCF, clinical attachment and proposal to the Sponsored Programs Administration-Grants Division (SPA) email service account. This applies to projects performed at the University of Louisville as well as at affiliated hospitals or other sites.
  • For clinical proposals to be submitted directly to industry and nonprofit sponsors, even if primary funding is federal, send the signed form, clinical attachment and proposal to the Clinical Contracts Division (CCD) email service account. This applies to projects performed at the University of Louisville as well as at affiliated hospitals or other sites.

Timeline: OIE, CCD and SPA-GD need a minimum of five (5)business days to appropriately review proposals for compliance to applicable policies and regulations. OIE will respond within one business day of receipt of your proposal.

IBED - Excel - Investigator, Budget, and End Date Revision Form

Purpose: The IBED Revision Form captures information needed to revise existing chartfields (accounts) within the university’s financial and tracking systems. Signatures on the IBED provide acknowledgment of the PI’s and department head’s approval necessary in order to revise a chartfield or to commit resources to a project beyond those committed previously via the Proposal Clearance Form. OIE staff can determine if a formal amendment to the funding agreement is needed, or if requested revisions fall within existing agreement terms and conditions.

Note: Revisions to budgets, investigators, project end dates, and any other changes no longer require submission of a formal IBED Form. Modifications to these elements of a non-clinical industry-funded project can be requested by submission of an e-mail to OIE with a copy (cc) to the PI and appropriate departmental authority/representative.  The email should provide the explanation/reason for the change and must provide sufficient detail to allow OIE to make the requested chartfield modification.

IBED Instructions

Submit: Complete this fillable Excel form, have it signed by PI and department head, and send it to OIE. E-mail requests on which PI and department head are copied may be submitted in lieu of the IBED Form.

Timeline: Most chartfield revisions (except those requiring formal signed amendments) are processed within five business days of receipt of request.

Guarantee/Preaward Spending Request Form - Word

Purpose: The Guarantee/Preaward Spending Chartfield and Speedtype Request Form authorizes the establishment of a project budget in the university financial system—enabling work on a project to begin—in advance of an award.* The form identifies the preaward time period, detailed budget, and departmental guarantee account(s) to cover expenses in the event the award is not funded by the sponsor. Signatures on the form provide approval by the guarantee account representative, PI and department head to establish a preaward chartfield.

Submit: Complete this fillable Word form and have it signed by the guarantee account representative, PI and department chair. Note that some departments require division chief signature, and that dean or unit head signature is needed when the department chair is also a member of the research staff. Submit to OIE.

Timeline: Most guarantee preawards are processed within five (5) business days of receipt of request.

*Note:  Establishment of a preaward chartfield is subject to the same prior approvals required for regular chartfields (e.g., IACUC approvals, confirmation of compliance with the PHS FCOI Policy when PHS funds will support the project).

ULRF Nonclinical Industry Agreement Templates

Industry sponsors may provide their own standard contracts when initiating negotiations. OIE has the following ULRF template agreements available: