ICG FAQs

Below are some general, frequently asked questions regarding industry contracting. If you don't find the answer to your question please contact us or 404-727-2211.

You can also find a helpful blog post on contract jargon on our blog site here.

Which types of research agreements are handled by ICG?

Proposals, contracts and awards are handled by the Office of Sponsored Programs (OSP) and the Office of Technology Transfer (OTT).

The OSP Team handles proposals, non-industry contracts, and awards for:

  • Federal Grants
  • Foundation Grants
  • Corporate Grants (to formal grant programs)
  • Government Contracts (Federal, State, and Local)
  • Incoming Subcontracts under above Grants and/or Contracts
  • Outgoing subcontracts on above awards

The ICG Team within OTT handles agreements with industry partners:

  • Industry / Corporate Contracts and Agreements
  • STTR/SBIR Agreements
  • Incoming Subcontracts under Industry Contracts
  • Outgoing Subcontracts on Industry Contracts

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If I'm new to Emory research administration where can I find information?

There are four excellent sources of information for newcomers are:

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Who handles my industry agreement? There are multiple names?

Your OSP representative is based on your department within the university as well as the nature of your inquiry. You can find the appropriate contact on this web page.

There are three columns in the department assignment chart. Each column represents an activity type (e.g., a grant, an industry contract, or a non-industry contract). You should contact the person associated with your relevant type of activity or the nature of your inquiry. You can find these contacts on this web page.

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What information does the ICG need from me to begin processing my contract?

The ICG requires 1) an editable Word version of the contract, 2) the name and contact information of the sponsor liaison and the name and contact information for the appropriate department/RAS (Research Administration Services) staff member and; 3) a copy of the protocol or relevant statement of work (SOW).

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Where do I send my contract (amendments, subcontracts, SBIR )?

EPEX is where all contracts with financial obligations are entered and routed. The purpose of EPEX is to assist in budget development, electronic routing, and institution approval related to extramural funding at Emory. The EPEX system can be found here: https://compass-login.emory.edu

If there are no financial obligations, send your contract to this listserv: osp-contracts@listserv.cc.emory.edu

Once your contract has been received, it is assigned to the contract analyst responsible for your department.

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How do I send an amendment to the ICG?

Amendments are routed the same way as contracts. EPEX is where all amendments with financial obligations are entered and routed. The purpose of EPEX is to assist in budget development, electronic routing, and institution approval related to extramural funding at Emory. The EPEX system can be found here: https://compass-login.emory.edu

If there are no financial obligations, send your contract to this listserv: osp-contracts@listserv.cc.emory.edu

Once your contract has been received, it is assigned to the contract analyst responsible for your department.

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How do I send a no-cost extension (NCE) to the ICG?

Submit these requests through the SAM (Sponsored Award Management) KIOSK system which can be found here: http://sam.emory.edu.

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What's the status of my industry agreement? What is eCTS?

A key resources for faculty and staff to access information and updates on the status of both their industry and non-industry contracts can be found in the eCTS system. This system can be located on the web here.

eCTS (Emory Contracts Tracking System) is a web-based electronic contract management tracking system available to all Emory faculty and staff. This system provides the status and additional information for contracts from receipt to full execution of incoming contracts handled by both OSP and OTT.

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What do the fields in eCTS mean?

Field

Definition

Proposal No

Emory Proposal Express (EPEX) Proposal ID

Investigator

Principal Investigator

School/Department

Responsible School/Department

Sponsor

Sponsor or CRO Name (whichever is the contracting party)

Agreement Type

Type of Agreement (CTA, RA, CDA, etc.)

Status

Agreement Status (pending, completed, on-hold, etc.)

Analyst

Contract Analyst responsible for the agreement

Date Received by Contracts Group

Date OSP Contracts received an editable version of the proposed agreement for review

Date First Revision Sent

Date Contract Analyst sent first revisions to the agreement to the Sponsor

Date Negotiations Completed

Contract Analyst has finalized the agreement terms with the Sponsor

Date Signed Sent to Sponsor

An Authorized Emory Official has signed the agreement and the agreement has been sent to the Sponsor

Date Fully Executed

Agreement is signed by all parties (date fully signed agreement is returned to OTT)

Date Notification DMG

Contract Analyst has sent the agreement to the Data Management Group (DMG) to issue the Notice of Award (NOA)

Subcontracts

Indicate if the agreement is an incoming subcontract

Subject Injury Option

For CTs, indicate which subject injury option is applicable

Federal

Check this box if the funding is federal (prime or flow-through)

E-Verify

Check this box if E-Verify is applicable to the agreement

PI Initiated

Check this box if the study is PI initiated

Latest Follow-up

Most recent follow-up attempt made by Contract Analyst (with sponsor, department, etc.)

Details

Contract Analyst may include additional important information regarding the agreement in this section, i.e. specific details on follow up contacts or missing items (budget, IRB, eCOI, etc.)

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Why are the negotiations taking so long?

Negotiation times may vary due to several factors:

  • The complexity of the contract
  • The response times from the sponsor
  • Budget preparation and negotiations
  • Institutional Review Board (IRB) submission, review and approval

OTT-ICG:  Median Contract Processing Times in Business Days



Agreement Type

PHASE 1:
Received by ICG to  1st Revision

PHASE 2:
1st Revision to Negotiation Complete

PHASE 3:

Negotiation Complete  to Fully Executed*

Total Time For All Steps

Industry CTAs

4

20

5

29

Industry Research Agmt.

5

20

5

30

Research Services Agmt.

5

20

5

30

Confidentiality Agmt.

3

10

5

18

Amendments

3

5

5

13

*Calculated from the date the partially-executed agreement is sent to sponsor until the fully-executed agreement is received back from sponsor.

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Where can I find those research application numbers? Such as F&A rate, DUNS #, Entity Number, etc.

All of the necessary numbers, rates, dates can be found on the Office of Sponsored Programs website in two locations. One for numbers and dates and the other for Facilities & Administration rates.

If you need additional information on how or when to apply these rates or the sponsor has questions please contact your local RAS (Research Administration Services) staff member of your local departmental administrator or your school’s finance or business office.

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Will the ICG work on my budget?

No, the ICG does not prepare or review budgets. Budgets are either prepared through the Office for Clinical Research (OCR, http://ocr.emory.edu/), the department, or the principal investigator (PI).

OCR provides a decision tree to assist in the determination of if your budget needs review through their office which you can find on their website here.

If your budget does not require OCR preparation it will be addressed by either the department or the PI. If additional guidance is needed please speak with your local research administration services (RAS) representative or your departmental administrator.

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What are my sponsored research obligations?

Emory claims ownership of technology developed by Emory employees in their field of expertise or duties, or produced using university resources. The sponsored research agreement should outline the details of this arrangement. However, each case is unique, with some sponsor agreements setting guidelines for licensing and sharing of any potential revenue. For more information concerning your sponsered research obligations contact your departmental representative.

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What should I do about conflicts of interest?

Full disclosure of your commitments outside Emory is imperative. For example, business agreements that may hinder your duties as an Emory employee may require conflicts of interest management. If you are uncertain about your situation, contact OTT or Emory’s conflict of interest group to discuss the arrangement in detail. More information can be found at Emory’s conflict of interest webpage at http://www.coi.emory.edu.

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Is IRB or IACUC approval required before we execute the contract?

Depending on the nature of the work to be completed under the contract approval may be necessary from either the Institutional Review Board (IRB) or the Institutional Animal Care and Use Committee (IACUC). ICG is not responsible for submitting reviews.

Information regarding what activities require IRB review and approval can be found on their website here.

Information regarding what activities require IACUC review and approval can be obtained by contacting on their website here.

You can also speak with your local RAS (Research Administration Services) representative or your local departmental administrator for information.

If IRB or IACUC is required, as a practice, ICG will not proceed to the execution stage of the contract until the necessary approvals or exemptions or waivers are received.

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Can the ICG help me in getting an eNOA?

ICG does not issue eNOA’s. These are issued through the FGC Award Set Up Group once the contract has been fully executed and it has been submitted by ICG. The FGC Award Set Up Group will also issue an account for expenditures on the award (SmartKeys/Speedkey) within 3-5 business days after submission from ICG. You can locate the submission date by referring to eCTS.

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What if the sponsor needs a W-9?

ICG can provide a W9 for you. To get one please request it form the analyst working on your contract.

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What are confidentiality agreements and non-disclosure agreements (CAs, CDAs, RDAs, NDAs)?

Confidentiality agreements come in several flavors but are very similar. CA stands for Confidentiality Agreement. CDA stands for Confidential Disclosure Agreement, sometimes referred to as an NDA (Non-Disclosure Agreement) or an RDA (Restricted Disclosure Agreement). Generally speaking these types of agreements outline what information is confidential, what and how information can be shared, and what information should be restricted from other parties. These agreements allow parties to discuss details of their business and inventions without the fear of making important information public.

During the planning and preparation of a research project, there may be a need to exchange with or receive from a potential sponsor or collaborator confidential information (unpublished data, intellectual property, business practices, etc.). Faculty members who have any questions about the need for putting a confidentiality agreement in place to protect information developed at Emory should contact us. Any confidentiality agreements received from a third party pertaining to non-clinical research should be routed to OTT for review and signature. Any confidentiality agreements received from a third party pertaining to clinical research should be routed to OSP for review and signature at the following email address: osp@emory.edu.

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What are collaborative research agreements (CRAs)?

Collaborative research agreements (CRAs) are agreements between Emory and another university, institution or company that describe collaboration and joint research projects that are not being funded by the other party involved in the collaboration. These agreements dictate and clarify specific goals, how the parties will interact with each other and may also define IP ownership, patent filing responsibilities, licensing revenue distribution and other issues related to technology transfer.

OTT can assist faculty members with determining whether a CRA should be executed for a collaborative research project outside of Emory. For those projects that warrant such an agreement, OTT works with the faculty member to create an agreement with the appropriate terms and conditions; and then finalizes the agreement with contracting personnel at the collaborating institution/company. For assistance with a CRA, faculty should contact us.

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What are research agreements (RAs)?

These types of agreements are referred to as either collaborative research agreements (CRAs) or research agreements (RAs) and are agreements between Emory and another university or institution that describes collaboration and joint research projects. These agreements dicate and clairfy specific goals, how the parties will interact with each other and may also define IP ownership, patent filing responsibilities, licensing revenue distribution, and other issues related to technology transfer.

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