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Create a Material Transfer Agreement

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When you create an agreement, you are required to complete a series of pages. The number of pages depends on the type of review required.

To create an agreement

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The agreement you just created appears in My Inbox on the Dashboard.

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1. Log into the system as the Principal Investigator and create a Material Transfer Agreement (MTA).

2. From the Dashboard, click the Create dropdown then the Create Agreement button.

3. Complete the pages by entering the following information. Click Continue to move through all the pages. Where instructions are not given on what to enter in a field, leave it blank or enter what you like.

Note: As you move through this exercise, you will see fewer instructions about how to complete the questions, and instead, what to enter.

Agreement Upload

Agreement manager/Principal investigator

Note: There are two ways to select a person: Type the name in the text box. As you type, a list of people matching the text appears. Select the person from the list. OR Click the ellipsis (…) button. In the Select Person window, select the Last Name or First Name filter and then type the first few letters of the name. Click Go. Select the person from the list and click OK.

1. Primary contact

2. Upload agreement draft: If the agreement document has already been drafted, you can attach it to the Agreements SmartForm by clicking the Upload button. However, if Agreements office staff are going to create the first draft of the agreement, check the First draft to be generated internally? box instead. Agreements office staff will generate or upload a draft by running the Generate Agreement activity.

Note: If you upload a draft here and Agreements office staff subsequently generate or upload a draft, their document will automatically replace the one you uploaded on this page.

1. Title or internal reference number: Type a short name for the agreement. As a guideline, keep it shorter than 50 characters. This text appears throughout the system as the agreement name, for example, in My Inbox.

2. Agreement type: Select Material Transfer Agreement.

3. Description: Type a description.

4. Supporting documents: Add the Supporting Document PDF file provided with this course.

General Information

1. Contracting party: Select or Type the contracting party.

2. Contracting party contact name: Type the contracting party contact name.

3. Contracting party contact e-mail: Type the contracting party contact e-mail.

4. Contracting party contact phone: Type the contracting party contact phone.

5. Responsible department/division/institute: By default, this field displays the organization of the Agreements Manager/PI entered on the Agreement Upload page.​ If no value displays, then you must select a value.​ In case the Manager/PI is changed in an agreement, the organization value gets updated automatically.​ In an integrated environment, if an agreement is created from a Funding Proposal or Award, this field populates with the value from the Funding Proposal or Award.

6. Agreements collaborators: Select the agreements collaborators.

Note: Collaborators have edit access to the agreement when it is in an editable state.

MTA Direction of Transfer

Are you receiving or sending materials: This selection affects the following pages that display in the SmartForm.

MTA Material Recipient Information

1. Are you exporting material outside the United States

2. For institutionally developed technology, are the transfer costs

3. Have you received, or will you receive, a financial gift

4. Do you have a financial relationship with the recipient: You have a financial relationship with the recipient if you have or your immediate family has received anything of economic value from the recipient, such as:

• Salary or payment for services (e.g., consulting)

• Equity interest (e.g., stocks, stock options, other ownership interest)

• Income related to intellectual property (e.g., patents, copyrights)

• Reimbursed travel expenses

• Gifts, memberships, honoraria, etc.

MTA Material Description

1. Identify the material

2. What is the origin of the material

3. What is the material type

4. Are you requesting or providing live animals

5. Identify any hazardous biological agents involved

MTA Material Source

1. Identify the institution that developed the material

2. Name of the investigator who developed the material

3. How was the material obtained?

4. For material developed at your institution, does it incorporate research material received from others

5. What is the function of the material?

MTA Material Development

1. Was development of this material funded

   1. Funding source

   2. Grant number

2. Has the researcher published about the material

MTA Material Use

1. Provide a concise scientific description of the recipient's use of this material

2. List the quantity of material to be transferred: (specify units)

3. What is the approximate value of the materials?

4. Will the material be used with material owned by an industrial or non profit agency?

5. Comments

MTA Additional Information

Add any comments that will be helpful to the MTA staff

Completion Instructions

Read the instructions on this page.

1. Click Validate in the top of the Left Navigator to ensure there are no errors. If an error message appears, click the link to jump to the referenced page and correct it.

2. When done fixing all errors, click Exit on the navigation bar or Finish if on the last page to go to the agreement workspace. Note: The next step is to submit this agreement for review. You will do this in a following exercise.

3. Return to the Dashboard.

4. Confirm you met the success criteria below:

1. On the last page, click Finish.

   The workspace of the created agreement displays.

To submit an agreement

1. Check if all the information is accurate and complete.

2. At the left of the workspace, click Submit.

3. Click OK to accept the statement and submit the agreement.

• see the agreement in My Inbox only during the Pre-Submission state.

• no longer have read and write permissions on that agreement.

• not be able to create amendments for the agreement.