Identifying 91探花Background Intellectual Property (Background IP) early allows the 91探花to ensure the appropriate protections, permissions, and compliance are in place. This checklist can help you determine whether Background Intellectual Property (IP) will be used in your project.

Review What is Background Intellectual Property?聽

How to Use This Checklist

Review this checklist during project planning or when preparing an eGC1. If any item applies, your project likely involves Background IP and you will need to select the checkbox for 91探花Background IP on question D-1 of the eGC1.

Background IP Checklist

Patents / Patent Applications

• Does the 91探花hold any issued patents or pending patent applications relevant to this project?
  • Are you an inventor on the patent/patent application?
• Will the project rely on or build upon any existing patents or patent applications?
• Does this project make use of any technologies you have disclosed to ?

91探花Created Methods or Software

• Are there unpublished methods, protocols, or techniques needed for the work (potential 91探花inventions)?
• Will you use software, algorithms, code, or computational models created in your lab and not developed under this project?

Proprietary Materials

• Will the project rely on any proprietary materials developed at the 91探花or transferred to the UW? For example:
  • Engineered cell lines or other novel biological materials
  • Novel plasmids, viral vectors, DNA constructs, or other genetic materials
  • Novel antibodies, proteins, enzymes, or other reagents
  • Proprietary model organisms (e.g., microbes, transgenic animals)
  • Materials acquired under Material Transfer Agreements (MTAs), Data Use Agreements (DUAs), licenses, or other restrictions

Proprietary Data, Datasets, or Databases

• Will the project rely on any of your pre-existing datasets, databases, analytical outputs, or unpublished research data?

Other Intellectual Property or Restricted Materials

• Will your project rely on any pre-existing software tools, custom instrumentation, hardware designs, or documentation developed at UW?

Resources

• What is Background IP?
• Compliance for Proposals & Agreements (Non-Financial)

Questions?

Contact your Innovation Manager or Meredith Reynolds at mlnr@uw.edu.

The post Checklist: Background Intellectual Property appeared first on 91探花Research.

Training Requirements

Some federal sponsors require certification that 鈥渃overed individuals鈥� have completed Research Security Training for proposal submission. Don鈥檛 wait. Follow steps to enroll & complete Research Security Training Requirements.

These quick reference checklists are supplemental to Federal Research Security by Design.

Disclosures

• Gather supporting documentation.
• Do a 鈥渟earch鈥� on yourself and your publications.
• Get a Persistent Digital Identifier (ORCID iD).
• Complete your Other Support and Biosketch. Use SciENcv. Be thorough.
• Review the tool for what and where to disclose.
• As needed, provide disclosures according to sponsor guidance.
• Complete your internal 91探花disclosure requirements as needed (SFI, Outside Work).

International Collaboration

• Projects involving countries of concern? Be prepared for additional steps.
• Confirm collaborators are not suspended or debarred in .
• Collaborators on screening list? Follow up with Exports@uw.edu.
• Look at sponsor specific requirements or restrictions on foreign involvement, including foreign nationals.
• Prepare international collaborators to provide you with access to data supporting the research.

The post Checklist: Federal Research Security by Design appeared first on 91探花Research.

A checklist of steps, guidance and resources for working with subawards throughout the research project lifecycle.

Subawards at Time of Proposal

Review Guidance

• Preparing Proposals with Subawards
• Subaward Budget Development and F&A Calculations
• How to Set Up Subaward Worksheets on the SAGE Proposal Budget

Subawards at Setup

1. Familiarize yourself with the overall 91探花subaward process

• Review these videos illustrating the entire workflow for 91探花subaward process.
  • Outgoing Subawards First Steps
  • Next Steps to Establish and Set Up an Outgoing Subaward

2. Confirm Subrecipients are Listed in Workday as Suppliers and Subrecipients

• Make sure the subrecipient is listed as a supplier and also a subrecipient in Workday.
  • Review GCA鈥檚 for instructions on how to .

3. Confirm Subrecipients are listed in SAGE as Subrecipients

• Review SAGE guidance for Subrecipient Selection for details.
• If you cannot find the subrecipient you鈥檙e looking for, send an email request to ospsubs@uw.edu with the subject line 鈥淣ew Subrecipient.鈥� If the subrecipient is not found in SAGE, it is likely a brand new subrecipient entity.
  • New subrecipients must complete the Subrecipient Entity Certification form.

4. Request Setup of Workday Subaward Award Line and Grant Worktag

There are two different ways to add a subaward to an award.

If you know the subawards at time of Award Setup, request subaward award lines as part of an Award Setup Request (ASR) in SAGE.

• Include a SAGE Budget Subaward Worksheet for each outgoing subaward in the SAGE budget linked to the ASR.
  • Review the How to Set Up Subaward Worksheets on the SAGE Award Budget job aid.
  • When an ASR is complete OSP will review & send to GCA.
  • GCA will set up the prime award, the subaward award lines and grant worktags in Workday.
  • Award Preparers receive a SAGE notification that the Award is available in Workday.

If you need to add a subaward to an existing award, submit a SAGE OSP/GCA Modification Request. Include the URL for the snapshot of the SAGE Award Budget that includes the subaward budget worksheet you want set up in Workday.

• Review how to create a SAGE Budget Snapshot Job Aid.
• Review process steps on Award Changes.
  • When the MOD is complete OSP will review & send to GCA.
  • GCA will set up the subaward award line and grant worktag in Workday.
  • Award Preparers receive a SAGE notification that the Award is available in Workday.

5. Submit SAGE Subaward Request

After the ASR or MOD is processed, you can submit a SAGE Subaward Request.

• Review the SAGE Subaward User Guide for step by step instructions on creating a new subaward request.
  • Note the 鈥淪C鈥� number is assigned to the Subaward in SAGE when you save.
  • Always include the subaward award line鈥檚 GR# assigned from Workday, as well as the relevant ASR/MOD#.
  • Include any subrecipient agreement special requests in your Special Terms or Instructions for OSP.
  • Attach any required documents. This includes a detailed budget in the prime sponsor budget form or spreadsheet.
  • When the Subaward Request in SAGE is complete, you can submit.
  • Your Subaward Request will be assigned to an OSP Subaward Administrator.

6. Watch for communication from OSP, GCA and Procurement regarding subaward process

• Monitor Workday Inbox for prompt to Approve Purchase Order.
  • Receiving a PO in Workday for a Subaward happens AFTER OSP has negotiated the subaward agreement with the subrecipient.
• Look for email to subrecipient from OSP that includes PO#.
  • The campus contact in SAGE will be copied on the email when OSP sends the fully executed agreement to the subrecipient which will include the PO#.
• Watch for change in status of SAGE subaward request to “Active” in your SAGE dashboard.
  • OSP finalizes the subaward request in SAGE and the SAGE status of the subaward request displays as 鈥淎ctive.鈥�
• Watch for the linkage to appear between the grant worktag and supplier contract in Workday.
  • GCA creates a link between the subaward award line鈥檚 grant worktag and the supplier contract. This link helps with Workday subaward reporting.
  • Run Workday report to see subaward status, payments and balances in Workday.

Manage Subawards

Monitoring Subaward Activity

means verifying the subrecipient is following technical, financial, and compliance requirements

• Track subaward expenditures in Workday to monitor spending
  • One approach: Use the R1234 report to track which invoices have been paid out. The Supplier Invoice (SI-###########) will show up as an operational transaction identifier when the report is run for the subaward grant worktag.
• Monitor activities and coordinate changes during the life of the project. Review Manage Subawards for guidance on how subaward modifications in SAGE.

Invoicing

• Provide your subrecipients with the guidance from 91探花Procurement.
  • Subrecipients must follow all of the Invoicing Requirements guidance precisely.
  • Consider providing your subrecipient with an invoice template to avoid scanning issues with GHX.
  • Subrecipients will email invoices to uwashington@ghxinvoicing.com.
  • GHX scans and matches the invoice to the PO in Workday, generating a Supplier Invoice number (SI-###########) that links to the PO.
  • An invoice may not automatically get linked to its proper PO and subaward worktags in Workday; troubleshoot this by running a Match Exceptions report.
• Regularly review & approve invoices in Workday to pay your subrecipients. Invoice approval by both grant manager and PI is required for payment.
  • Review for guidance

Troubleshooting Invoicing

• Review information from 91探花Procurement for more information on
  • Subrecipient submitted an invoice to GHX but the supplier invoice (SI) is not showing up in Workday.
  • Other questions about invoice requirements and statuses.
  • Workday reports to run to monitor invoices, and troubleshooting.
• Run R1166 Invoice Match Exceptions report in Workday to track invoice issues.
  • In the memo field to the right on the R1166 report, you can download a copy of the invoice as submitted to confirm charges.
  • See guide on in order to assure timely payment to your subrecipients.

Managing Subaward Changes

• Need to request changes to an existing subaward agreement?
  • Modifications to existing subaward agreements should be submitted through the SAGE Subawards Module.
  • Review the SAGE Subaward User Guide for step by step instructions on creating a modification request.
• Need to make changes to the subaward award line in Workday?
  • Request in Workday via a GCA Only MOD in SAGE.

Need to add a subaward to an existing award that is already set up in Workday?

When prior sponsor approval is required, follow these steps to Add a Subaward – request Prior Approval.

Subawards at Closeout

• Follow the steps outlined in the OSP Subaward Closeout webpage.
• Follow the steps outlined in the .
• Review information on closing out PO.

Resources and Learning Opportunities

Job Aids and Guides

• SAGE Subaward User Guide
• How to Set Up Subaward Worksheets on the SAGE Proposal Budget
• How to Set Up Subaward Worksheets on the SAGE Award Budget
• Working with Subaward Worksheets and 91探花 Facilities & Administrative Rates on the SAGE Award Budget

Additional web guidance

• What is a complete Award Setup Request
• Subaward Setup
• Manage Subawards
• Subaward Closeout
• Subaward FAQs

CORE courses

• Subaward Fundamentals
• Subawards in SAGE

The post Checklist: Subawards from Proposal to Closeout appeared first on 91探花Research.

Requirements vary by agency and funding opportunity. Check the funding opportunity announcement as well as specific agency policies and make sure information is complete, accurate, and follows sponsor guidelines. Review the following 91探花guidance on some Sponsor Specific Requirements.

All Investigators applying for federal funding in which the sponsor has an Other Support training requirement must complete the UW鈥檚 required training on Financial Conflict of Interest (FCOI) & Other Support Disclosure.

When Other Support training is required, OSP verifies training completion at the time an award is made to the University.

If the PI submits an RPPR directly to a sponsor, the PI is certifying that information is accurate and will comply with sponsor terms and conditions which may include this training requirement for all senior/key personnel.

As a reminder, the PI retains personal responsibility and accountability for all portions of the proposal, including post-submission revisions. See GIM 1.

This would include notifying the unit or school or the Office of Research at research@uw.edu should the investigator be approached about or enter into any activity that requires concealing or withholding confidential financial or other ties between an individual researcher and the entity, or unauthorized sharing of information, technology, materials, products or other nonpublic information. Please also see information about foreign interests in sponsored programs, including the definition of malign foreign talent recruitment programs.

If you are unsure whether something is relevant to the application or if it should be listed in more than one place, err on the side of reporting in both places.

Sponsor Specific Requirements

Other Professional Activities

Other Professional activities (referred to as Outside Activity聽 or outside work at the UW) related to your 91探花research must be reported in Current and Pending or Other Support documentation.

Any work for compensation outside of an employee’s position at the 91探花must be approved through the appropriate Outside Professional Work for Compensation process. Contact the Office of Research for specific questions.

The post Current and Pending, or Other Support appeared first on 91探花Research.

A virtual town hall was held on September 4, 2024 where HSD provided a 30 minute overview presentation of the draft guidance and supplement outlining the 91探花policies and procedures for complying with the State law.聽 A . The Q&As from the town hall have been compiled into a complete list of questions and answers from the meeting.

The post DCTI Town Hall Q&As- September 4th, 2024 appeared first on 91探花Research.

This webpage provides guidance for researchers, the 91探花IRBs, and HSD staff for research supported by the federal Department of Energy (DoE).

The post Department of Energy Guidance appeared first on 91探花Research.

HSD drafted a diversity plan form to be submitted as a supplement to the IRB application and related guidance outlining the 91探花policies and procedures for complying with the State law.

In developing these materials, HSD sought input from the 91探花community including consultation with subject matter experts and research leadership, publishing drafts for a 30-day public comment period (August 16-September 16, 2024), and hosting virtual town halls to answer questions and hear feedback.

In the attached document, HSD provides background information about the development of the guidance and a summary of the key comments we received, much of which shaped the final guidance and supplement which were published January 2025.

The post Diversity in Clinical Trials Guidance and Background and Summary of Comments appeared first on 91探花Research.

HSD received a number of comments about the proposed revisions to the short form policy during an open comment period from August 16th to September 16th. The final policy takes into consideration feedback that we received from the 91探花research community, information from 91探花Medicine Language Access and Cultural Advocacy, and is designed to align as much as possible with partner institutions while taking into consideration differences in our institution’s research portfolio.

A summary of comments we received about the draft short form consent policy can be found in the attachment.

Feel free to send any questions or comments to hsdinfo@uw.edu.

The post draft Short Form Consent Policy – Summary of Comments appeared first on 91探花Research.

The post FAQ Good Clinical Practice Training appeared first on 91探花Research.

91探花Research that is funded via gift funding is subject to the same regulatory requirements as sponsored programs.

This checklist is designed to help researchers determine where to locate additional guidance so they may comply with these regulatory areas.

Data and Technology

If the gift supports work that involves data, certain laws or regulations may apply. For projects that include personal data, please review the and contact uwprivacy@uw.edu for help. If personal data will be shared with a third party, you may need a or similar contract.

If you will be developing new technology, methodologies, systems or other patentable innovations review resources from .

Export Controls

If the project involves:

• sending or taking of hardware, equipment, goods, software, monies, biological or chemical materials out of the U.S.
• export controlled/proprietary technical information or source code that is not intended for publication
• travel to or collaboration with a person or entity in a sanctioned country or region (e.g., Cuba; Iran; North Korea; the following regions of Ukraine: Crimea, Donetsk, Luhansk)

Contact the Export Controls Office at eco-help@uw.edu

Environmental Health & Safety

Contact the (EH&S) if the proposed project includes any of the following: Biohazards, Select agents and toxins, Radioactive materials, Chemical thresholds (toxic, unstable, explosive), or Diving.

Review 91探花

Human Subjects

Human Subjects

Activities that meet the regulatory definition of human subjects research require either IRB review or a determination of exempt status; review the 91探花Human Subjects Division guidance.

Clinical Trials

If the project involves clinical trials, 91探花Medicine faculty, facilities, or services contact 91探花.

Human Embryonic Stem Cell Use

If the research involves the use and/or creation of human embryonic stem cells: contact escro@uw.edu.

ESCRO Information

Questions about Human Subjects Research at the UW? Contact Human Subjects Division via email: hsdinfo@uw.edu.

Animal Use

If the research involves animal use contact the 91探花.

Contact the 91探花 for guidance on animal use in research.

Parties Involved

Gifts from Foreign Entities

Gift funding that originates from a party located in or affiliated with the government of聽 Cuba, Iran, North Korea, Russia, Syria or China must be reviewed for acceptability.

Contact your advancement representative for the review process on the acceptability of these foreign gift funds.

Gifts from Federal Restricted Parties

If the funding originates from a person or entity appearing on any Restricted Party Lists, contact the Research Security Office at researchsecurity@uw.edu.

Financial Interest

If you, or other researchers contributing to the design, conduct, or reporting of the research, have a Significant Financial Interest as defined in GIM 10 review Financial Conflict of Interest guidance, especially for SFI Review for Unsponsored Research that Requires IRB Review, and submit disclosures accordingly. Contact the Office of Research directly for further guidance on disclosure requirements for research supported by Gift Funding.

Other Support

Monetary donations, gifts, and in-kind contributions that directly support an investigator鈥檚 research may need to be disclosed to sponsors as 鈥淐urrent & Pending (Other) Support鈥� if they are given with an expectation of anything in return (i.e., time, services, specific research activities / lines of scientific enquiry, or money). Review information on completing Current and Pending, or Other Support documents, or contact research@uw.edu with questions.

Facilities

Approval for Facilities

Get approval from your School/College Dean’s Office if the project will be using 91探花facilities, renovating 91探花space, or leasing space.

Non- 91探花Individuals & 91探花Locations/Resources

If you intend to grant access to non- 91探花visitors, please get permission first. Start with your Department Administrator for possible visiting scholar appointment or .

Other Resources

• GIM 34: Classification of External Support as Either a Sponsored Program or a Gift
• GIM 10: Financial Conflict of Interest
• Distinguishing between a Sponsored Program, Gift, or Service Activity
• When do I need an eGC1?
• 91探花Advancement:

Page Updated 3/27/2026

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