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- A-Z Index and Glossary
Clinical Studies health research at the University of Michigan: https://umclinicalstudies.org/
At the end of a project there are important considerations to make sure the project comes to an orderly close. The University has an obligation to sponsors to submit a final technical and financial report. The necessary closing procedures may vary, depending on the policies of the sponsoring agency and whether the support was in the form of a grant or contract. The requirements may vary from a one-page form to a multi-page document. Perhaps inventions or patents are necessary. Learn more in the Close Out Project section of our website.
A Michigan law that complements FOIA in exempting proprietary information held by university personnel if certain conditions are met.
- CRIIA Excerpt - MCL Section 390.1553
- FOIA, CRIIA (Confidential Research and Investment Information Act ) and U-M Sponsored Research
- Michigan Confidential Research and Investment Information Act (CRIIA) - Act 55 of 1994
- Michigan Freedom of Information Act (FOIA) - Act 442 of 1976 (MCL 15.231, et seq.) Full text of the Michigan Freedom of Information Act (FOIA) - Act 442 of 1976 (MCL 15.231, et seq.)
A conflict of interest is when a University employee is in a position to influence the conduct of a project for personal gain due to responsibilities or to arrangements with an outside entity. A conflict of interest (COI) is a situation created by the combination of an external entity, your activity/relationship with that external entity, and your University of Michigan employment/job responsibilites and activities. For further definitions, see SPG 201.65-1.
- Outside Interest Disclosure form (Word) used by individuals who are external (i.e., not affiliated with, employed by) to the U-M, but are participating on a project (e.g., investigators from a subcontracting organization; investigators on a human subjects study).
- How to determine if you need COI review and approval How to Determine if Your Project or Technology Transfer Activity Needs COI Committee Review and Approval
- M-Inform Disclosure Criteria Lists the disclosure criteria with examples (as seen in M-Inform) for an outside interest, activity, or relationship.
- M-Inform Outside Interest Disclosure Decision Tree
- Maintaining Department Information in M-Inform Instructions to assign M-Inform roles (e.g., unit reviewers of outside interests for the unit or an individual) and send M-Inform reminder emails to disclose to individuals.
- NIH COI Policy (PHS)
- NIH Conflict of Interest resources page Public Health Service (PHS) regulations, which apply to the National Institute of Health (NIH)C and other PHS agencies
- NSF COI Policy
- Policy on Instituation COI in Clinical Trails of Drugs, Devices or Biologics Supported by U-M Start-up Companies (PDF) U-M policy on institutional conflict of interests when a clinical trials of a drug, device, or biologic is supported by a university start-up company
- Prepare/Update a Disclosure for Another in M-Inform M-Inform instructions for proxies (i.e., unit assistants) to data enter outside interest disclosures for another U-M discloser.
- Respond to a COI Management Plan (for conflicted individual) M-Inform instructions to access and respond to (i.e., accept) a Management Plan for a COI situation.
- Review an Outside Interest Disclosure in M-Inform M-Inform instructions to review and approve outside interest disclosures on behalf of the discloser's U-M unit.
- Review and Respond to a COI Management Plan (for ombudsperson, monitor, etc.) M-Inform instructions to view and respond to the COI Management Plan as an individual with an oversight role in the unit for the conflict situtation.
- Sample M-Inform System Email to Disclosers Sample (Word) of the system email sent from M-Inform to those at U-M required to disclose per unit procedures or PHS regulations.
- Submit an Outside Interest Disclosure in M-Inform Instructions to add new, edit existing, and remove outside interests from your M-Inform disclosure, including restoring previously inactive outside interests.
- Submit Feedback to COI Office Instructions to submit additional feedback and inforamtion to a COI Office regarding an outside interest disclosure when the COI Office has identified a potential conflict of interest.
- Submit Information for a Research Initiated Certification Instructions for a discloser to answer a series of follow-up questions regarding an outside interest disclosure from a COI Office using M-Inform.
- Submit Information for the Annual Review of your COI Management Plan (for conflicted individual) M-Inform instructions to access, answer, and submit the Annual Review questionnaire for a conflict of interest situation.
- Submit the Annual Review Response for a COI Management Plan (for ombudsperson, monitor, etc. M-Inform instructions for individuals in an oversight role (e.g., ombudsperson) to access, answer, and submit the Annual Review of a conflict of interest situation.
- The Michigan Conflict of Interest Statute (Public Act 317 of 1968)
- U-M Policy for Identification and Management of Conflicts of Interest in Research and Technology Transfer U-M policy outlining the outside interest disclosure requirements and COI review processes for research and technology transfer activity
- U-M Reviewers: Points to Consider [PDF] U-M guidelines and tips for those who review faculty outside interest disclosures for their unit
- U-M Standard Practice Guide (SPG) - 201.65-1
- Unit COI/COC Plans Unit plans (e.g., LSA, Engineering, UMOR) for Faculty & Staff, posted to Provost web site.
- Update Your Company Profile in M-Inform Instructions to enter information about your start-up company in M-Inform. This information is required for the conflict of interest review at U-M when someone options, licenses, distributes, or commercializes intellectual property developed at the university.
Generally an agreement between university and corporate partners entered into for a specific research project or program.
A participant, either internal or external to the University, whose participation does not require a sub-account or sub-contract, and who is paid via a personal service agreement.
A contract or an agreement involves a promise, or set of promises, for which the performance of is recognized as a legal obligation.
Each contract document contains a statement of work or a description of the services to be provided. This work statement should be drafted with great care, for failure by the University or contractor to deliver the results anticipated, or to perform what is defined in the statement of work, is a breach of contract.
An agreement where a specific work statement is supported by funds from a sponsor who exercises more control than in the case of a grant.
Parent tag for the Controlled Substances in Research compliance program
- Annual Inventory Example Sample of a completed State of Michigan Annual Inventory
- Apply for or Renew a Controlled Substance Research License/Registration Instructions for both the SOM license and DEA registration
- Article 7: Controlled Substances Index of links to the controlled substance policy sections of the Public Health Code Act 368 of 1978
- Authorized Personnel Log Template (Word) to track the individuals, other than the licensee/registrant, who are authorized to handle controlled substances for research use and/or access to the storage location.
- Board of Pharmacy Controlled Substances (R 338.3101 - 338.3199q) Controlled substance policy, including definitions and schedules, from the Department of Licensing and Regulatory Affairs (LARA)
- Controlled Substance Compliance Checklist Checklist (Word) to use to prepare your laboratory and/or the controlled substance storage location for a U.S. Drug Enforcement Administration (DEA) inspection.
- Controlled Substance DEA Inventory Template Template (Word) used to perform a biennial inventory of the controlled substances currently stored at the DEA registered location.
- Controlled Substance Diluted Solution Log Log (Word) used to document the usage details for a controlled substance that has been withdrawn from its original container and mixed with a solution to dilute the concentration.
- Controlled Substance Initial & Closing Inventory Template Template (Word) used to record controlled substances at a new storage location immediately upon receipt of a DEA registration or used to list the controlled substances stored at a registered location upon the closing of that location.
- Controlled Substance Inspection Guidelines Instructions for researchers and lab staff to follow when the U.S Drug Enforcement Administration (DEA) arrives for a controlled substance inspection.
- Controlled Substance Multiple Dose Log Log (Word) to document the details for each use of any controlled substance amount removed from its original container.
- Controlled Substance SOM Inventory Template Template (Word) used to perform the State of Michigan (SOM) annual inventory of all controlled substances stored at the licensed location.
- Controlled Substances General Inventory Template Template (Word) used to summarize the usage of a controlled substance from the time of acquisition to the end of use (e.g., administration and/or disposal). Also called a “perpetual inventory.”
- DEA Form 106 - Report Theft/Loss Link to the online DEA form for use by the DEA Registrant only
- DEA Form 222 - Example Annotated PDF showing how to complete a DEA Order Form 222
- DEA Theft/Loss Procedures & Information Link to the DEA website for additional procedural information regarding the reporting of a controlled substance theft or loss
- DEA Update Request Online form to request modifications to an existing DEA controlled substance registration. For use by the registrant only.
- Diluted Solution Log Example Sample of the information that can be found on the controlled substances Diluted Solution Log
- Dispose of Controlled Substances Printable version of the procedure (PDF). Updated 01/20/17 to include the new Schedule I & II disposal steps.
- Form 225 Instructions Link to the DEA website for instructions to complete the Controlled Substance Registration Form 225 (all Schedules)
- General Inventory Example Sample of a completed general inventory log
- Initial and Closing Inventory Example Sample of the type of information that could be found on a closing inventory using the Intitial & Closing Inventory template.
- Maintain Security & Storage Controls for Controlled Substances Used in Resarch Printable version of the procedure (PDF)
- Modify a Controlled Substance License/Registration Printable version of this procedure (PDF)
- Multiple Dose Log Example Sample of the information that can be found on the controlled substance Multiple Dose Log
- Online Form 225 Link to the online DEA Controlled Substance Registration Form 225 for Schedules II - V only
- Order & Receive Controlled Substances for Research Printable version of the instructions (PDF)
- PDF Form 225 Link to the DEA Controlled Substance Registration Form 225 (PDF) for Schedule I substances only
- Report Theft/Significant Loss of Controlled Substances Printable version of this procedure (PDF)
- Researcher Controlled Substance Request Form Form (PDF) required to order controlled substances for research use from the UMHS B2 Pharmacy.
- Reverse Distributor Inventory Instructions Instructions to complete the Reverse Distributor Inventory List, also known as the DLD Controlled Substance Inventory List.
- Reverse Distributor Inventory List Inventory template to use when disposing of controlled substances through EHS - Hazardous Materials using U-M's contracted reverse distributor (Drug, & Laboratory, Inc. or DLD.) Also known as the DLD Controlled Substance Inventory List.
- Schedule I and II Controlled Substance Disposal Process Detailed instructions with examples of completed forms for disposing of Schedule I and II controlled substances utilizing the required reverse distributor process offered via Drug & Laboratory Disposal, Inc. (DLD) by U-M Environment, Health & Safety (EHS)
- SOM Data Request Change Form Online form from the State of Michigan (SOM) used to request modifications or updates to an existing controlled substance license. For use by the licensee only.
- SOM License Application (fillable PDF) - enter the data, then print, and mail to the address listed in the application form
- Title 21 Code of Federal Regulations, Part 1300-End Index listing the links to the sections of DEA policy for controlled substance registration
- Title 21 United States Code (USC) Controlled Substance Act U.S. Department of Justice - Drug Enforcement Administration (DEA) outline of the federal Controlled Substance Act
- U-M Authorized Personnel Screening Statement Form Internal attestation form (PDF) for personnel who will handle controlled substances for research purposes and/or have access to the storage location.
- U-M Policy on the Use of Controlled Substances in Research and Education Outlines the investigator and/or department roles and responsibilities when utilizing controlled substances in research at the University of Michigan (revised 12/14/15)
- Use of Buprenorphine SR is NOT Approved for Use in Research at U-M Statement indicating that Buprenorphine SR is not currently approved for use in research at U-M
A funding mechanism like a grant, except there is substantial programmatic involvement of the sponsor.
CAS. Cost Accounting Standards. Specific rules promulgated by the federal government to achieve consistent accounting practices for sponsored projects. See 48 § CFR 9905.501, 9905.502, 9905.505, and 9905.506.
Center For Statistical Consultation and Research (CSCAR). U-M unit that offers an integrated, comprehensive statistical consulting service, covering all aspects of a quantitative research project ranging from the initial study design through to the presentation of the final research conclusions. A service and research unit of the University of Michigan, administratively located in the Office of Research. Its staff provides statistical services to faculty, primary researchers, graduate students and staff of the University. See http://www.cscar.research.umich.edu.
A platform of technological and human support for advanced, integrated computation and information resources in the service of research and learning. The Office of Advanced Research Computing works to advance CI at U-M. See http://arc.research.umich.edu/.
Division of Research Development & Administration. Prior to January 1, 2012, the name of the Office of Research and Sponsored Projects, ORSP.
Early Termination / Close Out – In certain instances, a project may be terminated prior to the original expiration date. Possible reasons for early termination include: the PI has expended all of the awarded funding in compliance with the award terms and conditions, and has submitted all project deliverables; the PI is leaving U-M and the project will not be transferred or assigned a new PI; and the sponsor has requested an early termination. Award agreements typically include a clause for how an early termination situation will be handled, so individual awards should be reviewed for specific guidance. Generally, sponsor-initiated notices will be sent to ORSP, in which case ORSP will inform the PI and Sponsored Programs Office. This form should be used when the PI either wants to initiate an early termination or receives an early termination request from the sponsor. In the latter case, the sponsor's notice should be provided to ORSP.
Important: In the event of early termination, all required reports (e.g., financial, technical, property and patent), must still be provided to the sponsor. Departments should also be mindful of whether an early termination may negatively impact the sponsor's willingness or contractual requirement to make final payment on outstanding invoices.
Education Department General Administration
Employees appointed directly to a sponsored project sign an annual certification that the distribution of effort on their appointment form is correct.
Electronic Research Administration. NIH's online interface with applicants/grantees which supports the ability of institutions and PIs to access and share administrative information throughout the full life cycle of the grant, from submission through closeout.
Reports handled in eRA
- Internet Assisted Review (IAR): The ability for a PI as a reviewer to submit critiques and preliminary scores for applications being reviewed.
- Financial Status Reports (FSR): The ability for financial report filing via the Commons by the University's Sponsored Programs Office. Financial reports are submitted automatically by Sponsored Programs.
- Closeout reports: The ability to submit final closeout reports electronically for grants that have ended. NIH closeout reports and questions should be addressed to firstname.lastname@example.org.
U-M's web-based system for managing research-related activities. See: http://eresearch.umich.edu/.
- eResearch Proposal Management (eRPM)
- Electronic routing, approval, and submission for proposals to external sponsors, including Grants.gov
- Project management (project award notices and project change notices)
- eResearch Regulatory Management (eRRM)
- Review and approval process for Human Subjects Research Applications and IBC Recombinant DNA Registrations
- eResearch Animal Management (eRAM)
- Review and approval process for use of animals in research and education
- eResearch Proposal Management (eRPM)