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Contracts and Agreements

The Office of Sponsored Programs reviews and executes many types of research-related contracts and agreements. Contracts and agreements are initiated using the guidance below.

A Proposed Funded Agreement is a grant, cooperative agreement or contract created through the proposal process in Summit Proposals

To initiate a Proposed Funded Agreement, forward the award notification to your pre-award associate with a copy to ospcontracts@vt.edu. The Proposed Funded Agreement is then initiated by the Contracts Team once the award notification is confirmed.

An Intergovernmental Personnel Agreement is an agreement for the temporary assignment of personnel between Virginia Tech and an external governmental agency created through the proposal process in Summit Proposals. Intergovernmental Personnel Agreements are considered Proposed Funded
Agreements in Summit Proposals and Summit Agreements.

To initiate a Proposed Funded Agreement, forward the award notification to your pre-award associate with a copy to ospcontracts@vt.edu. The Contracts Team initiates the Proposed Funded Agreement once the award notification is confirmed.

Sponsors may request agreements and other documents in order to submit proposals, including:

  • RFP Terms and Conditions Reviews
  • STTR Allocation of IP Rights Agreements
  • NSF INTERN Agreements
  • Small Business Subcontracting Plans

To initiate a Proposal Related Agreement during the proposal phase, provide the requested documents and related correspondence in Summit Proposals and alert the assigned Pre-Award Associate. 

To initiate a Proposal Related Agreement after the proposal has been submitted, provide the requested documents and related correspondence to ospcontracts@vt.edu. The Contracts Team then initiates the Proposal Related Agreement.

A Subaward/Subcontract agreement is used to a perform a portion of the work under a Proposed Funded Agreement with another entity outside the university.

To initiate a Subaward/Subcontract at the proposal phase, provide the requested documents in Summit Proposals. The Subaward/Subcontract is then initiated by the Contracts Team at the time the Proposed Funded Agreement is established.

To initiate a Subaward/Subcontract after an Office of Sponsored Programs fund has been established, contact the Post Award Associate managing the fund. Once approved, the Post Award Associate will submit the request to the Contracts Team through the Post Award Management system.

A Modification allows the terms and conditions of an existing agreement to be updated, as necessary.

To initiate a Modification for a Proposed Funded Agreement or Subaward/Subcontract, contact the Post Award Associate managing the OSP fund.

To initiate a Modification for any other agreement, contact ospcontracts@vt.edu.

A Non-Disclosure Agreement ensures that certain information dummit.cloud.vt.edu/agreementsisclosed in discussions are kept confidential and are only used for the limited purposes defined in the Non-Disclosure Agreement.

To initiate a Non-Disclosure Agreement, visit Summit Agreements to create a draft to submit to the Office of Sponsored Programs. Please see the User Guide, or direct additional questions you may have to ospcontracts@vt.edu.

A Material Transfer Agreement is needed when sending or receiving physical materials or software to/from a non-Virginia Tech entity.

To initiate a Material Transfer Agreement, visit Summit Agreements to create a draft to submit to the Office of Sponsored Programs. Please see the User Guide, or direct additional questions you may have to ospcontracts@vt.edu.

A Master Research Agreement allows sponsors to execute and  fund multiple projects with a single agreement to expedite the negotiation process.

To initiate a Master Research Agreement, visit Summit Agreements to create a draft to submit to the Office of Sponsored Programs. Please see the User Guide, or direct additional questions you may have to ospcontracts@vt.edu.

A Membership Agreement allows Industrial Affiliate Programs, Experiential Learning Programs and other memberships to add new members.

To initiate a Membership Agreement, visit Summit Agreements to create a draft to submit to the Office of Sponsored Programs. Please see the User Guide, or direct additional questions you may have to ospcontracts@vt.edu.

A Data Use Agreement allows the transfer of data, a dataset or software that is non-public or is otherwise subject to restrictions on its use.

To initiate a Data Use Agreement, please complete the Data Transfer/Use Agreement Request form.

A Letter of Guarantee is an agreement between a department and OSP to establish a fund in advance of a pending Proposed Funded Agreement.

To initiate a Letter of Guarantee, follow the instructions provided in OSP Procedure 10003.

The Office of Sponsored Programs facilitates many different agreement types, including:

  • Collaboration Agreements
  • Equipment Loan Agreements
  • Memoranda of Understanding
  • Teaming Agreements
  • Testing and Evaluation Agreements

To initiate other research-related agreement, visit Summit Agreements to create a draft to submit to the Office of Sponsored Programs. Please see the User Guide, or direct additional questions you may have to ospcontracts@vt.edu.

The Office of Sponsored Programs does not manage the following agreements:

A software license agreement allows a licensee to use the software in accordance with the terms of the agreement.

To initiate a software license agreement, visit IT Procurement and Licensing Solutions to begin your request.

An International Memorandum of Understanding is a collaborative agreement between Virginia Tech and an international entity, such as another university, a non-governmental organization (NGO), or a private sector organization.

To initiate an International Memorandum of Understanding, visit the MOU page through International Support Services. (Research-related Memoranda of Understanding with domestic entities are managed through the Office of Sponsored Programs)