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Submitting Unfunded Agreement Requests

This information is for UC San Diego Departments and PIs to submit requests in Kuali Research (KR) for unfunded agreements handled by OCGA Ancillary Research Agreements.

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Transition to Kuali Research (KR)

Unfunded agreements handled by the OCGA Ancillary Research Agreements team transitioned to Kuali Research (KR) and all requests for both new agreements and amendments must go through KR as of March 15, 2021.

  • KR Training: Register for an Unfunded Agreement Learning Lab, an instructor led class (on Zoom) to learn how to create and submit an Unfunded Agreement in the KR Proposal Development (PD) Module, or view the Unfunded Agreement Training Guide (pdf).
  • KR Access: If you do not have access to KR, follow the Step-By-Step Instructions for requesting access. Principal Investigators are typically assigned the Proposal Creator role in Kuali Research.

Kuali Research (KR) Proposal Development (PD) records

A Proposal Development (PD) record is required for all Unfunded Agreement (UFA) that will be processed by the OCGA Ancillary Research Agreements team.

Agreements Other Offices may handle:

Submit a KR PD Record

To submit a request, provide the following information and attachments in a PD record.

Choose Submit for Review to route the completed PD record to OCGA.

Basics tab

Provide the following information in the Basics tab:

  • Proposal Type: Select New (for new agreements) or Continuation (for an amendment)
  • Activity Type: Select Other Sponsored Activity
  • Project Dates: Enter the Project Start and Project End dates
  • Project Title: Use this naming convention
    • [PI Last Name] [Agreement Acronym] [Other Party]
    • Example: Smith NDA Biotech, Co
  • Sponsor: Use the Search function to find the corresponding Sponsor record.
    • If there is no sponsor code available, use 9850 to initiate OCGA's process for creating a new sponsor code.
    • The PD Initiator will need to update the field with the new sponsor code before submitting the record for review.
  • Sponsor Deadline: Enter the date you submit the record
  • Sponsor Deadline Type: Select Internal
  • Anticipated Agreement Type: Select Unfunded Agreement
  • Keywords: Select COVID-19 / SARS-CoV-2 if your agreement is related to COVID-19 research; also, email OCGAcontractsupport@ucsd.edu to ensure that the agreement request is identified as a request associated with COVID-19.

Key Personnel tab

Add all UC San Diego individuals who will be involved in this project to the Personnel sub tab:

  • Principal Investigator (PI): Assign PI role to the Technical Lead. KR allows any UCSD employee to be listed as the PI. The Lead does not need to be "PI Eligible" and PI Exception is not required for a service agreement. This lead person will complete the COI disclosure as necessary.
  • Other Key Personnel: Add all UC San Diego persons who will work on the project. 
    • Select CO Investigator or Key Personnel
    • Key Person's role: enter short description, example: "Covered by agreement"

Questionnaire tab

Questions in the Unfunded Questionnaire should be answered by someone who is familiar with the purpose and topic of the agreement.

  • Purpose / Topic: Include research field and technologies involved.
    • Example: PI needs to have NDA in place to discuss xyz technology.

Compliance tab

Use the KR PD Compliance tab to Add compliance entry for Export Control review, if needed:

  • Add Compliance Entry: 
    • Type: Select Export Control
    • Approval Status: Select Pending

Attachments tab

Use the Internal tab within the Attachments tab to provide a draft agreement:

  1. UCSD's Agreement Template: The UCSD template contains standard terms that align with UC policy, and when accepted and signed by the Company, can expedite processing: 
    • Confidential Disclosure Agreement (CDA): Fill in Company information and Background, and have the Company sign a PDF version of the agreement.
  2. Agreement that needs contract officer review: Many companies may request to revise our template, or ask to use their company's draft agreement. This may require additional negotiation to ensure the agreement aligns with UC policy.

Budget tab

Skip this section, there should be no funding provided under an Unfunded Agreement:

  • Ignore: Disregard the Data Validation Warning regarding the budget. You do not need a budget, and you will be able to submit the KR PD.
  • Do not add Budget: This process is not set up to be a funding mechanism related to scope of work.

Summary / Submit tab

  • Reminder: Click "Submit for Review" to route the PD record to OCGA. 
For more information, email OCGAContractSupport@ucsd.edu.