THE UNIVERSITY OF WISCONSIN-MADISON
RESEARCH AND SPONSORED PROGRAMS
AUGUST 21, 2000
||Deans, Directors, and Department Chairpersons, Department Administrators
and Secretaries (for distribution to PIs and Sponsored Projects Administrators)
||William J. Vance, Assistant Dean
||Material Transfer Agreements
As part of the University�s continuing effort to streamline the processing
of Material Transfer Agreements (MTA), we have joined a group of non-profit
institutions using a Uniform Biological Material Transfer Agreement (UBMTA).
This Notice updates University policies and procedures to utilize the new
UBMTA documents and expedited processes. These policies and procedures
should be followed when "Research Material" is being sent to, or received
from, other individuals or organizations. This Notice replaces RSP
Notice 94-3, published in November, 1993. For your reference, attached
is an earlier memo from Dean Virginia Hinshaw addressing issues related
to the processing of MTA.
IMPORTANT NOTE! If the Wisconsin Alumni Research
Foundation (WARF) owns the technology, please contact Dave Kettner at 265-9532
to obtain the appropriate form.
- Attached is a copy of the UBMTA that was developed to simplify the transfer
of biological materials between non-profit institutions. The UBMTA was
a collaborative effort by major research universities, the National Institutes
of Health and the Association of University Technology Managers. An
"Implementing Letter" agreement (copy attached) was developed for the actual
transfer of the materials. It is anticipated that the UBMTA and �Implementing
Letter� can be used for most transfers of materials between non-profit institutions.
Where a particular institution is not a party to the UBMTA, a �Simple Letter
Agreement for Transfer of Non-Proprietary Biological Material� (copy attached)
may be used.
For instructions on how to obtain electronic versions of the UBMTA, �Implementing
Letter�, or �Simple Letter Agreement of Non-Proprietary Biological Material�,
and the Signatories to the UBMTA, please see our Web site at https://rsp.wisc.edu/policies/mtaguide.html.
- The Principal Investigator must confirm that the Recipient Organization
is a party to the UBMTA. If the Recipient Organization is a signatory
to the UBMTA, the Principal Investigator should complete the �Implementing
Letter�, sign and send it to Research and Sponsored Programs (RSP) at 750
University Avenue. If the Recipient Organization is not a party to the
UBMTA, the Principal Investigator should complete the �Simple Letter Agreement
for Transfer of Non-Proprietary Biological Material� and send it to RSP.
- By signing the �Implementing Letter� or �Simple Letter Agreement for Transfer
of Non-Proprietary Biological Material�, the Principal Investigator certifies
that there are no restrictions on the transfer of Material arising from an
agreement with an extramural sponsor or other provider of material.
- Only a Principal Investigator may agree to transfer Material.
- An Extramural Support Transmittal Form (T-Form) is not required.
- RSP will send the �Implementing Letter� or �Simple Letter Agreement for
the Transfer of Non-Proprietary Biological Material� to the Recipient Organization,
at the address identified in the letter, and request that it be signed by
the Recipient Organization, as appropriate, and returned to RSP.
- Any modifications to the MTA will be negotiated by RSP.
- RSP will send a copy of the fully executed MTA to the PI and advise that
the Material may be shipped.
- The MTA must be routed through administrative channels using an "(T-Form)
The Principal Investigator must identify in the "Project Title" section
of the T-Form �Material Transfer Agreement� and indicate the specific fund
and account number(s) of the project(s) that will support the research
using the materials, i.e. the appropriate 133, 144, 128, 101 fund/acct.).
If the Material will be used in conjunction with funds that have conflicting
patent issues, or if the MTA has a clause that conflicts with State or
University policy, RSP will negotiate the necessary changes with the donor.
Upon successful negotiations, the MTA will be signed and returned to the
If the donor will not agree to the required changes, RSP will seek advice
from Legal Services or WARF.
If the Material will be used in conjunction with projects identified with
no conflicting patent policies, and the MTA does not violate any other
State or University policy, it will be signed by RSP and returned to the
Principal Investigators should encourage donors to use the �Simple Letter
Agreement for Transfer of Non-Proprietary Biological Material� whenever
possible. It can also be used to show a donor alternative language
in those instances when the University has a problem accepting the donor's
If you have any questions about these policies and procedures, please discuss
them with your Dean's office or contact Mark Doremus 262-0153.
xc: School/College Research Administrators
Links and contact names/number have been updated on:
October 12, 2005
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