SCOPE

Thispolicy covers all University employees who receive any part of their salarythrough the University or whose activities use any University resources orfacilities.

POLICYSUMMARY

TheUniversity of California requires that employees who receive any part of theirsalary through the University or whose activities use any University resourcesor facilities must submit their proposals for extramural support through theappropriate contracts and grants office. Awards must be made to The Regents ofthe University of California. Exceptions to the requirement to submit proposalsand awards through the University may be granted by the Vice Chancellor forResearch and Innovation (VCRI) on a case-by-case basis.

DEFINITIONS

Notapplicable.

POLICYSTATEMENT

Thegoverning policy is UC Policy, Requirement to SubmitProposals and to Receive Awards for Grants and Contracts through the University.

RESPONSIBILITIES

The VCRIhas been delegated the authority to grant exceptions on a case-by-case basis tothe requirement to submit proposals and receive awards of extramural supportthrough the University. Exceptions may be granted by the VCRI if the exceptionis in the best interests of the University. Exception requests must besubmitted via the online request form. The Research Compliance and Integrity(RCI) Office will provide recommendations on the request to the VCRI.

PROCEDURES

1.     In advance ofsubmitting proposals to or accepting an award from an external party that willnot be administered by the University, the requestor must complete the online request form. Please be prepared toprovide the following information:

a.     A list of the specificproposals, grant applications, and awards that the requestor wishes to be onoutside of the University. For each proposal, grant application, and award, therequestor should provide the proposal title, agency, grant time period, theiranticipated role, and their anticipated time commitment.

b.     Therationale/justification for the request, including anticipated benefits to theUniversity.

c.     An explanation for whythe requested activity will not interfere with the requestor&s duties andresponsibilities to the UC San Diego campus.

d.     Information on how therequestor will maintain a clear distinction and separation between therequestor&s service to the University and service to the external party.

e.     An affirmation from therequestor that all University personnel, research, and intellectual propertypolicies will be followed and that the University name will not be used by the externalparty without prior University approval.

2.     Once the online form issubmitted, the form will be routed, via email, to the requestor&s DepartmentChair (or designee) or Dean for approval.

3.     In reviewing requestsfor an exception, the VCRI will consider whether there exists a compellingreason to grant an exception, the degree of overlap in and/or conflicts withresearch and/or responsibilities between the proposed activity and therequestor&s University duties and responsibilities, the adequacy of theseparation between the requestor&s University obligations and the proposedextramural activities, the risk that the proposed activity may result in aviolation of University policy, and the justifications for the request.  

4.     The VCRI will determineif the exception request is permissible. Exception requests will be grantedonly in unusual circumstances and only if, considering the totality of thecircumstances, the VCRI determines that granting the request is in the bestinterests of the University. Written notification will be provided to therequestor and their Department Chair or Dean.

5.     The RCI Office willmaintain a list of the exception requests (regardless if approved or not) inaccordance with the UC Records Retention Schedule at https://recordsretention.ucop.edu/.

FORMS

Notapplicable.

RELATEDINFORMATION

Requirementto Submit Proposals and to Receive Awards for Grants and Contracts through theUniversity at https://policy.ucop.edu/doc/2500500/ReqSubmitProp-Awar.

FREQUENTLY ASKED QUESTIONS (FAQ&S)

Exceptionsto Conduct Research Outside the University FAQs at https://blink.ucsd.edu/sponsor/rci/exceptions-faq.html.

REVISIONHISTORY

12/03/2019       Newpolicy issued.

06/03/2021       Technicaledits made to update names and hyperlinks.

10/18/2024       Technicaledits made to update names and hyperlinks.