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University of Wisconsin–Madison

Contract Approval and Appeal Process

From time to time, the negotiable terms and conditions for contracts between the University and external research sponsors may not meet the needs of the external sponsor, and attempts to accommodate these needs may result in a decision by UW-Madison Research and Sponsored Programs to decline to execute a contract. In such cases, the principal UW investigator on the pending contract may appeal through communication from their respective Dean or Director’s Office to the OVCRGE for an exception to the ordinary terms and conditions of acceptable contracts in order to accommodate the external sponsor’s needs.

Contract Approval and Appeal Process

  1. Following conclusion of negotiations, a sponsored research agreement between the University and a private entity contains unacceptable terms and conditions.
  2. In this circumstance, Research and Sponsored Programs declines to sign the agreement, and identifies the unacceptable terms and conditions.
  3. Based on the unacceptable terms and conditions identified, the Dean’s Office and affected UW investigator(s) may provide a written appeal request to the OVCRGE including a proposal for how the unacceptable terms and conditions may be overcome. The request may be screened by VCRGE staff or an Associate Vice Chancellor for Research for appropriateness and completeness.
  4. If the request is deemed appropriate and complete, the OVCRGE will appoint an ad hoc Appeal Committee consisting of a minimum of three non-conflicted faculty members who are content experts or experienced as a principal investigator in similar contracts to evaluate the facts and merits of the request and to develop a report to the OVCRGE, including a recommendation for disposition of the request. A staff member from the OVCRGE will provide administrative support and an attorney from the UW Legal Affairs Office will provide legal advice to the ad hoc committee.
  5. The VCRGE will make the final decision to approve or decline the appeal, taking into account advice provided by the ad hoc Appeal Committee, factors such as an unusual benefit to the University, the involved UW investigator(s), any involved research trainees, and the involved employing unit.