ORTM Forms
Need a form or an explanation of a form?
Scroll down to find an extensive list of forms relating to grants and contracts with some accompanying explanatory documents, as well as links to external sources of commonly used sponsor forms, both government and private.
Commonly Requested Information - An easy-to-read document to assist you in completed application cover sheets and budgets.
Post-Award Department Assignments - An easy-to-read document of Sponsored Projects Accounting.
Proposal Development Forms
| Form | Details |
|---|---|
| Calendar Months Converter | An Excel spreadsheet to help convert number of months to percentage of year. Frequently asked questions. |
| NIH Grant Forms | Grants.gov website |
| NIH PHS Forms | DHHS's PHS 398 website |
| NIH Training Grant Institutional Commitment Letter | last updated 2019-01-14 |
| Federal Demonstration Partnership (FDP) Subcontract Templates |
Link to templates used by FDP members including the Air Force, Army Medical, Army, Dept. of Energy, EPA, NASA, Navy, NIH, NSF & USDA. |
| Letter of Intent to Establish Consortium | Microsoft Word document last updated 2012-07-01 |
| Non-Disclosure Agreement (NDA) Template | Microsoft Word document last updated 1999-07-07 |
| Non-FDP Template (Boilerplate) | Microsoft Word document |
| Non-FDP Amendment | Microsoft Word document |
| PHS 398 Spreadsheet | An Excel file to be used for calculations only. NOT suitable for submission. |
| Subcontract SBIR Template (NIH) | Microsoft Word document |
| CWRU Subcontract NIH STTR Template | Microsoft Word document last updated 2007-05-11 |
| Subcontract Agreement - Non-Federal | Microsoft Word document |
| Industry - Guidelines for Sponsored Research Agreements & Sponsored Services Agreements | |
| Industry - Sponsored Research Agreement (SRA) Template | Microsoft Word document last updated 2012-07-01 |
| Industry - Sponsored Service Agreement (SSA) Template | Microsoft Word document last updated 2016-10-19 |
Award Management Forms
| Form | Details |
|---|---|
| Certification of Invoice for Payment | Subaward Invoice Certification Memo from the Project Director(a Microsoft Word document) last updated 2007-06-13 |
| Effort Reporting | Forms for reporting effort are available in Spiderweb. |
| Post-Award Department Assignments | last updated 2019-07-18 |
| Late Cost Transfer Form | |
| Operating Advance Clearance Form | last updated 2012-07-01 |
| Form PHS 2271 | Information and instructions for completing a statement of appointment |
| DHHS Statement Relinquishing Interests and Rights in a Public Health Service Research Grant | |
| VA Form 2 |
CWRU/LSCDVAMC/CVAMREF: Joint Appointment & Memorandum of Understanding. Utilized when a VA employee will be working on a NIH grant at CWRU, assignment is up to 12 months and VA will be invoicing CWRU for salary of VA employee. |
| VA Form 3 |
Case Western Reserve University/Louis Stokes Cleveland: Research Foundation Memorandum of Understanding
|
| W-9 |
last updated 2020-01-23 |
Compliance Forms
| Form | Details |
|---|---|
| Conflict of Interest (COI) Mandatory Training | |
| Consortium Agreement Statement of Intent including FCOI Language | |
| Continuing Research Education Credit (CREC) Application | Microsoft Word document last updated 2015-11-09 |
| Export Control Checklist | Fact Sheet |
| IRB (CWRU) Electronic Submission System | CWRU's SpartaIRB application |
| IRB in a Nutshell at CWRU | |
| Informed consent template incorporating the Revised Common Rule. | |
| Guidance on Child Assent for children ages 8-17: The CWRU IRB suggests that researchers utilize a written and signed child assent form for subjects in this age range (in addition to parental permission). When drafting a written assent form, researchers may find it helpful to create a simplified version of an adult informed consent document, appropriate for the reading level of the subjects (see "Example Informed Consent Document" above). | |
| IRB (CWRU) Short Form IC | Guidance on the use of a Short Form: A Short Form may be used for non-English speaking individuals or for individuals who struggle with literacy. A Short Form consent form is a document that contains a brief paragraph that affirms all the elements of informed consent (as required by the federal regulations) were reviewed with the participant in a language understandable to the subject. The Short Form must be in the participant´s native language. last updated 2015-11-09 |
| HIPAA Authorization Language for Consent | Microsoft Word document |
| HIPAA: 18 Identifiers Considered Protected Health Information (PHI) | Definition of PHI and list of 18 identifier considered being PHI under HIPAA. |
| Human Genomic Data Sharing Certification Process |
Description of how an investigator will acquire an Institutional Genomic Data Sharing Certificate for human large scale genomic data generating studies |
|
SpartaIRB Protocol Templates |
These documents can be found in the SpartaIRB library. |
Technology Transfer Forms
| Form | Details |
|---|---|
| Material Transfer Agreement Review Form | PLEASE NOTE: This form must be filled out for ALL Material Transfer Agreements |
| Data Use Agreement Review Form | PLEASE NOTE: This form must be filled out for ALL Data Use Agreements |
| Invention Disclosure Form | Revised October 2009; includes instructions |
| Non-Disclosure Agreement (NDA) / Confidentiality Agreement | |
| Sponsored Research Agreement (SRA) | |
| Sponsored Services Agreement (SSA) | |
| Outgoing Physical Material Transfer Agreement (MTA) | |
| Outgoing Biological Material Transfer Agreement (MTA) | |
| Outgoing Human Samples Material Transfer Agreement (MTA) | |
| Uniform Biological Material Transfer Agreement (UBMTA) Implementing Letter |
ORTM Policies
Need to find a common policy or guideline?
Scroll down to find an extensive list of policies relating to grants and contracts with some accompanying explanatory documents.
Proposal Development Policies
| Policy | Details |
|---|---|
| Cleveland Clinic Lerner College of Medicine NIH Grants Guidelines | Procedures that should be followed for NIH grants that involve both CWRU (non-CCLCM) faculty and CCLCM faculty. |
| Louis Stokes Cleveland VA Medical Center Policy |
CWRU faculty, staff, and students may, from time to time, be involved in professional activities (teaching, research, service or clinical care) at both CWRU and the Louis Stokes Cleveland Veterans Affairs (VA) Medical Center. Generally, this requires a joint appointment at each institution. |
| NIH Calendar Months Converter |
An Excel spreadsheet to help convert number of months to percentage of year. Frequently asked questions. |
| NSF Proposal + Award Policies |
Effective for proposals submitted on or after January 18, 2011. |
| Principal Investigator (PI) / Project Director (PD) Policy | Definitions and responsibilities of principal investigators (PI) and project directors (PD). Last updated 2005-06-01. |
| Proposal Policy (Five Day Due Date) |
To ensure that the Office of Sponsored Projects Administration (OSPA) properly executes the University's responsibilities with adequate time to provide investigators with appropriate feedback on their applications and to ensure timely submission to the funding agency, it is necessary that the applications with published and/or established agency deadlines be received by OSPA at least five (5) business days prior to the due date. |
Award Management Policies
Compliance Policies
| Policy | Details |
|---|---|
| Authorship Guidelines at CWRU | CWRU guidelines on authorship of research and scholarly publications. |
| Conflict of Interest (COI) Policy | Important information about CWRU and sponsor regulations regarding conflicts of interest or the appearance of conflicts of interest. |
| CWRU IBC Policy | Current CWRU Institutional Biosafety Committee (IBC) policies and procedures. |
| CWRU Policies and Procedures |
Revised October 2015 The CWRU SBER IRB policies are a tool for faculty, staff and students who perform non-biomedical, social/behavioral science research. |
| Custody of Research Data Policy | Important University requirements regarding the recording and storage of research data. |
| Human Participants in Research Policy | |
| Letter of Cooperation-Guidance & Templates |
revised 2016-04-21 |
| Ohio Attorney General's Position on Publication Rights |
CWRU's stance and the Ohio Attorney General's position on publication rights related to sponsored projects. |
| Shared Clinical Affiliate-Process 2018 | Overview of Shared Processes with Clinical and Hospital Affiliates |
| Texting while driving policy |
Technology Transfer Policies
| Policy | Details |
|---|---|
| Intellectual Property Policy | Adopted by the Board of Trustees on July 23, 2003. |