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Overview

The Grant Life Cycle provides an overview of the research proposal submission and award administration process, guiding you through campus resources, policies, and procedures, as well as finding funding and applying for and administering grants.

 

Compliance and Integrity

Compliance is integral to the success of your research project. Beginning at the time you start thinking about your project and throughout the life of your grant, work with campus compliance offices to ensure your research is and remains compliant with university policies, state and federal laws, and funding agency requirements.

 

My research uses vertebrate animals.


Office for Animal Care and Use (OACU)

The Office for Animal Care and Use (OACU) oversees the use of live vertebrate animals in research, teaching, and education.

My research may use human subjects.


Office for Protection of Human Subjects (OPHS)

Human subject research review and approval. The Committee for Protection of Human Subjects (CPHS) must review and approve all faculty, staff, and student research activities involving human subjects, regardless of funding source or whether the activity is funded. The Office for Protection of Human Subjects (OPHS) determines exemptions. 

Policy requires that I submit conflict of interest forms for my research.


Conflict of Interest (COI)

Many funding agencies require disclosures of conflicts of interest in order to demonstrate objectivity in research.  

What is conflict of interest? Conflict of interest is a situation in which an investigator’s outside financial interest(s) or obligation(s), real or perceived, have the potential to bias a research project or cause harm to human subjects participating in a research project.

Financial disclosure requirements. See a comparison of federal, state, and university requirements and policies for disclosing outside financial interests which may bias, or appear to bias, research.

Conflict of Interest Committee. Get additional COI information and resources.

Process for completing COI forms. Your Berkeley Regional Services Research Administrator will provide you the necessary forms during the proposal submission process.  If you need to access the forms directly, you can access them on the Sponsored Projects Office forms page.

My research may have export control requirements or issues.


What is export control?

Export control laws. Federal regulations control the conditions under which certain information, technologies, and commodities can be transmitted overseas to anyone, including U.S. citizens, or to a foreign national on U.S. soil. Export control laws are implemented by the Department of Commerce through Export Administration Regulations (EAR) and the Department of State through International Traffic in Arms Regulations (ITAR).

Getting help: 

  • Submit an Export Control Service Request Form for assistance with an export control matter. This will ensure that your request/question is noted, time stamped, and tracked. For follow up questions after submitting the form, please contact ec-team@berkeley.edu.
  • Contact ec-team@berkeley.edu for assistance with any of the following:
    • Shipping an export control item internationally. Controlled Items are found in two areas:
    • Travel to a federally sanctioned country.
    • Travel internationally with university equipment.
    • Paying individuals based in a sanctioned country.
    • Online instruction of students from sanctioned countries.
    • Collaborating on research with individuals from sanctioned countries.
    • Vetting visitors, partners, and sponsors for restricted entity status.
    • Vetting individuals who could be on a restricted persons list.
    • Sharing technology or technical data to foreign persons on U.S. soil or abroad.
    • Do's and don'ts
    • Frequently asked questions.

 

My research uses biological materials or controlled substances.


Environment, Health, & Safety (EH&S) guidance and services. Environment, Health, & Safety (EH&S) provides guidance and services to the campus community that promote health, safety, and environmental stewardship, including:

My grant requires Responsible Conduct of Research (RCR) training.


RCR training. The Responsible Conduct of Research Officer offers classroom courses and online programs for faculty, post-docs, and graduate students, including RCR and RRR (Rigor and Reproducibility in Research) training.

Grants requiring RCR and Rigor and Reproducibility in Research (RRR) written plans. Contact the RCR Program Manager for writing assistance and materials.

How do the University of California Principles of Research affect my research?


The Principles Regarding Rights to Future Research Results in University Agreements with External Parties. The Principles Regarding Rights to Future Research Results in University Agreements with External Parties (pdf) policy establishes the fundamental parameters for negotiating agreements with external parties to address rights and obligations associated with future university research results. This policy applies to any UC agreement with others that addresses future research results, whether that agreement is administratively managed as a contract or grant, a procurement, a sales and services contract, or is in another form.

What Standards of Ethical Conduct apply to my research?


Code of conduct. Pursuit of the University of California mission of teaching, research, and public service requires a shared commitment to the core values of the university as well as a commitment to the ethical conduct of all University activities. In that spirit, the Standards of Ethical Conduct are a statement of our belief in ethical, legal, and professional behavior in all of our dealings inside and outside the university. The UC standards of ethical conduct were adopted by the Regents of the University of California, May 2005.

Where can I find campus guidance related to international activities and agreements?


Foreign influence has become an increasingly relevant and important topic in research awards and proposals. Visit the Research Administration and Compliance office’s International Connections and Foreign Influences website for guidance on foreign influence topics. Other resources include:

 

 

Step 1: Define Project

Pre-Award Phase

How do I develop a compelling research question?

 

Your project should be something that interests you and that you are well-positioned to investigate.

Consider:

  • Significance (Why would others care?)
  • Potential impact (How will it move the field forward?)
  • Innovation (How will it change the status quo?)
  • What research has already been done?
How can I get other people invested in my research?

 

  • What will the results mean not only to your own research, but to your field, to other fields, and to the people who are going to be reviewing your proposal?
     
  • Where will your potential project fit within an agency's or funding sponsor's objectives?
What resources do I have or need?

 

Define your needs and assess your resources

  • What resources will you need to perform your work?
  • What resources do you already have?

Understanding your needs and resources will help you to hone in on the appropriate scope of the project for a particular funding opportunity and identify which facilities you can access and whether you should engage in any collaborations with other researchers or partners.

How do I start conceptualizing my project?

 

Berkeley Research Development Office (BRDO) has resources and examples to help you begin to conceptualize your project.  See General Proposal Advice.

How do I build an effective team?

 

Berkeley Research Development Office (BRDO) has a lot of resources and advice on building collaborations and teams.  Reach out to BRDO for a consultation on your project: brdo@berkeley.edu. 

What do I need to know to define a gift funded project?

 

Gifts may be given for specific purposes, including research projects, but funding is given with the intent that the campus has broad flexibility to utilize it for said purpose.

  • Gifts do not require anything of value, tangible or intangible, to be returned to the donor. Gift funded projects should aim to advance knowledge in that area or on that topic, as opposed to delivering data or a product to a funder. In addition, gifts should only require broad stewardship reporting, if any, to the donor on the progress of purposes funded.
  • The campus retains the exclusive right to any intellectual property, patent rights, copyright, or other materials produced as a result of work performed with a gift. Gifts cannot be associated with any commitments to deliver or share intellectual property and data.
  • Gifts are never given by the federal government. Gifts must benefit Berkeley by supporting activities that relate to the university’s mission of teaching, research, and public service. Therefore, subawards cannot be made from gift funds. Money cannot be sent to collaborators at other institutions.
  • Gifts are negotiated and processed by the University Development & Alumni Relations Office, Fund Management team.
How do I get help?

 

The Berkeley Research Development Office (BRDO) is a great place to start. Contact brdo@berkeley.edu. BRDO staff have expertise in proposal development for a variety of funders. If your proposal is outside their area of expertise, they will refer you to the correct resource. 

For general help, please reach out to grantlifecycle@berkeley.edu.

 

Step 2: Find Funding

Pre-Award Phase

How do I target research funders?

 

Your proposed project should align with the funder’s mission. 

  • Carefully review the solicitations and requests for proposals to identify relevant topic areas. 
  • Well before you apply, consider contacting staff at the agency or program of interest for advice on whether your topic is a good fit. Even if your research area does not exactly match the solicitation, the funder might still be interested in your proposal.

Since funding agencies often have an array of funding opportunities, work with an agency program manager to identify the best match for your project.

Some sponsors provide access to information on previous awards through award announcements and/or award databases. Use the following databases to find sponsors and programs that fund research like yours. 

A single sponsor or opportunity might not fund everything you need at once. Try segmenting your needs, and then submitting focused proposals that are best matched to each of the various elements of your project.

  • Remember to avoid overlapping projects with multiple funders, as your resulting awards may have conflicting obligations.
  • Unless explicitly permitted, avoid submitting the same proposal to more than one federal agency or sponsor.
  • If the federal government does not fund your proposal, you may be allowed to resubmit at a future date or you can submit the proposal to a non-governmental sponsor, such as industry or a foundation.
How do I find funding opportunities?

 

How do I approach a potential research funder?

 

How do I work with Federal agencies?

For Federal funding, agency program managers are available to provide guidance on research topics, proposals, and the process for that particular agency. 

  • Ask program managers for help with: (1) identifying the right home for your project within an agency; (2) finding the right type of funding for your work; (3) understanding how your project will be reviewed; and (4) feedback on your proposed project.
  • Email a short project description (no more than one page) to the program officer, asking to schedule a time to talk. 
  • Visit the Berkeley Research Development Office page for advice and guidance on making the most of your meeting with a National Science Foundation program officer. The "Contact an NSF Program Officer information" was written for the NSF CAREER program, but much of the guidance is applicable to other programs and agencies.

How do I work with a for-profit company?

  • Visit the Intellectual Property and Industry Research Alliances webpage for resources, advice, and process information about establishing a contract with a for-profit company. Contact IPIRA’s Industry Alliances Office to speak with one of our industry liaisons and contract negotiators. For questions about philanthropic gifts from industry, contact University Development and Alumni Relations (UDAR) or your department development officer. See below for information about distinguishing the difference between contracts and gifts.
  • Make connections in your network. Most connections are made through conference presentations, poster presentations, and publications. Try to be responsive to companies if they reach out to you, as they may be exploring projects with other researchers both inside and outside UC Berkeley. Be sure not to make contract-related promises (like overhead reductions or intellectual property issues), as these can cause massive delays with negotiations down the road. Ask IPIRA’s Industry Alliances Office about any contract-related questions the company may have.
  • Meet with the company. Tap your professional and academic network to find a company representative willing to discuss your research project. If you don’t have a personal contact, reach out to the business development or licensing department, or partnership officer. IPIRA’s Industry Alliances Office is happy to talk with you about meeting with a company about your project, how the university approaches intellectual property and publications, and more.  In addition, IPIRA’s Industry Alliances Office is happy to join you in a meeting.  
  • Confidential disclosure agreement.  If the company requires a non-disclosure agreement to discuss your project, contact IPIRA’s Industry Alliances Office right away. They will help to review the agreement and will sign on behalf of the university. Be sure not to disclose non-published information without a confidentiality agreement in place. To request review and execution of a confidential disclosure agreement (CDA) or nondisclosure agreement (NDA), please fill out IPIRA's concierge form. An IPIRA representative will contact you shortly.
  • Develop a proposal. Industry proposals are typically between two and ten pages and require, at a minimum, a statement of work, budget, and budget justification. When there is a formal request for proposals, there may be other required sections as well. The budget should include: full indirect costs, benefits, and the actual costs of the research. Work with your Berkeley Regional Services   research administrator to build your budget. Omit confidential or unpublished information, as most companies will not consider your proposal to be confidential. Industry proposals are submitted through the Phoebe Proposal System if they will be contracts or grants, and through University Development and Alumni Relations (UDAR) if the project will be funded by a research gift.

How do I work with a non-profit entity or foundation?

Foundations are mission-driven organizations that fund programs to further their objectives. Most foundations prefer discrete projects over open-ended operations, endowments, buildings, or equipment. Typically, large foundations seek public impact from their giving. 

Seek out foundations whose objectives and strategies are in alignment with your project. Pay special attention to geographical restrictions and types of work supported. For example, research is very different from intervention! Look beyond subject headings. Will the foundation fund projects like yours?

The Foundation Relations and Corporate Philanthropy Team can help with best practices in regards to reaching out to foundation partners. Tell us about your project and our team will compile a short list of the best prospects that includes program information, past grants, and application strategy. Start by emailing our office cfr_office@berkeley.edu.

In general, support can be identified as a gift when the following characteristics exist:

  • The funding is motivated by charitable intent
  • The funding furthers the University’s mission
  • The funder provides support to the University without expectation of direct economic or other tangible benefit commensurate with the value of the funding (including technical reports, intellectual property rights, participation in the research, or deliverables)
  • Funding is awarded irrevocably
  • While the general area of work to be supported may be specified, there is no detailed scope of work, line-item budget, or period of performance specified by the funder or promised by the University
What are limited submissions?

Sometimes a funder limits the number of applications an organization may submit, requiring an internal selection process to determine which proposal teams can move forward. Learn more about limited submissions.

What types of research funding are available to me?

 

Different types of funding (like grants, gifts, and contracts) serve different purposes.  It is important to consider your research funding needs when preparing a proposal, as different funding mechanisms have varying levels of restrictions and obligations. Learn more about distinguishing gifts, grants, and contracts. 

  • Grant: financial assistance/funding for a specific purpose, such as research, travel, running a conference, developing curriculum, instituting a consortium, or finishing a dissertation or book. Grants typically have reporting requirements, but they do not require deliverables or prototypes.
  • Fellowship: funding for an individual (typically a postdoc, graduate student, or professor) for either a field of research or a particular project, depending on the funding agency terms and conditions.
  • Research gift: funding for a general area of research, not a specific scope of work, and can not include requirements for reports, intellectual property rights, or any other quid pro quo.
  • Cooperative agreement: similar to grants, but the agency has more input into the type and progress of the research compared to a regular grant.
  • Contract: funding for a specific project (for federal contracts, it is classified as “acquisition” funding), and the contract may specify deliverables, milestones, and go/no go decision points. Payments may be based on the submission of deliverables.

Most common sources of funding:

  • Federal funding is typically awarded as a grant, cooperative agreement, contract, or fellowship.
  • Industry funding is typically awarded as a contract, although companies award grants, gifts, and fellowships. See the Intellectual Property and Industry Research Alliances webpage for more information about how to apply for industry sponsored research. For information about gifts from businesses or corporate foundations, see below.
  • State and other governmental funding is typically funded as grants or contracts.
  • Corporate foundation and non-profit organizations typically award grants, gifts, or fellowships. For more information, visit the Foundation Relations and Corporate Philanthropy website.
  • Individuals typically provide funding as gifts. For more information, visit the University Development and Alumni Relations website.
How do I distinguishing between gifts, grants, and business contracts?


Gift funding cannot have quid pro quo, meaning the gift does not have specific technical reporting requirements, a specific scope of work, or intellectual property rights back to the funder.  Grants and contracts typically do have a specific scope of work and often require technical reporting along with other terms and conditions. The Vice Chancellor for Research’s webpage explains the difference between gifts and grants. 

Gift sponsorship programs allow industry sponsors to support research at UC Berkeley through a gift. These programs are typically created to incentivize corporate donors to fund and be engaged with the academic research activities of a lab, center or institute. These programs can help campus entities raise their visibility in the corporate community and create opportunities for academic to private engagement. Corporate sponsors may be drawn to these opportunities as a way to gain insight into emerging research, as well as a way to engage with other corporate partners who have similar interests.

If your project is not research and you are instead planning to perform a test or service under a contract, visit the Business Contracts and Brand Protection Office (BCBP). See the Campus Decision Tree for Contracts for more information about which office you should work with for your project.

How do I get help?

 

The Berkeley Research Development Office (BRDO) is a great place to start, brdo@berkeley.edu. They have expertise in proposal development for a variety of funders, and if they are not the correct office to help, they will also help to triage your request and refer you to the correct resource. 

For general help, please reach out to grantlifecycle@berkeley.edu.

How can I provide feedback on this website?

 

We want this Grant Life Cycle webpage to be useful, and we welcome all feedback. Please use this form to provide feedback to our team: Grant Life Cycle feedback form.

 

Step 3: Develop My Proposal

Pre-Award Phase

How do I get started?

 

If you are just getting started in the proposal process, this page provides useful information on developing proposals in general, and more specifically about UC Berkeley processes and policies. There are also many people on campus who can help you navigate the various steps in this process, as noted in the 'How do I get help?’ tab below.

Please keep in mind that campus proposals for grants or contracts to governmental or non-profit sponsors must be submitted through the Sponsored Projects Office (SPO), and proposals for grants or contracts to industry must be submitted through the Industry Alliances Office (IAO). See the UC Berkeley Policy on Requirement to Submit Proposals and to Receive Awards. 

  • General proposal guidance. Familiarize yourself with the overall proposal preparation process and get guidance on writing a successful proposal from the Berkeley Research Development Office website. CalNet login required.  
  • General Foundation Proposal Guidance: You will find basic steps and guidance for preparing a proposal to a foundation or nonprofit organization from the Foundation Relations and Corporate Philanthropy Team.
  • Understand Your Principal Investigator Eligibility. Check whether you are eligible to submit a proposal by reviewing the VCR’s policy on Principal Investigator status. Individuals who do not have PI status by virtue of their position/appointment may be granted exceptions on an individual or continuing basis. Exceptions require the support of the applicant's Department Chair/Unit Director and cognizant Dean. Requests for Exceptional PI status can be submitted online. 
How do I review a solicitation or request for proposals?

 

Many funding agencies and sponsors issue proposal solicitations, which will outline the research topic areas and the formatting and section requirements for the proposal.

The format of solicitations and requests for proposals vary by sponsor type, so you should follow the technical and formatting instructions carefully. Sometimes there are two sets of instructions to follow: the general proposal instructions of the funding agency (such as National Science Foundation or National Institutes of Health) as well as the specific instructions in a program solicitation. Agencies may use different terminology for referring to a solicitation for proposals (e.g. solicitation, funding opportunity announcement, call for proposals, request for proposals, solicitation, or broad agency announcement).

There may be different options for funding listed in a solicitation, which will have an impact on the expectations from the research (for example, deliverables versus reports).

  • Cost Reimbursement: Almost all research funding is on a cost reimbursement basis, which means that UC Berkeley is reimbursed/paid for actual costs associated with the project, not a lump sum. The funds can be paid upfront, on a payment schedule, or in arrears. At the end of the project, remaining funds are returned to the funding agency unless otherwise agreed.
  • Fixed Price: The funding agency and principal investigator agree on a specific price for the research project.  If the project needs additional funding, the PI must use discretionary funds to complete the project and submit deliverables; if the project has funds remaining at the end, then the PI can have the remaining balance transferred to a discretionary fund. Solicitations and awards will specify Fixed Price; if it is not specified, it is safe to assume that the award is cost reimbursement.  If you need clarification, contact your Berkeley Regional Services Research Administrator.
What are the most common proposal components?


Common narrative components include: an abstract, statement of objectives, research plan, description of resources, and CV. At a minimum, if proposal components are not specified in a solicitation, the Sponsored Projects and Industry Alliances Offices will require a statement of work, budget, and budget justification.

Guidance specific to common funding types of funders.

Standard institutional information
Most proposals require our standard institutional information, like our legal name, tax ID number, and DUNS number.

Budget
Proposal budget basics 

Current and Pending Support
Funding sponsors want to know what other research is going on in your lab.  More recently, there has been increased emphasis on disclosure of foreign activities.

Cost sharing
Some solicitations may require that UC Berkeley share in the cost of the research.  Unless required, you are discouraged from offering cost sharing.

Subrecipients and Subawards
If your project involves another university or entity to perform some of the research, you may need to enter into a subaward agreement once you receive the award.  As you are developing your proposal, be sure to clearly define the subawardee's role in the project. In addition, you will need to ensure that the subaward university or entity is able to provide the necessary documentation in accordance with UC Berkeley's timelines. Your Berkeley Regional Services Research Administrator can help with gathering this documentation.

Other common sections

The Berkeley Research Development Office (BRDO) provides guidance on writing sections about postdoc mentoring, data management, evaluation, and other common sections.

How do I develop a proposal for a research gift?


Gift proposals should be descriptive, rather than prescriptive, of the work that may be done under the general purposes presented. The gift proposal should describe the intended project or research.

However, the following items should not be included in gift proposals:

  • A strict timeline.
  • Milestone mandates. Gifts should not be associated with mandates to complete a project or milestones by prescribed dates set by the funder.
  • Deliverables, tangible and intangible. In order to avoid all appearance of a quid pro quo, research gifts cannot be given in exchange for any type of deliverables. (Examples of deliverables include technical reports, records, equipment, rights to data, and copyrights.)
  • Commitments to share or deliver intellectual property. For work performed at UC Berkeley, ownership of intellectual property is governed by applicable UC policies as they relate to UC employees, students, and visiting scholars.  See information about the UC intellectual property policies.
  • Subawards. Subawards cannot be made from a gift, and a portion of the gift cannot be sent to entities or collaborators at other institutions. In order to qualify as charitable contributions, gifts to UC Berkeley must be spent at UC Berkeley to further our educational, research, and scientific purposes.

Budget

Gift proposals should not have line item budgets. As the funded project progresses, aspects of staffing and budget may change and the manner in which the activity is carried out may evolve. Considerable latitude is allowed in the specific expenditure of funds, as long as the work advances the general goals and objectives outlined in the proposal or discussed with the funder.

Other Considerations

All research gifts are subject to a 10.5% Research Administrative Fee. It is critical to keep this in mind when building a rough budget.

Consider whether a Material Transfer Agreement (MTA) is necessary for the scope of work (example: sharing of data or other materials). If so, discuss the MTA with the funder in advance. Additional obligations like MTAs cannot be added to the gift agreement post-award or to any ancillary agreements. Gifts can move forward in conjunction with material or data sharing agreements as long as the project is ultimately to benefit the knowledge base in that area, as opposed to directly benefiting the funder. Contact the Industry Alliances Office for assistance with all MTAs. The terms of an MTA have to be carefully vetted to ensure UC Berkeley is not inadvertently offering rights or reports under the MTA, which could be a quid pro quo for the gift.

Resources

University Development & Alumni Relations has additional resources to help distinguish a gift proposal from a grant proposal.

UDAR does not consider sponsorship gifts as research gifts. Please reach out to fundhelp@berkeley.edu to learn more about the gift sponsorship process.

How do I develop a proposal for a center or institute?

 

A large collaborative team or center proposal/award can facilitate research that could not be accomplished by a single research group working in isolation; it can spearhead novel research directions and lead to high impact results. Collaborating with a large group of scientists and stakeholders, often across disciplines and institutions, is however not without challenges.

The Berkeley Research Development Office has developed guidance about applying for government funding and can help with your collaborative team or center proposal.

If you are interested in establishing a center or institute with corporate funding, contact the Industry Alliances Office about Industry Alliances Programs or Industry Sponsored Institutes.

How do I write a data management plan?


Many federal and non-profit granting agencies or data providers require a data management plan describing how you will care for data over the course of the research lifecycle. Writing a data management plan enables the researcher to think about data from a holistic perspective, by thinking about questions and scenarios before they arise.

  • What formats will the data be in?
  • Who will be in charge of managing the data?
  • How will you describe the data?
  • What types of software will you use to analyze the data?
  • Where will you store the data during the research process?
  • How will you make the data shareable?

There are tools and checklists to assist you in writing a data management plan, such as the DMPTool. Learn more about data management plans on the Berkeley Research Data Portal.

How do I get help?


There are many people on campus who can help you navigate the various steps in this process.

Berkeley Regional Services
Each faculty member is assigned a Berkeley Regional Services Research Administrator (RA), based on six service regions grouped by schools, colleges, and departments. Your RA provides administrative and management support for research proposals, grants, awards, and contracts throughout the various steps in the lifecycle.

Berkeley Research Development Office
The Berkeley Research Development Office provides Principal Investigators and their teams with strategic, organizational, and editorial assistance on the content and presentation of their proposals. 

Sponsored Projects Office (SPO) 
SPO reviews proposals and awards from Federal agencies, non-profit agencies, and other governmental agencies.  SPO's robust website can provide guidance on a wide range of topics (use the google search bar!). You can also find your SPO Contract and Grant Officer by department.

Industry Alliances Office (IAO)
IAO can provide guidance and support for your industry proposals.  IAO negotiators are happy to meet with you and your potential sponsoring company to answer common institutional questions, like how UC Berkeley handles intellectual property.

Foundation Relations and Corporate Philanthropy (FRCP) Office:

FRCP provides Principal Investigators and their teams with strategic, organizational, and editorial assistance on proposals to foundation and other nonprofit funders.

Data-related Resources
The Research Data Management (RDM) Program and the Library Data Services Program assist with developing data management and/or sharing plans. Reach out to either program for assistance.

The Berkeley Research Data Portal is a centralized location for navigating campus data-related services and resources such as finding and protecting data, data use contracts, sharing and publishing data, training and support, and more. The portal points researchers, research staff, and support personnel to the campus offices and data, technologies, tools, and services that can make the research effort a success.

For general help, please reach out to grantlifecycle@berkeley.edu.

Where do I find other resources for my proposal?

 

  • The Research Data Portal is a centralized location for navigating campus data-related services and resources such as finding and protecting data, data use contracts, sharing and publishing data, training and support, and more. The portal points researchers, research staff, and support personnel to the campus offices and data, technologies, tools, and services that can make the research effort a success.
  • Gift, grant, or contract, determining the difference. If you are unsure whether your award is a gift, contract, or grant, see the Vice Chancellor for Research Office guidance for defining and distinguishing the differences. You can also contact the Sponsored Projects Office, which negotiates awards for Federal, State, non-profit, and other governmental entities, or Industry Alliances Office, which negotiates contracts with for-profit sponsors, for help determining whether the funding is a gift, grant, or contract.
  • Research Gifts. To inquire about gifts, consult with University Development and Alumni Relations or your relevant college or department development officer.
  • International activities and agreements. Typically, the Sponsored Projects Office will handle proposals and awards from international governments and nonprofits, and Industry Alliances Office will handle proposals and awards from international companies. The process is generally the same for international sponsors as domestic sponsors (see proposal and award guidance). If your international activity or agreement is complex, see the university guidelines for resources and support.  
  • International memorandums of understanding. If you have a memorandum of understanding (MOU) for collaboration with an international partner, you will work with the UC Berkeley Global Engagement Office to finalize and execute the MOU. See the campus MOU guidelines.  
  • Test or service agreements. If you are not performing research and are instead performing a test or service under a contract, contact the Business Contracts and Brand Protection Office (BCBP).  
  • Contract questions. If you are unsure which campus office you should be working with for your contract, see the campus decision tree for contracts.

 

How can I provide feedback on this website?

 

We want this Grant Life Cycle webpage to be useful, and we welcome all feedback. Please use this form to provide feedback to our team: Grant Life Cycle feedback form.

 

Step 4: Submit My Proposal

Pre-Award Phase

My proposal is ready... now what?


Overview

  • Berkeley Regional Services provides research administration support in proposal development and award accounting administration.
  • The Phoebe System is a comprehensive contracts and grants system that includes proposal routing, award information, document management, and more. Phoebe Search gives you access to information about all your proposals, awards, and related agreements (like nondisclosure agreements or material transfer agreements) with a searchable interface. Phoebe Proposal is the system for approval and routing of all proposals on campus. CalNet login is required to access Phoebe Search and   Phoebe Proposal.
  • Sponsored Projects Office reviews and submits proposals and negotiates awards for Federal, State, non-profit, and other governmental entities (including foreign governmental and non-profit organizations). 
  • The Industry Alliances Office reviews and submits proposals and negotiates awards funded by for-profit companies, including non-US industry sponsors, and subawards under Small Business Innovation or Small Business Technology Transfer (SBIR/STTR) awards.
  • Authorized Organizational Representatives (AOR) have delegated authority on campus to submit proposals and accept awards. The campus AORs reside in SPO and IAO. 

Working with Berkeley Regional Services

  • Contact Berkeley Regional Services (BRS) for help completing the budget and administrative sections of your proposal. They will also help you to enter the proposal into the Phoebe system and the sponsor proposal submission system (like Fastlane for NSF or NSPIRES for NASA). 
  • Notify BRS at least ten business days before the proposal deadline to initiate the proposal development. This timeline will allow your research administrator to iterate the budget with you and to develop the other administrative sections prior to the SPO/IAO deadline. In addition, some BRS Regions have a Proposal Request Form to complete to notify the region of your intent to submit a proposal. 
  • Once the proposal is uploaded to Phoebe, you will approve it, and it will automatically route to the Chair or Dean. After they approve the proposal, it will automatically route to SPO or IAO, depending on the sponsor.
  • Note that the technical sections of a proposal can be submitted to Phoebe in draft form, but the administrative sections should be final.

Review and submission

  • Submission process. UC Berkeley policy requires all proposals to be submitted through Sponsored Projects Office (SPO) or Industry Alliances Office (IAO) before the proposal is submitted to the sponsor. If you have a question about whether your proposal can be submitted another way, contact your Berkeley Regional Services Administrator for assistance and determination.   
  • Submission deadline. Under the Vice Chancellor for Research Proposal Submission Policy, proposals must be submitted to Phoebe a minimum of four business days before the sponsor’s deadline, allowing SPO/IAO time to review and submit finalized proposals. All administrative sections of the proposal must be final. In addition, all technical sections must be final at least eight business hours prior to the sponsor’s deadline. Any exceptions to this timeline must be approved by the VCR. See FAQs about the VCR proposal submission policies. 
  • Institutional Review. SPO and IAO will only complete an institutional review to ensure that proposals are compliant with University of California policy and to identify issues that could cause risks to the University. Please see the Berkeley Regional Services Memo and SPO Memo for more information.
  • Checklist. Review the SPO Quick Guide to Proposal Review and Submission, which outlines major considerations in proposal submission.
  • Submission of your proposal to the sponsor. Once SPO or IAO has reviewed and approved your proposal, it will be time to submit the proposal to the sponsor. Some sponsors require that the Authorized Organizational Representative submit the proposal (for example, NSF and NIH), and others allow the PI to submit directly to the sponsor. Your Berkeley Regional Services Research Administrator will indicate in Phoebe whether SPO or IAO will submit the proposal, or if you can submit it to the sponsor yourself.

How will I interact with SPO and IAO while my proposal is under review?

  • If you have any questions about your proposal during SPO/IAO review, reach out to your SPO or IAO contact. You can find who is reviewing your proposal through a Phoebe search by proposal number, or your name and sponsor name. You can also ask your Berkeley Regional Services research administrator for help.
  • SPO staff list
  • IAO staff list 
How do I submit a proposal for a gift?


Unlike grants where the proposals are submitted via Phoebe by the PI and BRS and the administering office then submits the proposal to the funder, faculty can submit gift proposals directly to the funder. The University Development & Alumni Relations Office (UDAR) Fund Management team does not need to pre-approve the proposal for submission to the funder, however they are happy to do so should you have any questions regarding the proposal, application, or call for submissions. **NOTE if you are unsure if your proposal will be awarded as a gift, please contact your Berkeley Regional Services Research Administrator.

Once the gift or award letter arrives, UDAR Fund Management must accept the gift via the Research Gift Intake Form. Please send questions to fundhelp@berkeley.edu.

Per the campus Gift Acceptance Policy and Standing Order 100.4(dd) and DA2631 – Delegation of Authority – To Solicit and Accept Gifts, only UDAR staff have delegated authority to accept gifts. Below are a few things to look for in the funder’s application portal, that indicate that a UDAR staff member should be engaged:

  • The portal requests that you authorize terms & conditions. Only a staff member with delegated gift acceptance authority can accept gift terms & conditions. Please reach out to fundhelp@berkeley.edu
  • The funder requests a signature from an authorized signer or campus representative with authorization to sign. Only a staff member with the appropriate delegated gift acceptance authority can sign. Please submit the letter or documentation for signature via the Research Gift Intake Form.
The sponsor has questions about my proposal post-submission.


Responding to sponsor questions. Sponsors may express an intent to fund a proposal but require additional steps before the award phase, e.g. revised budgets and/or clarifications of other sections. NIH has a formal “Just-in-Time” phase, for example. For any requests following proposal submission, be sure to contact SPO/IAO and your Berkeley Regional Services Research Administrator to ensure campus policy is followed. SPO/IAO can help to submit revised budgets, compliance documents, and more on your behalf, and they can also respond to sponsor requests that are outside policy.
 

 

How do I get help?

 

There are many people on campus who can help you navigate the various steps in this process.

Berkeley Regional Services
Each faculty member is assigned a Berkeley Regional Services Research Administrator (RA), based on six service regions grouped by schools, colleges, and departments. Your RA provides administrative and management support for research proposals, grants, awards, and contracts throughout the various steps in the lifecycle.

Region finder /  People finder
 

Berkeley Research Development Office
The Berkeley Research Development Office provides Principal Investigators and their teams with strategic, organizational, and editorial assistance on the content and presentation of their proposals. 

Sponsored Projects Office (SPO)
SPO reviews proposals and awards from Federal agencies, non-profit agencies, and other governmental agencies.  SPO's robust website can provide guidance on a wide range of topics (use the google search bar!). You can also find your SPO Contract and Grant Officer by department.

Industry Alliances Office (IAO)
IAO can provide guidance and support for your industry proposals.  IAO negotiators are happy to meet with you and your potential sponsoring company to answer common institutional questions, like how UC Berkeley handles intellectual property.

Foundation Relations and Corporate Philanthropy (FRCP) Office:
FRCP provides Principal Investigators and their teams with strategic, organizational, and editorial assistance on proposals to foundation and other nonprofit funders.

For general help, please reach out to grantlifecycle@berkeley.edu.

How can I provide feedback on this website?


We want this Grant Life Cycle webpage to be useful, and we welcome all feedback. Please use this form to provide feedback to our team: Grant Life Cycle feedback form.

 

Step 5: Accept My Award

Award Phase

How does my award get set-up?

 

Grants, Cooperative Agreements, and Contracts

Not all awards are alike, and some require extensive negotiation while others are straightforward. It can take as little as a week or two to negotiate and set up your award, or in some cases, it can take over a year. Visit the SPO Award Set Up Page for more information about award negotiation and set up.

Gifts

Once you are alerted to your new gift, please ask your Berkeley Regional Services Research Administrator to complete the Research Gift Intake Form. The form will request the information needed to both ensure that a transaction can be accepted as a gift and to process the gift. The form will ask for the following:

  • Award notification or gift letter
  • Call for proposals/applications (required per the campus Gift Acceptance Policy)
  • Proposal (required per the campus Gift Acceptance Policy)
  • Chartstring details for allocating the incoming gift
  • Conflict of Interest Disclosure - 700-U
Award negotiation

 

  • If your award is funded by federal, state, other government, or non-profit sponsors, including non-US government and non-profit sponsors, the Sponsored Projects Office will negotiate and set up your award. See SPO Standard Award Processing Time.
  • If your award is funded by for-profit companies, including non-US industry sponsors, or is a Small Business Innovation or Small Business Technology Transfer (SBIR/STTR) subcontract, the Industry Alliances Office will negotiate and set up your award.
  • Log into Phoebe Search to find your Berkeley Regional Services Research Administrator, SPO Contract and Grant Officer, and IAO Contact.
Research grant fund set up


Once your award is negotiated and fully signed, the Contract and Grant Accounting Office (CGA) will provide accounting services for your research grant, including fund set up, invoicing, and award close-out.  CGA will work with your Berkeley Regional Services Research Administrator to upload your grant budget and get your fund ready to spend. Visit the CGA Award Set Up Page for more information about their process and services.

I need materials, software, data, or a nondisclosure agreement for my research project


Material transfer agreement
If you need to obtain research materials, like cell lines, plasmids, circuit kits, etc. from a university, company, or other organization, the Industry Alliances Office will help you with the incoming material transfer agreement (MTA). Visit IPIRA’s Industry Alliances Office MTA page to download a request form. Send the completed form along with the agreement (if you were provided one) to mta@berkeley.edu.

Data use agreement or software agreement

If you need to obtain data, datasets, or software for your research project, the Industry Alliances Office will help you with data use, data transfer, and software agreements. Download a request form from IPIRA’s Industry Alliances Office data and software agreements page. Send the completed form along with the agreement (if you were provided one) to mta@berkeley.edu.

Data Security and Data Resources

The Berkeley Research Data Portal points researchers, research staff, and support personnel working with data to relevant campus resources, administrative offices, and services. 

Confidential disclosure agreement or non-disclosure agreement

To request review and execution of a confidential disclosure agreement (CDA) or non-disclosure agreement (NDA), fill out IPIRA's Concierge Form. 

How do I get help?

 

There are many people on campus who can help you navigate the various steps in this process.

Berkeley Regional Services
Each faculty member is assigned a Berkeley Regional Services Research Administrator (RA), based on six service regions grouped by schools, colleges, and departments. Your RA provides administrative and management support for research proposals, grants, awards, and contracts throughout the various steps in the lifecycle.

Region finder People finder

Berkeley Research Development Office
The Berkeley Research Development Office provides Principal Investigators and their teams with strategic, organizational, and editorial assistance on the content and presentation of their proposals. 

Sponsored Projects Office (SPO)
SPO reviews proposals and awards from Federal agencies, non-profit agencies, and other governmental agencies.  SPO's robust website can provide guidance on a wide range of topics (use the google search bar!). You can also find your SPO Contract and Grant Officer by department.

Industry Alliances Office (IAO)
IAO can provide guidance and support for your industry proposals.  IAO negotiators are happy to meet with you and your potential sponsoring company to answer common institutional questions, like how UC Berkeley handles intellectual property.

Foundation Relations and Corporate Philanthropy (FRCP) Office:
FRCP provides Principal Investigators and their teams with strategic, organizational, and editorial assistance on proposals to foundation and other nonprofit funders.

For general help, please reach out to grantlifecycle@berkeley.edu.

How can I provide feedback on this website?


We want this Grant Life Cycle webpage to be useful, and we welcome all feedback. Please use this form to provide feedback to our team: Grant Life Cycle feedback form.

 

Step 6: Manage My Award

Post-Award Phase

I need to find information about my grant

 

Non-financial information

Use Phoebe Search to look up non-financial information about your contracts, grants, and other agreements (including Material Transfer, Data Use, and Software Agreements and Non-disclosure Agreements). In Phoebe Search, you will find the most up to date information about your award, including the amount funded, the start and end dates, and the agreement and amendment documents, nd subcontract documents (if applicable). These documents are all available to you to view and download.

Financial information

Use PI Portfolio to look up financial information about your contracts and grants, including fund balances, expenses, and budgets.

I need to find information about my gift funds.

 

When a new fund is established for the incoming gift, you will receive a fund setup alert via email. This fund alert will contain the following:

  • Chartstring for new fund
  • Fee type (Research Administrative Fee)
  • Fund/gift purpose
  • Spending guidance
  • PI reporting obligations that were detailed in the funder’s gift terms (for example: recognition of funder in publications, open source publishing, use of funder’s name/trademark guidance, other)

Once the gift arrives, you can typically expect to see the gift reflected in the fund the following month. The UDAR Gift Services team can assist with tracking down a transaction: gifthelp@berkeley.edu.

Please work with your Berkeley Regional Services Research Administrator to view the gift in your PI Portfolio. If you do not see an expected gift on the ledger, it is possible you have not submitted all required documentation to UDAR via the Research Gift Intake Form.

How do I manage my award finances?

 

Berkeley Regional Services provides day to day fund management support for your grant and contracts.  Visit BRS Services for more information.
To contact your post-award Research Administrator, use Phoebe Search and search for your name.  Click on your name to find your pre- and post-award research administrator(s).

The Contract and Grant Accounting office provides overall support for your contracts and grants, including invoicing, financial reporting, and closeout.  Visit CGA’s page on Managing your Award Finances.

  • Once the award is set up, CGA will send out invoices according to the terms of the funding agreement.  Visit CGA’s page on invoicing for more information.
  • CGA also will automatically send out financial reports to sponsors according to the terms of the agreement.  
My sponsor wants to add funds to my research project

 

Berkeley Regional Services will help you to submit a Phoebe proposal for the additional funding. Visit BRS Services for more information.

Identify and contact your post-award Research Administrator with Phoebe Search. Search for your name, then click on your name to find your pre- and post-award research administrator(s).

Sponsored Projects Office will negotiate amendments to your grant for Federal, State, non-profit, and other governmental entities (including foreign governmental and non-profit organizations).

Industry Alliances Office will negotiate amendments to your grant for industry sponsors (including foreign companies) and under Small Business Innovation Grants and Small Business Technology Transfer grants.

I need to request a no cost extension for my research project.

 

The Principal Investigator (PI) is expected to adhere to the award’s approved time line and complete the project’s objectives by the award’s end date. If an No Cost Extension (NCE) is necessary to complete the objectives and funds still remain, the PI should work with Sponsored Projects Office (SPO) or Industry Alliances Office (IAO) to process a request for an NCE.  For more information, see SPO's website outlining the NCE process.

  • Work with SPO for no cost extension requests for Federal, state, non-profit, or other governmental funds (including foreign government and foreign nonprofits).  
  • Work with IAO for NCEs to industry contracts (including foreign for profit companies), Small Business Innovation/Small Business Technology Transfer (SBIR/STTR) subawards, and marketing boards agreements.

If you need to request a NCE, then:

  • Contact your Berkeley Regional Services Research Administrator (BRS RA, search for your name in Phoebe Search to find your BRS RA) to request the no cost extension. Provide a justification to explain why you need additional time (for example, delays with hiring a student, additional experiments needed, etc.).
  • Your BRS RA will work with SPO or IAO to submit the NCE request. If approved, SPO or IAO will process the NCE or initiate an amendment to the funding agreement (if needed).
  • Your Phoebe award record will be updated to reflect the new end date, and CGA will also update the funding record in the financial system.
I need an unfunded collaboration agreement or a community partner agreement.

Unfunded collaboration agreements and community partner agreements typically follow the same grant lifecycle process.

Principal Investigators work with their Berkeley Regional Services RA to submit a proposal through Phoebe to Sponsored Projects Office (SPO) for collaborations and agreements with nonprofit organizations, governmental organizations, and most universities, and to Industry Alliances Office (IAO) for collaborations and agreements with for profit organizations and start up companies. Log into Phoebe Search to find your Berkeley Regional Services Research Administrator, SPO Contract and Grant Officer, and IAO Contact.

The proposal should include a statement of work and information about the funding you plan to use for the collaboration. For certain entities, SPO and IAO will also require a 700U Conflict of Interest form. Work with your BRS RA to determine if this form is required.

However, if the one of the primary purposes of the collaboration or community agreement is to transfer data or materials, then IAO will most likely be the entity that handles the unfunded collaboration or community partner agreement. 

I need to receive or send materials or data.


Incoming Material Transfer Agreements. If you need to obtain research materials, like cell lines, plasmids, circuit kits, etc. from a university, company, or other organization, the IPIRA Industry Alliances Office (IAO) will help you with the Material Transfer Agreement. Visit the IPIRA website to download the request form. Send the completed form along with the agreement (if you were provided one) to mta@berkeley.edu.

Outgoing Material Transfer Agreements. If you need to send out research materials from your lab, like cell lines, plasmids, circuit kits, etc. to a collaborator or another university, company, or other organization, the Office of Technology Licensing (OTL) will help you with an outgoing Material Transfer Agreement. Visit the IPIRA website to submit your request. 

Data Use Agreements and Software Agreements

  • Incoming Data Use Agreements
    If you need to obtain data, datasets, or software for your research project, the IPIRA Industry Alliances Office (IAO) will help you with the data use, data transfer, and software agreements. Visit the IPIRA website to download the Data and Software Agreement request form. Send the completed form along with the agreement (if you were provided one) to mta@berkeley.edu.
  • Outgoing Data Use Agreements
    If you need to send out data, datasets, or software to collaborators or other universities, companies, or entities, the IPIRA Office of Technology Licensing (OTL) will help you with outgoing data use, data transfer, and software agreements. Visit the IPIRA website to submit a data or software agreement request.
  • Research Data Portal 
    Berkeley’s Research Data Portal points researchers, research staff, and support personnel to the campus offices and resources that can help. Short pieces of guidance offer expertise on topics of data security and data management, and links to detailed information steer researchers and staff alike to data, technologies, tools, and services that can make the research effort a success. 
I need a confidential disclosure agreement or non-disclosure agreement (CDA, NDA)


To request review and execution of a Confidential Disclosure Agreement (CDA) or Nondisclosure Agreement (NDA) please fill out IPIRA's Concierge Form. We will contact you shortly.

I need to issue a subaward or subcontract


What is a subaward?

  • A subaward is an agreement with a third-party organization performing a portion of a UC Berkeley research project or program. The Sponsored Projects Office has a lot of resources for campus PIs on the subaward process and best practices for working with subrecipients.
  • Subaward Monitoring
  • Working with Subrecipients

How do I monitor my subrecipient?

It is the responsibility of the PI or their delegate to ensure the work/expenses included on the subawardee invoice has been performed in accordance with the terms of the subaward.  Guidance for monitoring subrecipients is provided on the SPO website.

Request a new subaward or subaward amendment 

  • The Sponsored Projects Office issues subawards under federal, state, other governmental, or non-profit sponsors, including non-US governmental sponsors. Work with your Berkeley Regional Services Research Administrator to collect the required documents from the subrecipient and to complete a Phoebe Subaward Request. Your BRS RA will route the subaward request to SPO. Questions regarding SPO-managed subwards are submitted to subawards@berkeley.edu.
  • The Industry Alliances Office issues subawards under for-profit companies, including non-US industry sponsors, and Small Business Innovation or Small Business Technology Transfer (SBIR/STTR) awards. Work with your Berkeley Regional Services Research Administrator to collect the required documents from the subrecipient and to complete a Phoebe Subaward Request. Your BRS RA will route the subaward request to IAO. Questions regarding IAO-managed subwards are submitted to iao_subawards@berkeley.edu.

Subaward resources

My research award is ending... what’s next?


Fund and spending close-out. Berkeley Regional Services Research Administration staff will help you verify expenses and will work with Contract and Grant Accounting to close the grant fund. For more information, visit BRS Services webpage.

Final reporting requirements

  • Final technical report. You are responsible for the submission of any final technical reports required under the terms of an award in the form required by the sponsor. Awards can vary, so you should consult your award terms to determine what reports are required and when you need to submit them. For more guidance, see Progress Reports / Final Technical Reports.
  • Final financial report. Most contracts and grants require a final report of the award's costs. Contracts & Grants Accounting (CGA) will submit the Final Financial Report to the sponsor in accordance with award terms. Visit CGA’s webpage for more information about award close-out.
  • Invention reporting. Inventions can be disclosed throughout the award, and some research grants also require a final invention report.  If you disclose an invention during or after a research grant, the Office of Technology Licensing (OT) will notify the sponsor about the invention.  Submit an Invention Disclosure Form to the IPIRA Office of Technology Licensing.

Archive and publish research data and other outputs. Grant funding agreements may require data produced during the project be made available in a data repository. Publishers may also require that data accompanying a publication be shared. Please contact the Library Data Services Program to learn about available data repository programs.

SPO/IAO subrecipient closeout. You are also responsible for ensuring that each subrecipient has submitted all required reports and deliverables to UC Berkeley prior to making a final payment to the subrecipient.  Please visit SPO's Subaward Close-out webpage for more guidance.  Your Berkeley Regional Services Research Administrator will help you to ensure that you have received all final reports and invoices from the subrecipient.  Use this checklist to ensure you have received everything you need from your subrecipient.

Disclose My Invention or Software. Submit an Invention Disclosure Form to the IPIRA Office of Technology Licensing whenever you feel you have discovered something unique with possible commercial value, ranging from a new material, device, research tool, software, or mouse model, to a novel algorithm, or even a new use for an FDA-approved drug. For additional information or to discuss your idea, contact OTL. 

How do I get help?

 

There are many people on campus who can help you navigate the various steps in this process.

Berkeley Regional Services
Each faculty member is assigned a Berkeley Regional Services Research Administrator (RA), based on six service regions grouped by schools, colleges, and departments. Your RA provides administrative and management support for research proposals, grants, awards, and contracts throughout the various steps in the lifecycle.

Region finder People finder

Berkeley Research Development Office
The Berkeley Research Development Office provides Principal Investigators and their teams with strategic, organizational, and editorial assistance on the content and presentation of their proposals. 

Sponsored Projects Office (SPO)
SPO reviews proposals and awards from Federal agencies, non-profit agencies, and other governmental agencies.  SPO's robust website can provide guidance on a wide range of topics (use the google search bar!). You can also find your SPO Contract and Grant Officer by department.

Industry Alliances Office (IAO)
IAO can provide guidance and support for your industry proposals.  IAO negotiators are happy to meet with you and your potential sponsoring company to answer common institutional questions, like how UC Berkeley handles intellectual property.

Contract and Grant Accounting (CGA)
CGA can provide information about your funded award, including invoicing information, financial reporting, and more.  Email CGAAwards@berkeley.edu for help. Note that you should include your fund number or award number if you have it, as that will help CGA locate your award.

Foundation Relations and Corporate Philanthropy (FRCP) Office:
FRCP provides Principal Investigators and their teams with strategic, organizational, and editorial assistance on proposals to foundation and other nonprofit funders.

Managing and Sharing Data

Reach out to the Research Data Management (RDM) Program or the Library Data Services Program for assistance with developing data management and/or sharing plans. 

For general help, please reach out to grantlifecycle@berkeley.edu.

How can I provide feedback on this website?


We want this Grant Life Cycle webpage to be useful, and we welcome all feedback. Please use this form to provide feedback to our team: Grant Life Cycle feedback form.

 

Step 7: Share My Research

Post-Award Phase

How do I publish my research?


When you are ready to publish papers and research data, explore the Berkeley Library Scholarly Communication Services resources.

Grants, Contracts, and Cooperative Agreements

Be sure to review the terms and condition of your funding award agreement, as some funders (especially for-profit companies) require a pre-review period before you submit for publication.  While UC Berkeley cannot accept restrictions on your ability to publish, some funders like to provide feedback and comments, and others may identify patentable inventions for which they would like UC Berkeley's Office of Technology Licensing to file a patent application.  Contact the Office of Technology Licensing with any questions about invention disclosures.

Gifts

A gift cannot be associated with any special access rights, except in very few cases in which the university has agreed in the gift terms to the funder’s right to early review concerning their own confidential information.  Please consult your gift agreement and fundhelp@berkeley.edu if you have questions.

How do I share my data or software?


If you are seeking to send data or software to a party outside UC Berkeley, contact the Office of Technology Licensing (OTL) for an outgoing data use or software agreement.

If the funder or publisher of your grant requires that research data be archived and shared through a data repository, please visit Dryad. UC Berkeley is a member institution of Dryad, a community-owned, curated data repository. Contact the Library Data Services Program for other options. 

How do I share my materials?


Before transferring research materials outside the university, contact the IPIRA Office of Technology Licensing to put together an outgoing materials transfer agreement (MTA).

I have created new software. How would I release it under an open source license?

Many researchers release their software under open source licenses. Please visit the Office of Technology Licensing (OTL) to disclose software and discuss the open source license with a UC Berkeley licensing officer. You can also email otl@berkeley.edu, and a licensing officer will get in touch with you.

In addition, University of California Office of the President (UCOP) has resources on Open Source Licensing. See UCOP information on UC's preferred and recommended open source licenses.

How do I protect my invention or software if I think it might have commercial value?


Submit an invention disclosure or software disclosure to the IPIRA Office of Technology Licensing whenever you feel you have discovered something unique with possible commercial value, ranging from a new material, device, research tool, software, or mouse model, to a novel algorithm, or even a new use for an FDA-approved drug. For additional information or to discuss your idea, contact OTL.

How do I start a company?


If you are considering starting a company, visit the Berkeley Gateway to Innovation (BEGIN), a portal to the entrepreneurship community at UC Berkeley. Learn about entrepreneurship at UC Berkeley and download the Entrepreneurs' Startup Guide.

If your new company is based on intellectual property (IP) developed at UC Berkeley, be sure to contact the Office of Technology Licensing (otl@berkeley.edu) to discuss any encumbrances or obligations Berkeley may have to a funding agency.  

How long do I need to retain my records? 

 

UC Berkeley has policies on records retention based on the type of record. On occasion, funding agencies will have more restrictive data and records retention requirements, so be sure to review the terms and conditions of your funding award. 

Research Administration and Compliance will serve as the institutional record holder for proposals and awards. You will need to ensure that your data and research-related records (including lab notebooks, data sets, etc.) are stored securely in accordance with UC policies.  

Where do I get help?

 

Find more guidance on publishing and preserving your data on the Berkeley Research Data Portal.

Contact grantlifecycle@berkeley.edu for questions or suggestions related to this Grant Lifecycle website. We will triage your question and refer you to the correct office.

How can I provide feedback on this website?

 

We want this Grant Life Cycle webpage to be useful, and we welcome all feedback. Please use this form to provide feedback to our team: Grant Life Cycle feedback form.