Forms and agreements

Non-award forms for sponsored research awards

• Request for F&A Recovery Waiver (OSP). This form must be completed in order to request a waiver of recovery of any portion of UW F&A cost. Waivers are only granted if the F&A Waiver form is signed by the PI, Chair & Dean and if it is determined that departure from the UW F&A rates is justified by the Director of the Office of Sponsored Programs, or his/her delegate. To submit a request for approval, fill out the F&A Waiver Request and submit via the Agreement & Signature Request form. This form must be signed by the applicant and the department chair. Please attach all pertinent documentation to support request. The CoE Office of Research will ensure it is reviewed by the Vice Dean for Research, and, if approved, return the fully signed form to the submitter to be attached to the eGC1 prior to routing.
• Request for Exemption to PI Policy (CoE):  This form is to request exemption to the Principal Investigator (PI) eligibility policy, to enable listed employee to serve as PI on a single proposal, or for an approved time period of no longer than one-year. To submit a request for approval, complete the Request for Exemption to the PI Policy Form and submit via the Agreement & Signature Request form. This form must be signed by the applicant and the department chair. The CoE Office of Research will ensure it is reviewed by the Director of HR and the Vice Dean for Research, and, if approved, return the fully signed form to the submitter to be attached to the eGC1 prior to routing.
• Change of PI Request Form (OSP). A change of PI on an award requires prior sponsor approval. This request form documents PI assurances, approvals, and unit concurrences. Submit the appropriately signed PI Change Form via the Agreement & Signature Request form. The CoE Office of Research will ensure it is reviewed by the Vice Dean for Research, and, if approved, return the fully signed form to the submitter, to be sent by the PI with concurrence letter and supporting materials to osp@uw.edu with the subject line: “Change in PI Request, eGC1 #, Former PI, New PI.”
• GIM 40 Appeal for Nonstandard IP. Where a Sponsor is unable or unwilling to accept terms consistent with the GIM 40: Disposition of University of Washington Intellectual Property in Sponsored Program Agreements, the PI may, with concurrence from the Chair and Dean (Director, or Vice President) of the department and School to receive funding (or where the activity will occur), make a timely written appeal to the Director, Office of Sponsored Programs. Such appeal must detail the specific unusual and unique circumstances that necessitate acceptance of such terms and that the acceptance is necessary to directly and substantially advance the public mission of the University. Submit a signed statement with a concurrence line for the Vice Dean via the Agreement & Signature Request form.
• Non-Disclosure Agreements (NDAs) restrict disclosure and use of proprietary or protected information. Submit NDAs for review and approval of the Vice Dean via the Agreement & Signature Request form.
• Other commonly used forms and templates can be found at the Office of Research Forms and Templates page.  Many of these forms can be routed directly to OSP via non-award agreement eGC1s.

Non-award forms for non-sponsored research

• Form 1460 (OR). The UW's Executive Order 57, Outside Professional Work Policy, requires faculty members, librarians, and all other academic personnel to obtain University approval before engaging in any activities for which they receive compensation directly from an outside or non-UW source (i.e., the paycheck does not come from a UW account). Note that this does not include honoraria for certain academic or scholarly work for not-for-profit organizations, educational institutions, and governmental bodies. A full description of what constitutes outside professional work for compensation can be found in the Policy. Purely voluntary work for which no financial payment, property rights, or other tangible benefit of any sort will be received does not require approval. Submit the completed Form 1460 signed by the PI and Chair via the Agreement & Signature Request form and the CoE Office of Research will ensure it is reviewed by the Vice Dean for Research, and, if approved, return the fully signed form to the submitter, to be sent by the applicant to work1460@uw.edu. If there are students involved in the outside work, be sure they complete the Outside Work Request for Approval (Professional and Classified Staff) form through their department.
• Non-Disclosure Agreements (NDAs) restrict disclosure and use of proprietary or protected information. Learn more about confidentiality considerations related to Sharing Information and Data on the OR web site. Submit NDAs for review and approval of the Vice Dean via the Agreement & Signature Request form.
• Prolific User Agreement: The UW Privacy Office has identified a number of concerns related to the use of data for both participants and researchers. Because a data processing agreement (DPA) between the UW and Prolific has not been implemented, researchers must acknowledge risks and limitation on privacy related to using this platform, and agree to specific terms of use which help mitigate risks. All CoE researchers must complete the User Agreement form prior to using Prolific.
• Data Processing Agreement: A DPA outlines how you plan to use personal data and is especially important for clarifying the purpose and use of data as well as roles and responsibilities with an external organization or contractor. Learn more about DPAs at the Privacy Office DPA page. Submit DPAs for review and approval of the Vice Dean via the Agreement & Signature Request form.
• Data Use Agreement: A DUA is an agreement between two parties when data is being transferred from one party to the other. It describes any limitations on the use of the data as well as any confidentiality and access protections. At the University of Washington, these are typically negotiated by the Office of Sponsored Programs (OSP), the Co-Motion office, or through the researcher’s department. Learn more about confidentiality considerations related to Sharing Information and Data on the OR web site. Submit DUAs for review and approval of the Vice Dean via the Agreement & Signature Request form.

Other forms and agreements

To learn more about the following agreements that are frequently used to support UW research, consulting, and scholarly activities, please consult the CoE agreements guide.

• Service Agreements

• Equipment Loan Agreements

• Corporate Affiliate Agreements

• MOAs, MOUs, and I-MOUs

• Gift Agreements