Sending/Receiving Materials

Regardless of whether you are sending or receiving materials, the process for implementing an MTA is fairly simple. Just submit an MTA Request Form to let us know you need an MTA, and we’ll take it from there.

Careful, thorough responses to the questions on the Request Form will help expedite the review process by reducing or eliminating the need for extensive questions from the review staff. If the PI is clear about his/her needs and intentions, we will be better able to negotiate an agreement that is consistent with those needs.

Sending Materials to an outside entity

  • When you get a request for a material, complete the Outgoing MTA Request form.
  • Log in to RAMS-SPOT.
  • Select “Submit Document for Review” in the yellow workspace on the left.
  • Answer the ensuing questions, and be sure to assign the review to the Gray Team.
  • Upload the MTA Request form, as well as the draft agreement if applicable, and submit.

The Gray Team in the Office of Research Administration & Compliance will draft a preliminary agreement and negotiate acceptable terms directly with the other party.

Progress of the review and negotiation can be tracked in RAMS-SPOT. Once the agreement has been signed by both parties and all necessary regulatory approvals are in place, the PI is free to send the material to the requesting scientist. The final executed agreement will be loaded into RAMS-SPOT for convenient reference.

Receiving Materials from an outside entity

Once the Provider of the material has expressed willingness to transfer the material to VCU:

  • Complete the Incoming MTA Request form. PLEASE NOTE: If the associated project is not externally sponsored, the signature of the PI’s department chair is required to document his/her approval of the work.
  • Log in to RAMS-SPOT.
  • Select “Submit Document for Review” in the yellow workspace on the left.
  • Answer the ensuing questions, and be sure to assign the review to the Gray Team.
  • Upload the MTA Request form, as well as the draft agreement the provider sent (if applicable), and submit.

The Gray Team in the Office of Research Administration & Compliance will review the draft agreement and negotiate acceptable terms directly with the other party. Particular attention is given to any other agreements or approvals associated with the project, to ensure that no terms contradict each other. Progress of the review and negotiation can be tracked in RAMS-SPOT.

The PI may be asked to sign the agreement to document his/her acknowledgement and acceptance of its terms.

Once the agreement has been signed by both parties and all necessary regulatory approvals are in place, the PI is free to receive the material. The final executed agreement will be loaded into RAMS-SPOT for convenient reference.

Special Note for Orders from Repositories

Several repositories, such as Addgene and NCI’s Developmental Therapeutics Program, require institutional approval of a standard MTA before the material will be released. Although the agreement will not be negotiated, an Incoming MTA Request is still required before the transaction will be approved. After placing an order from such a repository, please send an accompanying MTA Request Form to the Gray Team via RAMS-SPOT. (See instructions above.)