Research Onboarding

For College and Institute-Specific Requirements & Processes:

College of Biomedical and Translational Sciences (CBTS)

Contact: Johnathan Tune, Assistant Dean for Research

College of Nursing (CoN)

Contact: Tonychris Nnaka, Associate Dean for Research

System College of Pharmacy and Health Professions

Contact: Becky Cunningham, Sr. Associate Dean for Research

Texas College of Osteopathic Medicine (TCOM)

Contact: Rita Patterson, Associate Dean for Research

Department of Population and Community Health

Contact: Ey-Yun Mun, Associate Dean for Research

Office of the Provost

Contact: Amber Smallwood, Senior Vice Provost Academic Affairs

Office of Sponsored Programs (OSP): Pre-Award

To transfer awards to UNT Health or submit proposals to an external sponsor, OSP/Pre-Award will need the following:

• Prepare of a list of your committed effort. This includes:
  • All research grants you are or will be engaged in.
  • Both NIH and Public Health Service (PHS) projects as well as projects from other sponsors.
• Compile information regarding any grants/projects that you are transferring from your previous institution.
  • This will includes projects you were PI on, as well as if you served as a Co-I or collaborator on anything.
• If you planning on submitting a new project/grant proposal, visit the OSP Pre-Award website.
• Complete your Research Conflict of Interest (RCOI) disclosure and training
  • Details for completing this are below, under “Regulatory Actions Prior to Beginning Research” and “Conflicts of Interest”
• For NIH grants: Confirm your eRA Commons online profile/portal up-to-date, https://www.era.nih.gov/
  • • Note: Please contact OSP/Pre-Award for eRA Commons user ID and affiliation updates

Research Enhancement Assistance Program (REAP)

To locate intramural funding opportunities for your research:

• Review the Intramural Funding information within the Division of Research and Innovation website: https://www.unthealth.edu/research/intramural-funding.html
• Contact REAP for questions

REAP@unthealth.edu 

Caroline.Sheehan@unthsc.edu 

Post Award (after award is received)

OSP: Post-Award

To request accounting services for research:

• Identify your department’s Central Research Administrator (CRA) and Departmental Research Administrator (DRA)
  • Ensure that:
    • Your department ID is correct
    • Project ID is established
    • F&A distribution is correct

• If a sub-award is being added following receipt of award/funding, review the OSP “Contact Us” page to identify appropriate Post-Award contact person, under “Post-Award Services”.
  • You may first reach out to the Sr. Director, Bridgette Larkin-Perkins for assistance.

• Effort Certification/Time & Effort (T&E)
  • Contact OSP Post-Award for Assistance: https://www.unthealth.edu/sponsored-programs/contact-us.html
  • Additional information can also be found on the Effort Reporting for UNT Health Faculty

For assistance with research agreements or contracts:

• Reach out to OSP Contracts. They can assist you with the following:
  • Data-Use Agreements
  • Incoming Subawards
  • Material Transfer Agreements
  • Non-Disclosure Agreements/Confidentiality Agreements
  • Outgoing Subawards
  • Sponsored Agreements

• Visit the OSP Contracts Website: https://www.unthealth.edu/sponsored-programs/how-to-request-an-agreement.html

*Responsible Conduct of Research Training:

To ensure adherence to basic research principles, responsibilities and federal regulations (as applicable), ALL researchers (faculty, staff, and students) are required to complete this training.

• Affiliate with the “University of North Texas Health Science Center” program in CITI
  • If you are new to the CITI program, read the “getting started guide” or watch the “getting started video” on the CITI log-in page.
  • Link to CITI program: https://www.citiprogram.org/index.cfm?pageID=14&languagePreference=English&region=1

• Complete the following course in CITI:
  • Responsible Conduct of Research for Administrators (ID: 44649), 1 - Basic Course (ID: 108220)

*Conflicts of Interest (COI):

To disclose outside activity for potential conflicts of interest management, ALL researchers will need to complete the UNT Health Research Conflict of Interest Training and Disclosure Form:

• Review UNT Health’s COI policies and procedures:
  • Research Conflict of Interest Policy 8.105
  • Research Conflict of Interest Standard Operating Procedures (SOPs)
  • UNT Health Conflict of Interest Policy 2.111

• The UNT Health RCOI process consists of 2 parts: CITI Training and Disclosure Form
  1. Complete the following RCOI Training course in CITI:
     • Researchers will need to complete the UNT Research Conflict of Interest (ID: 264173) included within the “University of North Texas Health Science Center” program.
     • https://www.citiprogram.org/index.cfm?pageID=14&languagePreference=English&region=1
     • 1 – Stage 1 (ID: 392016)
  2. Complete and submit a disclosure in Qualtrics:
     • You can find the link to the UNT Health RCOI disclosure form here: https://www.unthealth.edu/research/office-of-research-compliance/research-conflict-of-interest/index.html

• Additional information about reporting conflicts of interest and conflicts of commitment can be found at the following locations:
  • UNT Health Office of Research Compliance (ORC) / Research Conflict of Interest (RCOI) page for details and information on reporting research conflicts of interest
  • UNT Health Office of Institutional Integrity and Awareness Conflicts of Interest Disclosure page for details and information on reporting institutional conflicts of interest
  • For information on reporting outside employment or other activities, please review UNT Health Policy 5.506.
  • To report on outside/dual employment, complete the Outside Employment or Dual Employment form should be completed/submitted to HR as applicable

Institutional Review Board (IRB):

If your work involves human research subjects:

• Review UNT Health Policy 8.104 Human Research Protections and the IRB Manual: Standard Operating Principles and Procedures
  • Links to the policy, the NTR IRB Manual/SOPs, and other helpful guidance and information can be found on the North Texas Regional IRB webpage.
  • Note: the NTR IRB has created 2 helpful introductory videos for new researchers to review for help with IRB concepts and resources, and specific help with the NTR IRB e-submission system, IRBNet:
    • Concepts and Resources
    • IRBNet Tutorial for Researchers

• Request an initial consultation with the IRB
  • Complete the “Request a Consultation” form.

• Contact the North Texas Regional IRB to transition oversight of an existing study to UNT Health, or to negotiate ceding oversight to your previous institution (where/if applicable and appropriate).
  • Complete the “Request a Consultation” form, or email the NorthTexRegIRB@unthealth.edu.

• Complete the Human Subjects Research course in CITI: Human Subjects Research (ID: 119579) – Basic Course (ID: 200044)
  • Affiliate with the University of North Texas Health Science Center in CITI, and add the course.
  • Instructions for adding this course can be accessed HERE. The training is good for 3 years.
  • Note: If you have questions about human subjects research training from another institution, please contact the North Texas Regional IRB to determine if your current training can be accepted.

• Set up your account in the NTR IRB e-system, IRBNet. https://www.irbnet.org/release/home.html

Institutional Animal Care and Use Committee (IACUC):

If your work involves animal subjects:

• Review the UNT Health Policy 8.102 IACUC Functions and Responsibilities related to the care and use of vertebrate animals in research and training, protocol/amendment review, and laboratory space.
  
  
• Meet with Attending Veterinarian/IACUC office/Facility Manager
  • Schedule a consult
  • Prepare a lay summary and flow chart, in advance of the meeting
  • If transferring an animal protocol from another institution to UNT Health, provide the appropriate information/details in your meeting request
  • Note: For Principal Investigators who are transferring an existing project/grant from another institution, a meeting with the Veterinarian and the Facility Manager should be done prior to transferring to UNT Health – this is to ensure the institution is able support the research needs of the investigator/project.

• Review the following IACUC guidance documents which provide new investigators with resources/information on IACUC procedures and guidelines regarding the use of animals in research, testing, and teaching at UNT Health, and protocol submission and meeting deadlines:
  • New Investigator page
  • IACUC Procedures and Guidelines
  • IACUC Dates/Deadlines
    
    
• Complete all required trainings and personnel requirements:
  • Enrollment in Occupational Health Program
  • Required animal care and use trainings in CITI
  • DLAM Trainings (see DLAM section)
    See the IACUC New Investigator page, and the IACUC Training Cheat Sheet for guidance.
    
    
• Submit your IACUC Protocol – For New and Renewal Protocols
  • IACUC Protocol Form
  • Once completed, e-mail to the IACUC Office with the subject line “IACUC Submission.”
  • A live Zoom training about completing the IACUC protocol is available for investigators.
  • Additional guidance regarding IACUC protocol submissions can be found on the IACUC Forms page.

Department of Laboratory Animal Medicine (DLAM):

For animal procurement, handling, and veterinary care:

• Review the DLAM Policy Manual
  • Note: DLAM is committed to providing UNT Health faculty, staff, students and other partners with high quality, cost-effective research bio-resources. DLAM has a dedicated and experienced staff that contributes to UNT Health’s exemplary program of animal care and use. DLAM provides veterinary and personnel training and expertise in laboratory animal medicine and technology.
  • DLAM advises and educates researchers, staff, students and other professionals on animal experimentation issues and promotes best practices for the responsible use of animals.

• Request access to iLab
  • Visit the “Forms & Records” page on the DLAM site to register for an iLAB account.

• Complete appropriate trainings
  • https://www.unthealth.edu/research/laboratory-animal-medicine/training.html
    
    **All personnel that will be working with laboratory animals must be listed on the IACUC Protocol and complete all necessary training and documentation.  The page above with provide you with information on the training procedures and requirements. Please read through this page carefully! Training are listed in order of suggested completion.

• Become familiar with IACUC SOPs
  • Visit the IACUC Procedures and Guidelines website

• Other information including accreditation, animal vendors & purchasing, per diem pricing, and staff contact information
  • Visit the UNT Health DLAM website

Environment, Health, and Safety (EHS) & Institutional Biosafety Committee (IBC):
If you work in a laboratory or your work will involve hazardous materials, chemicals or radiation:

• Schedule an initial meeting/consultation with the Director of Environmental Health and Safety:
  • Anne-Sophie Brocard, PHD, RBP(ABSA), CBSP(ABSA), SM(NRCM), ASP, CSP, CHMM
  • Anne-sophie.Brocard@unthealth.edu
    
    
• Review the Environmental Health and Safety Office Website
  • https://www.unthealth.edu/operations/safety/index.html
    
    
• Review the Biosafety Website
  • https://www.unthealth.edu/operations/safety/biological-safety/index.html
  • Website includes Biosafety Manual, Forms and SOP

Export Controls, International Compliance & Research Data Management (ECIC):

Provides guidance and oversight required to align global activities and research data with federal standards.

Contact the ECIC office early in your planning process to ensure your project stays compliant. Early consultation is essential if your work involves:

• Global Activity: International travel, shipping, or foreign collaborators.
• Advanced Technology: AI, High-Performance Computing, or Biotechnology.
• Restricted Data: Export-controlled info or sponsor-mandated sharing requirements.

Review Policies and Guidance:
Before beginning work, please review the following institutional resources: 

• • Export Controls & International Compliance Website
  • UNT Health Export Control & Research Security Compliance Program Manual
  • International Travel Device Checklist

Mandatory Training Requirements:

Complete role-based training in CITI. To ensure institutional compliance with federal export and international regulations, personnel are required to complete specialized training.

• Affiliate with the “University of North Texas Health Science Center” program in CITI.
• Complete the following courses as applicable to your role:
  • Export Compliance (EC), Stage 1
  • Other ECIC-assigned training if assigned

When to Contact ECIC

Contact the office early in the planning phases of your project if your activities involve:

• Shipping & Exchange: Notify ECIC 15 days before shipping or hand-carrying items, software, or data. Allow 60–90 days if a federal license is required. Note: Sharing controlled data with foreign nationals within the U.S. is a "Deemed Export" and requires review.
• Foreign Engagements: Engaging with foreign parties, including procurement, vendor contracts, international purchases, foreign collaborators, visiting scholars, international sponsors, or foreign talent programs.
• International Travel: Contact ECIC at least 30 days prior to departure for a mandatory review of UNT Health-owned devices, access and software.
• Emerging Technologies & AI: Projects involving Artificial Intelligence (AI), Machine Learning (ML), High-Performance Computing (HPC), or biotechnology that include foreign parties, sponsor-imposed access restrictions, or controlled datasets.
• Data Management & Public Access: Implementation of Data Management and Sharing Plans (DMSP) to meet federal mandates for public access to research and data.
• Agreements and Awards: Submit DUAs, MTAs, and NDAs at least 3 weeks before your project start date (or as soon as negotiations begin).
• Compliance Infrastructure: Implementation of Technology Control Plans (TCPs), restricted party screening, or review of external data repositories.

Critical Compliance Standards

• Travel Security: Travelers may be asked to complete the International Travel Device Checklist before departure with UNT Health devices, data, software, or systems.
  **Unauthorized Transfers: Do not ship, transmit, hand-carry, receive, transfer, or share controlled items, software, data, materials, samples, equipment, or technical information internationally without prior ECIC review.

Note: Although this guidance appears in researcher onboarding, ECIC requirements apply to non-research activities across UNT Health.

Contact: Office of Export Controls & International Compliance (ECIC)

ECIC@unthealth.edu 

817-735-0409

Research Security:

To help ensure research is safeguarded from foreign influence and insider threats, ensure proper disclosure(s) with foreign relationships, and protection of Controlled Unclassified Information (CUI):

• Review the UNT Health Research Security Policy:
  • Policy 8.109 Research Security
  • This policy applies to all faculty, staff, students, postdoctoral researchers, trainees, visiting collaborators, contractors, and any other individuals engaged in Research Activities at or on behalf of UNT Health. This policy applies regardless of funding source, research location, employment status, or citizenship or nationality.

• Complete mandatory research security trainings in CITI:
  • citiprogram.org
  • Once logged in and affiliated with University of North Texas Health Science Center, add and complete:
    • “Research Security Training (Combined)” Stage 1 – Basic Course.

You may also complete the “Research Security Training” Stage 1 – Basic Course and “Research Security Advanced Refresher” Stage 1 – Basic Course.

• Review applicable federal and state laws and regulations:
  • National Security Presidential Memorandum 33 (NSPM-33): Mandates security standards to protect the integrity of federally funded research.
  • Texas Education Code Section 956: Requires public institutions of higher education to establish a policy framework for research security.
  • Texas House Bill 127 (HB127): (89th Legislature) Establishes comprehensive measures to protect Texas institutions of higher education from foreign adversaries by creating a research security council, regulating foreign gifts and partnerships, and increasing criminal penalties for theft of trade secrets tied to foreign actors.
  • NIST SP 800-171: Establishes requirements for protecting CUI on non-federal systems, crucial for research security.
  • Cybersecurity Maturity Model Certification (CMMC) 2.0: Defines cybersecurity standards to secure sensitive information in research and federal contracting environments.

• All researchers engaging in the design, conduct or reporting of federally funded research must complete a research conflict of interest (RCOI) training and disclosure:
  • Refer to the COI section above for guidance on completing the training and disclosure.
  • Researchers must attest on their disclosure form that they are NOT involved with a malign foreign talent recruitment program (MFTRP).

• If your research involves CUI:
  • Contact the UNT Health Research Security Officer (RSO) to determine the appropriate system/technology solution to secure and store the data.
    • Federal contracts/awards requiring CUI information controls must utilize secure technology systems.

• Develop an information security plan for your research project(s).

This plan outlines how you will secure and store the data, including who will have access to that data.

Research Core Labs:

• Specialized laboratories providing researchers and partners access to advanced instrumentation and cutting-edge technologies along with technical support and expertise.
  • Main web site: https://www.unthealth.edu/corelabs/index.html
  • Researchers can request information on the following areas:
    • Genomics
    • Microcopy
    • Histology
    • Flow Cytometry
    • Pre-Clinical Imaging
    • Data Science and Computing

• Review Standard Operating Procedures and Guidance Document
  • Specific documentation exists for each service area of interest – please contact the Research Core Labs for more information

Research Data:

To transfer data to UNT Health:

• Complete a data use agreement (DUA) in the Grants and Research Administration System (GRAMS).
  • A Data Use Agreement (DUA) or Data Transfer & Use Agreement (DTUA) outline the terms and conditions that govern the transfer of data that, typically, are not publicly available or are subject to restrictions. This data can be a limited data set, personally identifiable information (PII) or data containing protected health information (PHI). 
  • To request a DUA you must initiate an agreement in the GRAMS software. Prior to requesting a DUA, please have:
    • • (1) the name of the institution providing the data;
      • (2) the name of the institution receiving the data;
      • (3) a description of the research for which the data will be used; and
      • (4) the contact information for the other institution. If you have received a draft DUA from the other institution, please attach it to your GRAMS agreement request.
  • IRB approval or exemption is required prior to execution of a DUA for human-subjects data. We recommend initiating the IRB process as soon as possible (see IRB section above).
  • Link to GRAMS SmartForm

Innovation & Other Partnerships

To transfer materials to UNT Health:

• Complete a materials transfer agreement (MTA) in GRAMS.
  • A Material Transfer Agreement (MTA) outlines the terms and conditions for transferring a tangible research material from one party to another, defining the rights and responsibilities of both parties. UNT Health has established specific administrative procedures for the review, approval and execution of an MTA.
  • To Request an MTA you must initiate an agreement in the GRAMS software.
  • Prior to requesting an MTA, please have:
    • the name of the institution providing the materials
    • the name of the institution receiving the materials,
    • the other parties contact information
    • a detailed description of the materials; and
    • a detailed description of how the materials will be used.
  • MTAs that involve the transfer of animals or human specimens will require documentation of appropriate IACUC or IRB review. If a draft MTA has been provided by the other institution please attach it to the GRAMS request.
  • Link to GRAMS SmartForm

To commercialize your inventions and creations while at UNT Health:

• Refer to IP Policy, 8.103
  • This policy governs the ownership, protection, and equitable distribution of benefits derived from discoveries, inventions, and creations developed at UNT Health.

• Contact the Health Research and Innovation Center (HRIC)
  • HRIC website: https://www.unthealth.edu/research/hric.html
  • HRIC acts as the authorized agent for managing, protecting, and negotiating licenses for all UNT Health intellectual property (IP) and can assist you if:
    • You are listed as inventor on a patent
    • Participate in a role with a company
    • Intend to utilize pre-existing IP in your work at UNT Health
    • Need to facilitate a conversation between your previous institution and UNT Health regarding your IP

• Disclose any new Inventions or Creations
  • Report any new Invention or Creation to HRIC within 30 days of discovery and—most importantly—before submitting it for publication or disclosing it to the public.
  • Submit your disclosure through HRIC’s electronic portal on our website. Click the “Submit Invention Disclosure” form

• Engage for Lab Support
  • The HRIC provides resources to help launch and sustain venture-ready startups. https://www.unthealth.edu/research/hric.html