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Intramural Scientist Collaboration on Extramural Funded Grants and Contracts SOP

Lock icon: This link will not work for public visitors.Some links will work for NIAID staff only.

This standard operating procedure (SOP) includes the following sections: Purpose, Procedure, Contacts, and Links.


To assist intramural scientists in initiating collaborations with scientists at extramural academic institutions, nonprofits, and industry.


Though NIH strongly encourages collaborations between intramural and extramural investigators, staff participation in extramural grants and contracts have potential implications for conflicts of interest, ethics, technology transfer, intellectual property, publication, and the exchange of research materials.

NIH grant or contract funds cannot be used to support any aspect of intramural activities. However, extramural scientists working in intramural labs may bring their own resources even if those supplies and materials were purchased with grant or contract funds.

Procedures are provided for the following staff roles:

Scroll to the bottom of this document for links to policies and regulations that govern the conduct and funding of intramural-extramural collaborations.

Intramural Scientists

As soon as possible, before agreeing to a collaboration with an extramural investigator, do the following:

Intramural Division Contacts

  • Guide intramural investigators through the collaboration documentation, review, and approval process.
  • Advise intramural investigators on the following topics:
    • Office of Ethics (OE) and TTIPO reviews.
    • Standards of conduct.
    • Material transfer.
    • Approval process.
    • Other considerations before the collaboration.
  • Send draft collaboration letters to TTIPO for review.
  • Resolve any conflicts identified by TTIPO or OE.
  • Review the collaboration letter to ensure that recommended changes from TTIPO or OE have been incorporated and all points in the collaboration letter have been addressed.
  • Obtain the intramural scientist's and scientific director's signature for approval.
  • Send a copy of the signed letter to TTIPO and OE.

Extramural Program Staff

  • If an intramural scientist wants to collaborate with an extramural grantee, refer the intramural scientists to the appropriate their division contact:
  • If the collaboration involves a grant, make sure you indicate in the Program Officer Checklist located in eRA’s Program Module whether an intramural staff person is substantially involved in the research.
  • If the collaboration involves a contract, do the following:
    • Notify your contracting officer.
    • Work with the contracting officer to make all shared resources available to all offerors.
    • Refer all communications with potential offerors to the contracting officer.
  • Do not discuss the review or award status of an application or proposal that involves an intramural collaboration with anybody.
    • Intramural scientists must communicate directly with their collaborators.
    • Applicants and offerors may refuse to release this information.
  • Never broker a deal on your own. The intramural lab chief and scientific director will determine, review, and approve the extent and nature of any collaboration.

Technology Transfer and Intellectual Property Office

  • Receive all inquiries concerning collaborations from the intramural division contact or directly from the scientists involved.
  • Determine whether a Material Transfer Agreement, Cooperative Research and Development Agreement, or other agreement is required.

Office of Ethics

Grants Management Specialists

    • Policy on intramural collaboration with extramural organizations that may require funding the research as a cooperative agreement.
    • Policy that an intramural scientist may not receive extramural funds to participate in a cooperative agreement. 
  • If the Program Officer Checklist indicates that an intramural staff person is substantially involved in the research, bring this to the attention of the chief grants management officer.
    • Chief grants management officer will determine if the grant needs to be converted to a cooperative agreement. 
  • If intramural scientists are involved as collaborators in extramural research, add a special term to the Notice of Award that restricts the transfer directly or indirectly (such as salary, travel, equipment) of extramural funds to the intramural lab.
Office of Acquisitions Staff
  • Advise intramural investigators, extramural program officers, and extramural scientists on any resources, funding, or personnel matters relating to a contract.
  • If a contract involves intramural resources, make sure the solicitation states that these resources are available to all offerors.
  • If intramural scientists are collaborators on a contract, include:
    • Copy of the scientific director’s approval in the contract file.
    • Statement in the Summary of Negotiations that terms and conditions have been added to the Advance Understandings Article of the contract restricting the transfer of extramural funds to the intramural lab. 
  • In the Advance Understandings Article, include terms and conditions that restrict the transfer directly or indirectly (such as salary, travel, equipment) of extramural funds to the intramural lab.


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NIAID Extramural Program Staff Seeking Grants and Resources From Nonfederal Sources SOP

Collaborations of NIH Scientists with Extramural Scientists

Conversion of Grants to Cooperative Agreements SOP

Participation in Grants/Collaboration

Lock icon: This link will not work for public visitors.NIAID Outside Activities Require Approval

Lock icon: This link will not work for public visitors.NIAID Ethics

Service by Intramural Scientists on a Scientific or External Advisory Board for a DHHS-funded Project

Official Duty Activities Involving Outside Organizations (See "Conflicts Assessment Sheet and Case Studies: Extramural Official Duties and Conflicts of Interest.") 

Lock icon: This link will not work for public visitors.Grants and Other Conditional Gifts for Research

NIAID Gift Fund

NIH Intramural Research Sourcebook

Model Agreements and Definitions

Last Updated October 28, 2014

Last Reviewed August 15, 2014