*All emails related to pre and post award be sent directly to isis-grants@vanderbilt.edu. 

 

Proposal Processing

Guide to submitting a proposal via the proposal questionnaire

Proposals with CUI Information (From VU Compliance Office)

First, verify that you can include the information. Consider where the CUI originated. For example, if it was provided or generated from a previously sponsored project, then you will need to check the terms of that agreement to make sure that you can use the data in the proposal – especially if the proposal will be to a new sponsor.

Once you know that you can use the data, these steps are recommended: 

  1. Only store the proposal on IT environments that are designated for CUI. Some people (like you or other grants managers) might need access to this environment to help develop the proposal. When requesting access, new people will have to complete Cybersecurity/Insider Threat training, which will reduce the risk of someone handling the data inappropriately.
  2. Make sure to mark the narrative as having CUI so that no one accidentally shares it inappropriately.
  3. Before submitting it, email the sponsor in advance to let them know that the encrypted file has CUI and that they should prepare to handle it accordingly.
  4. Include a note in VERA indicating that the proposal has CUI that that’s why the full narrative is not stored in VERA

 ITAR restricts the data from foreign nationals. The proposal still cannot be in VERA. Anyone working to develop with the proposal will need to be a US person, and you will need to confirm that the recipient of the proposal is a US person.

 

ARPA-H Other Transaction Agreements OTA

Training Resources & Key Takeaways 

This internal resource compiles materials and lessons learned from an ARPA-H Other Transaction (OT) Training attended in February 2026. The goal is to provide a practical reference for faculty and research administrators who may be involved in negotiating or supporting Other Transaction Agreements (OTAs) with ARPA-H or similar agencies.

These materials are intended to be used during the proposal and negotiation stages of OTAs and are not meant to replace guidance from Sponsored Programs, Contracts, or Legal.

What’s Included

1. Key Takeaways (One-Pager)
  • Core principles of OTAs
  • Negotiation considerations and lessons learned
  • Common areas to flag early (e.g., publications, IP, milestones)
  • Practical tips for working with Agreements Officers
2. ARPA-H OT Training Slide Deck

The slide deck used during the ARPA-H OT training, included here for reference. Topics covered include:

  • History and purpose of Other Transaction Agreements
  • OTA business strategies and approaches
  • Intellectual property and resource sharing
  • Teaming considerations
  • Payable milestones and government-furnished property
3. Sample Other Transaction Agreement

A representative example of an OT Agreement to support familiarity with structure, terminology, and negotiable elements.

 

Key Themes to Keep in Mind
  • Everything in an OTA is negotiable.
  • OTAs emphasize an outcomes-based, risk-appropriate approach rather than strict compliance with traditional FAR-based rules.
  • Early identification of non-negotiables and clear communication among stakeholders is critical.
  • Focus on the intent of the agreement, not just precise language.
External Resources
  • ARPA-H Other Transaction Community
    Collections of sample agreements, information on protests and legal cases, and additional OTA guidance.
Use & Access
  • Audience: Internal (faculty, research staff, research administrators)
  • Purpose: Reference and preparation for future OTA discussions and negotiations
  • Distribution: For internal use only