Material Transfer Agreement (MTA) - A Material Transfer Agreement (MTA) outlines the terms and conditions for transferring tangible research materials between parties, such as researchers or institutions. TV(TV) researchers and external researchers can share materials, typically for research or evaluation purposes. The Office of Research Integrity facilitates the MTA approval process for the Institutional Official.
MTAs specifically govern the transfer of materials from TV to another organization. If you are a TV researcher planning to send materials to an outside entity and determine that an MTA is required, please complete an MTA request.
For more information or assistance completing an MTA, please contact the Office of Research Integrity.
*This should only be used if the PROVIDER does not have an existing MTA template.
If you receive/have an MTA and are unsure how to advise the requestor, follow these steps:
- Use the TV MTA Template – All TV MTAs for outgoing material must use the official TV MTA OUT template to ensure consistency in formatting and compliance. If an external party provides an MTA, it should be reviewed to determine if the TV template should be used instead.
- Format for Review – The MTA should be provided in an editable format (Word or Google Doc) with proposed terms and institutions clearly listed.
- Initial Vetting – The MTA must be reviewed and approved by the requestor’s supervisor, Dean, or Director before further processing.
- Determine Signing Authority – Work with the TV Office of Research Integrity (ORI) to determine who needs to sign the MTA based on the scope of the agreement.
- Research-Related MTAs – All MTAs require approval from the VCR. The Research Compliance Officer (RCO) will review the MTA and provide a recommendation to the VCR for signature approval. If legal review is necessary, the RCO will consult with General Counsel (GC).
- Finalizing the Document – The RCO will work with the requestor to finalize the MTA and ensure all necessary approvals are in place.
- Signature Routing – Once all reviews are complete, the RCO will route the MTA for signature.
- Filing & Record Keeping – After execution, the RCO will file the signed MOU in OnBase for official record-keeping, and a copy will be emailed to the requestor.
- Biological Samples: When a researcher provides biological samples, such as tissue, blood, or cell lines, to another lab for further study, an MTA specifies how the samples will be used, who can access them, and any restrictions on their use.
- Chemical Compounds: For transferring chemical reagents or compounds between research labs, an MTA ensures that the receiving party understands the proper handling and usage protocols.
- Collaborative Studies: When researchers from different institutions collaborate and need to exchange research materials, an MTA outlines each party’s rights and obligations, including how the material will be used and shared.
- Joint Research Initiatives: If a university researcher works with an external partner and transfers materials such as proprietary biological tools or specialized equipment, an MTA ensures clarity on intellectual property rights and usage restrictions.
- Technology Transfer: For transferring materials related to a technology that may be patented or licensed, an MTA ensures that the commercialization rights and any obligations to the original research team are clear.
- Cross-Border/International Transfers: When research materials are transferred between institutions in different countries, an MTA helps manage compliance with domestic and international regulations and ensures that both parties agree on material use, research security, and IP issues.
- Research Publications: When research materials are shared with other labs for experiments that contribute to a joint publication, an MTA addresses issues like authorship, data sharing, and attribution of contributions.
- Intellectual Property Rights: An MTA can outline how any discoveries or inventions resulting from using transferred materials will be managed, including rights to patents and revenue-sharing agreements.
The Institutional Official must sign all agreements between the University of Alaska Fairbanks and external parties. Faculty members are not authorized signatories and should coordinate with the Office of Research Integrity to ensure compliance.
- A researcher should download and complete the MTA.
- The MTA should be reviewed by the Principal Investigator (PI) or project Supervisor (to include Lab Manager).
- Once the MTA is complete, email the MTA to uaf-ori@alaska.edu.
- The Research Compliance Officer will review the MTA and supporting documents. If edits or additional information is required, the MTA will be sent back for revisions. If no revisions are necessary, the MTA will then go to the Institutional Official for review.
- Once reviewed by the Research Compliance Officer and the Institutional Official, if no edits are necessary, it will be forwarded for authorized signatures of all parties involved.
- If necessary, negotiations take place to finalize the terms of the MTA.
- Once negotiations are complete (if applicable), the outside entity signs the MTA first; it then is sent to TV signing authorities.
- Once the MTA is signed by all parties, a copy of the signed MTA will be distributed to all signing authorities for their records.
- Materials can be transferred once a copy of the final MTA is provided.
If you are shipping materials outside the U.S., they may be subject to federal regulations, including export control laws, which govern the transfer of certain information, technologies, and commodities to individuals outside the U.S. (including U.S. citizens abroad) or, in some cases, to foreign nationals both within and outside the country.
The Office of Research Integrity can assist in reviewing the specific conditions that may require export control review before the transfer occurs, ensuring compliance with U.S. export control laws and regulations.
“Export Controlled Information” means confidential technical information that is required for the design, development, production, manufacture, assembly, operation, repair, testing maintenance, or modification of commodities controlled under the Commerce Control List of the Export Administration Regulations or the U.S. Munitions List of the International Traffic in Arms Regulations.
Export Controlled Information does not include information in the public domain, as that term is defined in the applicable regulations (EAR Part 772 or ITAR 120.11); information concerning general scientific, mathematical or engineering principles commonly taught in universities; basic marketing information on function or purpose or general system descriptions, or information resulting from the performance of fundamental research.
TV is unable to ship any equipment abroad without the express prior approval of the University’s Export Compliance Officer.
A Material Transfer Agreement (MTA) is a legal contract that governs the transfer of biological, chemical, or proprietary materials between institutions for research or evaluation purposes. MTAs protect the rights of both the provider and the recipient while ensuring compliance with institutional, legal, and regulatory requirements.
- Purpose of the Agreement
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- Defines the specific purpose for which the transferred material may be used
- Clarifies that the material is being provided only for non-commercial research or evaluation
- Parties Involved
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- Identifies the provider institution and recipient institution
- List the Principal Investigator (PI) or authorized researcher at the recipient institution
- Description of the Material
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- Specifies the exact material being transferred (cells lines, plasmids, chemical compounds, tissue samples, etc.)
- Includes any associated data, derivatives, or modifications
- Permitted Use of Material
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- Limits the use of the material to research purposes only
- Prohibits commercialization, unauthorized distribution, or modification unless explicitly allowed
- May restrict combining the material with other substances
- Intellectual Property (IP) Rights
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- States whether the recipient can or cannot claim ownership of the material or its derivatives
- Defines how any inventions or discoveries made using the material will be managed
- May include obligations for revenue-sharing if commercialization results from the research
- Confidentiality and Data Sharing
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- Specifies whether the material, associated data, or research findings must remain confidential
- Defines conditions under which results may be published, presented, or shared
- May require provider approval before publication if proprietary material is involved
- Compliance with Laws and Institutional Policies
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- Ensures adherence to:
- Biosafety regulations (IBC, IACUC for animal materials, IRB for human-derived materials)
- Export control laws (for materials subject to federal restrictions)
- Ethical research guidelines (NIH, NSF, FDA regulations)
- Ensures adherence to:
- Restrictions on Further Transfer
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- Specifies that the recipient cannot transfer, share, or distribute the material to third parties without written consent.
- Liability and Indemnification
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- States that the provider makes no warranties regarding the material’s safety, quality, or suitability for a specific purpose
- Requires the recipient institution to assume all risks and liabilities related to the material’s use
- May include indemnification clauses to protect the provider from legal claims arising from the recipient’s use of the material
- Duration and Termination
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- Defines how long the agreement remains valid
- Specifies conditions under which either party may terminate the agreement
- Requires the recipient to destroy or return unused material upon termination
- Publication and Acknowledgement
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- May require the recipient to acknowledge the provider in any publications, reports, or presentations
- Can restrict disclosure of specific data or findings if needed
- Governing Law and Dispute Resolution
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- Establishes which laws apply to the agreement (state, federal, or international laws)
- Outlines how disputes between the provider and recipient will be handled (arbitration, mediation, etc.)
A: An MTA is a legal contract that defines the terms and conditions under which materials can be transferred between institutions. It protects intellectual property rights, ensures regulatory compliance, and outlines permitted uses of the materials.
A: An MTA helps ensure that materials are used only for approved research purposes, prevents unauthorized distribution, and clarifies who owns intellectual property (IP) rights related to the materials.
A: Before sending any materials, you must determine if a Material Transfer Agreement (MTA) is required. If an MTA is needed:
- Complete the Outgoing MTA Form, providing details about the material, recipient, and intended use. Submit MTA back to the ORI.
- Submit a draft MTA to the Office of Research Integrity (ORI) at uaf-ori@alaska.edu before sending the materials.
Wait for ORI approval and authorized signatures before transferring the materials to ensure compliance with institutional policies and regulatory requirements.
A: If you send or receive research materials from an external institution, company, or individual, an MTA is likely required. An MTA is required if the material
is proprietary, regulated, or associated with intellectual property (IP) concerns. If
you are unsure, contact ORI for guidance.
A: Processing time varies based on the complexity of the agreement, the recipient institution’s requirements, and whether negotiations are needed. Simple MTAs may be completed in a few days, while complex agreements can take several weeks.
A: For outgoing material transfers, use . If available, TV requests incoming material transfers to use the provider's MTA template. If a provider does not have an MTA template, please contact the TV ORI for further assistance. The agreement must be reviewed and approved before use. In some cases, the recipient institution may require modifications, which must be negotiated.
A: ORI reviews and processes all MTA requests. If the material involves biosafety concerns, export control regulations, or intellectual property (IP) considerations, additional review from the appropriate university offices may be required.
A: No. Materials must not be transferred until both institutions fully execute and sign the MTA. Transferring materials without an approved agreement could result in compliance violations.
A: If the recipient requests modifications, ORI and, if needed, General Counsel will review and negotiate the terms before finalizing the agreement.
A: For guidance on MTAs, contact the Office of Research Integrity (ORI) at uaf-ori@alaska.edu.
A: Yes, an MTA is required whenever research materials are sent to or received from an external institutions, including universities, research labs, and industry partners.
A: Generally, no. Internal transfers within the same institution usually do not require an MTA unless specific restrictions apply (e.g., proprietary materials, safety concerns).
A: It depends. An MTA may not be needed if the material is freely available (e.g., purchased from a commercial vendor or openly published). However, for proprietary or regulated materials, an MTA is required.
A: Faculty members are not authorized to sign MTAs on behalf of the university. Only designated institutional officials can sign these agreements.
A: At TV, the Institutional Official (IO) handles MTA approvals and signatures.
A: MTAs define ownership, permitted use, and restrictions related to intellectual property. If materials are patented, proprietary, or part of a pending patent, the agreement will outline how they can be used and whether discoveries can be commercialized.
A: If the material is patented or has commercialization potential, the Office of Intellectual Property and Commercialization (OIPC) or General Counsel may need to review the MTA before approval.
A: Yes, export control regulations may apply. If the material falls under U.S. export control laws, additional documentation, and federal approvals may be required before shipment.
A: Certain biological, chemical, and technological materials cannot be exported without authorization. ORI and the Export Control Officer can help determine if your transfer requires special approval.
A: Once the MTA is fully executed (signed by both parties), you will receive notification that the materials can be transferred.
A: Yes, you should keep a copy for your records and reference. The university will also maintain official documentation.
Important Reminders
✅ Do not send or receive materials without an approved MTA.
✅ Ensure the correct protocol numbers (e.g., biosafety, IRB, IACUC) are included when
applicable.
✅ MTAs are legally binding agreements, so all terms must be reviewed before signing.