IBISResearch Agreement Submission Guidance

All research agreements and amendments must be submitted through IBISResearch for review and processing by ORA. This guide outlines the general steps and requirements for submitting new agreements and amendments.

ORA Agreement Submission Guidance

As the submission guidelines change periodically, please do not save the Agreement Submission Guidance to your computer.

Accordion Group

Open All Tabs
  • When to Submit Agreements and Amendments Through IBIS

    IBIS is the University of Miami’s system of record for the submission, review, and tracking of research related contracts and agreements.

    • The Office of Research Administration’s (ORA) Contracting Team reviews, negotiates, and executes agreements on behalf of the University.
    • All new agreements and amendments must be submitted through IBIS for institutional review and processing.

  • Information and Documentation Needed Before You Start

    Before submitting an agreement or amendment in IBIS, gather the required information and documents to support review by the ORA Contracting Team.

    • Draft agreement or amendment documents (Word format preferred)
    • Sponsor and collaborating party details
    • Project and departmental information
    • Finalized scopes of work, where applicable
    • Required supporting documentation based on the agreement type

  • Submitting a New Agreement or Amendments in IBIS

    There are different types of agreements and amendments, follow this ORA Agreement Submission Guidance to submit them through IBISResearch.

    An amendment is required when changes are made to an agreement after it has been executed. Common amendment scenarios include:

    • Changes to the period of performance
    • Funding or budget modifications
    • Revisions to scope of work or contract terms
    • Updates related to compliance or reporting requirements

    💡 Early submission of amendments is strongly encouraged to avoid delays in project activities.

    💡 Join the IBISResearch Agreements Hands‑on Workshop in ULearn.

  • ORA Review, Negotiation, and Execution

    After submission, the ORA Contracting Team reviews agreements for compliance with institutional policies and sponsor requirements and negotiates terms with external parties, as applicable. Once all requirements are met, ORA coordinates institutional signature and executes the agreement on behalf of the University. Departments and Principal Investigators are notified throughout the review process and upon completion of agreement execution.

  • Common Issues, Delays, and Tips

    Some common factors can delay agreement processing and execution. Being aware of these issues can help support a smoother and timelier review process.

    • Submitting incomplete or draft agreements that are not ready for review
    • Selecting an incorrect agreement type during submission
    • Missing or incomplete sponsor setup in IBIS or Workday
    • Submitting amendments late in the project timeline, which may delay execution

    💡 Please remember to click the Submit button once you finish the agreement in IBIS. This action moves the record from Pre‑Submission to Unassigned status. If it is not in Unassigned, it will not appear in ORA’s queue.

Top