Managing External User Facilities Use Application Process

Identifies and meets with faculty and Sponsor External User Facilities Use Application Ensures space requested by the External User is appropriate for the proposed use Confirms with their college administration and that they may begin the application process Sponsor Contact the Division of Research, who will facilitate meetings with necessary stakeholders Sponsor and External User Ensures that the application is completed and that all information is accurate and includes all pertinent details. Attaches a formal written endorsement and assurance that the space is available and sufficient to accommodate the activities Reviews and submits the form for review and approval Process Overview Sponsor Routing for review and approval Dean VPR VPAF Provost (final approval) Senior Leadership June 2020 FUA enters the Facilities Use License stage VPAF

Group Primary Approver Alternate Approver Members/All Provost Mary Ann Rankin David Cronrath Megan Gebregziabher All roles VPR Laurie Locascio Denise Clark Stephen Dowdy FUA FUA Roles Roles VPAF Carlo Colella Anne Martens Emily Cosci Tracey Skinner Daniel Carafelli COI Joe Smith ECO Adam Grant ESSR Maureen Kotlas Mary Dorman Names listed are current members of the group IACUC Pam Lanford Larry Shelton IRB Joe Smith Affiliate Jeff Snider Alla McCoy Facilities Kris Phillips Charles Reuning

Workflow Summary Form is submitted for review and approval Step 1 check if required meeting happened If meeting did not happen Route to VPR Else continue to next step Step 2 Route to Chair If approved Send notifications Continue to next step Else send back Step 3 Route to Dean If approved Send acknowledgments Continue to next step Else send back Step 4 Route to ESSR if Hazards or Regulated Waste If Approved Continue to next step Else send back Step 5 Route to VPR If approved Continue to next step Else send back Step 6 Route to VPAF If approved Send notifications Continue to next step Else send back Step 7 Route to Provost If approved Send notifications Continue to next step Else Send back Step 8 Route to VPAF license manager Process ends

Workflow Step 1 Route Branch Meeting did not happen Notification VPR Alternate Wait for Decision Send Back Faculty resubmits once meeting occurs Wait for Meeting Approve after meeting Continue to next step Deny Meeting did NOT happen Continue to next step Notification: This is a notice that the user answered that the required meeting did not happen.. Do NOT hit "Approve" or "Deny" if you do not want the workflow to continue to the chair of the department. Hitting "Deny" will acknowledge that the meeting did not happen, but workflow will continue. If there was, in fact a meeting, then you can update the form to correct the answer from NO to YES and approve. Either action (other than return) will allow the workflow to continue.

Workflow Step 2 Notification: Route Department Chair If Approved Continue to next step Courtesy Notification VPR Alternate IACUC All IRB All COI All ECO All ESSR All VPAF All Affiliate All Facilities All Provost Alternate Else send back This is a courtesy notification that a Facilities Use Application has been initiated. Faculty: Department: Chair: Company: Company Contact Items of interest as currently selected in the application (subject to change during the review) Export Control: Use of Hazardous Materials: Use of Regulated Wastes: Use of Animals: Use of Human Subjects: Individual Conflict of Interest: Institutional Conflict of Interest: Request for Affiliate Status: Administrative offices will be sent a request to "Acknowledge" that they have reviewed this application and concur with the information supplied. Senior leadership will be sent an e-mail to "Approve/Deny" the application during the review process as the application moves towards final approval and enters into the licensing stage.

Workflow Step 3 Route Dean If Approved Continue to next step Send Acknowledgements: IACUC All COI All IRB All ECO All Facilities All Else send back Acknowledgment: Hello Stephen your attention is required. Form Name: FACILITY USE APPLICATION Step Name: ACKNOWLEDGE Your Action: ACKNOWLEDGEMENT Begin Review

Workflow Step 4 Route Branch ESSR All If Hazardous Materials or Regulated Waste Route to ESSR for Approval If Approved Continue to next step Else send back Else send Acknowledgment ESSR All Continue to next step Acknowledgment: Hello Stephen your attention is required. Form Name: FACILITY USE APPLICATION Step Name: ACKNOWLEDGE Your Action: ACKNOWLEDGEMENT Begin Review

Workflow Step 5 Route VPR All Verify compliance acknowledgments If Approved Continue to next step Else send back

Workflow Step 6 Route VPAF Primary If Approved Continue to next step Courtesy Notification Provost All Else send back Notification: This Facilities Use Application has been initiated and awaiting your approval. Faculty: Department: Chair: Company: Company Contact: Items of interest as currently selected in the application (subject to change during the review) Individual Conflict of Interest: Institutional Conflict of Interest: You will have another email in your inbox asking for your action to approve or deny this request.

Workflow Step 7 Route Provost All If Approved Continue to next step Courtesy Notification VPAF License Manager VPR All IACUC All IRB All COI All ECO All ESSR All VPAF All Affiliate All Facilities All Faculty Chair Dean Else send back Notification: The Provost has approved the following FUA. Faculty: Department: Chair: Company: Company Contact: It has now entered into the Facilities Use License (FUL) process. You will be notified once the FUL has been fully executed.

Workflow Step 8 Route VPAF License Manager If Approved Courtesy Notification Provost All VPR All IACUC All IRB All COI All ECO All ESSR All VPAF All Affiliate All Facilities All Faculty Chair Dean Else Deny or Send Back Notification: It s time for move in. The university has issued a Facilities Use License for the following Faculty: Department: Chair: Company: Company Contact: Building/Rooms: You can view the fully executed FUL. https://usmd.kuali.co/app/builder/#/document-list/5cdad698ff3ec300181d4830