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Doing Research with West Point

The Army, the Department of Defense, and industry partners often call upon West Point researchers to assist on complex projects. IAW DOD guidelines, all support provided to the Receiver that can be measured and directly attributed to the Receiver are reimbursable costs. This includes 3% of the total project cost associated with personnel processing the financial documentation or 5% of the total cost for personnel processing the financial documentation and direct costs for the personnel processing civilian reimbursable hiring actions (if the project includes civilian personnel). All labor costs will be based on standard rates IAW Army Cost Management Guidance. Costs associated with common use infrastructure are non-reimbursable, except for support provided solely for the benefit of the Receiver. Any items purchased for this agreement will remain property of the Supplier. For information, please contact Dr. Elizabeth Velilla, at (845) 938 2764.

Research Operations and Outreach Program Reimbursible Support Personnel.pdfResearch Operations and Outreach Program Reimbursible Support Personnel.pdf

Research Authority

The Assistant Secretary of the Army (Acquisition, Logistics and Technology) or ASA(ALT) has granted authority to the US Military Academy at West Point to participate in the Army Domestic Technology Transfer Program (ADTTP), to enter into Cooperative Research and Development Agreements (CRADA), and to license, assign or waive rights to intellectual property created by USMA.  The memorandum of authority is below:

USMA ADTTP Authorization Mar 2009.pdfUSMA ADTTP Authorization Mar 2009.pdf

Signed SUPT Delegation of Authority Sep 2013.pdfSigned SUPT Delegation of Authority Sep 2013.pdf

Dean's Delegation of Auth for Support Agreements.pdfDean's Delegation of Auth for Support Agreements.pdf

2014 04 14 Delegation of Authority - Support Agreements USCC.pdf2014 04 14 Delegation of Authority - Support Agreements USCC.pdf

Research Policy

West Point's research programs fall under the oversight of the Dean of the Academic Board and the Associate Dean for Research.  Policy for the execution of research activities is documented in the Dean's Policy and Operating Memorandum 5-01 and 5-02.

11February2015_DPOM 5-1.pdfDPOM 5-1 (15Feb15).pdf

DPOM_05-02 (30Jul10).pdfDPOM_05-02 (30Jul10).pdf

DPOM_02-30.pdfDPOM_02-30 (11Feb08).pdf

 r70_5.pdfAR70_5 (15Aug77).pdf

West Point's Business Codes

DUNS: 044824696
TIN/EIN: 14-1364902
NAICS: 611310 - Colleges, Universities, and Professional Schools
PSC: AD21 - R&D Defense Other: Services (Basic Research)

Research Financial Transaction Procedures

West Point researchers engaged with external partners and pursuing financial support should begin the process by contacting the Academic Research Division office (Dr. Elizabeth Velilla, x2764; Ms. Carol Spisso, x5105; or Mr. Besim Hoxha, x6318).  The ARD staff will assist researchers in the coordination between the technical and budget contacts of external organizations, West Point research teams, and the West Point resource managers (G-8 and PRD).

Following the development of initial statements of work (SOW) and relevant agreements between parties, the ARD staff will coordinate meetings to bring all applicable participants in a transaction together to finalize necessary actions.

Below is the Standard Operating Procedure (SOP) for entering and executing reimbursable agreements:

SOP REIM - IN - 2016, SIGNED 18 APR 16.pdfSOP REIM - IN - 2016, SIGNED 18 APR 16.pdf

SOP REIM - IN Annexes ao MAR 16.pdfSOP REIM - IN Annexes ao MAR 16.pdf

To view transaction status, those with server access may go here for the Daily USMA G-8 Status of Funds (SOF) Reports. Please contact Ms. Carol Spisso (x5105) for access information.

Research Forms and Documents

The Cooperative Research and Development Agreement (CRADA) is one of the principal mechanisms used by federal research institutions and laboratories to engage in collaborative efforts with non-federal partners to achieve the goals of technology transfer. The CRADA, which is not an acquisition or procurement vehicle, is designed to be a relatively easy mechanism to implement, requiring less time and effort to initiate than previous methods for working with non-government organizations. The CRADA is also intended to take into account the needs and desires of private industry when commercializing a product. Because each agency and laboratory is free to develop its own CRADA model, technology transfer personnel must ensure that they utilize their agency's specific wording and format for CRADAs. Please contact Dr. Elizabeth Velilla (x2764) for additional information.

basic-crada-sop-050707.pdfCRADA SOP May 2007.pdf

Education Partnerships Agreements (EPAs).  EPAs regulate partnerships with primary or secondary schools, colleges, universities, or non-profit organizations dedicated to science, technology, engineering, and mathematics (STEM) education. USMA may loan equipment and personnel to partners, invite partners to participate in our research projects, and allow USMA personnel to assist in developing courses and course materials for EPA partners.  Unlike CRADAs, which benefit both parties, EPAs should be used for partnerships which primarily benefit the partner institution.

Interservice Support Agreements are used when a DOD agency provides support and/or accepts funds from other agencies within the Department of Defense.  The DD 1144 satisfies DoD Financial Management Regulation (FMR) Volume 11A section 010204 which states “Orders must be supported by documented evidence of a formal offer and acceptance between the grantor and grantee of the order." Please contact Ms. Carol Spisso (x5105) for further information. 

A Memorandum of Understanding (MOU) defines a “general area of understanding” within both parties' authorities and no transfer of funds for services is anticipated. MOUs often state common goals and nothing more. Thus, MOUs do not contemplate funds transfers and should usually include language that states something similar to: “This is not a funds obligating document; by signing this agreement the parties are not bound to take any action or fund any initiative.” An MOU may be used to outline the operation of a program so that it functions a certain way. For example, two agencies that have similar goals may agree to work together to solve a problem or support each other’s activities by using an MOU. The MOU is nothing more than a formalized handshake.

Intellectual Property and Patent Filing Information

The Research Operations office provides support to West Point researchers pursuing licenses and patents for intellectual property.  During Projects Day in May of each year, a team from the Armament Research, Development and Engineering Center (ARDEC) assists researchers in the application and filing process.  Below are links to relevant information:

Patent Guide - US AMC - May 1997.pdfPatent Guide - US AMC - May 1997.pdf

Invention Disclosure Guidance -  ARDEC Feb 2012.docInvention Disclosure Guidance - ARDEC Feb 2012.doc

Invention Rights Questionnaire - DA Form 2871-R.docInvention Rights Questionnaire - DA Form 2871-R.doc

Patent Disclosure AMC 384-R and Record of Invention AMC 1255-R-E.docPatent Disclosure AMC 384-R and Record of Invention AMC 1255-R-E.doc

Invention Briefing Template - IEC rev1.pptInvention Briefing Template - IEC rev1.ppt

End-of-Year (EOY) Contracting Activities

EOY contracting requires smart planning, synchronized preparation, and unified effort.  The document below provides guidance for the submission of FY2014 EOY requirements:

FY16 MICC End of Year Letter.pdfFY16 MICC End of Year Letter.pdf