Material and Data Transfer Agreements: What Researchers Need to Know

Miriam Allen, Office of Sponsored Projects

Collaborating with other institutions is an essential part of research, but before materials or data leave the University, it’s important to have the proper agreement in place.

Material Transfer Agreements (MTAs) and Data Transfer Agreements (DTAs) are formal contracts that govern the sharing of research materials and data with academic institutions, nonprofit organizations, government agencies, and private industry. These agreements may apply to the transfer of human samples, biological and non-biological materials, or research data.

Why are these agreements important?

Responsibilities

MTAs and DTAs protect both the University and its research partners by clearly defining the rights and responsibilities of everyone involved. They address important issues such as:

• Ownership of materials and data
• Intellectual property rights
• Publication rights
• Protection of confidential information
• Safeguarding transferred materials and data
• Permitted uses and restrictions on further sharing

Having these terms in place helps ensure that research collaborations proceed smoothly while protecting valuable institutional resources.

When is an agreement required?

The University requires an MTA or DTA whenever University materials or data are shared outside the institution. This is especially important for University patient data. Researchers should note that a DTA is required even if the data have been de-identified.

Special consideration for for-profit entities: When University materials or data are proposed for transfer to a for-profit entity, the request may be reviewed to determine whether a fee-bearing license agreement is a more appropriate mechanism for the transfer than an MTA or DTA.

How do I request an agreement?

The process depends on whether your project is sponsored or not:

• Sponsored (funded) projects: Submit your request through the Office of Sponsored Projects (OSP) web portal.
• Non-sponsored projects: Submit your request through the Technology Licensing Office (TLO) web portal.

Did You Know?

A Data Transfer Agreement (DTA) may still be required—even if your data are de-identified. University policy requires a DTA whenever University data are shared outside the institution, regardless of whether the data contain direct identifiers.

MTAs aren’t just for biological samples. Material Transfer Agreements can also apply to non-biological materials and other research resources shared with academic institutions, government agencies, nonprofit organizations, or industry partners.

These agreements protect everyone involved. MTAs and DTAs establish ownership, intellectual property rights, publication rights, confidentiality requirements, and permitted uses before materials or data are transferred.

Planning a collaboration? Determine whether your project is sponsored or non-sponsored before requesting an agreement. Sponsored projects are processed through the Office of Sponsored Projects (OSP), while non-sponsored requests are submitted through the Technology Licensing Office (TLO).