Policies and Guidelines Oncore Utilization Policy Bio Sci 199 Foreign Affiliations Interventional Clinical Trials Policy Responsible Conduct of Research Rigor and Responsibility School Center Guidelines Space Allocation Scientific Clinical Research Internship Program (SCRIP) Vendor Policy Vendor Policy Policies and procedures for hosting vendors at the UC Irvine School of Medicine. Home Research Office of Research Policies and Guidelines Vendor Policy Hosting Vendors Vendor fairs and presentations provide valuable opportunities for our researchers to learn about new research equipment, reagents, analytical kits, and other tools that support innovation and efficiency. However, it is important that vendors, faculty and staff are mindful that all buildings that fall under the UC Irvine Susan & Henry Samueli College of Health Sciences (COHS) are considered part of the UC Health enterprise and as such are required to adhere to the “Health Care Vendor Relations Policy” and the “University Campus Policy” to avoid conflict of interest (COI) and additional legal and liability issues. To protect the interests of all parties involved, departments or units planning to host a vendor on campus must first obtain approval through the Off-Campus Temporary Vendor Permit process. Once approval is granted, the sponsoring department or unit must complete the College of Health Sciences Hosting Vendor Form at least one month prior to the event. This notification enables the School of Medicine Office of Research to review and facilitate the activity as appropriate. If approved, they will receive a COHS Temporary Vendor Permit, which must be displayed alongside their university permit while on campus. Policy Points A UC Irvine Department must sponsor the vendor. ( 900-16: Policy, Section B). The event sponsor is responsible for obtaining from each vendor a copy of the certificate of insurance that complies with university requirements. (Sec. 900-16: Policy, Section B). Gifts (zero-dollar limit) from Health Care Vendors to a Health Care Individual are prohibited. In circumstances where Health Care Vendors wish to provide a Gift in support of the mission of the University (e.g., food for conferences or payment for educational travel), appropriate alternatives may be available. For example, in lieu of providing free food or payment for educational travel, Health Care Vendors may donate funds to a university unit (e.g., department or division) to support meetings. (Health Care Vendor Relations Policy, Section V, Paragraph A). If a vendor donation is used to support a seminar as part of an unrestricted educational fund, a vendor representative cannot be present at the seminar unless the seminar is open to the public at large. Vendor representatives should also be aware that access to UC Irvine locations is a privilege subject to adherence of these guidelines and failure to adhere to them may result in the termination of privileges of the company and/or individual involved (Vendor Guide, Introduction) VIEW VENDOR GUIDE (PDF) Vendor FAQs Who is considered a vendor? A vendor is an off-campus representative of a healthcare or non-healthcare organization who engages with UC Irvine faculty and staff. Vendor activities may include any of the following: Single Table Vendor: A vendor who displays or promotes their company's products or services at an information table. Informal Vendor Presentation: A presentation to a group of 15 or fewer attendees lasting 30 minutes or less. Vendor Fair Host: An organization hosting or participating in a vendor fair featuring multiple vendors. Symposium Participant: A vendor attending or participating in a symposium or similar event. How do I become an approved vendor at the College of Health Sciences (COHS)? Vendors must first obtain approval through the Off-Campus Temporary Vendor Permit process and comply with all applicable University policies and requirements. Once approved, the sponsoring department must submit the College of Health Sciences Hosting Vendor Form. The School of Medicine Office of Research will then review the request, issue any additional required approvals, and provide a COHS Temporary Vendor permit and help ensure compliance with applicable healthcare vendor relations policies. Do I need to fill out the College of Health Sciences Hosting Vendor Form? Any department or UC Irvine department hosting a vendor must complete the College of Health Sciences Hosting Vendor Form after receiving approval through the Off-Campus Temporary Vendor Permit. In addition, all materials requested by the Research Operations Manager must be submitted via email. This requirement applies to vendors conducting activities both inside and outside College of Health Sciences facilities. A list of College of Health Sciences buildings is provided below. Medical Sciences Building (811, 813, 815, 819, 821, 825, 827) Tamkin Student Lecture Building (831) MRI 4T Trailer (823) Plumwood House (829) Medical Sciences Classroom Facility (833) Irvine Hall (835) Medical Educational Building (836) Gillespie Neuroscience Research Facility (837) Sprague Hall (839) Hewitt Hall (843) Sue & Bill Gross Hall (845) Falling Leaves Foundation Medical Innovation Building (847) Susan & Henry Samueli (856) Do I need a Certificate of Insurance (COI)? All Vendors coming on campus or participating in a vendor event are required to provide a Certificate of Insurance. What is the deadline to submit to the UC Irvine School of Medicine Hosting Vendor Form? One month's notice in advance of the vendor's attendance date. Am I allowed to provide food and beverages? Food is considered a gift and may not be provided directly by vendors, regardless of the event format (Health Care Vendor Relations Policy, Section IV, paragraph C) If a department wishes to provide food, the vendor may instead make an unrestricted gift to the department/unit or the UC Irvine School of Medicine Office of Research. UC Irvine staff may then facilitate the purchase and distribution of food, if appropriate. The following conditions apply: The donation must be documented in a written agreement. Please work with Procurement & Contracting to ensure compliance. The vendor may not restrict how the donated funds are used. The funds must be managed by the University in accordance with applicable accrediting standards, including the ACCME Standards for Integrity and Independence in Accredited Continuing Education. Am I allowed to distribute materials with a company logo? No. Vendor-branded sales, marketing, or promotional materials may not be distributed to faculty, staff or learners, nor may they be left in university facilities. I submitted a College of Health Sciences Hosting Vendor Form. What should I expect next? The Research Operations Manager will contact the department or UC Irvine team hosting a vendor via email with further information and, if applicable, request additional materials. Upon receipt of School of Medicine approval, the vendor will be issued a copy of the Temporary Vendor Permit, which should be posted on the vendor table at the vending site. Contact Us If you have any questions or concerns, please email School of Medicine Research Operations - somresearchoperations@hs.uci.edu