Policies and Guidelines 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 the UC Irvine School of Medicine(SOM) is considered part of the UC Health enterprise and as such is 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. In order to protect the interests of all involved, the department or unit that facilitates a vendor coming to campus (by reserving a space or making other arrangements) must fill out a UC Irvine School of Medicine Hosting Vendor Form at least one month prior to the event. This form will notify the UC Irvine School of Medicine Office of Research of your plans so we can facilitate it as appropriate. 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 considered an off-campus representative of healthcare or non-healthcare companies that either produces or markets drugs, devices, nutritional products or other medical products and presents them to UCI faculty and staff. A vendor can be one who presents their company’s products as a Single Table Vendor Informal Vendor – presents to a group of 15 people or less for 30 minutes or less. Host of Vendor Fair Attending a Symposium Do I need to fill out the UC Irvine School of Medicine Hosting Vendor Form? Any Department/UC Irvine Team hosting a vendor is required to fill out the UC Irvine School of Medicine Hosting Vendor Form and submit all materials requested by the Research Operations Manager via email. This requirement applies to vendors setting up inside or outside School of Medicine buildings. The list of School of Medicine buildings is outlined 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) 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. 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. Am I allowed to provide food, beverages, and company labeled materials? Food is considered a gift; therefore, it is not permissible for vendors regardless of formality, to provide food to attendees (Health Care Vendor Relations Policy, Section IV, paragraph C) However, if the vendor(s) and department/unit agree that food is to be served, the vendor has the option of making a non-encumbered gift to the department/unit or to the UC Irvine School of Medicine Office of Research. Then, UC Irvine staff can, if appropriate, facilitate the purchase and provision of the food. I submitted a UC Irvine School of Medicine Hosting Vendor Form. What should I expect next? The Research Operations Manager will contact the Department/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 Research Operations Manager Claire Brainard Draper at cbrainar@hs.uci.edu.