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 It is in the best interest of our researchers to attend vendor fairs and presentations where they can learn about new research equipment, reagents, analytical kits and other tools. However, it is important that vendors, faculty and staff are mindful that the UC Irvine School of Medicine is considered part of the UC Health enterprise and as such is required to adhere to the “Health Care Vendor Relations 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. This form will notify the UC Irvine School of Medicine Office of Research of your plans so we can facilitate as appropriate. Policy Points The vendor event being held at UC Irvine School of Medicine must be sponsored by a campus department or unit and approved by the department chair or unit faculty director. Notify the UC Irvine School of Medicine Office of Research by submitting the completed planning form at least one month prior to the event. Vendors participating in the vendor event are required to provide a Certificate of Insurance. Food is considered a gift; therefore, it is not permissible for vendors to provide food to attendees. See the UC “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. 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. VIEW VENDOR GUIDE (PDF) Vendor FAQs Do I need a certificate of insurance if I, the vendor, am attending the UC Irvine campus as an informal vendor? Yes, all vendors must have certificates of insurance regardless of formality. What does it mean to be an informal vendor? An informal vendor is a vendor who presents their company's tools to a group of 15 people or fewer for 30 minutes or less. Do I need to fill out the "UC Irvine School of Medicine Hosting Vendor Form" if I am an informal vendor? All Department/UC Irvine Teams must submit the "UC Irvine School of Medicine Hosting Vendor Form" regardless of the vendor's formality. What is needed for a Department/UC Irvine Team to host a vendor for an event? The Department/UC Irvine Team hosting a vendor must fill out the "UC Irvine School of Medicine Hosting Vendor Form" and submit all materials requested by the Research Operations Manager via email. Materials requested will vary based on the event. What are the materials a Department/UCI Team will need to submit for vendor compliance to policy? The Department/UCI Team's required materials will vary based on the event. General materials include the vendor's certificate of insurance, proof of approved plans by the Fire Marshal, location reservation, notice of any food order and tracking details of the donation check, if applicable. What is the deadline to submit the "UC Irvine School of Medicine Hosting Vendor Form"? One month's notice in advance of the vendor's attendance date. Can we acknowledge that the vendor donated funds to support the activity? Yes, sponsors of the event are required to acknowledge the support to the learners. Informed learners are final safeguards in assuring that an instructional activity is independent from commercial influence. You may state, "This activity is supported, in part, by a donation from _____." It is not appropriate to say that the activity is "sponsored by" the company. Contact Us If you have any questions or concerns, please email Research Operations Manager Claire Brainard Draper at cbrainar@hs.uci.edu.