layout University Affiliated Research Center - UC Santa Cruz - NASA Ames Research Center

Compliance

Publication Procedures

Reporting Inventions/Technology

Export Control

Conflicts of Interest

Taking NASA Property Off-Site

Contact

Compliance Officer
Andrei Trifonov
(650) 604-1284

Publication Procedures

What do I do if I have a proposed publication?

1. NASA Sponsorship Acknowledgement
All publications of any material based on or developed under your task or multi-campus award shall include the following acknowledgement:
"The material is based upon work supported by the National Aeronautics and Space Administration under Prime Contract Number NAS2-03144 awarded to the University of California, Santa Cruz, University Affiliated Research Center."

2. UARC Publication Review Procedures
There are two separate procedures depending on the type of UARC task order you are working on.  If you do not know what type of task you are on, ask your UARC task manager.  (Note: Work performed under Aligned Research Program (ARP) awards are not subject to UARC publication review procedures.)

Alternate I Tasks
Submit UARC IP Form 301 and publication for peer, supervisor, and if applicable, NASA task requestor signatures.  Once peer/supervisor/NASA signatures are obtained, forward to UARC Compliance Officer for approval. 

Alternate II Tasks
NASA procedures apply and you should work with your supervisor to submit the necessary forms through the following NASA website: http://stidaa.nasa.gov.

What if I collaborate on a publication or presentation with a civil servant (e.g. NASA or other federal employee)?
If a civil servant is a co-author, then you need to follow the NASA publication procedures regardless if you work on an Alt I or Alt II task.  In other words, use Alt II publication procedures and all the NASA forms.

Reporting Inventions/Technology

What is considered new technology?
UARC employees are responsible for reporting all “new technology” developed in the course of their UARC employment.  A "Reportable Item" is defined in the New Technology clause to mean:

    Any invention, discovery, improvement, or innovation of the contractor, whether or not patentable or otherwise protectable under Title 35 of the United States Code, made in the performance of any work under any NASA contract or in the performance of any work that is reimbursable under any clause in any NASA contract providing for reimbursement of costs incurred before the effective date of the contract. Reportable items include, but are not limited to, new processes, machines, manufactures, and compositions of matter, and improvements to, or new applications of, existing processes, machines, manufactures, and compositions of matter. Reportable items also include new computer programs, and improvements to, or new applications of, existing computer programs, whether or not copyrightable or otherwise protectable under Title 17 of the United States Code.
When should I report new technology?
All UARC task managers are required to complete a New Technology Certification upon (1) the conclusion of any UARC task, or (2) upon completion and delivery to the Government of any task deliverable that may embody new technology.  Download the form below and return the signed, completed form to the UARC Compliance Officer (Andrei Trifonov, M/S 19-26) within 10 business days of the occurrence of (1) or (2) above.

If the New Technology Certification form indicates a NASA Form 1679 is required, or if your supervisor instructs you to submit one, then download and complete the form below with information regarding any invention conceived or developed under the UARC contract.  Please consult with your supervisor/task manager if you have questions about what should be reported.  DO NOT OBTAIN SIGNATURES.  Once the form is completed, email the completed PDF form to the UARC Compliance Officer (Andrei Trifonov) who will complete the reporting process with NASA and UC Santa Cruz.  After submission by the UARC Compliance Officer, all inventors/contributors will receive an email from the NASA eNTRe site requesting online certification of the submitted NF1679.

Export Control

How do I know when I should be concerned about export laws?
Generally, Alternate I tasks do not have export control items, data, or restrictions.  If you are working on an Alternate II task, export controls may apply.  If you are not certain what kind of task(s) you are assigned to, be sure to check with your UARC supervisor.

Alternate I Tasks
Export control laws do not apply because:

  • Work is basic and fundamental research
  • There are no access or foreign national restrictions
  • Work is cleared by NASA for unlimited public release

Alternate II Tasks
Might include export controlled items

  • Export controlled items/data will be identified in the task if known (current export determination not always available)
  • In general, foreign nationals are not allowed on task without prior approval and a technology control plan
  • Publication/dissemination/release of information restricted by NASA

How do I know if something is export controlled?
A Data Management Resource (DMR) is provided to all UARC task managers detailing specific data handling requirements for each task. In the DMRs certain items/software/data will be identified as "export controlled" and appropriate precautions should be followed.  However, the DMRs may not identify other export controlled materials in your task (NASA doesn't always know what is export controlled), therefore, treat all work under an Alt II task as "export controlled" unless otherwise told by your UARC supervisor.

What about other export control questions?
Please see the attached PowerPoint slideshow for more detailed information.  Or contact the UARC Compliance Officer (Andrei Trifonov).

Conflicts of Interest

Download Conflicts of Interest PowerPoint Presentation

Taking NASA Property (Government Furnished Equipment) Off-Site

What is a Property Pass? (https://nprop.nasa.gov/faq)
A property pass, also referred to as a removal permit, allows an employee to take NASA property off-site. Please refer to NPR 4200.1G NASA Equipment Management Procedural Requirements, Section 3.5.4.1 for details.

Which Property Pass form is required?
To remove government-furnished equipment off-site, select one of the three procedures below that is most applicable to the property you wish to take off-site:

    •  NASA-Tagged Property/Equipment (other than Laptops):
       
NF892 & NF892A

        View Details

        Per NASA Equipment Management Procedural Requirements
        (Section 3.5.4.1):

  • Download and complete NF892, Employee Property Pass/Loan Agreement and Removal Permit.  If additional pages are needed, use NF892A.
  • Loan documentation shall indicate the requester's name and organization identification, the purpose for use and removal of the equipment, and an explanation of why the official use cannot be accomplished onsite during normal business hours.  Loan agreements are approved by the division director and concurred on by the Center Equipment Manager.
  • The requester submits the NF892 to the property custodian for signature.  A copy of the completed form or the loan agreement is retained by the applicable property custodian until return of the equipment has been verified.
  • The requester returns the equipment by the return date shown on the NF892 or loan agreement or requests an extension beyond the originally approved period.  The extension is submitted in writing to the division director/chief and submitted to the Center Equipment Manager for final approval.

    •  ACES or Lockheed Martin-Tagged Laptops:
       
https://stidaa-p.ndc.nasa.gov

        View Details

  • Effective December 21, 2012, Property Passes which were approved using the former paper versions of the NF892 or ACES Ames Property Pass will no longer be valid.   A new Computer Property Pass (ARC-852) is required for all ACES or Lockheed-Martin-tagged laptops to be taken offsite.
  • The new pass is located online via the NASA Electronic Forms Server (NEFS) https://stidaa-p.ndc.nasa.gov . Click on the left navigation “Form Finder” link then enter 852 in the “Key Word” box, then click “Search.” The online help menu and form-prompts will provide you with the steps to fill out the form and route it electronically. The form also provides a link to a list of Ames’ Property Custodians.
  • Please request a new Ames Computer Property Pass for your laptop today if you haven’t already done so. It takes about ten minutes to complete and submit into the approval cycle. Once all approvals have been received, it is recommended that an electronic copy of the Computer Property Pass be stored on the laptop.  An electronic copy should also be forwarded to your UARC supervisor and to Andrei Trifonov.
  • Return equipment upon expiration of approved period, or process a new ARC-852 to request an extension of the loan period.
  • Note: Lockheed Martin tags will be replaced with Hewlett-Packard tags as part of the transition from ODIN to ACES computer support. 

    •  NASA-Tagged Laptops:

Effective December 21, 2012, a new online Computer Property Pass (ARC-852) is required for all NASA laptops to be taken offsite. This new on-line version is required in addition to the regular paper form (NF892).  Please be sure to complete BOTH the ARC-852 and NF892 before taking your NASA-tagged laptop offsite.

        View Details

        1. NF892:

        Per NASA Equipment Management Procedural Requirements
        (Section 3.5.4.1):

  • Download and complete NF892, Employee Property Pass/Loan Agreement and Removal Permit.  If additional pages are needed, use NF892A.
  • Loan documentation shall indicate the requester's name and organization identification, the purpose for use and removal of the equipment, and an explanation of why the official use cannot be accomplished onsite during normal business hours.  Loan agreements are approved by the division director and concurred on by the Center Equipment Manager.
  • The requester submits the NF892 to the property custodian for signature.  A copy of the completed form or the loan agreement is retained by the applicable property custodian until return of the equipment has been verified.
  • The requester returns the equipment by the return date shown on the NF892 or loan agreement or requests an extension beyond the originally approved period.  The extension is submitted in writing to the division director/chief and submitted to the Center Equipment Manager for final approval.
        2. ARC-852:
  • The new pass is located online via the NASA Electronic Forms Server (NEFS) https://stidaa-p.ndc.nasa.gov . Click on the left navigation “Form Finder” link then enter 852 in the “Key Word” box, then click “Search.” The online help menu and form-prompts will provide you with the steps to fill out the form and route it electronically. The form also provides a link to a list of Ames’ Property Custodians.
  • Please initiate the ARC-852 for your laptop today if you haven’t already done so. It takes about ten minutes to complete and submit into the approval cycle. Once all approvals have been received, it is recommended that an electronic copy of the Computer Property Pass be stored on the laptop.  An electronic copy should also be forwarded to your UARC supervisor and to Andrei Trifonov.
  • Return equipment upon expiration of approved period, or process a new ARC-852 to request an extension of the loan period.
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