Frequently Asked Questions About International HIV/AIDS Research
Investigators affiliated with the UCSD CFAR have research projects in Afghanistan, Brazil, China, Ethiopia, India, Kenya, Mexico, Romania, and South Africa. These investigators and the Directors of the CFAR International Program answered the FAQs below to help you with your own international HIV/AIDS research.
If you have questions about UCSD's policies and procedures for conducting international HIV/AIDS research or if you have comments on the responses below, please e-mail us. Your feedback is welcome!
Click on a category below to see related FAQs:
International research and training opportunities
Q: How do I apply for a grant with international collaborators?
A: Several Web sites can help you:
Q: Are there any countries in which UCSD investigators are not allowed to do research?
A: An NIH standard operating procedure describes requirements and limitations for working with international investigators. Please keep these NIH guidelines in mind as you prepare your grant proposal because they may affect your research plans.
Q: What international HIV research is ongoing now at UCSD?
A: We presently have research and training programs in the following countries: Afghanistan, Brazil, China, Ethiopia, India, Kenya, Mexico, Romania, and South Africa. Contact the International Program of the UCSD Center for AIDS Research for more information.
Q: What international research opportunities are available for students, residents, and fellows?
A: If you wish to participate in international research in HIV/AIDS, please contact the International Program of the UCSD Center for AIDS Research. Staff may be able to help you get in touch with investigators who are conducting research in other countries. There is no guarantee that a collaboration will result. That will be between you and the investigator.
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Setting up international funding
Q: How do I set up an international HIV/AIDS research program in another country?
A: You may need a subcontract with the collaborating foreign institution.
- With guidance from the Purchasing Department, Business Contracts team, ask your foreign colleagues’ business office to bill your department for expenses.
- Include your department’s business officer in any communications related to contracts or subcontracts.
- Do not send money directly to foreign collaborators. They may not receive it.
Q: How do I set up and manage international contracts and subcontracts?
A: If you receive funds to perform services for an international group, contact the Office of Contract and Grant Administration. If you receive funds to pay a group in another country to do work for you, contact the Purchasing Department, Business Contracts team, about setting up a subcontract with the collaborating institution.
Include your department’s business officer in any communications related to contracts or subcontracts.
Q: How are funds transferred and audited between UCSD and a foreign institution?
A: If you receive funds to conduct research in another country, it is best to set up a subcontract with the foreign institution or with a third party company that specializes in international administration. You may need to register your project with the foreign government. Some countries require you to join or form a nongovernmental organization (NGO) to do business there.Your international collaborator can advise you on the correct procedures.
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Required approvals and agreements
Q: What approvals are needed to conduct clinical trials in a foreign country?
A: Approvals vary between countries. In general, you will need the same UCSD approvals for an international trial as for a domestic trial, including IRB and/or IACUC. The funding agency will also let you know of additional approvals before funds can be distributed. If in doubt, check with your funding agency.
Q: What approvals are needed to conduct research in animals in a foreign country?
A: Refer to the UCSD Institutional Animal Care and Use Program for guidelines.
Q: What is a Memorandum of Understanding (MOU) and how do I obtain one?
A: A memorandum of understanding (MOU) describes an agreement between parties. For example, two institutions may agree to submit grant proposals within a certain time with the goal of establishing a research collaboration. The MOU formalizes the intention of the two parties without a legal commitment. If you need a Memorandum of Understanding to begin a collaboration in another country, contact the Purchasing Department, Business Contracts team .
Q: What is a Clinical Trial Agreement and how do I obtain one?
A: If you are conducting a clinical trial with collaborators outside UCSD, you need a clinical trial agreement. The agreement details each party’s responsibilities. If you receive an award from NIH or similar Federal agency, to conduct international research, contact the Purchasing Department, Business Contracts team to arrange subcontracts with each of your international collaborators. If you receive an award from another institution; i.e., if you are a subcontractor, go to the UCSD Office of Contract and Grant Administration Web site, then search on Clinical Trial Agreement.
Q: What is an Affiliation Agreement and do I need one?
A: An Affiliation Agreement is a nonbinding, formal statement of collaboration between institutions. For example, a medical school may establish an agreement with a hospital for training medical students and residents. Or two universities may agree to share responsibilities in offering a joint degree program. You do not need an Affiliation Agreement to conduct research with your colleagues at an international institution.
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International laboratory management
Q: What are the rules for operating a research laboratory overseas?
A: The links below may help you:
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International shipping and receiving
Q: How do I ship international specimens to and from UCSD?
A: Contact the UCSD Shipping Department for details. If you are shipping biological materials between institutions, you will probably need a Material Transfer Agreement.
Q: How do I ship items within an international country?
A: Your international colleagues should be able to advise you on in-country shipments. The UCSD Shipping Department also has experts who can advise you on shipping items, such as specimens, that are classified as dangerous goods.
Q: What import/export approvals are needed?
A: Contact the UCSD Shipping Department for details, especially if you are shipping hazardous materials. The following persons and groups may also have helpful information about shipping materials to and from an international location:
- Your international collaborators.
- Pharmaceutical companies that are providing study medications.
- Equipment manufacturers who deliver goods for your project to your international collaborators.
- Shipping companies who deliver products to your international collaborators.
- You may need a Material Transfer Agreement, which is coordinated by the Office of Contract and Grant Administration .
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Traveling and living abroad
Q: How do I arrange for visas, air and ground transportation?
A: Refer to UCSD’s travel process for information on policies and procedures. You may also wish to contact UCSD’s designated travel agent or one of the alliance agencies.
Q: How do I arrange long-term housing in anther country?
A: Your international collaborators may be helpful in arranging in-country lodging and transportation for you and your staff. UCSD’s TravelLink can advise you on many travel details related to preauthorizing and requesting prepayments, such as deposits. You can be reimbursed for lodging and other expenses by standard per diem rates for your location or, in some cases, by submitting receipts.
Q: How do I handle human resource issues, such as illness, accidents, or personnel concerns in another country?
A: The following suggestions may help you:
- The UCSD Tropical Medicine and Travelers’ Health Clinic can advise on preventing illnesses. You may call them at 858-822-5320.
- Some UCSD staff buy personal emergency medical insurance specifically for travelers. The University of California offers traveler insurance coverage for staff and students traveling on University business.
- The U.S. Consulate or Embassy in each country may be able to help you in case of a medical emergency.
- The Environmental Health and Safety Office can advise on preventing and dealing with accidents.
- Also see the Environmental, Health & Safety Index of Services for a list of contacts for specific safety concerns.
Q: How will UCSD staff be paid while they are in another country?
A: If you do not already have direct deposit set up for your paycheck, please consider this benefit before you leave the U.S. Then your UCSD paychecks will be deposited directly in your U.S. bank account, just as if you were in the U.S.
Q: How can I obtain cash for paying travel expenses in another country?
A: If you use a UCSD Travel Card, you can claim the ATM fee and the currency exchange fee for reimbursement. Timely payment on the card balance, within 30-45 days, remains your responsibility, no matter where you are working.
Q: Who can help me if personnel problems occur while overseas?
A: Contact your department’s business officer. He or she will be able to advise you on disciplinary actions or refer you to someone who can address your specific concern.
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Working abroad
Q: How do I recruit local personnel in another country to work on my project?
A: Include personnel requirements in a subcontract with the collaborating foreign institution. Your colleagues who live in the country are best equipped to hire and manage local personnel.
Q: How do I lease laboratory and clinic space and equipment?
A: Contact your colleagues at the collaborating foreign institution. They can help you work out the details and include such items as leasing and remodeling space, stocking a laboratory, and furnishing a clinic. Be sure you have planned for these expenses in your grant proposal and in your subcontract.
Q: How are information technology, videoconferencing and telecommunications services provided?
A: Ask your colleagues if these services are available at the foreign institution and/or the research location. If they are available, arrange for them in your subcontract. If not, your colleagues will be able to suggest alternatives.
Q: How will expenses be reimbursed?
A: If you have made arrangements with the Purchasing Department, Business Contracts team to set up a subcontract with the collaborating institution, receipts for work-related expenses can be submitted to the institution’s business office. That office will reimburse you or your staff and bill your department at UCSD for the expenses. Your department Business Office will work with UCSD Disbursements to wire funds to the collaborating institution.
Q: Do physicians need to be licensed in the country in which they practice medicine, even if they are only doing research?
A: Your international collaborators can advise you on the local licensing requirements to see and treat patients wherever you are conducting research.
Q: How are physicians practicing medicine in the context of an international clinical trial protected against malpractice law suits?
A: Your international colleagues will need to obtain approval from their institution’s IRB and send you a copy of the approval letter before you can submit your own application here. In some cases, the UCSD IRB will accept the use of indemnification clauses taken from the international site’s informed consent. In other cases, the standard UCSD harm clause language must be removed from the consent form, which means a statement cannot be added to release UCSD from malpractice lawsuits. In the event of injury, it is best that the event be reported to the UCSD and international IRBs as soon as possible to ensure that treatment, and/or compensation for injury are available.
If you are concerned about the possibility of malpractice suits, mention this issue in the cover letter to your initial UCSD IRB submission and wait for a response.
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