Nara Institute of Science and TechnologyDivision for Industry-Government-Academia Collaboration

Transferring Research Materials

As a general rule, NAIST requires material transfer agreement for incoming or outgoing materials.

Incoming material transfer

0 - Receiving samples from outside Japan

If the biological samples are a "genetic resource" of the Convention on Biological Diversity, you must confirm and comply with all relevant rules and procedures established by the laws in the providing country.
Please contact us before the sample transfer.

About "genetic resource" (internal)

If the samples are import-prohibited items as stipulated in the Plant Protection Law, you need to obtain the import approval from the Plant Protection Station.

Procedure details (internal)

I - Receiving samples from academic institutions

1. Signature by faculty member

The faculty member can sign the MTA (Material Transfer Agreement) on behalf of NAIST, if the sample is provided at no cost by an academic institution.

  1. (1) Review the MTA *
  2. (2) Conclusion of MTA
  3. (3) Receive the research sample(s)
  4. (4) Keep the original signed MTA and send a scanned copy (pdf) to the Research Planning Section ([email protected])

* We will review the MTA, if necessary.

2. Signature by a NAIST representative

If the sample will be provided from an academic institution at cost or if the sample provider, such as RIKEN BRC, NBRP, requests the signature of a university representative rather than researcher, the Director of the Division for Industry-Government-Academia Collaboration, Research Promotion Organization, will sign on behalf of NAIST.

  1. (1) Send the MTA draft to us.
  2. (2) We will review, negotiate, execute the MTA.
  3. (3) Receive the research sample(s).
  4. (4) The original copy of the signed MTA will be kept in the Research Planning Section, and a scanned copy will be sent to the laboratory.

II - Receiving samples from a company

If the sample will be provided from a company, the Director of the Division for Industry-Government-Academia Collaboration, Research Promotion Organization will sign on behalf of NAIST.

  1. (1) Send the MTA draft to us.
  2. (2) We will review, negotiate, execute the MTA.
  3. (3) Receive the research sample(s).
  4. (4) The original copy of the signed MTA will be kept in the Research Planning Section, and a scanned copy will be sent to the laboratory.

Outgoing material transfer

0 - Providing the sample to outside Japan

When you provide research samples to outside Japan, internal export control procedures are required.

Export control procedure details (internal)

I - Providing samples to academic institutions

1. Signature by faculty member

The faculty member can sign the MTA, if the sample is provided free of charge to an academic institution.

  1. (1) We will provide the MTA template.
  2. (2) Faculty member will send the MTA draft to the recipient institution → Agreement → Sign
  3. (3) Keep the original copy of the signed MTA and send a scanned copy (pdf) to the Research Planning Section ([email protected]).
  4. (4) Send the research sample(s).

* We can do step(2) on behalf of thenfaculty member.

2. Signature by a NAIST representative

If the research sample is provided at cost, the President of NAIST will sign the MTA.

  1. (1) Please contact us.
  2. (2) We will propose a MTA draft to the recipient organization and conclude the MTA.
  3. (3) Submit the IP Disclosure form for research materials to the Research Planning Section.
  4. (4) The original signed MTA will be kept in the Research Planning Section, and a scanned copy will be sent to the laboratory.
  5. (5) Confirmation of payment.
  6. (6) Send the research sample(s).

II - Providing samples to companies

NAIST will provide the research samples to companies at cost.

  1. (1) Please contact us.
  2. (2) We will propose a MTA draft to the recipient organization and conclude the MTA.
  3. (3) Submit the IP Disclosure form for research materials to the Research Planning Section.
  4. (4) The original signed MTA will be kept in the Research Planning Section, and a scanned copy will be sent to the laboratory.
  5. (5) Confirmation of payment.
  6. (6) Send research sample(s).

III - Depositing of samples

Please contact us. We will execute the agreement for depositing.

IV - When transferring to another institution

For faculty members leaving NAIST who wish to transfer research materials to the new insitution, an MTA must be signed between the institutions prior to transferring the materials.

Please note that transferring materials received from a third party requires the consent of that third party.

Please contact us. We will execute necessary agreements.