Industry Affiliate Program (IAP) Initiative

The IAP connects UAlbany's researchers with private and public-sector partners to explore mutually beneficial activities. 

The purpose of this program is to ensure a robust flow of information and ideas between UAlbany and industry participants to ensure that UAlbany researchers are focused on important real-world issues, and that UAlbany research has immediate application and impact.

The UAlbany IAP provides:

• Work with a lab, center or department to explore mutually beneficial research opportunities
• Access to UAlbany faculty, students and researchers
• Create multi-member partnerships to pursue grants with state and federal agencies and explore either research or commercialization opportunities
• Explore the promise of pursuing intellectual property opportunities that will mutually benefit all members and researchers
• Explore the commercialization potential of existing intellectual property within the University’s portfolio
• Support any spinout startup borne from existing or progressive ideas by identifying entrepreneurial viability
• A forum for interaction with UAlbany researchers and other industry participants
• A convening authority for important meetings and dialogs
• A mechanism to influence the directions of UAlbany’s research 

External partners gain access to groundbreaking research, emerging technologies and talent acquisition opportunities in exchange for annual membership fees.  

In addition to developing partnerships that advance commercial opportunities, the program opens avenues for companies, organizations or government agencies to collaborate with world-class faculty.

There are other mutually actionable pathways as part of this program. Inclusion will allow industry to benefit from innovative research in specific sectors while also networking and connecting with other industrial affiliates.  

Members will also support innovation and discovery with potential national and global impact.  

Although not an exhaustive list, membership fees can be devoted to the following:

• Research collaborations with labs, centers or departments
• Offer facilitated access to UAlbany’s research programs, facilities and equipment, and to relevant faculty and students
• Hackathons to engage researchers, students and faculty in problem-solving
• Exploration of intellectual property opportunities
• Commercialization activities for existing intellectual property
• Development of micro-credentials and academic cohort opportunities
• Industry-sponsored events promoting intellectual pursuits

Membership fees are not used for standard industry-academic partnerships, endowments, fellowships, scholarships, faculty/staff positions or new buildings.  

Contributions support non-competitive, collaborative research, economic development, entrepreneurial endeavors or intellectual property/licensing agreements.  

The IAP primarily enables non-competitive collaborative research and creative activity but may also support education and outreach. Any activities that fall outside of this require an additional contract must be executed through the Sponsored Programs Administration and be associated with a contract signed by an authorized signatory of the University.  

Industrial Affiliates’ member payments or supplemental payments cannot be used to support sponsored research. Members of the IAP are free to pursue sponsored research related to the Program, but it must be contracted and funded through the appropriate pathway.

All intellectual property (IP) derived from inventions conceived or first actually reduced to practice within the IAP will belong to the UAlbany, which owns the IP. IAP members are entitled to a nonexclusive license.  

Any member paying patent costs shall be entitled to execute a nonexclusive license to all IP developed as part of the IAP.  

If only one member elects to take license, then this member will be responsible for reimbursing UAlbany for all of the patent costs.  

If there is more than one member (e.g. three members) electing to take a license, then the costs would be shared equally by all members.  

Each member will need to execute a non-negotiable non-exclusive license agreement to the IP developed as part of the Program so there is no question as to what legal rights the member has to the Technology.  

A royalty-free license can be negotiated with each member on a case-by-case basis if there are other mechanisms for UAlbany to monetize and/or recover costs in securing the IP, such as an exit fee, annual minimum royalties, patent cost reimbursements.  

Additionally, there will be language in the non-negotiable, non-exclusive license agreement to the IP stating that failure to pay the patent costs required will result in termination of the non-exclusive license.

UAlbany and the industry partner will execute an annual Membership Agreement that addresses the purpose and objectives of the Program, benefits and obligations of the members, and membership categories and costs (fees). The obligations and benefits shall be reasonable and consistent with the goals of each Program.  

The Membership Agreements between UAlbany and the members will be processed and executed by Sponsored Programs Administration, are paid on an annual basis, and are non-negotiable. Membership Agreements will need to be renewed on an annual basis by members signing a new Membership Agreement.

All other programming and activities will be overseen by the department, center or lab in collaboration with the Office of Economic Development, Entrepreneurship, & Industry Partnerships.  

All event planning and hosting will be handled by the department, center or lab, with the budget approval by the faculty director, Office of Economic Development, Entrepreneurship, & Industry Partnerships, the Vice President of Research & Economic Development, and the respective school Dean, if necessary.  

The UAlbany Industry Affiliate Program (IAP) fosters collaboration between academic researchers and industry partners, offering several benefits to faculty members:

• Collaborating with industry partners can inspire new research ideas and support innovative projects, keeping academic work aligned with current industry trends.
• The IAP provides an organized framework for establishing and managing industry collaborations, simplifying the process for researchers to engage with external partners, also aiding in large scale proposal development that requires industry partnerships.
• Through industry partnerships, researchers can access additional funding and resources, facilitating the advancement of their research initiatives.
• Collaborations can create experiential learning opportunities for students, preparing them for the workforce and enhancing their educational experience.
• The IAP assists in exploring intellectual property opportunities and commercialization pathways, helping researchers translate their findings into practical applications.

By participating in the IAP, faculty members can expand their research impact, access new resources, and contribute to the development of solutions that benefit both academia and industry.  

To create an IAP, researchers will submit the IAP Interest Form to the Office of Economic Development, Entrepreneurship, & Industry Partnerships.
 

A. Conceptualize & Initial Planning

• Identify Research Focus: Define the specific research areas or themes that the IAP will address, ensuring they align with both academic interests and industry needs.
• Leadership: Identify a faculty director of the IAP who will be responsible for compliance with IAP policies and procedures. The faculty director is responsible for developing program activities and assuring appropriate program expenditures and must meet the University’s Principal Investigator (PI) Eligibility criteria.
• Engage Internal Stakeholders: Consult with relevant faculty members, department chairs, and staff to gauge interest and gather input regarding the proposed IAP. Each industrial affiliate program must have, at a minimum, two active corporate or government members and two active faculty members. Programs with fewer members or faculty will be reviewed and may be deactivated.  
• Administration: Identify a designated staff member, in some cases the faculty leader, who will be responsible to plan, organize and administer the daily operation of the IAP, including the collection of membership fees and management of funds to support the activities of the program.
   

B. Consult with the Office of Economic Development, Entrepreneurship, & Industry Partnerships

• Schedule a Meeting: Once an interest form has been submitted, the Office of Economic Development, Entrepreneurship, & Industry Partnerships will reach out to the faculty member to discuss the feasibility and strategic alignment of the proposed IAP.
• Develop a Proposal: Work with the Office of Economic Development, Entrepreneurship, & Industry Partnerships to draft a comprehensive proposal outlining the IAP's objectives, structure, funding mechanisms and potential benefits to both the University and industry partners. IAP proposals include but are not limited to:  
  • Name of the Program and of the individual who will direct the Program
  • Brief description of the proposed Program
  • Specific benefits to be offered to industry members
  • Anticipated number of faculty and graduate students who will participate in the Program
  • Membership fee structure. Identification of any collaborating universities. (Note: Membership fees are set by each IAP and are paid on an annual basis. Fees may be tiered by company size or other criteria. Fees for all tiers must be published. Programs should be aware of the budget and spending authority of the corporate representative that they are engaging.)
  • Draft of the proposed Membership Agreement (see template agreement). All new agreement templates will be reviewed by RF Legal, via Sponsored Programs.  
  • General information about how the funds will be managed and spent
     

C. Obtain Approvals from Department Chairs & Deans

• Departmental Review: Present the proposal to the relevant department chair for initial feedback and approval.
• Dean's Approval: Submit the proposal to the dean of the respective school or college for further evaluation and endorsement.
   

D. Engage with the Office of Facilities Management

With assistance from the Office of Economic Development, Entrepreneurship, & Industry Partnerships, engage with the Office of Facilities Management for facility and equipment use, if applicable.

• Assess Facility and Equipment Needs: Determine the specific facilities and equipment required for the IAP's activities.
• Review Usage Policies: Consult the Office of Facilities Management to understand policies related to space allocation, equipment usage, and any associated costs.
• Submit Facility Requests: If additional space or modifications are needed, submit a formal request through the Facilities Service Request Portal.
   

E. Coordinate with the Office of Regulatory & Research Compliance

With assistance from the Office of Economic Development, Entrepreneurship, & Industry Partnerships, coordinate with the Office of Regulatory & Research Compliance to address potential conflicts of interest.

• Conflict of Interest Disclosure: Ensure all faculty and staff involved complete and submit Conflict of Interest (COI) Disclosures to identify and manage any potential conflicts of interest and commitment. 
• Compliance Review: Work with the Office of Regulatory & Research Compliance to address any regulatory requirements, especially if human participants or sensitive data are involved.

Potential corporate members that have headquarters in sensitive countries must be reviewed and approved by the Office of Regulatory & Research Compliance.

A draft Membership Agreement will be submitted to the Sponsored Programs Administration to finalize the agreement.  

The draft agreement outlining the required items listed in section 4b (above) and including the supporting documentation described in sections 4c, 4d and 4e (above), should be sent to preaward@albany.edu. The subject line of the email must follow this format: “IAP: [Industrial Affiliate Name] [UAlbany PI Name].” 

• Launch the Program: Initiate the IAP by onboarding industry partners and commencing planned activities.
• Website Creation: The Office of Economic Development, Entrepreneurship, & Industry Partnerships will provide templates for content and host the IAP webpages on the UAlbany website.
• Monitor Compliance: Regularly review Conflict of Interest disclosures and ensure adherence to all University policies and procedures.
• Evaluate and Report: Periodically assess the IAP's performance, outcomes and alignment with its objectives, reporting findings to stakeholders and UAlbany department/leadership.
• Public Access to Research Results: IAPs must adhere to principles of openness in research and dissemination of results for research funded by program membership fees. Results of research funded by IAP membership fees will be made available to members and non-members alike in an open and timely manner. 
• Annual Members Meeting: The purpose of the required annual members meeting is to bring together University researchers, faculty and industry partners to review progress, discuss strategic goals, facilitate knowledge sharing and networking, review benefits and opportunities, address compliance and Conflict of Interest concerns, and to gather feedback for continuous improvement. 

It is the policy of UAlbany to return a portion of campus overhead to support research administration in both central and administering units. In the case of IAP Membership Agreements, the following procedures will apply:

• Effective December 1, 2024, the overhead rate for the IAP Membership Agreements on the UAlbany campus is 20%.