Schedule-at-a-Glance

November 1 - 3, 2017
Hyatt Regency Bethesda
Bethesda MD

Agreement Maintenance Course

*Tentative schedule, subject to change.

Wednesday, November 1, 2017
                                    
7 a.m. - 5 p.m.        Registration
   
7 - 8 a.m. Continental Breakfast
                             
8 - 10 a.m. Anatomy of a License & Other Agreements
 

For attendees who play a role in managing executed license agreements, the ability to read a license agreement and to understand each party’s obligations under it is a key skill for doing your job effectively.  This session will help attendees understand the obligations – both your institution’s and the licensees’ – owed under license agreements. Using examples, this session will provide an explanation of the sections and terms of typical license agreements, with attention to those most relevant to administrators. The session will include an interactive discussion of best practices for reporting, invoicing, and calendaring to ensure that your university receives the money, reports, and other obligations due under a license for years to come. 

Speakers:
TIffany Beverly, University of South Carolina
DawnMarie Portoff, Yale University
 
10 - 10:30 a.m. Networking Break
 
10:30 - 12 p.m. IIA Maintenance - Why It's Tricky

Often part of managing license agreements involves third-party considerations, whether in the form of obligations that arise from a research agreement, or from inter-institutional agreements and co-owners of the licensed IP. These third-party agreements introduce additional monitoring and reporting activities for the contract administrator. We will examine several of the main components involved in working with inter-institutional agreements, including patent management between your institution and the third-party, managing financial obligations in multiple directions, and the impact of third party agreements on license terms.

Speakers:
Jason Felsch, Broad Institute
Linda Kesselring, Emory University
   
12 - 1:30 p.m.  Lunch on your own
   
1:30 - 3 p.m. Agreement Compliance: Positioned for Success
  We all celebrate the signing of a new agreement as a job well done, but living with the deal and the terms of the deal can be a full time job. Whether it is an exclusive license with a company promising to bring your technology to market, or an inter-institutional agreement with the co-owner of your intellectual property rights, how can you be sure that your partners are living up to their end of the deal? This session will focus on agreement compliance, focusing on both financial and non-financial terms. Learn about instituting pre-agreement procedures that enhance post-license compliance; convincing your colleagues that post-licensing compliance requires a "team" approach; and using checklists , correspondence templates, and your databases as tools for enhancing post-license, all while focusing on building and maintaining the relationships with your partners that are essential to getting technology and products to market and creating value.
Speaker:
Amanda Ottaway, North Carolina State University
   
3 - 3:30 p.m. Networking Break
   
3:30 - 5 p.m. Let's Talk Financials: Office Finance
  Financial management is a critical function of any technology transfer office. This session will cover major areas of financial management: budgeting for operations including forecasting; tracking revenue/expenses recovery; managing equity (real and imagined).   Attendees will learn basic financial management associated with the administration of a technology transfer office including benchmarking for budgeting purposes and managing expenses/revenues.
Speakers:
Linda Galvin, Stony Brook University
DawnMarie Portoff, Yale University
   
5:30 - 7 p.m. Welcome Reception
   
Thursday, November 2, 2017
   
7 - 8 a.m. Continental Breakfast
   
8 - 10 a.m. Show Me the Money: Strategies to Get Licensees to Pay Up
  Getting an executed license is very important to a TTO, but it is just the beginning! The TTO still has to manage that deal for the life of the agreement and ensure the university is getting the full benefit of the deal. This can be a major undertaking as your portfolio of licenses grows. This session will cover some of the common issues that arise during license management and provide helpful solutions and suggestions. Key examples will be given that can be shared with licensing personnel in order for them to negotiate future licenses with terms that support strategies to get licensees to pay up!  We will also discuss the processes relating to handling delinquent accounts, default letters, termination letters as well as write-off requests.
Speakers:
Steven Kousouris, Johns Hopkins Technology Ventures
Sidney Rattner, Ocean Tomo
   
10 - 10:30 a.m. Networking Break
   
10:30 - 12 p.m. When Life Gives You Lemons: Handling the Inevitable Changes in
  Agreement Management

 

Your agreement is fully executed, the database is populated, everything is chugging along like a well-oiled machine. Until it isn’t. In this session we’ll discuss common hiccups in agreement management with suggestions on how to keep things on track. Challenges will include new licensee personnel, the acquisition of your licensee by another company, new interpretations of old language, and agreement amendments. Join us for a look at adding technology, dropping technology, acquainting new folks with their obligations, and the work that goes along with this.

Speaker:
Jennifer Folger, Michigan State University
   
Noon - 1:30 p.m. Lunch
   
1:30 - 3 p.m. Let's Talk Financials: Royalties & Distribution of License Income
 

Each technology transfer office has its own established policies and procedures for distributing licensing or royalty income. Taking care of this administrative task in an accurate, consistent, and timely manner may not always generate accolades from recipients of the income but failure to distribute properly will likely generate unfavorable responses. This session will demonstrate the importance of understanding the terms and status of agreements, understanding royalty distribution policies, communicating with royalty participants, establishing a standard royalty distribution process, and avoiding obstacles while completing the distribution. This group will discuss the framework as well as provide useful tools that can help technology transfer professionals smoothly carry out this important task.

Speakers:
Linda Galvin, Stoney Brook University
Judy O'Neal, Auburn University
Roberta Terry, North Carolina State University
   
3 - 3:30 p.m. Networking Break
   
3:30 - 5 p.m. Let's Talk Financials: Legal Expense Review, Approval and Invoicing Process
  One of the most difficult tasks related to technology transfer is managing and controlling patent expenditure. We really don’t like surprises!  There are various methods that can be utilized to help TTOs with this process, such as implementing good habits with service providers, requesting estimates and setting caps for commissioned work. We will also discuss some practical ways to simplify and improve the legal invoice review process to allow case managers to focus on licensing rather than being bogged down reviewing legal expenses, as well as processing legal invoices and electronic expense import (EEI). We anticipate that each attendee will leave with fresh ideas on how to improve this process in their own institution.
Speakers:
Karen Boghossian, Inteum Company LLC
Jason Felsch, The Broad Institute
 
Friday, November 3, 2017
   
7 - 8 a.m. Continental Breakfast
   
8 - 10 a.m. Do I Have a Story to Tell You! (or Tales from the Trenches)
 

Are you looking for somewhere to discuss specific issues you struggle with in your job? Are you searching for resources that will give you a way forward in managing your institution’s agreement portfolio? Do you need a place to start? Your search is over! We will use this time to discuss actual challenges faced by our attendees. Join us for this facilitated discussion where we will pool our experiences and solutions to talk about real-world situations that can (and must) be addressed within our individual scenarios and institutions.

Speaker:
Jennifer Folger, Michigan State University
   
10 - 10:30 a.m. Break
   
10:30 - 12 p.m. Toolbox Tips and Tricks for Agreement Compliance
  This session will consist of a number of breakout roundtable discussions for various databases that are used by the attendees.  One roundtable will be for those with a home-grown database system.  Each roundtable discussion will be led by a power user. Attendees may attend the discussion for the software that they use or attend another discussion to learn more about other systems. Attendees will learn various “tricks of the trade” in an informal, collegial setting with other administrative professionals who use the same database as them. Participants will leave with answers to their questions, time-saving solutions and ideas, and other tools to use in their work upon returning to their office and to share with their coworkers.
Speakers:
Monya Dunlap, University of Florida
Jennifer Folger, Michigan State University
Judy O'Neal, Auburn University
Amanda Ottaway, North Carolina State University
   
Noon Course Adjourns