of unclassified fundamental research. Although ERDA reserves the right to utilize, and have others utilize, to the extent it deems appropriate, the reports resulting from research agreements, ERDA will attempt, to the maximum extent reasonably practicable and consistent with the Government's best interest, to permit the institutions and the authors to effect their own publication in established technical journals.

$9-4.5110-2 Publication.

(a) Contractors are urged to publish results through normal publication channels. As a further inducement, page charges or other printing assessments for publishing articles in recognized scientific journals or any additional costs incurred in obtaining a limited supply of reprints of articles will be considered an appropriate budget item under agreements receiving ERDA support where:

(1) The document reports work supported by the Government; (2) The charges are levied impartially on all research papers published by the journal, whether by non-Government or by Government authors;

(3) Payment of such charges is in no sense a condition for acceptance of manuscripts by the journal;

paper;

(4) The journals involved are not operated for profit; (5) The author does not receive an emolument for the research

(b) A credit line should be included in any such publication to indicate that the research has been supported, in whole or in part, by ERDA. A patent check shall be made in advance of release to the public of any material prepared for publication.

The contractor or principal investigator may publish contract data if approved by ERDA in accordance with the provisions of the Patent Rights clause, $9-9.107-5(a) (long form) or §9-9.107-6 (short form).

(a) Where additional time, beyond the current expiration period, is requested by the contractor to continue or complete the work, the contractor should submit six copies of a renewal proposal to the

office of the senior procurement official, Headquarters, not later than three months nor earlier than six months before the date of ex

piration of the agreement. The submission of a renewal request shall be at the exclusive initiative of the contractor. Renewal proposals shall not be requested or informally stimulated by ERDA employees.

(b) The renewal proposal should outline and justify a program and budget for the succeeding year, showing in detail the estimated cost of the project, together with an indication of the items for which the contractor is requesting reimbursement or proportionate cost sharing, the percentage of any such costs to be shared by the contractor, and any items to be contributed solely by the contractor. It should include the same type of information as that required for initial proposals or reference this information to the extent contained in earlier proposals. Any contemplated change in program or scope for the ensuing period should be justified and explained clearly, and the cost estimates and other items should be based upon past experience. Any deviation from the agreement which has not received ERDA approval, should be explained in detail.

(c) The renewal proposal should include a financial of the work under the current agreement including:

statement

(1) Total project costs for the current period to date, indicating the amount chargeable to ERDA;

(2) An estimate of the total costs to be incurred during the remainder of the current agreement period, indicating the amount chargeable to ERDA;

(3) The anticipated difference, if any, between the accumulated support cost at the end of the current agreement period and the cumulative ERDA support ceiling; and

(4) A footnote to show the estimated amount of outstanding commitments for property at the end of the current agreement period.

9-4.5111-2 Evaluation of requests for renewals.

(a) Requests for renewals are evaluated by the appropriate program office in the light of:

(1) progress report submitted by the contractor;

(2) research results published in scientific media;

(3) field visits to the research site by technical personnel;

(4) contractor's performance and progress;

(5) continued relevance to ERDA's mission;

(6) scientific and technical merit of the research and a comparison of the relative importance of the project in relation to other research proposals, proposed and ongoing; and

(7) availability of funds.

(b) Requests for renewals generally follow the same process of review and evalution of technical aspects and funding, preparation, and execution of the agreement, and administration as a new project, although less use would normally be made of outside consultants.

(c) Agreements authorized by program offices shall not be extended for a new term or on an interim basis or modified in scope without specific prior authorization from the appropriate program office.

9-4.5111-3 Authorization to renew.

(a) When a determination has been made to extend an agreement, the sponsoring program office shall provide the field office with notification four weeks in advance of expiration to permit an orderly completion of the extension agreement before the expiration date. The authorizing directive should include generally the same type of information provided in the authorization of a new agreement including pertinent information concerning any changes in scope of work, level of funding, scheduled dates for completion of certain phases of work, target dates for submission of reports, etc. The directive will describe the results of the prior support period and what is expected to be accomplished in the new support period.

(b)

An authorization to renew a special research support agreement shall state the estimated total cost of items to be included under Article A-II(a) of Appendix A for the renewal period, the percentage of such costs to be reimbursed by ERDA, and the amount of new funds authorized to increase the support ceiling.

(c)

The field office that has administrative jurisdiction of an existing agreement, may extend the term of an existing agreement without authorization from the cognizant program office, provided that:

(1)

any such extension does not provide for an increase in ERDA's monetary obligation under the agreement;

(2) that the scope of work is not revised by such extension;

(3) that such extension is necessary to permit completion of the scope of work authorized by Headquarters, including preparation or required reports; and

(4) that any such extension will not be for a period in excess of 90 days.

9-4.5112 Administration.

9-4.5112-1 Responsibilities of Program Offices.

(a) Technical representatives of program offices will make, to the extent practicable, periodic site visits. A written summary of the results of all visits will be prepared and filed promptly. Copies of such reports shall be forwarded to the field office whenever they contain information of administrative intere.t or other information pertinent to the assigned responsibilities of the field office. These visits are for the purpose of:

(1) determining that the research is being performed in accordance with the agreement;

(2) ascertaining that schedules are being met to insure timely submission of interim and final reports;

(3) determining whether the project has adequate facilities, equipment, and scientific, technical, and other personnel for the specified research;

(4) ascertaining that any equipment requested for purchase is not reasonably available within the institution;

(5) assisting the principal investigator to clarify specific technical aspects as work progresses;

(6) exploring future budget requirements, but without making any commitments as to future funding level; and

(7) obtaining information regarding the status of work for administrative and technical purposes fo the program sponsor.

(b) Program offices will provide guidance to the field offices in connection with:

90-136 - 77-10

(1) any contractor requests for approval of proposed deviations or other actions requiring ERDA approval which are brought to their attention by field offices, or which have been brought to their attention through site visits, progress reports, or other agreements or contacts with the contractor;

(2) increasing the obligational authority under any special research support agreement;

(3) whether or not required contractor reports are satisfactory; and

(4) The renewal or closeout of agreements. Instructions should be provided at least four weeks prior to the expiration date of an agreement.

§9-4.5112-2 Responsibilities of Field Offices.

Field offices are responsible for the following:

(a) assisting Headquarters program offices as requested, in carrying out the functions set forth in §9-4.5112-1;

(b) performing the necessary administrative functions required by the terms of the agreement, and making payments in accordance

with the contract;

(c) bringing to the attention of the appropriate Headquarters offices:

(1) any contractor requests for approval which are required by the agreement;

(2) the upcoming expiration date of an agreement whenever required instructions on renewal or closeout have not been received on a timely basis; and

(3) any request by a

contractor to revise an established stipulated salary support amount, and any notification by a contractor that it is reducing the charges under the stipulated salary support procedure (see §9-4.5106-4(c));

(d) determining whether to use the Grant Act (Public Law 85-934) or the Atomic Energy Act of 1954, as amended, as the authority for vesting title to personal property in the contractor when authorized to do so pursuant to §9-4.5106-7(c)(6). The Grant Act shall be used to the maximum extent consistent with the authority contained therein.