Technology Transfer Workflows

Who does what, when, and why: a practical guide to coordinating researchers, UVM Innovations, and external partners from first disclosure to real-world impact.

At a Glance

Core Workflow Lifecycle

Every project follows the same backbone: disclose, evaluate, protect, develop, validate, then execute a pathway. The pace and owners change by technology type, but the control points remain consistent.

Phase 1

Capture

Document invention details, contributors, funding sources, and novelty before any public release.

  • Invention Disclosure Form
  • Prior art and publication check
Phase 2

Assess

Evaluate patentability, market need, and strategic fit for licensing, startup, or open source.

  • IP and market screening
  • Pathway recommendation
Phase 3

Protect

Secure rights while preserving flexibility for fundraising, partnering, and publication plans.

  • Provisional or full patent filing
  • CDA/NDA for external talks
Phase 4

Advance

Build evidence: prototype performance, user validation, and risk reduction toward adoption.

  • TRL progression plan
  • Gap funding and pilot work
Phase 5

Execute

Finalize license terms, launch a startup, or release openly with governance and maintenance plans.

  • Commercial or open deployment
  • Post-transfer tracking

Role-Based Workflows

Who Owns Each Step?

Clear ownership prevents delays. Use this as an operating model for project meetings, milestone check-ins, and handoffs between teams.

Researcher / Inventor

Primary focus: technical novelty and evidence generation

  1. Record invention details in lab notebooks and draft disclosure materials.
  2. Flag upcoming publications, abstracts, posters, and conference talks.
  3. Support patent counsel with technical responses and claim clarifications.
  4. Run feasibility studies and generate data for partner diligence.
  5. Participate in customer discovery interviews and pathway decisions.

UVM Innovations

Primary focus: IP strategy, partner engagement, and deal execution

  1. Intake and triage disclosure with novelty and market screens.
  2. Coordinate filing strategy and publication timing.
  3. Identify potential licensees, investors, and accelerator pathways.
  4. Lead term sheet and agreement negotiation.
  5. Manage compliance, distribution terms, and post-deal follow-up.

Department / PI / Lab Team

Primary focus: capacity planning, student roles, and continuity

  1. Confirm contributor list and funding-source obligations.
  2. Set publication and thesis timing with IP milestones.
  3. Allocate prototyping resources, facilities, and supervision.
  4. Define student participation and conflict-of-interest boundaries.
  5. Support transitions when teams spin out or license externally.

Decision Gates

Critical Workflow Checkpoints

Gate 1: Disclosure Before Disclosure. If public release is planned, file first. This single timing rule protects future optionality.

Gate 2: Pathway Fit. Choose based on user need, capital intensity, and founder intent, not just technical excitement.

Gate 3: Readiness to Execute. Enter licensing, startup formation, or open release only when evidence and ownership are clear.

Typical Cadence

Milestone Timeline

Window Milestone Owner
Week 0-2 Disclosure submitted and triaged Inventor + UVM Innovations
Week 2-8 IP/market assessment and filing decision UVM Innovations
Month 2-6 Prototype advancement and customer discovery Lab Team + Programs
Month 6-12 Partnering, term sheet, or startup launch prep UVM Innovations + Inventor
Year 1+ Licensing, spinout, or open release execution Pathway-Specific Team

Use This as Your Working Playbook

Pair these workflows with the full trail guide and pathways pages to turn your next research milestone into a transfer-ready outcome.

View the Full Trail Compare Pathways