Completing the forms
You will normally be required to supply the following THREE documents to the Research Office:
1) Contract checklist
All contracts must be accompanied by the appropriate completed contract checklist. If you are unsure of the type of contract being submitted, contact Research Contracts or complete the generic Research Contract Checklist. Checklist information will be entered into an in-house contract management system upon receipt, and will be registered in Themis Research once your contract is signed. There are 8 checklists relating to different types of agreement| 1. Research Contract 2. Materials Transfer Agreement (Supplying) 3. Materials Transfer Agreement (Transferring) 4. Confidentiality |
5. Amendment 6. Tender 7. University Standard Agreement 8. Amendment to deliverables |
When completing the checklists take into account the following:
- If a question is not relevant to your agreement, mark "n/a" (non-applicable)
- Do not leave mandatory fields blank as this will cause delays. These fields are marked with an asterisk (*)
- The checklists allow you to indicate if your matter requires urgent attention. These are assessed and prioritised when appropriate.
- All agreements require an Agreement Administrator to be named as this is a mandatory requirement for Themis Research
2) Budget form
All financial agreements, including variations and extensions, must also be accompanied by a completed Budget Form for Research. This must be signed by your Head of Department or delegate.- If there are no overheads or if overheads are less than the minimum amount specified by your Faculty, the Faculty Dean needs to countersign the form (by a memorandum or email authorising the change) or sign on behalf of the Head of Department. For MDHS, approval by the Dean is necessary for all budget forms.
- If your department is paying for the work of an external party to perform part of the research project (sub-contracting an external party), indicate so in the checklist. The budget form is NOT required in this instance.
- Remember to enter the same title of project as entered in the checklist so that the administrator receiving the form is able to identify the record.
3) Draft contract
- Where possible use one of the University standard agreements. As you will see, some of these can be signed by the Head of Department or Dean prior to submission, while others (that require authorisation by the VP(R) or DVC(R) will significantly speed up the review process. If you use one of the standard agreements, indicate so in your checklist.
- All other contracts can only be authorised on behalf of the University by the Vice-Principal (Research) and the Deputy Vice-Chancellor (Research). Signatures will be organised by the Contracts Group upon receipt of the contract documentation.
How do I submit the documentation?
- Provide ONE copy of each form in hard copy or electronically (address details below). We prefer the draft agreement in electronic form.
- When submitting a University Standard Agreement signed by the HOD or Dean supply one fully signed original so that it can be lodged for safe custody with University Central Records.
Contact
Ana Brown (8344 2044)Manager, Research Contracts
Melbourne Research Office
Level 5, 161 Barry Street
University of Melbourne