Review and negotiation of research contracts
The Research Contracts Group is responsible for reviewing and negotiating all research and research-related agreements on behalf of the University. These include collaborative research agreements and research contracts, as well as materials transfer, student project and confidentiality agreements.We will evaluate your agreement to establish if formal legal review by a Contracts Lawyer is required. If not, review will be conducted by the Group and a recommendation for signature on behalf of the University issued. Forward your documentation directly to the Group to avoid any further delays. The process below applies in most instances, irrespective of agreement type:
| Step |
Research Office |
Researcher/Department |
|---|---|---|
| Receipt of work request |
Checks details provided in forms and enters record in contract management system | Completes required form(s) (appropriate checklist and, if financial, Budget Form for Research), arranges for Departmental approval and submits documents to the Research Office. Do not refer matters directly to a Research Contracts Lawyer. |
| Legal allocation |
If legal review is required the file is allocated to a Research Contracts Lawyer and an emailed notification sent to CI and agreement administrator | |
| Review of information |
Research Contracts Lawyer reviews information supplied by CI/Department and consults with CI if required |
Provides additional information if requested
|
| Review of contract |
Undertakes formal legal review of contract identifying major risk issues for the University. Prepares an Issues and Risk Statement outlining risks and consequences | In consultation with Head of Department CI determines which risks are acceptable and discusses with the Research Contracts Lawyer those issues that require negotiation |
| Negotiation |
Negotiates agreement with the external party to the point where the terms are acceptable to both parties or a decision is made to discontinue discussions | Consults with Research Contracts Lawyer as required |
| Final Advice |
Prepares an Execution Request form that outlines IP rights, risk issues, etc. associated with agreement | CI completes and signs-off on form and forwards to Head of Department for signature |
| Approval by Head |
Head of Departments signs Execution Request form, which is then returned to the Research Office. NOTE: for agreements over $1M, the Dean's signature is also required. |
|
| Execution by University |
Forwards Execution Request Form and copies of the final agreement to the VP(R) or the DVC(R) for signing. NOTE: financial agreements will not be signed on behalf of the University if the Budget Form has not been received. |
|
| Administration |
Distributes agreement to all external parties. An original is placed in safe custody and a scanned copy is attached to the record in Themis Agreements. The CI and Agreement Administrator will receive a electronic copy of the fully signed agreement. |