Procedures when entering into research agreements
It is usually the project manager who is responsible for drawing up the contract. The project manager must contact the faculty, which determines the level of the contract and who the reviewing responsible should be. The aim is to ensure that both the university college and the researchers' interests are safeguarded.
Contract management
The administrative procedure for research contracts consists of five main parts:
Contract preparation
- Contact with internal and external partners.
- Assess the need for a letter of intent.
- Assessment of the appropriate type of contract. For external research projects, such as the NFR and the EU, their standard templates must be used.
- Review the checklist of type of contract and relevant guidelines for HiOA.
Contract management
- Communication with the project manager and the funding source / partner.
- Preparation of a contract with review and assessment of the contractual terms and the documentation. It is important that all parties to the contract have a common understanding of the terms.
- Consider whether additional agreements should be drawn up, such as a data processing agreement or a postponement of publication agreement.
- Consider the need for employees / students to sign a declaration of confidentiality / transfer statement.
Key points in contract negotiations
Drafts are sent to the partners for comments. The final draft must usually be negotiated both verbally and in writing between the parties. Some important points:
- Project governance - reporting.
- Relationship between project background and ownership of project results.
- Utilisation of project results.
- Publishing regulations.
Signing
When the final draft is available, signatures must be obtained and the final agreement will be sent to all parties.
- Larger institutional and externally funded projects / initiatives are signed by the rector.
- Agreements about EU-funded research are signed by the rector.
- See the overview of the research coordinator's role and tasks for information about who should sign other agreements.
Contract complimentary work
- Archive original documents in Public 360. Contact the R&D advisor at your faculty.
- Start-up meetings for EU projects in collaboration with the Section for Finance at the faculty.
- Advice on how the contract is to be understood and enforced.
- Assessment of the need for and management of contractual changes (this should also be considered regulated in the contract).
- Assessment of the need for and management of sub-agreements, e.g. if a new partner is to enter the research project.