Contracts and agreements
Office of Research Service (ORS) contracts staff coordinates development, review, negotiation, and finalization of research contracts and agreements. We assist UVic researchers and external partners with research funding contracts as well as a range of non-funded agreements (e.g., intellectual property agreements, confidentiality/non-disclosure agreements, material transfer agreements).
Our services include:
- information about UVic policies relating to research contracts and agreements
- information about UVic’s standard contract terms and conditions
- assistance preparing contract bids and proposals
- drafting agreements, amendments, and contract extensions
- coordinating institutional review of agreements drafted by a partner organization
- obtaining appropriate signatures for the contract
- working with Research Accounting to administer research funding contracts
- working with Research Partnerships and Knowledge Mobilization to meet contractual obligations for protection or commercialization of intellectual property
Contracts staff will coordinate the signature process once a contract is finalized. They’ll ensure compliance with UVic’s signing authority policy, summarize the review process for the signers, and answer any questions the signers have.
See UVic’s signing authority policy for who's authorized to sign research contracts.
Researchers, chairs, deans, and centre directors are not authorized to sign research contracts on their own. All research agreements require the signature of the vice-president research, associate vice-president research or director of Research Services.
The type of agreement depends on the project specifics and deliverables. We have experience with a diverse range of agreements, including:
- Research funding agreements provide external funding for research to be performed by a UVic project team sponsored by a UVic faculty member -- grants-in-aid, collaborative research agreements, directed research agreements and service contracts.
- Material transfer agreements (MTAs) -- used when research material is being transferred to UVic from an outside source or from UVic to a research collaborator or research repository.
- Non-disclosure agreements (NDAs) are used when confidential information is being provided and/or received to set out how the information can be used and how the information will be protected.
- Intellectual property (IP) agreements describe ownership and licensing arrangements for new intellectual property arising from research activities, or rights to pre-existing intellectual property. Research Services works closely with UVic Industry Partnerships on IP agreements.
- private consulting agreements if a researcher wants to use UVic space, equipment, or other resources for a private research contract
- Other types of research agreements:
- facilities use agreements: access to UVic lab space or research equipment
- equipment loan agreements: loan of UVic equipment to another party
- network or consortium agreements: governance and other guiding principles for a multi-organization project; roles and responsibilities of specific collaborating organizations to the network as a whole
- affiliation agreements: guiding principles and parameters for a general research relationship between UVic and another institution
- secondment agreements: used when a UVic researcher is working at or for another organization for a temporary period, and that organization is providing salary reimbursement to UVic
- non-binding agreements: set out shared understanding between the partners but do not form legally binding obligations
- Research application summary form: To be completed and signed by you, your chair/dean/director, and Research Services before you submit your proposal and budget to a prospective funder.
Looking for assistance? Click through our frequently asked questions or get in touch:
Contracts Liaison
Tel: 250-472-5670
Email: recept@uvic.ca
External Research Funding Assistant
Tel: 250-853-3852
Email: resprog2@uvic.ca