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 UVic Industry Partnerships to meet contractual obligations for protection or commercialization of intellectual property

Getting it signed
Contract FAQ
Agreement types
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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.

What's the difference between a contract and an agreement?

A contract is a legally binding set of obligations between two or more parties for a particular purpose. The term “agreement” is broader than “contract” and can include both legally binding commitments and commitments not intended to be legally enforceable.

When do I need a contract or agreement?

A research contract or agreement may be required to:

set out parameters for a particular research project
protect intellectual property or research information
provide rights to access research facilities and equipment
establish a relationship between institutions with mutual research interests.

In most cases research contracts and agreements are initiated by the funder or collaborating institution. Before signing a contract or agreement, the university must be satisfied that the terms and conditions are reasonable and the obligations of the university can be met.

How do I know if it’s a grant or a contract?

If you’re not sure whether an award is a grant or a contract, contact either Grants staff or Contracts staff – we’ll identify who will take the lead.

When do I contact UVic Industry Partnerships (UVic IP) instead of Research Services?

When do I contact UVic Industry Partnerships (UVic IP)instead of Research Services?

Contact UVic IP directly if:

you're entering into discussions that involve disclosure of potentially valuable research information
the project you’re considering involves intellectual property (IP) that you think may have commercial potential
you're concerned about patenting or otherwise protecting your IP
if the project involves IP already in the commercialization process

Research Services works closely with UVic IP. If you aren’t sure whether to go through UVic IP or Research Services you can contact either office and we’ll let you know.

What if I have a contract for work that doesn’t involve research?

We can do a preliminary review and help determine which UVic office should handle the agreement – VPAC, Purchasing, General Counsel, etc.

How quickly can a contract get signed?

Under the policy on external research funding agreements, before a contract is signed it must be confirmed that:

the project has been approved by the chair, dean, and/or centre director
signoff is obtained if the project will require adjustment to the researchers’ teaching or service commitments
the research is not secret or classified
the agreement will benefit UVic and won’t burden UVic infrastructure
Research Services or UVic IP have negotiated terms that are as favourable as possible and comply with UVic policies, and have obtained any required signatures or other approvals regarding IP or confidentiality provisions
the principal investigator consents to the contract terms and conditions
the academic, ethical, and financial interests of all parties, including the public, are considered to be reasonably protected
any required ethics, safety, or regulatory approvals have been obtained
all direct and indirect costs have been appropriately included in the budget

The time it takes to confirm these points depends on the complexity of both the contract and project. It helps when researchers get in touch with us early on in discussions about the project. We can identify any potential issues around UVic policies and procedures and try to resolve them before the contract is drafted.

Why can’t I sign the contract myself?

If the agreement's between another party and UVic, the contract has to follow UVic policies and procedures, including the signing authority policy. Under this policy researchers can’t sign research contracts on their own.

When UVic is named in a contract, the obligations in the contract apply not only to the researcher who will be doing the work but also to the university as an institution. Contract terms and conditions that impact the institution as a whole, such as indemnity, liability, insurance, audit, and financial reporting, must be consistent with external constraints such as laws and regulations that UVic is subject to, and also with requirements of internal policies and procedures.

Can I start work before the contract is signed?

Starting work before a contract has been signed is risky. There’s always a risk that the funding will not materialize as planned, in which case you'll have to find alternate funding to pay people who are working on the project. There are also risks that intellectual property or confidential information won't be properly protected.

Starting work before you know the contract terms and conditions creates additional complications because you don’t know what the funder’s requirements are. This can delay the review process as we'll need to determine whether the work done to date is in compliance with the obligations in the contract.

How quickly can the FAST account get set up?

As soon as the contract's been signed by all parties, we'll assign a FAST number. You'll get a copy of the open account memo so you know what FAST number to use.

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.

Contracts Liaison
Tel: 250-472-5670
Email: recept@uvic.ca

External Research Funding Assistant
Tel: 250-853-3852
Email: resprog2@uvic.ca

UVic Industry Partnerships (UVic IP)
Tel: 250-721-6500
Email: industry@uvic.ca