Contract process

When a Flinders University researcher requires a contract for their project, they will need to send a request to the Research Contracts team for assistance.

Related resources

Contract types

Resources

Do I need a research contract?

If you are engaging in a research project, or have been provided with an agreement relating to a research activity, the Research Contracts team is responsible for managing the contracting process. Contracts that are not related to research activity are managed by the College, rather than Research Development and Support.

If you are unsure whether your contract is a 'research contract', you can seek advice from your College Research Support Officer in the first instance.

To view the most common research and research-related contracts and agreements for detailed information, visit our Contract types page.

Note: All research contracts and agreements must be signed by the proper delegated authority on behalf of the University.

How the contract process works

The Research Contracts team will lead you through the contracting process until the required agreement is fully executed. The stages in this process are summarised below.

Prepare for a contract

Before sending a request for a contract to the team, the researcher will need to lodge an application in ResearchNow so that all relevant internal approvals can be given. If a research partner is responsible for providing the contract, it is best to lodge a request only after that contract has been received. It is important to be aware that researchers must not commence a funded component of a research project until the relevant research agreement has been finalised.

Request a contract

Once a contract is ready to be reviewed or prepared, the researcher will need to lodge a request via Service One. In the request the researcher should provide as much information as possible about the proposed project – this may include details about project dates and milestones, how much money will be received or paid by Flinders, any specific arrangements required in relation to intellectual property or publications, contact details for the other parties, and any other context that may be useful. The researcher will also be able to add attachments to the request; please provide any relevant documents, such as project proposals, research plans, any related agreements, and relevant approvals.

Review/preparation of contract

The Service One request will be assigned to a member of the Research Contracts team, who will manage the matter until the agreement is fully executed. That team member will create an agreement based on the information provided, or review an agreement that has been provided by another party. They will be in contact with the researcher during this process, to confirm or advise of particular contract points as required.

Negotiation

The Research Contracts team will distribute agreements to the other research partners, and negotiate terms until the agreement is agreeable for all parties.

Execution

Once fully agreed, the contract will be ready for execution. The Research Contracts team will arrange for signing by the correct authority, which will generally be the Director of Research Development and Support (RDS) or the Deputy Vice-Chancellor (Research).

Project begins

When the contract has been fully executed and finalised, the researcher will receive a formal notification from the Research Contracts team, known as a Chief Investigator Notification (CIN). This will also notify the Grants Finance team, so that invoices can be raised for any funding Flinders is due to receive. From there, the researcher will be able to manage their project on an ongoing basis.

Authority to sign

Only Flinders University personnel who have delegated authority can sign agreements.

Under the University’s policy on Delegations of Authority to Enter into Contracts, only University personnel who have been appointed as an authorised University Delegate can sign an agreement on behalf of the University. Individual staff members are not permitted to enter into contracts on behalf of the University (unless they have been nominated/appointed as an authorised University delegate). The majority of University staff members are not authorised to sign research agreements.

If a research agreement is signed by an individual who does not have delegated authority, the agreement may not be valid or binding on the University. This may have serious implications for your research.

Tips to help the process

Not research related?
If you have a contract that is not related to a research project, you can request a non-research contract here via Service One.

Anticipate delays
When there are several external parties to an agreement, the review and signature time of these contracts can be quite lengthy. We recommend that you plan for this when mapping out your project timelines.

More is better
Include as much information in your ServiceOne request as possible. If we know more about your project and your goals for the agreement, it is easier for us to provide a contract that meets all of your needs. If you are not sure how to respond to any of the ServiceOne prompts, just answer to the best of your ability and provide more information in the free text section at the bottom.