
  • flinders.edu.au
  • Staff
  • Students
  • Library
Flinders University Logo Flinders University Logo
  • Employee resources

    Benefits and pay

    • Benefits and pay overview
    • Getting paid
    • Leave
    • Superannuation
    • Employee health plan
    • Employee assistance program
    • Staff discounts and offers
    • P&C forms, documents and guides

    Working at Flinders

    • Working at Flinders overview
    • Information for new staff
    • All job vacancies
    • Internal job vacancies
    • Enterprise agreement
    • Equal opportunity and diversity
    • Racial discrimination
    • Performance reviews
    • Academic Workload Model

    Professional Development

    • Professional development overview
    • Academic promotion

    Manager & supervisor resources

    • Manager & Supervisor resources overview
    • Supervisor reference manual
    • Induction checklist
    • Inducting new staff
    Workday
    iEnrol login
    Staff learning portal
  • Workplace support

    Doing your job

    • Digital services
    • Travel
    • Work health and safety
    • Finance and Procurement Services
    • Handling student complaints
    • Policy library
    • Risk management
    • Foreign Interactions

    Everyday needs

    • Searchable list of everyday topics
    • Room bookings
    • Flinders Print (staff printing)
    • Flinders Press (Printing and copying services)
    • Corporate Word and Powerpoint templates
    • Guide to updating your staff profile

    Your campus

    • Parking on campus (Bedford Park)
    • Parking and transport (Tonsley)
    • Virtual Business Blue and Guest parking permits
    • Campuses and floor plans

    Contractors

    • Contractors at Flinders
    • Information for contractors and subcontractors
    • Contractor safety
    • Permits and permission to proceed
    • Engaging a contractor
    Service One
    Okta
    vPermit
    FlinSafe
  • Teaching and research resources

    Teaching resources

    • Learning and teaching
    • Timetables
    • Academic integrity

    Research resources

    • Research support
    • Research contracts
    • Research integrity, ethics and compliance
    • Researcher training, development and communications
    • Research analytics and reporting
    • Research partnerships and commercialisation

    Funding opportunities

    • Funding opportunities overview
    • Philanthropic funding
    • Research grants and tenders
    • Teaching and learning awards
    Student Two Web
    Research Now login
  • Colleges and services

    Colleges

    • College of Business, Government and Law
    • College of Education, Psychology and Social Work
    • College of Humanities, Arts and Social Sciences
    • College of Medicine and Public Health
    • College of Nursing and Health Sciences
    • College of Science and Engineering

    Professional Services

    • Academic Quality and Enhancement
    • Engagement
    • Finance and Procurement Services
    • Flinders International Services
    • Governance, Legal and Risk
    • Information and Digital Services
    • Learning and Teaching Services
    • Marketing and Student Recruitment
    • Office of Graduate Research
    • Office of Indigenous Strategy and Engagement
    • People and Culture
    • Property, Facilities and Development
    • Research Development and Support
    • Student Administration Services
    • Student Experience
    Service One
    Staff directory
  • flinders.edu.au
  • Staff
  • Students
  • Library
  • You have no saved courses.

    Continue to explore your course options.

     
    Explore our courses

    Your saved courses

    {{{courseName}}}
    mail_outline
    delete
    View all saved courses
  • Quick links 
    • Staff directory
    • Workday
    • Service One
    • Flinders dashboard (Okta)
    • Calendar
    • Semester dates
    • Bedford Park campus map
    • Parking
    • Policy library
    • Shop Flinders merchandise

 

Contracts management

Workplace support Services & topics Contracts management

Non-research Contracts team

Contracts are important legal documents that protect the interests of the University and its clients and affiliates. Sound management of contracts is critical to the University’s ongoing operations and is a central element in the University’s risk management strategies.

Contracts can sometimes be unintentionally entered into by verbal agreement (that is, without a written agreement). Contracts should not be entered into by verbal agreement. If the other party asserts this happened and you are unsure or disagree, contact legal services immediately.

What does the non-research contracts team do?

We review, draft, and provide advice on all non-research contracts across all the Colleges and Portfolios at the University. Contracts may include, but are not limited to:

  • Consulting Agreements.
  • Facilities Hire Agreements.
  • Non-research Funding Agreements.
  • Independent Contractor Agreements.
  • Lease Agreement.
  • Licence Agreement.
  • Memorandum of Understanding.
  • Renewals.
  • Services Agreements; and
  • General advice and assistance.

Quick links

     What does the non-research contracts team do?  Authority to sign contracts  Contracts Policy  Contracts Delegation Register  Frequently asked questions  Contacts  Legal  Risk and Insurance  Finance and procurement

Who has authority to sign contracts?

The University's Contracts Policy establishes the principles, processes and requirements under which delegation of authority to enter into contracts must be exercised.

Only staff authorised under the provisions of the University's Policy on the Delegation of Authority to Enter into Contracts may sign contracts and other legally binding instruments on behalf of the University.

As indicated in the University's Policy on the Delegation of Authority to Enter into Contracts, contracts can be authorised only by original signatures in ink.  Oral contracts, which are contracts made verbally, when one party promises to provide goods or perform services in return for a form of payment, must be avoided. Oral contracts are as enforceable as written contracts. When discussing the terms of a contract that is being developed, staff should take care not to bind themselves and/or the University inadvertently. Contact Legal Services if a party claims that you have entered into an oral contract.

Support

Raise a Service One

Contracts process flowchart

Get a contract checklist

What details do I need to provide the contracts team? keyboard_arrow_up

Enter the relevant details which will allow the non-research contracts team member to prepare or review a contract.  These include:

  • The details of the other party including their: full name, ABN, address, and the key contact’s details including their email and phone number.
  • Whether any other party to the contract is a foreign entity (which the contracts team will need to know to be able to consider if any notifications will be required under foreign arrangements legislation)
  • The expected value of the contract (including whether this includes GST).
  • The expected start date and proposed term of the contract.
  • A description of the services & deliverables to be provided/received by the University.
  • Any relevant service delivery dates or payment milestones.
  • The date that you require the agreement completed or reviewed by. 
What supporting documentation and approvals might be required for my contract? keyboard_arrow_up

Please attach any supporting documentation including any internal approvals already obtained. For example:

  • Any quotes, contracts, SOWs, or proposals provided by the other party which relate to this request.
  • Any necessary approvals under the Procurement Policy – see quick links for link to Procurement webpage.
  • Exemption from Quotation Form – This is required for expenditure over $7,500 if alternative quotations were not obtained.
  • Acquisition Plan – This is required for any expenditure over $100,000.
  • Strategic Procurement Committee (SPC) Approval – This is required for any expenditure over $300,000.
  • Non-Research Certification Form – This is required if the contract involves Flinders receiving revenue greater than $10,000 or if a levy exemption is being sought.
What other factors should I consider when submitting my contract request? keyboard_arrow_up

Certain contracts will require additional authorisations/approvals:

  • If a party is located overseas International may need to be consulted and notifications may be required under foreign arrangements legislation
  • If the contract involves cloud-hosted software an ICT Security review may need to occur. 
  • If the contract involves third party course delivery/development (including micro-credentials) DVC(S) may need to be notified.

You will also be required to complete a Report on Entry into Contract.

Frequently asked questions

When do I need a contract? keyboard_arrow_up

The Contract Management Handbook and Contract Policy requires that all commercial arrangements with Flinders are documented in a contract unless the exemptions listed in point 4 below apply. Examples of where a contract is required:

  • If Flinders is engaging a supplier to provide property, goods, services, software or other licenses to Flinders;
  • If Flinders is giving or receiving funding or grant monies;
  • If Flinders is entering into a joint arrangement with another party (eg: under a collaboration or partnership agreements); or
  • If Flinders is providing facility access, goods, services or intellectual property rights to another party.
  • Examples can include: day-to-day business operations, teaching and research activities, property and infrastructure developments and strategic projects.  
What is the Contract Management Handbook? keyboard_arrow_up

The Contract Management Handbook is the Flinders’ internal policy that outlines the contracting process and principles.  This includes who can sign contracts, contract management responsibilities and relevant policies. The Contract Management Handbook is located on the following website: Contract Management Handbook.

What do the Non-Research Contract team do? keyboard_arrow_up
  • The Non-Research Contract team can assist to draft contracts.
  • The Non-Research Contract team will also review contracts which have been supplied by another party.
  • The Non-Research Contract team will assist with the negotiation of the contracts.
  • The Non-Research Contract Team will assist you with ensuring all necessary approvals have been obtained by you and with arranging execution and filing of the signed contract.
When do the Non-Research Contract team not assist with a contract? keyboard_arrow_up

The Non-Research Contract team do not assist with:

  • Purchases of goods and services via petty cash, credit card, fuel cards and purchase orders.  These are carried out in accordance with the Procurement Policy. For more information on the Procurement Policy in the Flinders policy library at: Procurement Policy.
  • Low Risk, once off Independent Contractor engagements where you are paying less than $10,000 in total can be addressed via a purchase order. 
  • The Non-Research Contract team does not assist with employment agreements. These are administered by People & Culture.
  • The Non-Research Contract team does not assist with research contracts. These are handled by the research contracts team by raising the following request: Research Contract request.
Do Flinders have templates for contracts? keyboard_arrow_up

Yes, we have templates for most type of arrangements. We suggest proposing to the other party to use our templates for the terms and conditions of the contract. This usually saves a significant amount of time as it will ensure that Flinders’ standard and authorised legal positions are contained in the contract before it is sent to the other party. 

What if the other party wants to use their contract template? keyboard_arrow_up

The Non-Research Contracts team can review contracts provided by the other party. We may need to request amendments to the contract before we can present it to an authorised delegate for signing. This may take more time and cause some delays depending on complexity of the amendments sought.

When can I use a Purchase Order instead of an Independent Contractor Services Agreement? keyboard_arrow_up

if you are dealing with a commercial arrangement that has a value of less than $9,999 excluding GST, is low risk and is a once off engagement (not on-going) then instead of using an independent contractor services agreement (which is an agreement prepared by Contracts team), a Purchase Order can be organised via the Finance team. The Finance Team will require details of the other party and a clear description of services. A Purchase Order can be prepared a lot faster than an Independent Contractor Services Agreement.

What is a Research Contract and how do I deal with it? keyboard_arrow_up

Any arrangement that is involving more than 10% research should be prepared and approved by the Research Support team. The Research Support team is separate from the Non-Research Contract team and has different processes and procedures.

The definition of research is as follows: Research and experimental development (R&D) is defined as:

“creative and systematic work undertaken in order to increase the stock of knowledge – including knowledge of humankind, culture and society – and to devise new applications of available knowledge” (section 3). R&D encompasses pure and oriented basic research, applied research, and experimental development research. R&D activity must satisfy all 5 of 5 core criteria:

  • be aimed at new findings (novel),
  • be based on original, not obvious, concepts and hypotheses(creative),
  • be uncertain about the final outcomes (uncertain),
  • be planned and budgeted (systemic), and
  • lead to results that could be possibly reproduced (transferable and/or reproducible).

The advantage of a contract being classified as a research contract is that income being generated from that contract may attach Higher Education Research and Development (HERD) funding.

When you are dealing with an arrangement that has research focused outcomes and a research purpose, then please engage Research Support team at Research Contract Request.  If you wish to vary a Research Contract then please log a request for a Variation Agreement utilising the following link: Research Variation Request.

What do I do if I need help with a Non-Research Contract? keyboard_arrow_up

The Non-Research Contract team should be involved in all non-research contract matters. The Non-Research Contract team can be engaged by submitting a Service One Request.

  • The relevant link for new contract requests is as follows: Non-Research Contract
  • If an extension or variation of an existing contract is being requested than the following link should be utilised: Variation Agreement.
What do I need to do before submitting a Service One Request? keyboard_arrow_up

Before you submit a Service One Request you should include the following:

a)    Key Deal Terms: Ascertain and include the key deal terms surrounding your arrangement including:

i. The services/goods being delivered – this should include any terms agreed in the proposal/SOW and any performance metrics/KPIs/service credits which are expected;

ii. The delivery date(s) for the services/goods - this should include how the goods/services are being delivered (ie: whether this is cloud based delivery, a simple PDF file, whether we need the source/video files) and the delivery terms for any goods including details as to who should clear customs;

iii. The commencement date for the arrangement;

iv.  The expiry date for the arrangement;

v. Who will own the intellectual property rights in any goods/services being supplied; and

vi. If the services/goods include any data storage or matters of high importance (eg: where students are involved) then any transition services which may be required.

b)   Other Party’s Details: You should obtain the details of the other party including their full legal name, their ABN, their address, the key contact at the other party, their contact details (phone number and email address).

c)     Additional Forms/Documentation: Ascertain whether any additional forms or documentation should be attached to your service one request.  Eg:

i. Any quotes, contracts, SOWs or proposals provided by the other party which relate to this request.

ii. The Exemption from Quotation Form – This is required by the Procurement Policy for expenditure over $7,500 if alternative quotations were not obtained.

iii. An Acquisition Plan – This is required for any expenditure over $100,000. The Acquisition Plan should be attached to the Service One ticket.

iv. Strategic Procurement Committee (SPC) Approval – This is required for any expenditure over $300,000 and should be attached to the Service One Ticket.

v. Non-Research Certification Form – This is required if the contract involves Flinders receiving revenue greater than $10,000 or if a levy exemption is being sought.

d)   Additional Approvals: Ascertain any additional approvals which may be required and which you may wish to include with your service one request:

i. If a party is located overseas International may need to be notified of the contract and to give their approval to the arrangement. A foreign arrangements notification may also need to be made to the Department of Home Affairs. 

ii. If the contract involves cloud-hosting an ICT Security review may be required.

iii. If the contract involves a micro-credentials or a course delivery arrangements then DVC(S) may need to give their approval to this arrangement.

When you have these details, please provide them in your Service One Request to the Non-Research Contract Team – see link below for further information

Need help?

Contact the Contract Services team via Service One if you need further assistance 

Service One - Research contract help

Service One - Non research contract help

Flinders University Logo

Sturt Rd, Bedford Park
South Australia 5042

  • Glossary of terms and abbreviations
  • Current students
  • Staff directory
  • Flinders website

Follow Flinders

Facebook - Flinders University
Instagram - Flinders University
TikTok - Flinders University
LinkedIn - Flinders University
Bluesky - Flinders University
YouTube - Flinders University

Feedback and requests

Disclaimer

Accessibility

Privacy

CRICOS Provider: 00114A      TEQSA Provider ID: PRV12097      TEQSA category: Australian University

Last Updated: 09 May 2025

FOREVER FEARLESS

This website uses cookies

Flinders University uses cookies to ensure website functionality, personalisation and a variety of purposes as set out in its website privacy statement. This statement explains cookies and their use by Flinders.

If you consent to the use of our cookies then please click the button below:

Accept all cookies and continue

If you do not consent to the use of all our cookies then please click the button below. Clicking this button will result in all cookies being rejected except for those that are required for essential functionality on our website.

Reject all non-essential cookies and continue