Research agreements
The RO is responsible for all agreements related to research with a wide range of external organisations and for authorising all research contracts for collaborative research within the University. We are responsible for managing agreements from inception which includes:
- carrying out contract risk assessments and due diligence
- advising on terms and conditions
- drafting, negotiating and reviewing contracts
- putting in place bespoke research related arrangements
- liaising with Legal Services where additional legal counsel is required
The RO undertakes this activity through three main areas:
Awarded
Grants:
Awards
Team Contract Research and complex IP: Research Commercial Managers Consultancy and
Other Research Agreements:
CCMO
When to contact the RO
Contact the RO as early as possible when a research agreement is required or as soon as communications with external parties commence as this speeds up negotiations, as we can appropriately co-ordinate the different elements involved.
No contractual terms should be agreed with the sponsor or other parties - even verbally - before the RO has had the opportunity to review the project.
Please use the Contact Points Decision Tree (PDF, 37.7 KB) to help you decide which part of the Research Office you need to contact.
Either way, we are here to help you and, of course, your Faculty Research Office is an excellence source of information and support.
Setting up an agreement
Certain research projects or investments (such as material, data and know-how) require the University to negotiate an agreement with the other parties involved, making everyone’s rights and responsibilities clear and protecting the interests of all. As importantly, it helps protect the relationship with the partner.
The RO's role is to negotiate on behalf of the University for those researchers whose research funding/investments arrangements require it. Our negotiations generally cover specific contractual issues in line with UQ’s Business Principles, including
- price
- intellectual property (IP)
- publication
- liability
What is a research agreement?
Research agreements are legally binding agreements that govern collaborative research between the University and external organisations, whether those organisations are funding the research, are participating in the conduct of the research itself, or sharing information, materials etc. Research agreements contain the terms and conditions under which specific research is to be conducted by the University and the external organisation(s).
The University sets up all types of research agreements with a wide range of external organizations including
- Research Councils
- universities
- industry
- charities
- government departments
The RO works closely with UQ’s Legal Services division to support agreements that may contain additional complexities.
What kind of research outcomes are covered by research agreements?
The expectation of such research is that scientific understanding will be furthered, or that new conceptual ideas and inventions will be created. Although the actual outcomes of the work will not be known in advance, the results should always be published.
Why research agreements are important?
A research agreement
- Describes the expectation and requirements of each party
- Ensures those involved know what is expected from them
- Is a written ‘expression’ of what’s been discussed and agreed
- Protects interests of researchers
- Protects the University’s interest and investments
- Protects collaborator/funder requirements
- Protects the relationship with the partner
RO staff act on behalf of the researchers and the University to negotiate research contracts. We will draft and negotiate terms that facilitate the partnership between the University’s academic community and research collaborators, whilst assessing and managing inherent risks.
In consultation with researchers we
- Provide advice and support
- Manage the risks involved
- Coordinate the entire transaction
- Negotiate appropriate terms
- Set up correct type of agreement
Agreement negotiation
An important aspect of the role of the RO is to negotiate appropriate terms on behalf of the University, ensuring that everyone’s rights and responsibilities are clear and protecting the interests of all parties. Our negotiations cover several contractual issue regarding price, intellectual property (IP), publication and liability. This includes:
- the research activity to be performed
- the timescale of the research
- the price charged for the research and how it is to be administered
- IP rights
- the right to publish the results of the research
- the limitation of liability for work performed
- the protection of confidential information
- the budget
The time it takes to negotiate agreements varies considerably. It depends on a number of factors, including the nature of the project, the availability of the other party/ies and their other commitments. The Research Office will work very closely with you throughout the negotiations and will inform you of the progress of the discussions and any potential delays.
What is contract research?
Contract research happens when an organisation approaches us to either lead or assist their research project. Generally, the research will result in a deliverable product or report of commercial importance to industry, while researchers can expect to produce papers for peer-reviewed publications. Ownership of the intellectual property (IP) is negotiated between the parties.
It is important that both parties understand each other’s requirements and intentions to support the ongoing strength of the relationship and ot ensure that the end goals are understood and agreed. Much of this can be developed as part of the commercial framing of your proposal so that UQ’s Contract Research process typically involves:
- Project/work plan development including KPIs and milestones
- Budget development including value-based pricing
- Commercial framing and an agreement approval process
- Post award management
Budget Development
UQ operates a value-based pricing model whereby the end gain is greater than the price of delivering the project.
Your contract research proposal should be priced in line with UQ’s policy and procedure; the UQ Costing and Pricing tool will assist you.
See Budget preparation for more information on what is involved in preparing a budget.
Commercial Framing
The commercial framing of a contract research project is critical to ensuring that relationships with a commercial partner start strong and remain healthy during the course of a project.
It underpins the partnership to ensure the ethos of all parties is understood and aligned. It typically involves ensuring the scope of a project is framed in line with UQ’s Business Principles, the price and the opportunities to ensure the outcomes can deliver impact – through commercialisation, social licence, services, consultancy and contract research as just a few examples.
Research Commercial Managers (RCM)
Please work with your RCM as early as possible to help speed up the negotiation of the contract and to support the health of the relationship going forward.
Once your Contract Research Agreement is executed
RCMs will support you in understanding your obligations relevant to the contract research agreement terms and milestones. This is important for you to conduct the project in line with UQ’s and your partner’s expectations and ensure that you can continue a strong relationship beyond the lifetime of the contract research project.
Contact details for Faculty and Institute Research Commercial Managers can be found here.
Alternatively, lodge a Notice of Intent in MyResearch and an RCM will be able to assist you.