Contracts

Research projects that involve funding, collaboration, or the sharing of materials or data with people or organisations outside the University, require a contract.  

Having a contract ensures that everyone is clear about what has been agreed and provides a legal framework to manage risks and protect all parties involved.  Research contracts typically cover:

  • funder requirements
  • allocation of research project activities
  • transfer and use of materials and data
  • confidentiality
  • publication
  • intellectual property
  • access to research results for future use
  • price and payment
  • liability
  • termination
  • dispute resolution

All contracts should be handled by the University, and you should never sign a research contract yourself. 

If your research project needs a contract, please request it as early as possible as the contracting process can be complex and time consuming and the contract should be put in place before your research project begins.

Contracts managed by the Research Office

Research collaboration or Consortium agreement

What it's for: defining the basis on which organisations work together.

You can request a Research collaboration or Consortium agreement by creating a contract request through Worktribe.

Confidential disclosure agreement (CDA) or Non-disclosure agreement (NDA)

What it's for: protecting the confidentiality of information you want to share with a potential funder or collaborator from outside the University.

Request a Confidential disclosure agreement or Non-disclosure agreement

You may also be able to use our CDA Swift Service.

Contract amendment

What it's for: changing the terms of an existing contract, including:

  • changing the parties
  • adding to the scope of work
  • extending the duration of the research project

You can request a Contract amendment through Worktribe.

Data transfer agreement – incoming (DTA-in)

What it's for: receiving or accessing data from outside the University for use in your research project.

Request a Data transfer agreement (incoming)

Data transfer agreement – outgoing (DTA-out)

What it's for: sending or providing access to data to someone outside the University for use in their research project.

Request a Data transfer agreement (outgoing)

Material transfer agreement – incoming (MTA-in)

What it's for: receiving material originating from outside the University for use in your research project.

Request a Material transfer agreement (incoming)

Material transfer agreement – outgoing (MTA-out)

What it's for: sending material outside the University for use in someone else’s project  

Request a Material transfer agreement (outgoing) 

Studentship agreement

What it's for: defining the basis on which an organisation will fund a PhD student who is registered at the University, and their research project.

Request a Studentship agreement 

Other types of contract

The Research Office also manages other related types of contracts, including:

  • research undertaking letters
  • letters of undertaking
  • participating site agreements

Contact the Research Office to discuss these types of contract.

Contracts not managed by the Research Office

Commercialisation related contracts

What it’s for: exploiting intellectual property you have generated in the course of your employment.

Managed by: Cambridge Enterprise

Contact Cambridge Enterprise about commercialisation

Donation agreement

What it's for: making a philanthropic donation to the University

Managed by: Cambridge Development and Alumni Relations (CUDAR)

Contact (CUDAR) or your Departmental Finance Lead

Provision of services agreement (outgoing)  

What it’s for: using your expertise to do work that is not part of your employment for an external organisation.

Managed by: Cambridge Enterprise

Contact CUTS at Cambridge Enterprise about Consultancy

Purchase of goods or services agreement (incoming)  

What it's for: paying for goods and/or services from external providers for use by University staff or students.

Managed by: Procurement

Contact Procurement about a Purchase agreement

Visitor agreement (VA)

What it's for: hosting individuals from other organisations in your department, faculty, centre, institute or similar for a limited time.

Managed by: HR

See guidance and templates for Visitor agreements from Central HR. You can also contact your departmental HR team. 

How long it takes to process a research contract

The time it takes to process a research contract will vary depending on many different factors, including:

  • the type of contract
  • the complexity of the research project
  • the number, and type of, parties involved
  • how speedily other people (including internal stakeholders and external parties) respond to correspondence
  • the starting point for negotiations (for example, are we creating a bespoke industry draft, or using an existing template?) 

If you think you need a research contract, contact the Research Office through Worktribe as soon as possible. This will help avoid delay to the start of your research project.

Contact details for the Research Office contracts team for each School