Contracts Information

Requesting Contracts

The Research and Knowledge Exchange Contracts team (RKEC) draft and review contracts for us. Contract requests are made via Worktribe for all research, research-related, and non-research contracts, with the exception of Procurement, IT, and Estates contracts.

Step-by-step instructions for requesting contracts are available on the Research Systems Support Hub (RSSH) Wiki, and RKEC have produced a guidance document to help ensure that requests contain all the information they need. You can check the status of your request on Worktribe rather than emailing RKEC staff directly.

Information on what each Worktribe contract status means.

If your contracts are for R or GR code (research/research-related) projects that have been awarded, Research Grants Operations (RGO) will make the requests for you as part of their normal support. If you need contracts reviewing before submitting a bid - such as when the university has to sign up to funder terms and conditions at the point of submission - then you can either make the request yourself or ask Research Support (environment-research@york.ac.uk) to do it for you.

For E code (consultancy) or other finance codes you can make the request yourself or ask Research Support for assistance.

If you are T&S staff, you will not have access to Worktribe and will need to ask Research Support or another person with Worktribe access to make the request.

Top tip: Provide all the information that RKEC will need to undertake the request in the first instance, such as contract start/end dates, relevant email trails, and a schedule of works if applicable. Otherwise, there will be a lot of back-and-forth and the process will take longer.

Key Positions in Contract Drafting and Negotiations

Research and Knowledge Exchange Contracts at the University of York - Covers key positions that the University takes in contract drafting and negotiations, such as Intellectual Property (IP) and confidentiality, and why these are important. This document can be shared with potential external collaborators.

Confidential Disclosure Agreements (CDAs)

There is an approved, locked template available for two way CDAs, which you may wish to use when discussing potential research or consultancy opportunities and other CDA needs. If the other party is happy using the locked template you can bypass the usual review process. Sign-off of this template CDA will be much quicker than the usual full review process and will usually take place on the day that the CDA is submitted via Worktribe (after being signed by the other party). Please ensure you follow the guidance if you use this template. Research Support can make the Worktribe request for you.