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. Instructions for requesting contracts are available on the Research Systems Support Hub (RSSH) Wiki. You can also also check the status of your request on Worktribe.
If your contracts are for R code (research) projects, then Research Grants Operations (RGO) will make the requests for you as part of their normal support.
For GR code (research-related) projects and E code (consultancy), you can request the contract yourself or ask Research Support (environment-research@york.ac.uk) to do it for you.
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.
Confidential Disclosure Agreements (CDAs)
There is an approved, locked template available for two way CDAs, which you may need when discussing potential research or consultancy opportunities. If the other party is happy using the locked template you can bypass the usual review process. Sign off of CDAs in this format will usually be on the day that they are 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.
Contract Prioritisation Process
Environment and Geography have agreed to pilot a new process for prioritising urgent and critical contracts and communicating this to RKEC.
The purpose of the process is to identify contracts requiring urgent action to avoid loss of income/reputational damage and to triage these in the correct order through RKEC. You should request prioritisation only if you believe that your contract is becoming critical and there is a risk of loss of income or reputational damage. In almost all cases the normal Worktribe process is to be followed and this new process is only to be used in exceptional and critical circumstances.
Process:
- Log in to Worktribe and check the status of your contract prior to completing the form. Contact E&G Research Support if you have any queries (environment-research@york.ac.uk)
- Complete the form and submit. Please ensure that all the fields are completed with the relevant details; some of this information is available from your Worktribe contract record
- The request will be reviewed by the Head of Department who will decide whether it should be progressed to RKEC and allocate the priority level
- The Head of RKEC will receive the form and decide whether the contract should be prioritised.