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Our teams manage research and innovation contracts for UCL, from initial draft and review to completion. Find out when a contract is needed and how to request one.
We provide expert legal support and advice on a range of contract types to help manage your research and innovation activities. On this page, you will find guidance about:
- When a contract is required
- Our services and the contracting process
- How to request a contract
- Material and Data Transfer Agreements
- Tracking your request
- Who can sign a contract?
- Understanding and meeting your contractual obligations
- How to contact us
When a contract is required
A research or innovation contract is a legally binding document that sets out the rights and obligations of the parties involved, including risk and liability attached to each party in the event of a breach. They are essential for any collaboration or activity involving external organisations, especially when funding, joint responsibilities, or the sharing of data or materials are involved.
You may need a contract when:
- Receiving funding for a research project (see our notification of award guidance)
- Collaborating with external organisations and partners (with or without funding)
- Sharing or transferring materials or data
- Conducting clinical research studies and trials
- Hosting or funding studentships
- Engaging consultants
- Making changes to existing projects or collaborations, e.g., extending a project end-date
- Transferring awards to UCL or transferring awards from UCL to another organisation
- Exiting or becoming a party to an existing collaboration agreement
UCL Principal Investigators (PIs), researchers, and departmental research support staff should identify contract needs early and submit a contract request via Worktribe. If UCL is not the lead institution, the funder or lead party will need to issue a draft contract before a request can be submitted.
If you are unsure whether a contract is needed, contact us for advice.
Standard funder terms and conditions
When UCL is the lead institution for an externally funded research or innovation project, you do not need to submit a contract request for standard terms and conditions (e.g., award letters) issued by the following:
- Academy of Medical Sciences
- British Academy
- British Heart Foundation
- Cancer Research UK (CRUK)
- European Commission (Horizon Europe, Horizon 2020, Innovate UK Underwrite)
- Leverhulme Trust
- Royal Academy of Engineering
- Royal Society
- UK Research and Innovation (UKRI)
- Wellcome
These funders issue non-negotiable terms that are accepted by our Award Services team. You will still need to raise a contract request for any further agreements related to the project and its delivery, such as the transfer of funds from UCL to a collaborator.
Our services and the contracting process
We work with UCL’s research community and external partners on a wide range of research and innovation contract types, from collaboration agreements and Material Transfer Agreements to externally funded studentships, amendments, and subawards.
Engaging with our services ensures agreements are legally sound, tailored to your needs, and aligned with relevant UK and international law as applicable, funder terms and conditions, and UCL policies. Proper contracting ensures that intellectual property, data sharing, and collaboration terms are clear and enforceable.
Our services include:
- Review and drafting: We review terms provided by external parties and draft contracts tailored to your activity.
- Negotiation: We negotiate terms to ensure alignment with funder requirements and to protect UCL’s interests.
- Risk and compliance assurance: We advise on legal, financial, and compliance risks associated with the contract.
- Signing and completion: We manage the final approval and signing of contracts, in line with UCL's financial regulations.
How to request a contract
If you have any questions or are unsure about what to do, contact us before submitting your request. Once submitted, you will be connected with a named professional who will guide you through the contracting process and advise on next steps.
- 1. Start your request
As soon as you know a contract is needed, submit a contract request using Worktribe. Each contract will require a separate request.
- For funded projects, navigate to the Contracts tab in your Worktribe project. If a project record does not exist, you will need to create one before you can proceed.
- For unfunded activity, select Create contract from the Contracts menu on the Worktribe homepage.
- 2. Complete the form
A pop-up form will appear. You will need to complete the following (mandatory fields are indicated with an asterisk):
Create contract form fields in Worktribe Form field Information required Project Automatically linked if created from a project. Leave blank if unfunded activity. *Title E.g. ‘[Project Acronym] Collaboration Agreement’. *Request type Select the most appropriate option. If unsure, choose ‘_’. *Description Provide a synopsis of the project or activity to date, including its purpose, deliverables, and roles and responsibilities. In some cases, you may need to attach a document expanding on this information later (see step 4). *Project Lead Automatically filled with the name of the user completing the request. Replace with the project lead (e.g. the PI) if submitting on their behalf. *Lead Org Unit Automatically filled with the department of the user completing the request. Other Editors Add your name if submitting for someone else to retain access. Related Contracts Link the request to any related contracts to ensure any new terms do not conflict with existing obligations. Deadline Enter a deadline if specified by the funder or lead party as a condition of funding. *Value Value of the contract being requested. For collaborator agreements, match the amount budgeted for them in your Worktribe project. *Term Duration of the proposed agreement. Once the form has been completed, select Create Contract.
- 3. Add external organisations
In the Parties tab, add all relevant external organisations. If you cannot find the organisation, submit a Worktribe Organisation Request form. This will trigger a light-touch due diligence check for new industry organisations or partners based in Low- to Middle-Income Countries (LMICs), unless exempt. New organisations will be available to select in 5 working days.
- 4. Upload supporting documents
In the Documents tab, upload any relevant files, including:
- Draft contract: The draft contract from the funder or other lead party. This is not required where UCL is the lead organisation and is responsible for the initial draft.
- Relevant email correspondence: Any emails with the funder or collaborators that discuss key project details, such as contributions, expectations and activities.
- MTA Form: The completed Material Transfer Agreements (MTA) form, if applicable.
- 5. Finalise and submit
Complete the Contract Assessment tab and submit your request.
Material and Data Transfer Agreements
A Material Transfer Agreement (MTA) is required whenever materials or data are transferred between UCL and another organisation. For data-only transfers, a Data Transfer Agreement (DTA) is required.
UCL's MTA Policy details requirements for incoming and outgoing materials, including examples of typically covered items, and is inclusive of data transfer.
UCL requires an MTA or DTA for all incoming and outgoing materials, except those purchased on the open market. For commercially purchased materials, you should review the supplier terms and follow UCL procurement policies and procedures.
How to submit an MTA/DTA request
- 1. Start your request
- Inform your research group leader. This ensures your team is aware of the request and can provide guidance.
- Read the UCL MTA policy.
- Ensure you have the appropriate ethical approvals in place, such as for human tissue or animal research. If pseudonymised or personal data is involved, complete a Data Protection Impact Assessment (DPIA).
- 2. Complete and submit the relevant forms
- You will need to use an Incoming MTA/DTA form (docx) for materials coming to UCL, or an Outgoing MTA/DTA form (docx) for materials leaving UCL
- Once complete, create a contract request in Worktribe and upload the completed MTA/DTA form to the Documents tab.
- Complete the Contract Assessment tab and submit your request.
Tracking your request
You can track your contract’s progress by checking the status in the Worktribe contract module. A status is assigned at each stage of the process:
| Status | Meaning |
|---|---|
| Initiating | Awaiting initial information from the UCL PI or department |
| Allocation | Request received and waiting to be assigned to a Contracts Manager |
| In Review | The request has been allocated to a Contracts Manager |
| In Progress | The Contract Manager has commenced review/drafting |
| Awaiting Response | Additional information or action(s) required outside of Research and Innovation Services or UCL |
| Pending Signature | The final agreement is awaiting signature(s) |
| Fully Signed | All parties, including UCL, have signed |
| Completed | The contract is now live |
Who can sign a contract?
Signing a contract commits UCL to specific obligations, financial liabilities and other risks. Contracts can only be signed by someone who has been formally authorised by the university - a Delegated Authority. You can find more information about Delegated Authorities in UCL’s Financial Regulations.
Understanding and meeting your contractual obligations
Once an agreement is in place, you are responsible for fulfilling a set of binding commitments throughout the project or activity. These may include requirements related to:
- Reporting and deliverables
- Data management and sharing
- Publication rights
- Treatment of confidential information
- Financial accountability
- Compliance with other terms and conditions.
Our teams are here to support you in understanding and fulfilling your contractual responsibilities, helping to ensure your project runs smoothly. For further guidance, refer to UCL's Post-Award Management Policy.
Contact us
If your query is not answered on this webpage, contact the Contract Services or European Research and Innovation Office (ERIO) team member assigned to your department for tailored guidance and support. External funders, partners, and organisations should liaise with their UCL contact before approaching our teams directly.