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Contracts

Contract Register

A contract register can either be created either using a CRM (*recommended) (such as Dynamic365, Zoho Hubspot, Salesforce) or excel spreadsheet. The benefits of using a CRM system:

  • All information (including actual contracts) are stored in one place
  • Alerts can be issued when a contract is about to expire
  • Can be allocated to team members
  • Reports can be printed for ease of auditing when required

Contracts Process

Any contract signed by the organisation needs to be streamlined through a contract’s process to ensure all legal obligations are being met.   A suggested outline could include:

  • Negotiations are held between the organisation and third party 
  • Terms and conditions agreed between organisation and third party and appropriate agreement prepared
  • Agreement is sent to dedicated staff member for arranging signatories (ie using a platform such as DocuSign, SignNow or EverSign are good platforms to use.  This ensures all contract signings are tracked and cannot be edited.)
  • Dedicated staff member sends Agreement via platform (as above) to signatories
  • Once signed, dedicated staff member records all relevant details of the contract on the organisations CRM (if using), or Excel Spreadsheet including date, name, organisation, address, ABN, contract details). If using a CRM set reminder dates one month before the Agreement is about to expire.
  • Dedicated staff member files the contract where appropriate
  • Dedicated staff member sends email to Third Party acknowledging the signing of the agreement and outlining key terms of contract and process for invoicing.
  • If signing contracts that are prepared by the other party only items 1, 2, 5 and 6 are applicable.

List of Contracts

A number of contracts and agreements will be required throughout the life of the CRC. Here is a list you may require a legal body to prepare:

  • CRC Partner Agreement
  • Project Agreement for commercial partners
  • Research Agreement involving students
  • Consultancy Agreement
  • Contracts for Employment
  • Secondment Agreement for staff involved in the CRC
  • Student Scholarship Agreement
  • Scholarship Agreement (or operating principles) for University Partners
  • Confidentiality and/or Non-disclosure Agreement

Rozetta Institute can assist in providing templatesexamples for agreements. The CRC Community is also an excellent resource pool.

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