Before You Submit

If you are on a PC, please use Microsoft Edge; if you are on a Mac please use Safari. Please note that the system does NOT work with Chrome and Firefox may present issues.

Please click here to determine which Agreement/Contract you need drafted/reviewed. If, after reviewing, you are still unsure, please contact csmlegal@ucalgary.ca with the subject line “Agreement Type Inquiry” and explain who you’re contracting with, what the matter involves (e.g. you’re sending data, you’re receiving telescope, you’re engaging in research, etc.) and any other details you deem pertinent.

A Sponsor/Counterparty will likely provide you a draft contract, make sure you submit a Word doc version in your submission (The Word doc must be editable, if it is password protected, please obtain the password from the Sponsor/Counterparty and provide it within your submission). Remember, you and your Sponsor are the technical experts of your research. You know the common intentions better than anyone. We encourage you to review the agreement/contract and flag the areas of concern or those that do not match your understanding.

If you require a contract drafted, please review the Types of Agreements page to determine which contract is needed. If you are unsure, contact csmlegal@ucalgary.ca with the subject line “Draft required” and explain who you’re contracting with, what the matter involves (e.g. you’re sending data, you’re receiving telescope, you’re engaging in research, etc.) and any other details you deem pertinent.

Ensure that you have completed your study protocol and scope of work for uploading within your submission.

Please ensure you have created a detailed budget along with justification. All budgets shall include overhead (clinical and non-clinical) and archiving costs (clinical) It is the Researcher’s responsibility to anticipate these costs in their budgets and failure to list appropriate overhead and/or archiving costs will result in a delay in your submission being reviewed. For any questions regarding these items, please visit the CCCR website.

Complete certifications (ethics, animal care, biohazard). You may submit your contract for processing in SharePoint prior to receiving your certification, but certification (if applicable) will be required by Project Maintenance for your project code activation.

Ensure you have discussed any necessary insurance requirements with Risk Management. If you have discussed with them, please attach the e-mail thread to your submission.

Note: If you’re conducting a clinical trial (whereby University of Calgary is the Lead Site) and you have Subsites located outside of Canada, you are required to contact Risk Management.

Please include the correct contact name and e-mail address for legal negotiations.

Prior to submission, you will be asked if there are any additional comments you would like the Contract Specialist or Lawyer to know. This is your opportunity to clarify/expand matters in which our group would not be aware. Examples can include if the parties have discussed IP ownership, who owns the results and/or data, what is the projected research timeline, how is data being shared, have the parties decided on specific reporting requirements, has publication been determined.

Remember, you are the technical expert of your own research – the more detail you provide us, the quicker we can process your agreement.

Since SharePoint is somewhat limited, feel free to attach a document with the title “READTHISFIRST” to succinctly provide any key information. This is NOT required, but can be very helpful in understanding the goals and background if there are complexities. A short paragraph can help us at the start before we get into the 50 page agreement.