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ORPI Frequently Asked Questions (FAQ)

Why is a contract required?
Contracts reduce risk and safeguard the University as well as individual professors, particularly against personal culpability. They define expectations from each party, prevent uncertainty over rights and obligations.
What are the key issues that the Contracts Officers consider in contract negotiations?
The key issues which we consider are ownership of intellectual property, publication of results, confidentiality, liability & indemnity, and  termination.
After an agreement is signed and the project commences, do I still need the contracts team?
Generally, the contracts team does not need to be involved in the project after it commences. Nonetheless, there are some modifications or changes to the project that require an amendment to the contract such as:
  • Addition or reduction of project funds
  • Extension of project end date
  • Change to the scope of work
  • Changes to the partners
Can a faculty member or graduate student researcher sign a research contract with a sponsor on their own behalf?
No. The University is the signing authority for all research grants, awards, and contracts. On their own, researchers are not authorized to negotiate the terms of contracts, sign research contracts, or accept funding without the authorization of the University, which is obtained through the Office of Research Partnerships & Innovation (ORPI).
The partner wants to limit the publication of results arising from the sponsored research project. Is the University of Regina able to agree to such terms?
No. It is expected that research contracts will allow faculty members and students to communicate research finding and defend theses, and faculty staff shall have the right to use research results for academic and future research objectives.

 

What forms does ORPI require to complete the process of forwarding files to Financial Services for Financial Review and the assignment to a FOAPAL?
  • Exceptions to Research Cost Recovery – The UofR Research Cost Recovery policy (RCH-030-005) states that all research funding agreements must include an allowance for the University Indirect Cost Recovery Rate at a minimum rate of 25% of direct costs. However, any faculty member wanting an exception to the indirect cost recovery rate must complete an “Exceptions to Research Cost Recovery” form
What role does a faculty member play when ORPI is negotiating contractual terms with a third party?

ORPI will work closely with faculty members to ensure the faculty members understand and are comfortable with the terms in a draft agreement prior to sharing the draft agreement with the third party.


Once the faculty member has agreed to the terms in a draft agreement, the faculty member has the option to act as the liaison between ORPI and the third party or ORPI can correspond directly with the third party on the UofR researcher’s behalf. ORPI’s objective is always two-fold: ensuring the contractual language in the draft agreement protects the legal interests of UofR researcher(s) and the UofR; and working with the UofR researchers to maintain and nurture professional working and research relationships between UofR researchers and researchers from third parties.

How long will it take for ORPI to work with third parties to complete agreements?

Many factors affect the amount of time it takes to complete agreements. Some third parties respond promptly during contract negotiations and others respond very slowly.


Upon receiving a request to begin a new legal agreement, ORPI will strive to connect with the UofR researcher within 5-10 working days to discuss the details of the proposed agreement. If the proposed agreement is simple, it may not be necessary for ORPI to meet with the researcher as a few emails between ORPI and the researcher may suffice. Once ORPI understands the details related to the new proposed agreement, ORPI will, depending on its workload at the time, attempt to complete a first draft of the proposed agreement within 5-10 working days. ORPI will then work with the UofR Researcher to ensure the researcher is comfortable with the proposed terms of the Draft agreement, at which time the Draft agreement will be shared with the third party for review and comments. It is common for ORPI (with input from the UofR Researcher) and the third party to create a number of iterations of the draft agreement until final terms are agreed upon and the final agreement can be sent for signatures. The rule of thumb is that more complex agreements generally require more time to complete, so starting work with ORPI as early as possible at the outset of a project is prudent.

Who determines ownership of intellectual property resulting from a sponsored research project?
In an agreement between the University and the sponsor, the Principal Investigator (PI) plays a crucial role in deciding the ownership of the Intellectual Property (IP) in the project. The PI may want to retain complete ownership of the IP for the University, as per the University IP policy. Alternatively, the PI may choose to share a portion of the ownership with the sponsor or waive all rights to the sponsor. As a contracts team, we can guide the researchers on the implications of each option and initiate IP negotiation talks with the sponsor on behalf of the University/PI.
What details does the contracts team require from the researcher for sponsor-funded projects to initiate drafting the research agreement?
In order to start working on the initial draft of the research agreement, the researcher must provide the following:
  1. A fully completed Funded Research Approval Form (FRAF) with the necessary approvals and signatures from the Department Head and the Faculty Dean.
  2. A schedule outlining the project objectives, deliverables, and methodology, if applicable. If these details were previously included in the proposal application, a separate schedule is not necessary.
  3. A budget schedule should include proposed spending, with a minimum provision of 25% for university overhead costs.
  4. The expected start and end date of the project, along with the project duration.
If I am unsure which research contract officer is applicable to my project, who should I contact?
In this scenario, please send an email to the ORPI department at Research.partnerships@uregina.ca addressed to ORPI Administrative Assistant. A research contract officer will reply within 24 hours.
What is technology transfer?
Technology transfer is the process of turning an idea or invention into a commercially, socially or environmentally viable product (material, software, research, etc.). The aim is to get game changing research from the lab to the market, in a sustainable manner.
What is Intellectual Property (IP) and when should it be protected?
IP is a creation of the mind, including inventions, artistic work, names and images. IP should be protected when its inventor has the intent to commercialize it, and it has commercial potential.
What are the benefits of commercializing your work?
Commercializing your invention enables you to receive a financial reward for your hard work and innovation. In addition to the potential revenue, commercialization can positively impact consumers, society, businesses, and economies through technological advancement, job creation, and more.
What are the different paths to commercialization?
When IP is protected and market ready, you can develop your own spinout company to commercialize your IP or license the IP to industry or sell ownership of the IP.
Why disclose your work?

Sharing your work is crucial for the effective communication of your technology. It allows ORPI to thoroughly assess your intellectual property for protection and market opportunities. Once you’ve identified a unique innovation or made a discovery with commercial potential, submit a disclosure to kickstart the formal commercialization process.

  • Keep an internal record of technology developments
  • Evaluate technology for protection opportunities
  • Screen for commercial potential
  • Implement IP strategies, including building patent, copyright, and trademark registrations
  • Identify the optimal commercialization path for the innovation