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When preparing a research agreement, your project documentation and details are very important. Clear, accurate, and well-structured information helps ensure alignment between ��ݮ����Ƶ���� and external collaborators, reduces delays during legal review, and protects the interests of all parties.

Research Legal will not closely review this portion of your submission. It is the Principal Investigator’s responsibility to develop suitable work plans, budgets, and deliverables, with the support of the . 

As the researcher or agreement requestor, it’s important to provide complete and accurate details. The legal agreement will only reflect the information we receive. This page outlines some best practices for drafting the key components of your project documentation, including:

• Project activities (what you’re doing and how)
• Deliverables (what you’re expected to produce)
• Timelines and milestones (when things will happen)
• Budgets (how funds will be used and reported)

If you have any questions or need further support developing your budget, work plan, and deliverables – please contact the . 

What they are: A detailed description of the research activities and methods.

• What to cover: Define the research activities (what is being done), methodologies (how it is being done), and project objectives (what you want to achieve).
• Plain language: Describe your project activities in clear plain language, where possible. You can use technical terminology as needed. But remember, the main purpose of the legal agreement is to allocate responsibilities, rights, and liabilities between the parties. You don’t need to outline comprehensive technical rationale for your project.
• Responsibilities: Clarify who is doing what, especially if multiple institutions or labs are involved. Are there any project activities which don’t clearly fall on one of the parties to deliver?

What they are: Tangible outputs expected from the research project.

Best Practices:

• Be specific: Be specific about what needs to be done. Avoid vague terms like “as needed” or “to be determined”. Instead, consider e.g., “Final academic report summarizing findings,” “Prototype software tool with X functionality,” “Presentation at Sponsor office regarding research findings,” or “Compiled dataset with all metadata.”
• Indicate formats: Is the deliverable a physical object, a document, a presentation, a technical service, or something else?
• Don’t overpromise: Avoid overpromising on what ��ݮ����Ƶ���� needs to deliver. Ensure deliverables are achievable within the project scope and budget. Consider if you should leave some things out for a future contract or amendment.
• No warranties: When you are engaged in academic and scholarly research, your research results/deliverables cannot be guaranteed. ��ݮ����Ƶ���� will not provide any warranties on the research results (e.g. that your results will be suitable for a specific purpose).

What they are: A schedule of key phases, activities, and deadlines.

Best Practices:

• Clarity: Include clear start dates, due dates or delivery timelines.
• Format: Consider including a simple table, bullet point list, or Gantt chart.
• External timing considerations: Do your deliverables need to be completed by a set date or funder deadline? Do you need to build in buffer time for reviews, before the results are used or reported on?
• Be specific: Provide concrete dates. If dates are left open-ended, your ability to enforce them may be limited. 

What it is: A breakdown of project costs, and funding sources.

Best Practices:

• Ask for help early: If you are submitting an application for incoming funding, you will likely need to include a budget for your project. It is difficult to fix errors or inaccuracies in budgets which have already been approved by a funder, when negotiating the legal contract. Reach out to if you have questions at the application stage.
• Requirement:  For any incoming or outgoing funds, a detailed budget for how those funds will be spend is required. If no funds are being transferred under the agreement, then a budget is not required.
• Categories:  Budgets should clearly detail budget categories (i.e. personnel, equipment, consumable, travel, overhead, etc.). Certain funders may require additional details/specificity for reporting purposes.
• Direct vs Indirect: Clearly separate direct costs (e.g., salaries, materials) and indirect costs (e.g., overhead). Specify what percentage may be spent on indirect costs.
• Research Overhead: For incoming funds, your budget must include overhead as required by the .  Overhead should be clearly identified in the budget as a separate budget line item.
• Fund Requirements: For outgoing funds, include details on the source of the funding to be used, and any funding agreements governing those funds. Ensure that your budget aligns with funder requirements and restrictions. Consider aligning the budget format with any reporting submissions you will eventually have to provide the funder.
• In-Kind: Include any in-kind contributions which the parties are providing.
• Conflicts of Interest: If this research agreement involves an actual or perceived conflict of interest, you will need to disclose it in accordance with ��ݮ����Ƶ����’s Conflict of Interest Procedure. 

• Consistency matters: Ensure your scope, deliverables, and budget all align. If you promise a deliverable, then make sure it’s accounted for in the budget.
• Be comprehensive: Your legal contract will only reflect the information that Research Legal receives. The more context we have, the better we can support you and identify legal risks. Unclear or incomplete details can lead to misalignment and process delays.