Agreements and contracts

Agreements are required in many situations, such as when you are going to collaborate with, or receive funding from, external organizations or companies. Agreements regulate several aspects, for example, responsibility for various issues, how projects are to be formally implemented and what happens if a party does not follow what has been agreed.

Depending on the scope of the project and how it progresses, different types of agreements might be needed. You are welcome to contact the Legal Affair's Office if you have any questions or want advice regarding agreements.


What agreements need to be reviewed by the Legal Affair's Office?

If you use a template that has been created by the Legal Affair's Office without any changes the agreement does not have to be reviewed by a legal officer before signing. If changes are need or you need to design an agreement where there is no template you need to contact the Legal Affair's Office.

If you receive an agreement proposal from a collaborator, you should contact the Legal Affair's Office as soon as possible. It is common that the terms of such a proposal need to be adjusted and negotiated between the parties.

Agreements on purchasing, rental of premises, and employment are not part of the Legal Affair's Office remit. Please contact the office responsible if you have any questions about these types of agreements.

How do I request a review of an agreement? 

When you want help drafting or reviewing an agreement, fill out and submit the Contract review form (the form is only available in Swedish at this time) to:

Relevant documentation that are of significance to how the agreement is designed such as the funding application, grant terms and conditions, application for ethical approval, information classification, risk- and vulnerability analysis or another party's proposal for an agreement, needs to be submitted together with the Contract review form.

The information that the contract review form requests and the legal officer needs to know as early in the process as possible is:

  • Parties and responsibilities: Who are the parties in the agreement? What will the parties collaborate on and how are responsibilities for different parts of the project distributed?
  • Financing: How, and by whom, is the project financed? Has the financial plan been reviewed by the responsible financial administrator?
  • Ownership of and right to use results: What are the expected results of the project? Does any party have demands to ownership or interest in using another party's results? Under what conditions does background information from another party need to be used for the implementation of the project?
  • Materials and data: Will any material or data be shared between the parties? Which party holds this material or data? What will be transferred? What quantity? Under what conditions? Does the use of such material or data need to be restricted?
  • Personal data: Will personal data be processed in the project? How is this data collected and by whom?
  • Confidential information: Is there any information in the project that needs to be kept secret? For how long? What effects will this have on the opportunities to publish or otherwise share the results?
  • Will doctoral or other students take part in the project?
  • Publishing: Will there be any restrictions on distributing the result, for example an obligation to notify another party before publishing? Are there any deadlines for such a notification? This is especially important in projects involving doctoral students, as it may affect their possibility of finishing their doctoral studies on time.
  • Will any goods or services need to be purchased?
  • Duration and deadlines: When shall the project start and finish? When does an agreement need to be in place?

The agreement shall, as clearly as possible, regulate the relationship between the parties during the duration of the agreement as clearly as possible. It is important that there is a contact person from the department, unit or researcher's group that has knowledge of the project that the agreement regulates so the legal officer can ask questions and get as much information as possible when designing the agreement.

Who is authorized to sign agreements?

Umeå University is always the contracting party in agreements concerning university operations. An employee of Umeå University cannot be a party to an agreement relating to university activities or projects that are to be conducted within the University using the University's resources.

Agreements are signed by the person who is authorized to do so according to the University's current rule of decision making and delegation procedure. Depending on the value,  scope and content of the agreement, it may be for example the vice-chancellor, the university director, dean, head of department, head of office or the like who is authorized to sign the agreement. If all parties allow it, and it is technically possible, the agreement may be electronically signed. Read more about electronic signatures here.

When the agreement has been signed by all parties the University's copy must be registered.

Purchasing contracts

Contracts for the purchase of goods and services must generally be preceded by a public procurement governed by the Public Procurement Act. Contact the Procurement Office as soon as possible to get support and advice on the procurement process.

Contact information

Contact the Legal Affair's Office at:

Legal Affair's Office