Contracts management

Contracts are important legal documents that protect the interests of the University and its clients and affiliates. Sound management of contracts is critical to the University's ongoing operations and is a central element in the University's risk management strategies.

Here you will find information about the University's policies and procedures for managing contracts, and in the frequently asked questions and assistance pages, advice and contact points to assist staff in relation to contractual matters.

Authority to sign contracts

The University's Policy on the Delegation of Authority to Enter into Contracts establishes the principles, processes and requirements under which delegation of authority to enter into contracts must be exercised. The Policy also requires contracts to be registered on the Contracts Register and stored in a secure location.

Only members of the senior Executive of the University (the Vice-Chancellor, Deputy Vice-Chancellors and the Executive Director of Administration) or staff authorised under the provisions of the University's Policy on the Delegation of Authority to Enter into Contracts may sign contracts and other legally binding instruments on behalf of the University.

The Framework of Delegations of Authority to enter into Contracts lists the staff currently authorised to enter into contracts on behalf of the University.

Procedures

For each contract signed, the authorised officer is required to complete a  Report on Entry into Contract form (DOC 68KB) confirming that the officer signing the contract has the required authority and that any risks associated with the Contract have been addressed.

Research contracts

All research contracts must be signed on behalf of the University by the Deputy Vice-Chancellor (Research). This includes research consultancies (except where these are being managed by Flinders Partners Pty Ltd and other contracts covering research conducted by individual researchers employed by the University. The Office of Research should be contacted to assist in the development and negotiation of research contracts as early as possible. For further information about research contracts please contact the Head of the Office of Research.

Non-Research contracts

All non-research contracts (except those being managed by Flinders Partners Pty Ltd) must be signed on behalf of the University by an officer authorised under the Policy on the Delegation of Authority to Enter into Contracts.

International and offshore activities

Contracts with an international partner will normally be signed by the Deputy Vice-Chancellor (International). Advice must be sought from the International Office about the format and content of the Contract or Memorandum of Understanding with an international partner, whether for activities conducted off-shore or within Australia.

Collaboration with TAFE

Staff seeking to develop cooperative arrangements between the University and programs offered through the TAFE system should consult the Guidelines for Developing Agreements relating to Cooperative Arrangements between Flinders University and TAFE-SA (PDF 34KB) .

The Template for agreements relating to cooperative arrangements between Flinders University and TAFE-SA (PDF 7KB) , can be edited to form the skeleton of an agreement. If a variation to the contract is needed, refer to the Guidelines for developing variation of agreements relating to cooperative arrangements between the University and TAFE-SA (PDF 17KB) .

Note: these Guidlines do not replace professional advice. University staff should consult with staff in Faculty Offices and the Policy and Secretariat about the drafting of contracts or agreements.

Contracts Register

All contracts signed under the Policy on the Delegation of Authority to Enter into Contracts must be entered into the Contracts Register. The information stored on the Register will assist the University to:

• locate the original or true copies of contracts and agreements
• monitor its contractual obligations
• track when contracts may need to be renewed or varied
  
• identify existing contracts that may provide a guide for future contractual agreements.

Collaboration with TAFE staff seeking to develop cooperative arrangements between the University and programs offered through the TAFE system should consult the Guidelines for Developing Agreements relating to Cooperative Arrangements between Flinders University and TAFE-SA. Note: these Guidelines do not replace professional advice. University staff should consult with staff in Faculty Offices and the Policy and Secretariat about the drafting of contracts or agreements.

Getting access to the Contracts Register

Contractual arrangements entered into by the University may contain or relate to commercially sensitive information. Access to the Register is therefore restricted to staff of the University with approved access rights. Applications for access to the Contracts Register must be approved by your supervisor. Download the Contracts Register - Application for access (PDF 7KB) .

Getting to the Contracts Register

• Go to the Contracts Register.
• Bookmark this URL for future reference.

Filing of Contracts

The original or true copy of a contract must be filed in a secure location, which will be recorded on the Contract Register. In most cases, the contract should be forwarded along with the completed Report on Entry into Contract form to Central Records.

However, contracts signed by Faculty or Library officers under delegated authority may be stored locally as determined by the officer responsible.

For information on the filing of contracts, contact the Supervisor, Central Records, tel: 8201 3056, email: central.records@flinders.edu.au. In the case of contracts stored locally, contact the relevant Faculty Registrar or the Librarian in the case of Library contracts.