Project Set-Up and Partner Contracts
Overseas projects will usually involve working with partners and other third-parties, PIs and research support teams should undertake suitable due diligence checks and consider the ethical implications of the proposed research before establishing these relationships:
Project setup FAQs
1) Ethics and Research Integrity
2) Conflicts of Interest
In preparing a proposal involving third party organisations, it is important to be mindful of the College’s Conflict of Interest Policy, defined as a situation in which a College Member has an Interest which may compromise their obligations to the College or to any other body with which the College has a relationship. This can be:
· An Interest - a financial or non-financial interest to the College Member, or to a Connected Person
· A Connected Person - anyone with whom the College Member has a relationship that may influence the College Member’s objectivity
If a College Member has a Conflict of Interest (actual, perceived or potential), they have a duty to disclose it and to take such actions as may be appropriate.
3) Engaging Third Party Organisations
Third Party Organisations should be selected based on their suitability to undertake the work specified in the project application. It is important to be mindful of the College’s Relationship Review Policy and to ensure that all third-party relationships support the College's mission and strategic aims while being consistent with the College's overall objectives.
Many funders require the College to undertake due diligence on any third parties associated with the research which includes the identification, assessment and mitigation of risks associated with the relationship. The Research Office Due Diligence process outlines the responsibilities for managing due diligence assessments of third parties.
4) Third-party agreements
Collaboration or related agreements should be put in place with all third party organisations before starting the project, specifying the scope of work to be undertaken and clearly outlining the financial arrangements.
Depending on the type of work being undertaken, contractual arrangements may be required with a variety of partners, third parties and service providers, including other higher education institutions, NGOs, overseas government agencies, industry and local contractors.
Most of these contracts will be:
In the first instance PIs should collate all the information listed on the Research Office website, and then contact their Faculty Contracts team for guidance:
5) Data Protection
If an overseas project requires the transfer of personal data outside the UK, the Data Protection Act requires the College to ensure that any data transferred can be adequately protected. Appropriate due diligence must be undertaken to ensure that no data protection principles are breached. More information and guidance is available on the College's data protection webpages.
6) Research Data Management
All applicants are required to complete a Data Management Plan specifying the data to be collected, and how it will be stored and protected.
The College is committed to excellence in research data management and research teams should familiarise themselves with policies on collecting, storing and sharing data, as outlined on the Scholarly Communication page.