Research Proposal Template University of Pretoria

RESEARCH PROPOSAL AND COLLABORATION AGREEMENT

Document ID: UP-RES-2024-001
Effective Date: [Effective Date]
Version: 1.0
Governing Jurisdiction: Republic of South Africa / University of Pretoria Internal Policies

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1. STATUTORY & LEGAL COMPLIANCE NOTICE

This document is a formal template drafted for institutional use. It is intended to function as a legally binding instrument. Users are advised that while this document conforms to standard commercial and academic contractual norms, specific research projects may be subject to the Higher Education Act 101 of 1997 (South Africa), the Protection of Personal Information Act (POPIA), and specific University of Pretoria Intellectual Property policies. Legal review by the University of Pretoria Department of Research and Innovation is mandatory prior to execution.

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2. PARTIES & RECITALS

This Agreement is entered into by and between:

THE UNIVERSITY OF PRETORIA, a public higher education institution established under the Higher Education Act 101 of 1997, with its principal address at Lynnwood Road, Hatfield, Pretoria, 0002, South Africa (“University”),

AND

[Company/Counterparty Full Legal Name], a [Entity Type, e.g., Private Company] registered under the laws of [Jurisdiction], with its principal address at [Principal Address] (“Collaborator”).

RECITALS: WHEREAS, the University possesses the requisite academic and research expertise to conduct the project described in the attached Schedule A (“Research”); and WHEREAS, the Collaborator desires to engage the University to perform the Research under the terms herein;

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3. OPERATIVE CLAUSES

3.1 Scope of Services

The University agrees to undertake the research project described in Schedule A (“Scope of Services”). The University shall perform such services in accordance with academic standards and internal ethical protocols. The Collaborator shall provide all necessary access to data, proprietary materials, or funding as specified in the Financial Terms.

3.2 Compensation & Payment Terms

The Collaborator shall pay the University a total sum of [Amount in USD/ZAR] as consideration for the Research. Payment shall be made via Electronic Funds Transfer within thirty (30) days of receipt of a valid tax invoice. Late payments shall accrue interest at the prime interest rate of the University’s primary banker plus two percent (2%) per annum, calculated from the due date until the date of actual payment.

3.3 Term & Termination

This Agreement shall commence on the Effective Date and terminate upon the completion of the Research (“Term”). Either party may terminate this Agreement for convenience upon ninety (90) days’ written notice. In the event of a material breach, the non-breaching party may terminate the Agreement provided the breaching party fails to cure such breach within thirty (30) days of receipt of written notice.

3.4 Intellectual Property (IP)

All foreground IP created by the University during the course of this Research shall vest in accordance with the University of Pretoria Intellectual Property Policy. Any assignment or licensing of such IP to the Collaborator shall be subject to a separate, commercially negotiated licensing agreement.

3.5 Confidentiality & Non-Disclosure

Both parties agree to hold in strict confidence all proprietary, technical, or business information disclosed by the other party. The parties shall limit access to such information to employees or students who require it for the performance of the Research and who are bound by similar confidentiality obligations.

3.6 Representations & Warranties

Each party warrants that it has the full legal power and authority to enter into this Agreement. The University warrants that the Research will be conducted with reasonable care and skill but provides no guarantee regarding the commercial success or practical application of the Research results.

3.7 Limitation of Liability & Indemnification

To the maximum extent permitted by law, the University’s total aggregate liability arising out of this Agreement shall be limited to the amount of fees paid by the Collaborator under this Agreement. The Collaborator agrees to indemnify and hold the University harmless against any claims, losses, or damages arising from the Collaborator’s use of the research findings.

3.8 Dispute Resolution & Governing Law

This Agreement shall be governed by the laws of the Republic of South Africa. Any dispute arising from this Agreement shall be referred to arbitration in Pretoria, South Africa, conducted in English, in accordance with the rules of the Arbitration Foundation of Southern Africa (AFSA).

3.9 Miscellaneous

• Severability: If any provision is found to be unenforceable, the remaining provisions shall remain in full force.
• Entire Agreement: This document constitutes the entire agreement between the parties.
• Counterparts: This Agreement may be executed in any number of counterparts, each of which shall be an original.

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4. EXECUTION & SIGNATURE BLOCKS

FOR THE UNIVERSITY OF PRETORIA: Signature: _____________________________________ Printed Name: [Authorized Signatory Name] Title: [Title / Role, e.g., Director: Research Contracts] Date: [Date]

FOR [COMPANY NAME]: Signature: _____________________________________ Printed Name: [Authorized Signatory Name] Title: [Title / Role] Date: [Date]

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5. STEP-BY-STEP EXECUTION GUIDE

1. Preparation: Open this template in a word processor. Perform a "Find and Replace" for all bracketed terms (e.g., [Amount in USD]) to insert your specific project data.
2. Verify Authority: Ensure the signatory for the University is an authorized representative as per the University’s Delegation of Authority framework. For the Counterparty, verify the signatory is a Director or authorized officer via a Resolution of the Board.
3. Digital Signature: Upload the finalized PDF to a secure platform (e.g., DocuSign or Adobe Sign). Ensure the audit trail includes the IP address and time-stamp of both signatories.
4. Filing: Once executed, store the original electronic copy in the University’s centralized Contract Management System (CMS) or physical archive for a minimum of seven (7) years to comply with statutory audit requirements.