Research Proposal Template Upm

UNIVERSITI PUTRA MALAYSIA

INSTITUTIONAL RESEARCH PROPOSAL FRAMEWORK AND AGREEMENT

Document Reference: UPM/RO/RES-PROP-202X/V1
Effective Date: [Effective Date, e.g., 01 November 202X]
Jurisdiction: Malaysia

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PARTIES INVOLVED

1. Universiti Putra Malaysia (UPM), a public university established under the Universities and University Colleges Act 1971 and having its principal campus at 43400 UPM Serdang, Selangor Darul Ehsan, Malaysia (hereinafter referred to as the "University").
2. [Principal Investigator Full Name], bearing National Registration Identity Card (NRIC) / Passport No. [NRIC/Passport Number], of [Academic Department/Faculty/Institute], Universiti Putra Malaysia (hereinafter referred to as the "Principal Investigator").
3. [External Collaborator / Funding Agency Name], a [Legal Status, e.g., corporation / ministry / research institute] having its principal place of business at [Complete Business Address] (hereinafter referred to as the "Collaborating Entity").

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1. RECITALS & SCOPE

1.1 Formal Operational Context

WHEREAS, the University is committed to advancing scholarly research, scientific discovery, and technological innovation in alignment with national development goals and international academic standards;

WHEREAS, the Principal Investigator has formulated a comprehensive research inquiry entitled "[Exact Title of Research Proposal]" (hereinafter referred to as the "Research Project");

WHEREAS, the Collaborating Entity desires to participate in, support, and/or fund the Research Project under the terms and conditions set forth in this Institutional Research Proposal Framework and Agreement (hereinafter referred to as the "Agreement");

1.2 Legal and Business Objectives

1. To establish a binding governance framework for the execution, management, and oversight of the Research Project within Universiti Putra Malaysia.
2. To clearly delineate the intellectual property rights, data management protocols, financial allocations, and compliance mandates governing all participating parties.
3. To ensure adherence to the regulatory statutes of Malaysia, institutional ethics boards, and internationally recognized research integrity benchmarks.

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2. COMPLETE OPERATIVE PROVISIONS

SECTION 1: DEFINITIONS AND INTERPRETATION

1.1 Definitions: In this Agreement, unless the context otherwise requires, the following terms shall bear the meanings ascribed below:

• "Background Intellectual Property" means any proprietary data, know-how, software, inventions, patents, or copyright materials owned or controlled by a Party prior to the Effective Date or developed independently outside the scope of this Agreement.
• "Confidential Information" means all technical, commercial, financial, or scientific data, documents, and proprietary materials disclosed by one Party to another, whether orally or in writing, which is marked as confidential or by its nature ought reasonably to be construed as confidential.
• "Foreground Intellectual Property" means any invention, discovery, innovation, software, data, design, or work of authorship conceived, first reduced to practice, or generated directly as a result of the Research Project.
• "Research Period" means the duration commencing on [Project Start Date] and terminating on [Project End Date], unless extended or terminated earlier in accordance with the provisions herein.

SECTION 2: SCOPE OF WORK AND PROJECT EXECUTION

2.1 Research Execution: The Principal Investigator shall execute the Research Project strictly in accordance with the technical specifications, milestones, and deliverables outlined in Schedule A (Statement of Work) attached hereto. 2.2 Standard of Performance: The Principal Investigator and the University shall perform all research activities with professional diligence, employing generally accepted academic and scientific standards applicable to institutions of higher learning in Malaysia. 2.3 Modifications: Any material alteration, modification, or expansion of the Scope of Work must be set forth in a written amendment executed by the authorized representatives of all Parties.

SECTION 3: FINANCIAL ADMINISTRATION AND BUDGETARY ALLOCATION

3.1 Funding Commitment: The Collaborating Entity agrees to provide financial support for the Research Project in the total sum of [Currency Code, e.g., MYR] [Total Financial Allocation Amount] (hereinafter referred to as the "Research Grant"). 3.2 Disbursement Schedule: The Research Grant shall be disbursed by the Collaborating Entity to the University in accordance with the milestone payment schedule detailed in Schedule B (Financial Plan). 3.3 Financial Management: The University shall administer the Research Grant through its Bursar’s Office in accordance with standard University accounting practices and internal audit regulations. Unexpended funds remaining upon the conclusion of the Research Period shall be managed in accordance with the terms stipulated in Schedule B.

SECTION 4: INTELLECTUAL PROPERTY RIGHTS (IPR)

4.1 Background IP: Nothing in this Agreement shall affect the ownership of any Background Intellectual Property. Each Party retains exclusive title to its pre-existing assets and grants no license, express or implied, except as explicitly stated herein. 4.2 Foreground IP Ownership:

• (a) Foreground Intellectual Property generated solely by University personnel shall vest exclusively in the University.
• (b) Foreground Intellectual Property generated jointly by personnel of the University and the Collaborating Entity shall be jointly owned by the University and the Collaborating Entity in undivided proportional shares reflecting their respective inventive contributions. 4.3 Commercialization Rights: The University reserves the primary right to patent, protect, and commercialize Foreground IP. The Collaborating Entity shall be granted a first right of refusal to negotiate a commercial license on fair, reasonable, and non-discriminatory (FRAND) terms, to be negotiated within [Number, e.g., ninety (90)] calendar days from the date of formal disclosure.

SECTION 5: CONFIDENTIALITY AND DATA PROTECTION

5.1 Obligation of Confidentiality: Each Party agrees to protect Confidential Information received from another Party with the same degree of care it uses for its own confidential information, but no less than a reasonable standard of care, for a period of [Number, e.g., five (5)] years from the expiration or termination of this Agreement. 5.2 Exclusions: Confidential Information shall not include information that:

• (a) Is or becomes publicly known through no breach of this Agreement by the receiving Party;
• (b) Was already in the lawful possession of the receiving Party prior to disclosure;
• (c) Is independently developed by the receiving Party without reference to or reliance upon the disclosing Party’s Confidential Information; or
• (d) Is required to be disclosed by law, court order, or governmental regulation. 5.3 Data Protection: All parties shall comply with the Personal Data Protection Act 2010 (PDPA) of Malaysia and applicable institutional data governance protocols regarding the collection, processing, and storage of human subject data or sensitive information.

SECTION 6: PUBLICATION AND ACADEMIC FREEDOM

6.1 Academic Publication: Universiti Putra Malaysia upholds the principle of academic freedom and the dissemination of scholarly knowledge. The Principal Investigator and research personnel reserve the right to publish, present, or otherwise publicly disclose findings derived from the Research Project. 6.2 Review Period: Prior to submitting any manuscript, abstract, or presentation for public dissemination, the University shall provide a copy to the Collaborating Entity for review. The Collaborating Entity shall have [Number, e.g., sixty (60)] calendar days from receipt to review the material for:

• (a) The inadvertent inclusion of unpatented proprietary Foreground IP subject to commercial protection; and
• (b) The presence of the Collaborating Entity's Confidential Information. 6.3 Delay for Patent Filings: If the Collaborating Entity identifies patentable Foreground IP, the University agrees to delay public disclosure for an additional period not to exceed [Number, e.g., ninety (90)] calendar days to allow for the filing of appropriate patent applications.

SECTION 7: GOVERNANCE, COMPLIANCE, AND ETHICS

7.1 Regulatory Compliance: The research shall be conducted in strict compliance with all applicable Malaysian federal and state laws, municipal regulations, and institutional policies. 7.2 Ethical Approvals: Where the Research Project involves human subjects, animal testing, biological agents, or sensitive environmental data, the Principal Investigator must obtain prior written certification from the relevant UPM Ethics Committee (e.g., JKEUPM, IACUC) prior to the commencement of data collection.

SECTION 8: TERM, TERMINATION, AND DEFAULT

8.1 Term: This Agreement shall take effect as of the Effective Date and shall remain in full force and effect until the conclusion of the Research Period, unless terminated earlier pursuant to this Section 8. 8.2 Termination for Convenience: Any Party may terminate this Agreement without cause by providing at least [Number, e.g., ninety (90)] calendar days' prior written notice to all other Parties. 8.3 Termination for Cause: A Party may terminate this Agreement immediately upon written notice if another Party:

• (a) Commits a material breach of any term of this Agreement and fails to remedy such breach within [Number, e.g., thirty (30)] calendar days after receiving written notice specifying the breach; or
• (b) Becomes insolvent, enters into liquidation, or undergoes administration or receivership. 8.4 Consequences of Termination: Upon termination, the Collaborating Entity shall promptly reimburse the University for all non-cancellable obligations, commitments, and direct expenditures incurred up to the effective date of termination.

SECTION 9: DISPUTE RESOLUTION AND GOVERNING LAW

9.1 Governing Law: This Agreement shall be governed by, construed, and enforced in accordance with the substantive laws of Malaysia, without regard to its conflict of laws principles. 9.2 Amicable Negotiation: In the event of any dispute, controversy, or claim arising out of or relating to this Agreement, the designated representatives of the Parties shall first attempt to resolve the matter through good-faith negotiations within [Number, e.g., thirty (30)] calendar days. 9.3 Arbitration: If the dispute remains unresolved through negotiation, it shall be referred to and finally resolved by arbitration in Kuala Lumpur, Malaysia, administered by the Asian International Arbitration Centre (AIAC) in accordance with the AIAC Arbitration Rules for the time being in force.

SECTION 10: MISCELLANEOUS PROVISIONS

10.1 Force Majeure: No Party shall be liable for any failure to perform its obligations under this Agreement if such failure stems from causes beyond its reasonable control, including acts of God, war, terrorism, pandemics, strikes, or governmental restrictions. 10.2 Entire Agreement: This Agreement, including all attached schedules, constitutes the entire understanding between the Parties concerning the subject matter hereof and supersedes all prior negotiations, representations, or agreements, whether written or oral. 10.3 Severability: If any provision of this Agreement is held to be invalid, illegal, or unenforceable by a court of competent jurisdiction, such provision shall be modified to the minimum extent necessary to make it valid, and the remaining provisions shall remain in full force and effect.

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3. STANDARD BRACKETED FILLABLE BLANKS INDEX

• [Effective Date] – Date of agreement validation
• [Principal Investigator Full Name] – Name of the lead UPM researcher
• [Academic Department/Faculty/Institute] – Specific UPM organizational unit
• [Collaborating Entity Name] – Name of external partner, sponsor, or industry body
• [Exact Title of Research Proposal] – Official research project title
• [Project Start Date] / [Project End Date] – Lifecycle boundaries of the research
• [Currency Code] / [Total Financial Allocation Amount] – Financial parameters
• [Review Period Days] / [Notice Period Days] – Legal timelines

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4. FORMAL EXECUTION & SIGNATURE BLOCKS

IN WITNESS WHEREOF, the Parties hereto have caused this Institutional Research Proposal Framework and Agreement to be duly executed by their respective authorized representatives as of the Effective Date written below.

FOR UNIVERSITI PUTRA MALAYSIA (UPM):

___________________________________________________
Authorized Representative Signature

Printed Name : _____________________________________
Title        : _____________________________________
Faculty/Dept : _____________________________________
Date         : _____________________________________

In the presence of:
Signature    : _____________________________________
Printed Name : _____________________________________
Title        : _____________________________________

FOR THE PRINCIPAL INVESTIGATOR:

___________________________________________________
Principal Investigator Signature

Printed Name : _____________________________________
NRIC/Passport: _____________________________________
Department   : _____________________________________
Date         : _____________________________________

In the presence of:
Signature    : _____________________________________
Printed Name : _____________________________________
Title        : _____________________________________

FOR THE COLLABORATING ENTITY ([Collaborating Entity Name]):

___________________________________________________
Authorized Representative Signature

Printed Name : _____________________________________
Title        : _____________________________________
Entity Name  : _____________________________________
Date         : _____________________________________

In the presence of:
Signature    : _____________________________________
Printed Name : _____________________________________
Title        : _____________________________________

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5. STEP-BY-STEP EXECUTION & FILING GUIDE

1. Document Preparation (Word / Google Docs)

• Field Population: Search and replace all bracketed items (e.g., [Effective Date], [Principal Investigator Full Name]) with precise operational data. Ensure no unreplaced brackets remain in the final text.
• Formatting Lock: Export the finalized document as a non-editable PDF (.pdf) prior to circulating for signature, preventing accidental alteration of operative clauses.

2. Signatory Authority Verification

• UPM Authorization: Ensure that institutional signatories hold appropriate delegated financial and administrative authority pursuant to UPM’s internal governance manuals (e.g., Vice-Chancellor, Deputy Vice-Chancellor (Research & Innovation), or authorized Dean/Director).
• External Entity Validation: Verify that corporate or governmental signatories possess binding authority under their respective organizational bylaws, board resolutions, or power of attorney instruments.

3. Execution Protocols

• Wet-Ink or Digital Signatures: Execute via recognized digital signature platforms (e.g., DocuSign, Adobe Sign) or traditional wet-ink signatures witnessed by independent parties.
• Counterparts: This Agreement may be executed in counterparts, each of which shall be deemed an original, but all of which together shall constitute one and the same instrument.

4. Record Retention and Archival Filing

• Office of the Deputy Vice-Chancellor (Research & Innovation): File one (1) original executed master copy.
• UPM Research Management Centre (RMC): Deposit one (1) certified digital copy for grant tracking, reporting, and milestone monitoring.
• School of Graduate Studies / Faculty Archive: Retain one (1) copy for academic oversight.
• Collaborating Entity: Provide one (1) fully executed copy to the external partner.
• Retention Period: All master records must be securely archived for a minimum period of [Number, e.g., seven (7)] years post-project completion, complying with institutional audit standards.