​Contract Approval Process

​​​​​​The policy on Contract Research Management at Stellenbosch University explains the contract approval process in detail. On acceptance of the project proposal, the client either sends a draft contract for approval to the Division for Research Development (Research Contracts Office) (DRD) or DRD sends a standard contract to the client for consideration.

• DRD registers the contract/project, a file is opened and a contract number assigned
• This contract number is linked to the new cost centre, which has to be opened for each contract/project where there is a financial component
• After registration at DRD, one of the legal advisors will review the contract and if necessary, DRD will negotiate the contractual terms with the client
• DRD liaises with Finance, InnovUS, Insurance and Ethics where necessary in order to ensure that SU is adhering to all the terms of the contract and applicable legislation
• A letter of approval by DRD is attached to the contract and it is sent to the Stellenbosch University signatory once:
  • DRD and the client have agreed to the terms
  • The researcher is comfortable with the budget, milestones and delivery dates
  • The internal declaration letter and any other required documentation have been received from the researcher
• Only the authorised representative of Stellenbosch University may sign a contract on behalf of the University
• The signed contract is sent from DRD via courier to the client