Contract Management

The Civil Law and Contracts unit prepares, reviews and negotiates agreements between KTH and companies, organizations, and authorities.

Guidelines for contract management due to the COVID-19/ Corona outbreak
The Civil Law and Contracts unit and the Unit for Procurement have agreed on a guideline due to the uncertainties on contract management following the Corona virus outbreak. The document (in Swedish) describes situations that could occur also under normal circumstances but can become more common during this period. Vägledning kring avtalshantering med anledning av Covid_19.docx (docx 61 kB)
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Contact the Civil Law and Contracts unit for agreements in the following cases:

  • Consortium Agreements in EU research program (Horizon 2020, Marie Sklodowska-Curie Actions, ARTEMIS, Clean Sky, EIT)
  • Cooperation Agreements (usually in part financed by e.g. Vinnova, Energimyndigheten, FORMAS, Vetenskapsrådet)
  • Contract Research Agreements
  • Industrial Doctoral Student Agreements
  • Adjunct Professor Agreements
  • Affiliated Faculty Agreements
  • Confidentiality or Non-disclosure Agreements
  • Letters of Intent or Memorandums of Understanding
  • Material Transfer Agreements

According to the KTH delegation, all agreements on research collaboration must be reviewed by the Civil Law and Contracts unit.

Contact the Civil Law and Contracts unit at avtal@kth.se  as soon as possible for support with any legal documents.

Information to note before entering into an agreement

Below you will find information that may be helpful when KTH decides to enter into an agreement with an external party.

What information does the Civil Law and Contracts unit need?

We need information about the terms of your relationship and agreement before we can start reviewing or establishing a written agreement. The sooner we get information about the prerequisites for an agreement, the faster and more efficiently we can handle your matter. A comprehensive description of the situation facilitates our work and saves a lot of time in the negotiations with the other party. Our primary purpose is to establish an agreement that reflects the intention of the parties involved, in order to be predictable and easy to understand and follow.

Specific information needed:

  • What is KTH's mission and purpose in the research?
  • What should KTH do? (project description, description of work)
  • Who are the Parties? (name and contact details)
  • Who is responsible for KTH? (name and contact details)
  • How is the cooperation or assignment financed?
  • Does KTH receive full cost coverage?
  • Will doctoral students admitted to research studies at KTH participate? Are they employees of KTH or do they have other funding? (generally, students should not participate, since they are not employed by KTH)
  • Will all parties participate in the research?
  • Will any of the parties provide background information? (such as previously generated results, know-how, materials)
  • What kind of results are expected to come from the project? (written reports, computer programs, patents, other)
  • Is it likely that the results are generated by KTH researchers alone or with other project partners?
  • Is any party in the project interested in commercial use of the results?
  • Will confidential information be exchanged?
  • Do KTH researchers want to publish the results?

Please note that researchers in charge of a project are responsible for signing the required Researcher Agreement and that the school manager's approval must have been obtained on the School Approval Form for the current project before the agreement is signed. RSO school confirmation 2020.pdf (pdf 1.4 MB)

Which contractual terms should be included in an agreement?

A project description (for example, in the form of a description of work) should always form the basis of a collaborative agreement or assignment. The project description should clearly indicate and define the work to be performed, how it should be performed, who will do what tasks, according to what schedule, what costs, and how the reporting should take place, etc.

In the capacity as a state authority, KTH must comply with certain regulations and legislation. In contract agreements, KTH's part therefore may need to be different than for commercial companies, who are not bound by the same legislation.
KTH's ​ Policy for intellectual property created at KTH (docx 63 kB)  must be observed when KTH signs collaborative and missionary research with external parties.

Management

Once the Civil Law and Contracts unit has received the information needed, we will immediately begin our work with the review or establishment of the agreement and contact the other parties for negotiation. During the course of the proceedings, researchers in charge of projects are often contacted for additional information about the project, the results that may be generated, etc. Contact may also need to be taken with administrative staff and with the decision-maker (which may be the Head of the School, Head of the Research Support Office, or Vice President for Research, depending on the agreement). As a researcher, you will be informed about the contract management.

Research Agreements

When participating in research projects where KTH may grant use rights to other project partners, each participating researcher must sign a research agreement. Project-responsible researchers are responsible for signing all such research researchers. The person who has a delegation to sign the project agreement is responsible for ensuring that project-responsible researchers have signed a research agreement before executing the project agreement. The various research agreements can be found here; Forskaravtal projektansvarig  (pdf 147 kB), Forskaravtal forskare  (pdf 146 kB), Agreement researcher responsible  (pdf 141 kB), Agreement specific researcher  (pdf 133 kB).

Who is authorized to sign an agreement?

The contents of an agreement and its total economic value determines who is authorized to sign it on behalf of KTH. The order is stated in the main KTH delegation document in the intranet section for organisation, regulation and managemet:

The President:s Delegation Delegation for KTH (in Swedish)

There are also other delegation documents and

The contracting party is responsible for verifying that the agreement benefits KTH's operations, ensuring that the financing has been secured and that resources are available to fulfill the contractual obligations. The project researcher is also responsible for making sure the contract is reviewed by the Civil Law and Contracts Unit prior to execution.

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Last changed: May 25, 2020