Contracts and Agreements

Contracts and Agreements

What is a Contract?
Whether it is called a contract, an agreement, a memo of understanding, a purchase order, or any other related name, if a document creates obligations on the part of UW-Stout's faculty, staff, or students, it it a legally binding contract.

UW-Stout encourages the use of our own standard templates, since the templates contain the terms and conditions that the University can agree to and sign.  In the event that the sponsor wishes to use their own form, Research Services, in consultation with the agency and with UW-Stout and System staff will review the document to ensure that the University can agree to the terms and conditions.

Process for Approving UW-Stout Contracts

Questions to be answered:

  • Does the agency have a contract/agreement they want UW-Stout to sign?
  • Will the agency sing UW-Stout's agreements?

Information needed for agreement:

  • Contact names and information of the campus person(s) who will be involved of the agency, including the person with signature authority of the agency
  • Scope of Work: What work is to be performed? 
  • Performance Period: When will the project be performed? 
  • Costs: If there are costs associated, will the agency pay a flat fee or will they reimburse UW-Stout for costs? A budget will be to be developed, preferably using University-approved rates.
    There are many other considerations that will vary depending on the nature of the work. These could include issues of confidentiality, intellectual property, liability, insurance, and others.

Process:

  • Bring information to Research Services, Room 152 Voc. Rehab. Bldg.
  • It is reviewed, and if necessary, UW-System legal review is sought by Research Services
  • The contract/agreement is placed into a yellow routing folder to secure campus signatures (PI, Dept. Chair, Dean, Provost, Vice Chancellor)
  • Research Services plans for 10 days for the signature process

Questions/concerns can be directed to Sue Foxwell, Director of Research Services, at 715-232-2477

What is an Affiliation Agreement?
An affiliation agreement is made between a sponsor such as a clinic, hotel or hospital and the University to allow students to participate in an internship or other educational experience at the sponsor location.

Process for Approving UW-Stout Affiliation Agreements

Process for Approving UW-Stout Affiliation Agreements
Questions to be answered:

  • Does the agency have a contract/agreement they want UW-Stout to sign?
  • Will the agency sign UW-Stout’s agreement?

Information needed for agreement:

  • Student’s name and contact information
  • Contact name and information from agency/placement site
  • Individual name/contact information for person with signature authority for the agency
  • Is the student being paid directly by the agency or is the money being paid to the University, who in turn pays the student through the payroll process?
  • Are there confidentiality issues, making a confidentiality agreement a necessary additional contract/agreement document? (This would only be done if the agency requests it.)
  • If this is an umbrella agreement, information regarding the student would not be included

Process:

  • Bring information to Research Services, Room 152 Voc. Rehab. Bldg.
  • It is reviewed, and if necessary, UW-System legal review is sought by Research Services
  • The contract/agreement is placed into a yellow routing folder to secure campus signatures (PI, Dept. Chair, Dean, Provost, Controller, Vice Chancellor)
  • Research Services plans for 10 days for the signature process


Questions/concerns can be directed to Sue Foxwell, Director of Research Services, at 715-232-2477

What is a Confidentiality Agreement?
A confidentiality agreement, which is often part of a larger contract or agreement protects the Proprietary Data of the sponsor or individuals. The University agrees to maintain in confidence proprietary or trade secret information as confidential information at the time of disclosure. These agreements need to be signed by everyone involved in the project including faculty, staff and students.

What is an International Agreement?
An international agreement is made between a sponsor in a location outside of the United States and the University. These agreements may include internships, student exchanges, educational programs offered in another country, or faculty exchanges.