Developing and negotiating a sponsored project contract involves many steps. The following information provides an overview of recommended strategies and practices and make you aware of the requirements of developing a contract with an external sponsor.
While the information is presented in a series of consecutive steps, depending on your timeframe, it may be necessary to execute some of steps concurrently.
The earlier you engage the Office of Research and Sponsored Programs, the more help we can provide throughout the process.
|3 Months to 1 Month Prior to Project Start
|2 Months to 1 Month Prior to Project Start
|1 Month Prior to Project Start
A research/project idea emerges between a PI and a sponsor (business-industry, non-profit, other agency, etc.)
The Scope of work is developed and mutually agreed upon between the University and Sponsor
Agreement terms (intellectual property, publication rights, payment, etc.) are negotiated and documented through a legally binding agreement
Principal Investigator (PI) is the individual(s) leading the proposed project/program, and is responsible for the preparation, execution, and administration of an agreement/contract in compliance with applicable laws and regulations and institutional policy governing the conduct of sponsored research.
Principal Investigator’s Dean/VP/Supervisors
Research and Sponsored Programs
Generally, a collaboration is initiated when a St. Cloud State University PI and external colleague identify a project of mutual interest. However, in some cases a potential sponsor will reach out the University looking for expertise in a specific discipline so connections can occur through various ways.
Once a project is identified and a collaboration is established between the sponsor and University’s project lead, the PI will complete the Sponsored Research Worksheet to define the project stakeholders, scope of work, budget and related information.
Step 1. Discuss feasibility of the potential collaborative project with your department and dean/supervisor.
Step 3. Complete and submit the Sponsored Project Worksheet web form and attach the budget estimate Excel document. You must complete the form in its entirety, as the form will NOT save, since no login is required to submit the form. SPONSORED PROJECT WORKSHEET
Information needed for the Sponsored Research Worksheet web form:
After submitting the Sponsored Research Worksheet, please schedule a meeting with your pre-award support contact to discuss the following:
To ensure a potential sponsored project is mutually-beneficial to the university and potential sponsor, it is vital to discuss the potential collaboration with your Dean/VP/Supervisor. To initiate the review/approval process, please complete the following Steps as early as possible because a sponsored research program cannot begin prior to securing institutional approvals:
Step 1. Discuss with your potential sponsored project with your department chair/director and dean/supervisorr because your Proposal Approval Form will automatically be routed to them for review and approval. All approvals (signatures) are facilitated electronically in Wizehive and Sponsored Research agreements/contracts/MOUs cannot be developed without all required approvals.
Step 2. Click on "Proposal Approval Form" button to login to Wizehive using your StarID credentials.
Step 2b. If you have one or more St. Cloud State Co-PI's, complete the Proposal Approval Form Co-PI(s) Step to add Co-PI(s).
Step 3. If applicable, confirm your Co-PI(s) have complete their Co-PI request forms. Then “Submit” your complete Proposal Approval Form.
Step 4. Once your sponsored research project is approved, Research and Sponsored Programs will be in contact to coordinate next steps to finalize the agreement/contract/MOU.Per State of Minnesota law, sponsored research projects cannot begin without a fully signed agreement.
The length of the negotiation process depends on how quickly the sponsor and SCSU can agree on the contract terms. The more experience the sponsor has with academic partners, the more likely we will come to agreement quickly. RSP will lead the negotiation process and consult legal counsel as needed.