RS05 – Contracts, Agreements, and Licenses (Research)

Research contracts, agreements, licenses, and related records.

Related Records | Responsible Unit | Information Steward | Information Confidentiality Classification | Retention | Disposition | Authority | Retention Rationale | Version Information

Content & Scope

Research contracts, agreements, and licenses include industrial and non-industrial research agreements, licenses and agreements with respect to technology transfer, and related agreements such as institutional agreements with granting agencies, material transfer agreements, confidentiality/non-disclosure agreements, research agreements between the University and its researchers, and intellectual property agreements.

This records class excludes research grants and awards where the terms and conditions are not negotiated or have been pre-negotiated under an institutional agreement, as outlined in RS10 – External Research Grants and Awardsand RS15 – Internally Adjudicated Research Grants.

The records include executed contracts and agreements, including addenda and amending agreements, and supporting documents such as project descriptions, working papers, and significant drafts and correspondence.

Related Records

For records relating to research grants and awards, see RS10 – External Research Grants and Awardsand RS15 – Internally Adjudicated Research Grants.

Responsible Unit

Office of Research.

Information Steward

Vice-President, Research & International.

Information Confidentiality Classification

  • Highly Restricted: contracts and related records subject to the regulations of Public Services and Procurement Canada’s Contract Security Program.
  • Restricted: all other records.


  • Executed agreements including addenda and amending agreements: Permanent.
  • Supporting documents: 7 years past the expiration of the contract/agreement.


Secure Destruction.


Responsible Units should document the disposal/destruction of official records using the University records destruction form or equivalent documentation, to verify that we are following our records retention rules.


University of Waterloo Procedure 1A.

Retention Rationale

Executed contracts and agreements relating to research have long-term value to the University.

Approval Date

14 January 2011