Procedure for signing research-related contracts and grant documents
If you need to have research-related contracts and grant documents approved and signed, please follow the procedure outlined below.
Look at the interactive flowchart
The interactive flowchart shows the approval and signing process. Based on the type of document, you can determine which steps you need to take for:
a) support and approval
b) having the contract or grant document signed
It is important that you inform the relevant research support staff at your faculty or institute of upcoming approval requests and any deadlines at the earliest possible stage. They will therefore know that you will be submitting a 'Request for Approval' form (see next paragraph) and will be able to schedule this in.
Fill in the Request for Approval form
Use the Request for Approval form to ask the person with financial, legal and substantive responsibility to sign for approval. This form is intended for requesting approval for a single contract and can be found in the LURIS contract tool.
You are welcome to ask your faculty or unit’s research support office for help with filling in the form. The Research Support Portal provides information about research support at Leiden University and your contact persons. They are in contact with the mandate holders and can help you get everything signed as quickly as possible.
Signing with DocuSign
If a contract needs to be signed with DocuSign, make sure that the signed Request for Approval form is sent to the mandate holder who will need to sign the research contract or grant document. Also make sure that any supplementary instructions on using DocuSign are followed.
Executive Board signature
If the flowchart indicates that your documents need to be signed by the Executive Board, make sure that the Executive Board secretariat receives the signed Request for Approval form and the research contract or grant document that you need to have signed at least one week before the deadline. Give a concise description (no more than 10 sentences) on the Request for Approval form, explaining what the research contract or grant document is about. Attach all the appendices and state clearly which pages need to be signed by the Executive Board. If the other party requires that all the pages are initialled, make sure that this is done in advance, so that the Executive Board only has to provide its signature.
The Mandate Regulations explain who can sign legal documents on behalf of Leiden University. You can find the Regulations here. Submandate Regulations are available within your faculty or unit.