First steps to a streamlined contracting solution
The Contracts Team, with support from The Research Lifecycle Programme, is rolling out a new proof-of-concept service improvement to help accelerate the creation of confidentiality disclosure agreements (CDAs) and non-disclosure agreements (NDAs).
From 2 March researchers in The Graphene Engineering & Innovation Centre and The Henry Royce Institute should use a new CDA/NDA form to make these requests.
What are the benefits of the change?
The new process will provide several benefits to researchers and the Contract Team:
- Delivery to a dedicated mailbox, accelerating the speed with which processing of the request can begin.
- Automatic population of a request template that gathers all the information required by the Contracts Team to process the request - The form itself is also easier to use and utilises simpler, more accessible language.
- A private link that enables you to see who in the Contracts Team is looking after your request and a basic status tracker from new, in review, with requestor, completed.
Adopting a test and learn approach means that the team can make iterative improvements to the process during this first period.
The School of Natural Sciences will begin to use the new process from 16 March and a University-wide rollout is anticipated to begin on Monday 30 March.
Where can I find the new request form?
Please use the CDA/NDA request form to submit a new request.
Why are you making this change?
These proposed activities have been identified through workshops, consultation with the University’s academic community, and the Contracts team.
How do I complete the new CDA/NDA request form?
Completing the form is straightforward, and it has been designed to use clear, accessible language. To help you prepare, here is what you will be asked to provide:
Information you’ll need:
- The Principal Investigator’s name
- Your contact details
- The organisation you will be sharing information with
- Whether the request relates to a CDA or an NDA
- A short description of the purpose of the disclosure
- Any deadlines you are working to
- Whether student involvement is required
Tips for completing the form:
- Try to give clear, concise answers — this helps the Contracts Team assess the request more quickly.
- If you're unsure about any section, add as much context as you can; the Contracts Team can clarify anything that needs follow‑up.
- Use the comments box at the end of the form for any additional detail you think might be helpful.
- For more guidance, please follow our step-by-step guide.
What happens after I submit the form?
Once you submit the form:
- You’ll receive an automatic confirmation email with a private link to your request.
- Your submission goes directly to the CDA/NDA mailbox, so it can be assigned and managed efficiently.
You can check progress at any time using your SharePoint link, which shows a simple status tracker. The Contracts Team will contact you via the CDA/NDA mailbox if they need more information.
Frequently Asked Questions
Is there other work planned?
This CDA/NDA proof of concept is one of several improvements being developed by the Contracts Team and the Research Lifecycle Programme to help accelerate the signing, approval and completion of research contracts; a key concern that has been articulated to the Programme.
Alongside this CDA “proof of concept”, the team is progressing a second service improvement focused on industry contracts.
This initiative aimed to reduce academic response times by 25% for contracts with industry partners valued at over £250k. To support this, the team standardised the use of AI tools to simplify and structure communications with academic colleagues so that requests for information are clearer, targeted to the key points, and presented in plain language without unnecessary legal jargon.
The Contracts Team began using this new approach on 2 February 2026. During the initial phase, they will gather qualitative feedback from academic colleagues and track the impact on turnaround times to assess effectiveness and guide further improvements.
How is the Continuous Improvement work being shaped?
Input from the wider research-supporting community, and the project’s Subject Matter Expert, will help to ensure that the range of activities deliver noticeable improvements to key services and activities in a relatively short timeframe.
To help reduce the time from idea to implementation, these planned interventions will utilise existing tools and functionality within the Microsoft suite, alongside other platforms already used by the University. This eliminates the need for costly and time-consuming procurement exercises for new services and reduces the tension between implementing significant change and running an existing service.
There is likely to be a longer-term need to implement an end-to-end Contract Lifecycle Management tool. These proof-of-concept activities will help free up staff time to evaluate solutions and prepare a business case to procure an appropriate tool in the future. Whilst this is some way off, it is anticipated that making iterative improvements to existing processes using existing tools will deliver meaningful improvements for everyone in the meantime.
Under the current CDA system there is no acknowledgement of receipt of a request.
The new process will automatically send the named PI and requestor a receipt of submission with a link to the request in a SharePoint list. This view contains useful information that addresses user concerns.
There is no current way to track progress of the CDA request.
The SharePoint link provides a read-only view that includes a status field. The Contracts Team will update the status as the request moves forward.
When I make a CDA request I don’t know who is processing it.
The SharePoint view will include the name of the contracts assistant who is assigned to your request. You will be able to contact them directly via the new, dedicated CDA mailbox CDA@manchester.ac.uk
We already have a CDA template, why would you change it?
We’re looking to standardise the documentation and processes that we use as much as possible. That will make it easier to prepare each CDA/NDA saving time and effort on each request. The new templates are easier to use and should also reduce the negotiation time between the University and partners, further speeding up the approval process.
To find out more about the work of this project please visit the Research Lifecycle Programme Contracting Sharepoint hub.