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Legal Services Checklist - REVIEW OF CONTRACTS RELATING TO

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					CONFIDENTIAL – FOR INTERNAL USE ONLY


                                  LEGAL SERVICES CHECKLIST

What is this Checklist for?
   1       Why do we              We use this checklist as our formal instructions and for our departmental records.
           need this              We have also learned from experience that gathering all this information early
           Checkli st?            will allow us to help you more efficiently.
   2       What happens           When we receive your checklist, our admin team will register the matter and it
           after we get           will be allocated to a lawyer in our weekly Friday allocation meeting. We will then
           your                   email you to let you know which lawyer has been allocated your matter, and the
           completed              lawyer‟s contact details. * Please ensure that you get your checklist to us by
           Checkli st?            Thurs day aft ernoon so it can be included in that week‟s allocation.

   3       What if your           Matters are attended to in order of receipt. If your matter is urgent, please specify
           matter is              the required date and explain the reason for the urgency , in the appropriate field
           urgent?                in the “Matter details” section of the checklist.

   4       How much               As much as you think is useful to give us an idea of what you need from us. Not
           information do         every field on the checklist will be applicable to every matter.
           you need to            If a question is not applicable to your particular matte r please just write „N/A‟.
           give?
   5       What other             Agreements that generate revenue are now being recorded in the Themis
           form s do you          system. Once the agreement has been signed, please download the Themis
           have to fill           form s from www.unimelb.edu.au/legal and return to Legal Services, along
           out?                   with a copy of the fully signed agreement. We will process the LS1 form,
                                  advise you of the agreement number, and send the rest to Financial
                                  Operations to set up a project code (if required).

   6       Who do you             Send to Shelley Green at Legal Services, Level 5, 161 Barry St, Carlton VIC
           send thi s             3010 or email to greens @unimelb. edu.au Please note that your Head of
           Checkli st to?         Departm ent must sign on the last page of the checklist in order for us to
                                  proceed.

                                                                               Legal Services Use Only
                                                                               Lex Matter number #
The Checklist                (*) Indicates a Mandatory Field                   Central Rec ords File Number




   CONTACT DETAILS
   1.      Principal Contact (The UoM staff member who is ultimately responsible for the matter – however, they may not be the
           primary contact – see below )

           Name*
           Telephone
           Faculty &
           Department
           Email
           Staff ID
           Primary Contact
                                    □ YES            □   NO
           (the person we
           contact as the
           first port of call)
   2.      Matter Administrator ( Person who w ill look after the administration of the matter – this person may be the same as
           principal and/or primary contact)

           Name*
           Telephone
           Email


Effective February 2008                                                                                       Legal Services Office
CONFIDENTIAL – FOR INTERNAL USE ONLY

           Staff ID



   3.      Department Administrator (Manager or Director of your Department - this person may be the same as principal
           and/or primary contact)

           Name*
           Telephone
           Email
           Staff ID
   4.      External Party (the other party or parties involv ed in this matter)
           Name*
           Cont act person
           Email
           Telephone

           Fax

           Post address to
           return signed
           contracts
   5.      Secondary External Party (the other party or parties involv ed in this matter)
           Name
           Cont act person
           Email
           Telephone

           Fax

           Post address to
           return signed
           contracts


   MATTER DETAILS
   6.      What sort of matter is this                 Services Agreement                          Sponsorship
           (primarily)?                                Assignment agreement                         Agreement
                                                       Memorandum of Understanding                 Funding
                                                       Sponsored Chair Agreement                    Agreement
                                                       Cons ultancy Agreement                      Tender
                                                       Licence Agreement                           Dispute
                                                       Collaboration Agreement                     Advice
                                                       Student Placement Agreement                 Other
                                                       Confidentiality Agreement

           What is this matter about?
           (eg. “UoM to supply teaching material
           to ABC Corporation”)

           Have you made any verbal
           agreement with the External
           Party/ies about any aspect of
           the matter? (eg. have you
           already agreed on cost?
           Delivery dates?) Please
           outline briefly.




Effective February 2008                                                                              Legal Services Office
CONFIDENTIAL – FOR INTERNAL USE ONLY

           When does the contract start
           and finish?
           Is this matter urgent?
           Why?


           How much are we paying or
           being paid under the contract
           (excluding GS T)?
          Does this matter relate to any
          existing matter? If so, pleas e
          provide details.
          What do you want us to do for
          you? (eg. “review the contract
           provided by external party and advis e
           if it is OK”)

   7.      Please supply a copy of any              YES (enclosed)
           relevant documentation,                  NO (no doc ument ation to dat e)
           including any draft contract


   CONFIDENTIALITY, INTELLECTUAL PROP ERTY
   8.      Will the External Party be creating any intellectual          YES       NO
           property that the University will need to licence or
           own? (eg. Soft ware customisations? Reports on
           how to manage a business section?)
           If yes, please describe.
   9.      Will the External Party have access to the                    YES            NO
           University‟s confidential information? (eg.
           business plans)


   RISK ASS ESSMENT
   10.     Are there any risks involved?
               If the External Party terminates the contract,           YES       NO
                can you easily engage someone els e to
                complete?
               If the External Party breaches the contract,             YES       NO
                would the University suffer severe damage or
                loss?
               Are the timeframes for the work tight?                   YES       NO


               Is completion dependent on a sub-contractor?             YES       NO


               Have you encountered any problems with the               YES       NO
                External Party in the past?
               Other


   FACILITI ES, SERVI CES AND INFRASTRUCTURE
   11.     Will the work be performed at the University or               University       Somewhere else
           somewhere else?                                               Online


   ADMI NISTERING DEPARTMENT
   12.     Admini stering Department




Effective February 2008                                                                            Legal Services Office
CONFIDENTIAL – FOR INTERNAL USE ONLY

           Will you require this agreement to be entered into the Themis Agre ements Module? (if the
           agreement generates revenue for the University it will need to be)
            YES        NO
           If yes, please follow the instructions on the front of thi s checkli st.


           Name                                              Department
                                                             Number*
           Section (Centre) Number (if applicable)                              Activity Code




   DECLARATION AND SIGNATURE
   13.     Declaration: I confirm that the staff noted above may require access to the Themis
           Agreement Record (if record i s created) and declare that, to the best of my knowledge, the
           information supplied in this form and in supporting documents i s correct and complete.
           Head of                                    Signature                        Date
           Dept name:                                *Required




Effective February 2008                                                                Legal Services Office

				
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