Experiential learning through student projects with external sponsors is an opportunity for students to gain real-world experience in their chosen discipline. The Overview of Capstone Administration Process, along with the utilization of the current pre-approved template agreements, has been established to increase the efficiency of the administration of externally sponsored student projects. Implementation of these tools will allow the instructor’s focus to be on engaging students rather than negotiating contracts, and will allow sponsors to more quickly and simply engage Texas A&M University. In order to facilitate further efficiencies and increased local control, post-award administration of capstone projects will be managed within the TAMU department/college.
The capstone agreement process has been approved by the college’s academic leadership and the Office of the Provost. Minor changes may be allowed to meet special needs of a department and would need to be approved by the Office of the Provost prior to implementation.
Department Heads may execute any agreements utilizing the unaltered templates described in the first four options below. Copies of all executed capstone agreements must be submitted to the Office of the Provost at provost_capstone@tamu.edu.
The following options are listed in order from most preferable to least preferable:
Option 1 – Capstone Letter Agreement
(This template must be used for any unfunded capstone projects) The current approved Capstone Letter Agreement should be the first option provided to potential sponsors as it requires no negotiation and can be immediately executed. Note: Unfunded capstone projects may not require intellectual property (IP) assignment by the students.
Option 2 – Capstone Letter Agreement including confidentiality
If the sponsor of a funded capstone project wishes to include standard confidentiality terms, the current approved Capstone Letter Agreement together with the current approved Capstone Student Nondisclosure Agreement template should be utilized.
Option 3 – Capstone Agreement
If the sponsor of a funded capstone project requires a more formal agreement than the Capstone Simple Letter Agreement, the current approved Standard Capstone Agreement template should be utilized. If the sponsor requires disclosure of confidential information to the students in connection with the Project, this template should be utilized and the sponsor should also be provided the signed Student Nondisclosure Agreement template.
Option 4 – Capstone Agreement with Student IP
If the sponsor of a funded capstone project requires a more formal agreement along with assignment of student IP, the current approved Capstone Agreement template should be utilized along with the current approved Capstone Student IP Agreement template. The student, at his/her option, may sign the Capstone Student IP Agreement template.
Option 5 – Negotiated Capstone
If the sponsor of a funded capstone project will not agree to utilize one of the above four options and the project is high impact for the college and department, a full contract negotiation may be requested by the Department Head. During the negotiation process, the agreement may involve legal review by the System Office of General Counsel and/or the sponsor’s legal department. These additional layers of review and approval will likely result in delays up to several months.
NOTES:
Third parties have the option to provide gifts to departments. Gift funding may be utilized by the department to offer capstone opportunities; however, the donor may not put restrictions on the funding and there shall be no deliverables, restrictions on confidentiality, or intellectual property terms associated with the gift.
Proposals are not required for capstone projects. No expenses for faculty or research staff effort is allowable on a capstone agreement, otherwise it becomes a sponsored project requiring a full proposal, complete with a budget for estimated costs including full F&A application.
Questions and comments may be directed to provost_capstone@tamu.edu