Every agreement record in Cayuse Agreements can have one or more people assigned to it in specific roles. These agreement-level person roles are separate from your system-level role and describe your function on a particular agreement — not your overall permissions in the system.
System Roles vs. Agreement-Level Person Roles
It helps to understand the distinction before working with agreement records:
- System roles (Administrator or Researcher) control what you can do across the entire Cayuse Agreements module — whether you can create agreements, search all records, and so on.
- Agreement-level person roles describe who you are in the context of one specific agreement — for example, whether you are the lead negotiator, the primary investigator, or the billing contact.
You can be named on dozens of agreements in different person roles while holding a single system-level role. A faculty member with the Researcher system role, for instance, might appear as the Primary Investigator on three agreements and as a Royalty Recipient on another.
Agreement-Level Person Roles
The following roles can be assigned to people on individual agreement records:
Management Roles
- Primary Manager — the main staff member responsible for managing the agreement through its lifecycle
- Secondary Manager — a supporting manager who shares responsibility for the agreement
- Historic Manager — a manager who previously held responsibility for the agreement; retained for recordkeeping
Investigator Roles
- Primary Internal Investigator — the lead researcher or faculty member on the agreement (often the principal investigator)
- Internal Investigator — additional internal researchers associated with the agreement
Negotiation Roles
- Lead Negotiator — the person responsible for conducting and coordinating negotiation of the agreement's terms
- Historic Lead Negotiator — a previous lead negotiator retained for historical reference
Legal Roles
- Attorney — legal counsel involved in reviewing or advising on the agreement
Contact Roles
- Internal Contact — a designated point of contact within the institution for day-to-day matters
- External Contact — a point of contact at the other party or outside the institution
Other Party Role
- Other Party — a person associated with the external organization or counterparty to the agreement
Administrative and Compliance Roles
- Co-Owner — a person or party sharing ownership rights in the subject of the agreement (common in IP and licensing agreements)
- Compliance Manager — the person responsible for monitoring ongoing compliance obligations
- Dean — a dean or academic leader associated with the agreement, typically for approval or oversight purposes
- Submitted By — the person who submitted the agreement record into the system
- Verified By — the person who verified the accuracy of the agreement record
Financial Roles
- Billing Contact — the person who receives financial correspondence, invoices, and payment notices related to the agreement
- Royalty Recipient — a person entitled to receive royalty payments under the agreement
- Financial Fee / Invoices — the contact responsible for managing financial fees and invoice processing
Science and Research Roles
- Provider Scientist — the scientist on the providing side of a material or data transfer agreement
- Recipient Scientist — the scientist on the receiving side of a material or data transfer agreement
Practical Examples
- The Lead Negotiator drives the negotiation workflow. They are the primary point of accountability for getting agreement terms finalized between the institution and the other party.
- The Billing Contact receives financial correspondence related to the agreement, including invoices, payment schedules, and remittance notices.
- The Primary Internal Investigator is typically the faculty member whose research the agreement supports. They may receive notifications at key milestones.
- The Compliance Manager monitors obligations that continue after the agreement is executed — reporting requirements, usage restrictions, renewal deadlines, and similar terms.
How to Add Someone to an Agreement in a Specific Role
You must have the Agreements Administrator system role to add or edit people on an agreement record.
- Open the agreement record you want to update.
- Navigate to the People section of the agreement.
- Select Add Person (or the equivalent control in your institution's configuration).
- Search for the person by name or username.
- Select the appropriate person role from the role dropdown.
- Save the record.
A person can hold more than one role on the same agreement if appropriate — for example, someone might be both the Internal Contact and the Submitted By on the same record.
If you need to remove someone from a role, locate their entry in the People section and use the remove or delete control for that record.