Thesis or project collaboration

Research Topic and Scope

• When discussing the thesis topic with the student, allow some flexibility to help balance their academic goals with your organisation’s needs.
• The topic and scope must be approved by the student’s thesis supervisor, and the work must meet academic research standards, including objectivity and critical analysis.

Timeline

• Thesis work typically follows the academic calendar, often spanning one academic year. It’s important to coordinate with the student and their supervisor to agree on a realistic schedule.
• Consider internal deadlines or project milestones that may impact the student’s work.

Reporting and Copyright

• Clarify early on whether the thesis will serve as the final report or if your organisation requires a separate one.
• If the thesis includes confidential or proprietary information, the student can produce a public version with sensitive content removed.
• The student retains copyright of the thesis, even if commissioned by your organisation.

Roles and Responsibilities

• Discuss what materials, data, or background information your organization needs to provide.
• Identify whether you will offer ongoing guidance and assign a dedicated contact person for the student. Regular check-ins between the student and the contact person usually lead to a more successful project.

Compensation

• You may choose to pay the student a salary or offer a one-time fee for their work, depending on your organisation’s policies and the nature of the assignment.

A written contract is mandatory for commissioned thesis projects. The contracting parties are at minimum the commissioning organisation and the student conducting the research. In some cases, the academic thesis supervisor may also be included as a party to the contract. The contract should define the scope of the research and the intended outcomes.

Content of the contract

• Thesis topic and scope: Clearly define the agreed research topic and the nature of the work.

• Compensation: Specify the salary or fee to be paid to the student.

• Payment terms: Outline the payment schedule and conditions (e.g. lump sum upon completion, monthly payments).

• Project timeline: Include a planned schedule and state that any changes to the topic or timeline must be negotiated with the designated representatives of the contracting parties.

• Organisational responsibilities: Detail the organisation’s obligations, such as providing necessary materials and appointing a supervisor or contact person.

• Confidentiality and public disclosure: Specify any restrictions on the publication of the thesis (e.g. temporary embargo of sensitive sections). These terms must be agreed upon during contract negotiations and approved by the academic supervisor/institution.

• Student’s confidentiality obligation: If the student will access trade secrets or sensitive information, include a non-disclosure clause. Clarify how this affects the thesis’s publication.

• Use of research and copyright: Define the organization’s rights to use the research outcomes and address any copyright considerations. Note that the student retains copyright unless otherwise agreed.

• Reporting: Agree on how results will be shared, such as through interim reports, presentations, or other deliverables.

A student can be paid either a monthly salary or a trade income for the commissioned thesis work. Always include the form of compensation in the thesis work contract. Faculties and departments as well as labour unions may have their own recommendations regarding compensation.

Employment as a Funding Option

Hiring the student as an employee is the recommended funding model for a thesis commissioned by an external organization. In this arrangement, the organization and the student sign a fixed-term employment contract. This is treated as a standard employment relationship, subject to regular taxation. The fixed term is based on the timeframe required to complete the thesis.

Since the employer typically acquires the rights to the research results, it is strongly recommended to include a clause in the employment contract allowing the student to publish the work as a thesis.

Before entering into an employment agreement, the student should consult with their academic supervisor to ensure the proposed arrangement meets academic requirements.

Trade Income as Compensation

If a thesis is funded through trade income, the work is typically carried out as an independent assignment. In this case, the student provides a tax card for trade income, and the commissioning organisation withholds the appropriate taxes from the compensation. Unlike standard employment, the organisation is not required to pay social security contributions.

The organisation is also responsible for reimbursing any research-related expenses incurred by the student, such as costs for materials or travel.

Reimbursement of expenses

If no other salary or remuneration for work is paid, the costs incurred by the contractor are often reimbursed, such as material costs, postage, travel expenses, and printing costs. It is advisable to agree on all acceptable costs in the thesis contract in advance.

Costs are reimbursed upon presentation of receipts. Mailings, copies, and phone interviews can often be managed using the organisation’s resources.

Scholarship or grant

If the commissioner benefits financially from the research, a scholarship is not suitable as a form of compensation, and instead, an employment relationship is the best option.

A scholarship or grant is a non-compensatory act, and the donor of the scholarship does not receive financial benefit from the research. This means that as the recipient of the scholarship, you do not have any agreement with the donor.

However, organisations can support scientific work and studying at universities through donations. If your organisation wishes to support the university with a scholarship, the scholarship must be donated to the university by a deed of gift.