FAQ

General FAQ

  1. What is the role of the University Solicitors?
  2. How can I contact a University Solicitor?
  3. How do I instruct/brief using UCC’s in-house legal solicitors? 

1: What is the role of the University Solicitors?

The role of the university solicitors is to provide in-house legal services to Schools, Colleges and Central Services across UCC in support of it's strategic and operational goals. See Who we Are for more detailed information. 

2 How can I contact a University Solicitor?

All our contact information is on our Who we Are page.

3 How do I instruct/brief using UCC’s in-house legal solicitors?

  1. Complete the Legal Affairs Briefing Document 
  2. Send the completed form to the relevant solicitor

UNIVERSITY STATUS

  1. What is the full legal name of the University?
  2. What is the University legal status?
  3. What is the charitable status of the University?

1: What is the full legal name of the University?

View the Legal Title of the University.

2: What is the University legal status?

The University was established under Royal Charter on 27th April, 1880. Following its establishment two new Universities, the National University of Ireland and Queen's University Belfast were established under the Irish Universities Act, 1908. Subsequently, the Royal University was dissolved.

3: What is the charitable status of the University?

UCC enjoys charitable status as one of the exempt charities listed under the Charities Act.  UCC’s registered charity number is 20002466 and its CHY (Revenue) number is CHY1691.

CONTRACTS

  1. What qualifies as a legal contract?
  2. Who is authorised to approve and sign contracts on behalf of UCC?
  3. I want to form a contract involving UCC, where do I start and who writes the contract?
  4. I have a contract that needs to be reviewed by OCLA. Do you have a checklist that I can complete prior to sending to the office?

1. What qualifies as a legal contract?

A contract is any agreement which is intended to be enforceable by law.  This includes any amendment, renewal or extension of an existing contract.

2. Who is authorised to approve and sign contracts on behalf of UCC?

There are only a select few people authorised to sign contracts on behalf of UCC.  It is very important not to sign any document yourself and to find an appropriate individual with authority to do so.  Full information on authorised persons can be found within the Signing Authority policy. link to UCC’s Signing Authority Policy.

3. I want to form a contract involving UCC, where do I start and who writes the contract?

We have well established procedures for the management of all legal contracts within UCC with a signing authority as to who is authorised to sign and approve –

Ideally, all contracts that bind UCC will originate from the Office of Corporate & Legal Affairs (OCLA) in the form of one of our contract templates.   OCLA works closely with other university office’s to develop template to support university activities so, for example, if your query relates to:

  • a procurement matter/contract, please contact the Procurement Office link  in the first instance who will liaise with us as necessary
  • a research matter/contract, please contact the Office for Vice President of Research & Innovation link in the first instance who have a number of templates and will liaise with us as appropriate
  • an academic programme or related collaborative initiative, please contact the Office of Academic Affairs and Governance link in the first instance who have a number of templates and will liaise with us as appropriate

If this is not possible and a third party insists on using their own legal template, this must go through the OCLA in accordance with the OCLA Signing Authority Policy.  link to UCC’s Signing Authority Policy.

4. I have a contract that needs to be reviewed by OCLA.  Do you have a checklist that I can complete prior to sending to the office?

Yes.  Our contract review briefing documents for research are available on the Research Office website - link.  Otherwise, please use the attached: insert link to general contract briefing form. The checklist should be completed and then returned to the appropriate university office as set out  above.. The relevant university office may then request further information in relation to the contract prior to liaising with OCLA. In the event that you are not able to identify the relevant university office to contact with regard to the contract, you may complete the form and contact OCLA directly.

WITNESSES & CERTIFYING DOCS

  1. Can the in-house legal team witness the signature of/certify legal documents for staff and students?
  2. I need help with a personal matter, will the University help me?
  3. Are any of the University Solicitors notary publics?

1 Can the in-house legal team witness the signature of/certify legal documents for staff and students? 

If you need this done in connection with University activities, we can arrange this for you. However, the in-house legal team are not in a position to certifying documents in connection with an individual’s private or personal affairs, e.g. someone wishing to obtain a passport. 

2 I need help with a personal matter, will the University help me? 

The University Solicitors cannot represent employees or students for personal matters that do not affect the University’s legal rights.  A list of solicitors available in Cork are set out at: https://www.lawsociety.ie/Find-a-Solicitor/  

3 Are any of the University Solicitors notary publics?

None of the in-house legal solicitors are notary publics. However, if a notary public is required for University business, we can arrange for a local notary to act for you. Otherwise, notary publics in the local area can be found at: http://www.notarypublic.ie/finding-a-notary/

COMPLIANCE

  1. What is export control?
  2. Where can I find guidance on data protection?

1. What is export control?

See UCC’s Export Control Statement

2. Where can I find guidance on data protection?

See attached link to UCC’s data protection website: https://www.ucc.ie/en/ocla/comp/data/ 

LEGAL PRIVILEGE

 

1. Will my conversation with a University Solicitor be confidential?

 

Generally speaking, yes.  Your conversation with us on matters involving University business will be confidential as to outside third parties but may not be confidential as to other University officials. Legal privilege may also apply under certain circumstances and provided the communication is confidential and for the purposes of seeking or providing legal advice.

LITIGATION

  1. I have been asked to accept service of proceedings in connection with a claim, what should I do?
  2. I have been served a subpoena to appear as a witness in a case/I have been sued or named as a defendant in a case, what should I do?
  3. Can I engage outside external solicitors for the University?
  4. I am involved in an employment related matter/dispute, what should I do?
  5. I have a query which relates to Intellectual Property, who do I contact?

1. I have been asked to accept service of proceedings in connection with a claim, what should I do?

Refuse to accept the papers and direct the individual to OCLA. Unless you have been expressly appointed to do so, do not accept service of any legal documents on behalf of the University.

2. I have been served a subpoena to appear as a witness in a case/I have been sued or named as a defendant in a case, what should I do?

If the matter involves your official duties or activities, please contact the Office of Legal Affairs as soon as possible.  If the case involves a personal matter unrelated to University business, contact your own personal solicitor.

3. Can I engage outside external solicitors for the University?

No.  Staff and students may not hire external solicitors to represent or provide services to the University without conferring with the Office of Corporate & Legal Affairs. If you have any questions about this, please contact us.

4.  I am involved in an employment related matter/dispute, what should I do?

You need to contact your HR Business Contact who will be able to assist you with your query. HR will deal with the matter and if appropriate contact OCLA. OCLA do not directly deal with staff employment related disputes but may, if necessary, instruct outside counsel.

5. I have a query which relates to Intellectual Property, who do I contact?

The University has a Technology Transfer Office (TTO) which may be contacted directly.. OCLA have a solicitor who works with the TTO and will be able to provide advice on the matter through TTO.

Office of Corporate and Legal Affairs

Oifig um Ghnóthaí Corparáideacha agus Dlíthiúla

1 st Floor, East Wing, Main Quadrangle,

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