Oxford University Gazette, 21 October 2004: Notices


Contents of this section:

[Note. An asterisk denotes a reference to a previously published or recurrent entry.]

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Guidance Note

This Guidance Note should be read in conjunction with Council Regulations 5 of 2004.

(1) Procedures for applying for approval

(a) Applicants must complete an application form (form OA1, available on the University's Web site at http://www.admin.ox.ac.uk/ps/staff/codes/outsidecov.shtml).

(b) Applicants whose salaries are funded from externally funded research grants or contracts, or who are Principal Investigators or Co-investigators on outside sponsored projects, must adhere to the terms and conditions stipulated by or agreed with the sponsor and, if necessary, seek written approval from the sponsor. Research Services is able to provide advice on the terms and conditions of externally-funded research grants and contracts held by the University (telephone: (2)70143).

(c) Applicants must arrange for the terms and conditions proposed to govern the outside commitment to be scrutinised by Research Services in advance of signature. A standard personal consultancy document has been drafted to serve as a useful starting point for discussions around the terms of a consultancy appointment. This is available from Research Services (telephone: (2)70143) or on the Research Services Web site at http://www.admin.ox.ac.uk/rso/oxonly/agreements/pcaform.doc.

(d) Research Services scrutinises the terms and conditions proposed to govern a commitment in order to consider their compatibility with the University's interests as employer. Research Services cannot advise the employee on the terms from the employee's standpoint; and the employee should take his or her own advice unless he or she makes use of Oxford University Consulting (see paragraph (2) below).

(e) Applicants must obtain the approval of their direct line manager where relevant.

(f) When Research Services has confirmed in writing that the terms proposed to govern the outside commitment meet the University's minimum requirements and the necessary approvals have been obtained from the relevant line manager or sponsor (as appropriate), applicants should submit the completed form to their head of department, who will be asked to sign to confirm that he/she is content to approve the outside commitment in the context of the applicant's university duties. Heads of department who themselves wish to accept outside commitments must submit their application forms to their head of division for approval. Heads of Division should submit applications to the Vice-Chancellor.

(g) Applicants must ensure that they are familiar with the University's policy and procedure on conflict of interest (http://www.admin.ox.ac.uk/rso/policy/conflict.shtml). If they have any concerns about potential conflicts implicit in their proposed arrangements they should approach the secretary of the Conflict of Interest Committee (currently Mrs Barnwell, telephone: (2)70138, e-mail: frances.barnwell@admin.ox.ac.uk).

( h) If these procedures are followed and approval is granted for the outside appointment, the applicant will enjoy a measure of protection under the University's insurance arrangements (see http://www.admin.ox.ac.uk/insurance/).

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(2) Oxford University Consulting

The University's wholly-owned subsidiary company, Isis Innovation Ltd, has a division, Oxford University Consulting, to help members of the University to market their expertise to outside bodies, to negotiate commercial terms and payment on behalf of individuals, and to manage the administration associated with consultancy. OUC offers a professional service for academics and departments throughout the University, which will identify consultancy and related opportunities with local, national, and international companies and organisations. Details of this service may be obtained by telephone ((2)80829) or by e-mail to enquiries@consulting.ox.ac.uk.

Members of the University choosing to use the services of OUC must still follow the internal procedures for University approval of their outside appointments as outlined in this Guidance Note; OUC will, however, assist the process on behalf of the individuals concerned.

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(3) Consultancies within research grant applications and contracts

The holding of a consultancy may be included where appropriate within research grant applications and contracts. Where consultancies are included in this way and provision is made through the payroll to pay staff for such work, the Outside Grants (OG) form should itemise, among the costs of the project, the costs of the consultancy payment (including employers' on-costs). Indirect costs should also be calculated on the total cost of the project, including the fee for the consultancy. Research Services (telephone: (2)70143) will be able to advise on the most appropriate form of agreement to cover consultancies attached to research grants or contracts. Time spent on such consultancies will count towards the thirty-day limit.

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(4) Other services to industry and outside bodies

Not all work for outside bodies is governed by a contract with an external sponsor under the University's research grants and contracts procedures. Some is likely to be `service' work, i.e. the provision of a service to an external organisation which is not of academic benefit but which makes use of spare capacity in a department in return for payment. Such arrangements should nevertheless be covered by an agreement approved by the head of department which is drawn up in consultation with the departmental administrator and (for tax reasons) with the Finance Division. If the service agreement proposed by the outside body includes terms and conditions relating to intellectual property or confidentiality of information, or does not incorporate the University's standard disclaimer of liability, the agreement should be forwarded to Research Services, which is required to ensure that appropriate disclaimers of liability have been issued in connection with the provision of services to industry and other outside bodies.

Where appropriate, as with consultancies within research grant applications and contracts, a payment may be made through the payroll to individuals for the additional work undertaken in performing the services. It is expected that the head of department will decide on an appropriate fee to be paid to the individual based on the time spent (which again will count towards the thirty-day per year limit). The instructions to the Finance Division to make such payments are processed through Research Services. In such cases, where an agreement has been made with the University in respect of the service, it is not expected that a further personal consultancy agreement with the academic concerned will be necessary.

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(5) Financial arrangements

The University does not generally seek details of remuneration which applicants are to receive in return for outside commitments, but reserves the right to request to be provided with such details in certain circumstances e.g. in the light of any potential conflict of interest with the outside commitment. Applicants wishing exceptionally to make a case to spend a total of more than thirty days in any one year on outside commitments will be required to provide details of remuneration.

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(6) Monitoring and reporting

(a) Heads of department are responsible, through their departmental administration, for keeping records of the number of days spent on outside commitments by all staff (regardless of staff group) in their departments.

(b) Heads of department will report their approvals of outside commitments, and the basic details of the outside commitments, to their divisions on an annual basis, by the end of July each year.

(c) Divisions are responsible, through their divisional administration, for monitoring and co-ordinating information relating to all approvals for outside commitments submitted by departments within their remit, and for making an annual return to the Personnel Committee by the end of September each year.

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Council has approved changes to charges for university parking permits, effective from 1 January 2005, as follows:

Peak-time, central area; also Old Road (IHS)

Salary up to £10,000: £20

Salary £10,001–£20,000: £40

Salary £20,001–£30,000: £60

Salary over £30,000: £80

Off-peak, central area and Old Road (IHS); also Osney Mead, Begbroke

Salary up to £10,000: £10

Salary £10,001–£20,000: £20

Salary £20,001–£30,000: £30

Salary over £30,000: £40

These figures are the fee for the full year. Wherever practicable, fees will be payable in monthly instalments.

Further information on the University's car-parking policies is available on the University's Web site at http://www.admin.ox.ac.uk/estates/travel/carparking.shtml.

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It is regretted that in the Vice-Chancellor's Oration the name of Professor J.F. Harris, Fellow of St Catherine's College and Professor of Modern History, was mistakenly included in the list of those who have retired during 2003--4 (Gazette, p. 118).

The name of Dr J.F. Harris, of the Department of Physics, should have been included in the list of those who have retired during the previous academic year.

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The Distinctions Committee has conferred the title of Reader in Glycobiology on DR N. ZITZMANN, Wolfson College.

It is regretted that Dr Zitzmann's name was omitted from the list of Recognition of Distinction titles 2003--4 published in Gazette, pages 49--50 (Supplement (1) to No. 4706, 23 September 2004).

This replaces the notice of correction published in Gazette, p. 132, in which Dr Zitzmann's name was shown incorrectly.

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The Life and Environmental Sciences Board has approved the conferment of the title of Visiting Professor in Geography on PROFESSOR P.A. BURROUGH for three years from 1 December 2004.

The Life and Environmental Sciences Board has approved the conferment of the title of Visiting Professor in Zoology on PROFESSOR STEPHEN SIMPSON for three years from 1 January 2005.

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The composition of the electoral board to the post below, proceedings to fill which are currently in progress, is as follows.


                                         Appointed by

The Principal of Linacre                 Mr Vice-Chancellor [1]
The Warden of All Souls                  ex officio
Professor J. Nelson                      Council
Dr M.G.A. Vale                           Council
Dr R.C.S. Walker                         Council
Professor M. Clanchy                     Modern History Board
Dr J. Robertson                          Modern History Board
Mr B. Ward-Perkins                       Classics Board
Dr P. Brand                              All Souls College

[1] Appointed by Mr Vice-Chancellor under the provisions of Sects. 10 and 11 of Stat. IX (Supplement (1) to Gazette No. 4633, 9 October 2002, Vol. 133, p. 108).

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