University of Oxford

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Oxford University Gazette, 17 January 2008: Notices


The holding of outside appointments and the conduct of outside work

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

(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.1 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 .

(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,2 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 ( 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:

( 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

(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

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.

(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.

(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.

(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.

(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) Departments will report their approvals of outside commitments, and the basic details of outside commitments, via OpenDoor by the end of September each year.


1 The Wellcome Trust's grant conditions, for example, include stringent conditions relating to the holding of consultancies, which apply to individuals who are in receipt of Wellcome Trust research grants as well as to those whose salaries are paid from Wellcome Trust grants.
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2 Throughout this document, the term 'head of department' should be taken to include chairman of faculty board.
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Musical Events

Harris Manchester College


Recitals and other events will be given at 1.30 p.m. on the following Thursdays in the chapel, Harris Manchester College. Admisssion is free, with a retiring collection. Enquiries may be directed to

17 Jan.: A recital of organ music to celebrate the New Year, including works by Handel, Ives, and Mathias.

24 Jan.: Harris Manchester Musicians celebrate Robert Burns with voices, pipes, and organ.

Queen's College

THE CHOIR OF QUEEN'S COLLEGE AND THE LONDON HANDEL ORCHESTRA will perform Bach's Mass in B minor at 8 p.m. on Thursday, 28 February, in Queen's College. Admission by programme costs £12 (£8 concessions, £4 students). To reserve, e-mail Further information may be found on the college Web site,

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Events in the University of Cambridge marking the 400th anniversary of the birth of John Milton (1608–74)


Lady Margaret Lectures 2008

The following lectures will be given at 5.15 p.m. on Wednesdays in Room 3, Mill Lane Lecture Rooms, 8 Mill Lane, Cambridge. Admission free. All are welcome.

30 Jan.: 'John Milton as a theorist of liberty.'

27 Feb.: 'Milton's singularity.'

7 May: 'Milton: poetry versus prose.'

29 Oct.: 'Milton as muse.'

26 Nov.: 'Milton and "the best criticism of any work".'


Living at this Hour: John Milton 1608–2008

University Library Exhibition Centre, West Road, Cambridge, 15 January–12 July

This exhibition explores Milton's influence in his own lifetime and beyond. Treasures on display include documents from the University Archives recording Milton's time as a student at the University; rare early editions of Milton's works; and the extraordinary autograph Milton manuscript from Trinity College. Admission free. Further information can be found at

Milton in the Old Library

The Old Library, Christ's College, St Andrew's Street, Cambridge, 17 January–18 December

An exhibition based around Christ's College's extensive collection of Milton materials. Open to the public every Thursday, 2–4.45 p.m., and for group visits at other times by appointment (e- mail:, telephone: 01223 334950/334905). Admission free.



Christ's College, St Andrew's Street, Cambridge, in the Fellows' Garden on 19, 20, 21 June, and in Hall on 22, 24 June

Milton's masque performed together with an anti-masque newly written by John Kinsella and commissioned for the Milton 400th Anniversary. Performances at 8.30 p.m. (provisional). Performed by Christ's College Amateur Dramatic Society in conjunction with Cambridge University Marlowe Society.

Paradise Lost

The Drama Studio, Faculty of English, 9 West Road, Cambridge, Thursday, 23 October

A reading of Milton's poem Paradise Lost, starting at 9 a.m., with live relay online. Admission free. Drop in and out at any point. Performance ends at around 8 p.m.

Milton at Christ's

The Hall, Christ's College, St Andrew's Street, Cambridge, Saturday, 6 December

A concert of music of Milton's time and readings of his poetry and prose, starting at 8 p.m. Readings by Sam West (subject to confirmation). Music performed by Fretwork, David Rowland, and the Choir of Christ's College.

Handel: L'Allegro, Il Penseroso, ed Il Moderato

Trinity College Chapel, Trinity Street, Cambridge, Sunday, 7 December

The Essex Baroque Orchestra, conducted by Peter Holman, in a performance of Handel's oratorio based on Milton's poems, starting at 6 p.m. Tickets and further information at


Darkness Visible

A Web resource for school and university students studying Milton's Paradise Lost: .

Further information and ticket enquiries

Telephone: 01223 334937



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David Phillips Professorship of Molecular Biophysics

DAVID BARFORD, B.SC Brist, D.PHIL Oxf, Professor of Molecular Biology and Co-Chairman, Section of Structural Biology, Chester Beatty Laboratories, Institute of Cancer Research, London, has been appointed to the professorship with effect from 1 October 2008.

Professor Barford will be a fellow of Corpus Christi College.

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