University of Oxford

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Oxford University Gazette, 14 January 2010: Notices


HEFCE Consultation: Research Excellence Framework

The University's response to HEFCE's second consultation on the Research Excellence Framework (REF) was considered by Research Committee and Council during Michaelmas Term. The response can be found at only/general/ref.shtml.

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Guidance Note for the Holding of Outside Appointments and the Conduct of Outside Work

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

(1) Procedures for applying for approval to hold outside appointments

(a) Applicants must complete an application form (Form OA1, available 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 If you are in any doubt, please contact Research Services staff for advice on the terms and conditions of externally- funded research grants and contracts held by the University (telephone: (2)70143).

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

(d) When 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.

(e) Applicants must ensure that they are familiar with the University's policy and procedure on conflict of interest at 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 Frances Barnwell, e-mail:, telephone: (2)70138).

(f) If the outside appointment is arranged via Oxford University Consulting (see section 2 below) and approval is granted for the outside appointment, the applicant will enjoy a measure of protection under the University's insurance arrangements (see If the outside appointment is arranged privately the individual (or the company) will need to hold their own insurance cover.

(2) Oxford University Consulting

The University's wholly-owned subsidiary company, Isis Innovation Limited, 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 or by e-mail (telephone: (2)80829, e-mail:

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. Please see the University's Consulting Policy and Procedures (

(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 employer's 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.

If a department wishes to make personal payments to a University of Oxford staff member from a research account, these payments must go through the University payroll. Departments should use the Payroll Change Form (stocks are held in each department). The form entitled 'Payment to Academic or Academic-related staff in respect of consultancy and/or services to industry' is no longer in use.

(4) 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 (most often specialist facilities/equipment) 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. Customers must be made aware of the University's standard conditions of sale and supply (available from the Legal Services Office (LSO)), which must be incorporated into all contracts (subject to any variations required on a case by case basis, and drafted or endorsed by the LSO).

A department may well wish to engage Oxford University Consulting to arrange these service agreements with third parties (see

Where appropriate 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). 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 for outside appointments

The University does not generally (except in the case of consultancies for which the information is requested for the annual HE-BCI survey) 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 of outside appointments

(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 and divisions are responsible for reporting the details of all outside commitments held by staff via the OpenDoor system.


1 The Wellcome Trust's grant conditions, for example, include stringent conditions relating to the holding of consultancies and these apply equally 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

Queen's College

College Chapel

Organ recitals are held at 1.10 p.m. on Wednesdays during full term.

Eglesfield Musical Society lunchtime recitals are held at 1.30 p.m. on Saturdays during full term.

Choral Services are held as following during full term: Sunday 6.15 p.m.; Wednesday and Friday 6.30 p.m.

Further details may be found on the college Web site

Wadham College

Wadham College Music Society

REBECCA OCKENDEN (soprano) and SOPHIE VANDEN EYNDE (lute) will perform 'Mistress Davenant, her songes: lute-songs from an Oxford manuscript of 1624', at 8 p.m. on Thursday, 21 January, in the Holywell Music Room. Tickets, available at the door, cost £10/£5.

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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:

Professorship of Psychology

                                        Appointed by 
    Mr Vice-Chancellor                  ex officio 
    Professor Antony Dickinson          Council 
    Professor Paul Harrison             Council 
    Professor Alastair Buchan           Medical Sciences Board 
    Professor Vicki Bruce               Medical Sciences Board 
    Professor Nick Rawlins              Medical Sciences Board 
    Professor Irene Tracey              Medical Sciences Board
    Professor David Clary               Magdalen College 
    Professor Gero Miesenboeck          Magdalen College

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