Notices

  • Thursday 23 February 2012
  • NO. 4980
  • VOL. 142

General notices

Guidance notes 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 available at: www.admin.ox.ac.uk/personnel/staffinfo/academic/approvaltoholdoutsideappointments.

(b) Applicants whose salaries are funded from externally funded research grants or contracts, or who are Principal Investigators (PIs) 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 sponsor1. 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: Oxford (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 department2, 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.
The person who signs the forms should be:

  • the Head of Department or Faculty Board Chairman; or
  • the Head of Division if the applicant is a Head of Department, or the application is for a total of more than 30 days per year; or
  • the line manager of the senior officer making the application (where applicable). For the avoidance of doubt, the application should be made to the Vice-Chancellor in respect of each of the Pro-Vice-Chancellors with portfolio, the Heads of Division, the Registrar and Bodley's Librarian. In the case of the Vice-Chancellor, he or she should submit an application to the Chancellor;
  • the person at the next higher level of authority if the Head of Department (or equivalent) has an interest in the appointment or activity.

(e) Applicants must ensure that they are familiar with the University's policy and procedure on conflict of interest (www.admin.ox.ac.uk/researchsupport/integrity/conflict). If they have any concerns about potential conflicts implicit in their proposed arrangements they should approach the secretary of the Conflict of Interest Committee (www.admin.ox.ac.uk/researchsupport/integrity/conflict/policy).

(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 www.admin.ox.ac.uk/researchsupport/oxonly/contracts/consulting/faqs). If the outside appointment is arranged privately the individual (or the company) will need to hold their own insurance cover (see www.admin.ox.ac.uk/researchsupport/oxonly/contracts/consulting/private).

(2) Oxford University Consulting

The University's wholly owned subsidiary company, Isis Innovation Limited, has a division, Oxford University Consulting (OUC) (www.isis-innovation.com/consulting/index.html), to help members of the University market their expertise to outside bodies, negotiate commercial terms and payment on behalf of individuals, and 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 (Oxford (2)80829) or by email (consulting@isis.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 with the process on behalf of the individuals concerned. Please see the University's Consulting Policy and Procedures (www.admin.ox.ac.uk/researchsupport/contracts/consulting).

(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.

The PI should personally ensure that their Oxford colleague (acting as consultant on the project) understands the conditions under which they are being engaged (eg tasks to be undertaken, due dates, payment, intellectual property provisions, etc). This would normally be done in a meeting between the PI and the consultant (a brief follow-up email exchange to note what was agreed may also be appropriate). Time spent on such consultancies will count towards the 30-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, ie 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 www.isis-innovation.com/consulting/index.html).

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 30-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, eg 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 30 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 by the end of September each year.


1The 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.

2Throughout this document, the term 'head of department' should be taken to include chairman of faculty board.

Appointments

Medical Sciences

Reappointments

University Lecturer (Medical)

Richard Cornall, MA Camb, DPhil Oxf, MRCP, Fellow of Corpus Christi and University Lecturer (Medical) in Renal Medicine, has been reappointed until the retiring age with effect from 1 June 2012.

University Lecturer

Philip Biggin, MA DPhil Oxf, Fellow of Lady Margaret Hall and University Lecturer in Computational Biochemistry, has been reappointed until the retiring age with effect from 1 March 2012.

Reader

Andrew Price, BA Camb, MB BChir Lond, MA DPhil Oxf, FRCSEng, Fellow of Worcester and Reader in Musculoskeletal Sciences, has been reappointed until the retiring age with effect from 1 December 2011.

Social Sciences

Professorship of Sociology and Demography

Francesco Candeloro Billari, Laurea Bocconi, PhD Padua, Full Professor of Demography, Faculty of Economics, Vice-Rector of Development, Bocconi, and Research Fellow, Innocenzo Gasparini Institute of Economic Research, has been appointed to the Professorship of Sociology and Demography in the Department of Sociology with effect from 1 August 2012.

Professor Billari will be a fellow of Nuffield.

Visiting Professorships

Social Sciences

The Social Sciences Division has, on the recommendation of the Saïd Business School, conferred the title of Visiting Professor (Organisational Change) on Professor L Fitzgerald, BA (Econ), PhD, Dipl Personnel Management. From 1 January 2012 to 31 January March 2015.

Medical Sciences

The Medical Sciences Board has conferred the title of Visiting Professor of Histopathology on R Chetty, MB BCh, BAO, LRCP, LRCS, for a period of three years from 1 February 2012.