Visual Identity Team Research and Enterprise Section name University consultancy FAQs Answers to some frequently asked questions. Q1 Q2 Q3 Q4 Q5 Q6 Q7 Q8 Q9 Q10 Q11 Q12 I would like use my expertise to undertake Consultancy can I get any help to work with Business through the University? Why does the University take a top-slice? How will I get paid? Why do I need to get permission from my Head of School? Is there a limit to what I can earn? What happens if I run into difficulties with the client e.g. they don t pay or there is a dispute regarding my services? Will the University help recover the debt or provide legal support? I have been asked to undertake occasional analysis of samples. Should this be classed as Consultancy? I have been asked to be a guest lecturer at an event overseas. Should this be treated as University Consultancy? I have considered undertaking University Consultancy, but apart from the extra income - which will be taxed anyway - I am not sure of any benefits. How do I get a consultancy agreement in place? Do we always have to charge full economic cost to all clients? I am often asked to undertake consultancy by Charities, but they can t afford FEC. I want to undertake consultancy in a private capacity how should I do that and does the University need to know? For further information please contact Cathy Harris, Business Development Manager at consultancy@reading.ac.uk or call on 0118 378 6755 University of Reading 2008 Tuesday 16 September 2008 Page 1
Q1 I would like use my expertise to undertake Consultancy can I get any help to work with Business through the University? A1 Yes. The University of Reading is committed to supporting staff to make the most of University Consultancy opportunities considered within the context of workload, available resources and strategic priorities of their School or Unit. Research and Enterprise Services (RES) can help you with the administration and management of the process, including negotiating price, setting up the contract and getting public liability insurance cover for you. Take a look at www.reading/res/consultancy for full details or contact Cathy Harris on 6755 or consultancy@reading.ac.uk Q2 Why does the University take a top-slice? A2 This represents a contribution to the costs of setting up the contract, providing insurance, invoicing and credit control, as well as the support and advice provided throughout the process. Some universities top slice considerably more, but Reading has chosen to taken only 10% from the University Consultancy fee you will also need to discuss a share of the fee with your Head of School or equivalent to reflect the level of departmental support your consultancy may require. Q3 How will I get paid? A3 You can choose to be paid either through your salary (with the normal deduction of income tax, employees National Insurance Contributions) plus the value of the University s Employers National Insurance Contribution or into your Staff Development Account for research purposes. Once you have completed the consultancy, you must email consultancyaccounts@reading.ac.uk to confirm that the work is complete so that the invoice can be raised. You can only be paid once the client pays the University. Q4 Why do I need to get permission from my Head of School? A4 Each Head of School or equivalent is responsible for all Consultancies within their School or Directorate and, in signing the permission form is agreeing that there is no conflict with your existing duties and responsibilities. All staff members must discuss their plans to undertake consultancy with their Head of School so it can be considered in the context of the workload, the available resources and strategic priorities of the School. University of Reading 2008 Tuesday, 16 September 2008 Page 2
Q5 Is there a limit to what I can earn? A5 There is no financial limit, however, there is a maximum number of days allowed (40 in any academic year), so this will naturally limit the amount received in fees. Q6 What happens if I run into difficulties with the client e.g. they don t pay or there is a dispute regarding my services? Will the University help recover the debt or provide legal support? A6 Yes, full credit control services are provided by the University, provided formal written approval has been received and a signed agreement is in place between the University and your client. However, you will be responsible for carrying out the Consultancy in a professional and timely manner in accordance with the Contract specifics. If the client should raise any issue regarding the quality of the work carried out, it should be resolved before you tell RES the work is complete and the invoice is raised. Q7 I have been asked to undertake occasional analysis of samples. Should this be classed as Consultancy? A7 No, analysis of samples as you describe is classified as Technical Services. i.e. the use of the physical academic equipment and resources of the University. Technical services may range from the use of electron microscopes to analysis of samples. However, where a high level of expert knowledge is provided, for instance in developing a new assay methodology, this would be classified as contract research. Q8 I have been asked to be a guest lecturer at an event overseas. Should this be treated as University Consultancy? A8 No. Some activities, such as being a guest lecturer, are germane to the teaching and research missions of the University and so are not channelled through the standard University Consultancy route. University of Reading 2008 Tuesday, 16 September 2008 Page 3
Q9 I have considered undertaking University Consultancy, but apart from the extra income - which will be taxed anyway - I am not sure of any benefits. A9 One benefit is that you can also choose to receive a proportion of fees (agreed with your Head of School or equivalent), untaxed direct into your SDA. However, there are additional non-financial benefits to undertaking University Consultancy and these can include: Access to new industrial and commercial opportunities for collaboration Developing new skills and experience and building links with private and public sector companies and bodies Providing supporting information for Teaching and Research Recognition for fostering enterprise activity and credit in an evaluation of academic performance. From a practical perspective, you will also benefit from support in the setting up of the contract, public and professional liability insurance, invoicing and credit control, as well as support and advice throughout the process. Q10 How do I get a consultancy agreement in place? A10 You should complete a permission form, gaining approval from your Head of School or equivalent. The contracts team in RES will then ensure that you have an appropriate agreement or contract in place. It is imperative that this is done before you start work. Please take a look at the workflow diagram at www.reading.ac.uk/res/consultancy for further details. Q11 Do we always have to charge full economic cost to all clients? I am often asked to undertake consultancy by Charities, but they can t afford FEC. A11 We would always encourage you to think in terms of a fee which reflects that typical for this type of consultancy and market. Whilst the rate to be charged for Consultancy work is influenced by a variety of factors, it is useful to remember that many expert consultants charge 1000 to 2000 per day (plus other expenses) for work in their field of expertise. However, there may be instances when a client, such as a charity, will only have a budget which equates to below FEC and in certain circumstances this may be acceptable. RES will provide advice and support in these instances too. University of Reading 2008 Tuesday, 16 September 2008 Page 4
Q12 I want to undertake consultancy in a private capacity how should I do that and does the University need to know? A12 Yes, you must discuss with your Head of School or Directorate to gain their approval and complete a permission to undertake Private Consultancy form. For further details please take a look at Section 2.2 in the Policy and also at the Private Consultancy FAQs. University of Reading 2008 Tuesday, 16 September 2008 Page 5