Consultancy and Investigational Work
P1295/OP1 Regulations Governing Consultancy and Investigational Work Introduction
Regulations Governing Consultancy and Investigational Work
The University shall consider and approve consultancy and investigational work of good intellectual quality which will contribute to the effectiveness of teaching and research performance of staff at the University and is beneficial to the profession and the society at large. Staff members who wish to undertake consultancy and investigational work should acquaint themselves with regulations set out in this document and to follow the required procedures for seeking the necessary approval for undertaking the consultancy and investigational work.
Types of Consultancy & Investigational Work
2. Given the varied nature of consultancy & investigational work, it would be difficult to draw up an exhaustive list of different types of consultancy & investigational work. In general, work projects should be classified as "Consultancy & Investigational Work if:-
3. Projects/courses run by departments/offices/established centres meeting the above characteristics shall be classified as consultancy & investigational work and shall be subject to regulations set out hereunder. In case of doubt, staff members or departments should seek the necessary confirmation from the Vice-President (Research and Development) as to whether the work project concerned should be classified as consultancy & investigational work or otherwise.
Application Procedures and Criteria for Approving Consultancy and Investigational Work
4. The President & Vice-Chancellor shall be the approving authority for all cases of consultancy and investigational work. The procedures for seeking the necessary approval for undertaking consultancy and investigational work are set out below :
Limit of Staff Time to be Committed to Consultancy and Investigational Work
5. The maximum permissible time for a staff member to spend on approved consultancy and investigational work is limited to one working day per week on average, to avoid the excessive use of staff time at the expense of academic pursuit.
Recovery of all Overhead Cost Incurred for Consultancy and Investigational Work
6. It is the University's intention to encourage consultancy and investigational work of good intellectual quality. Moreover, since the approval of such activities is not based upon or motivated by financial consideration, the University does not require sharing of income derived from such work. Instead, the University requires reimbursement by the staff member concerned of all overhead cost incurred in carrying out the consultancy and investigational work, including: direct cost (e.g. the identifiable use of support staff time, specialized equipment, computing/photocopying services, consumable materials, University premises etc. and any item requiring a disbursement or charging by the University) as well as indirect cost (e.g. the administrative services, the access to University facilities etc.).
7. To meet this requirement of "recovery of all overhead costs" incurred, the staff member concerned should prepare the budget in such a way that the fee charged to the client shall include the reimbursement of all direct cost incurred by the University, in addition to which a 10% of the total cost so calculated should also be included for compensating the University (to be shared with the individual Faculty/School when appropriate) for all indirect cost involved. Items of expenditure which are directly paid by the client without going through the University could, however, be excluded. To summarize, the budget prepared by staff member concerned should include the following parts :
Monitoring of Consultancy & Investigational Work
8. Subsequent to the approval of the President & Vice-Chancellor, the Dean/Head of Office should ensure that all direct and indirect cost involved including administrative charges and supporting staff time have been properly accounted for in the budget prepared by the staff member to the client for the consultancy work. The staff member should be reminded that no liability should be attached to the University of the consultancy work to be undertaken and in this connection, the staff member should be advised to consider carrying insurance to cover himself/herself against possible claims arising from such work.
9. The Office of the Vice-President (Research and Development) will then take up the technical arrangements with the staff concerned, to ensure that the staff concerned will:
10. During the course of the approved consultancy and investigational work, the Vice-President (Research and Development) will continue to monitor the work and will report to the President & Vice-Chancellor in cases of suspected malpractice and/or other dispute.
11. The University shall keep these regulations under constant review; and will promulgate to all staff via the Dean/Head of Office any revision/amendments to the regulations as appropriate in future.