Human Resources

Consultancy working for existing members of staff & students

Although consultancy work undertaken through the University is primarily for academic staff, in some circumstances it may be appropriate for non-academic staff and students to provide support on projects whilst under supervision.

However, there are a number of important rules that apply and approvals that must be obtained before any such engagement is confirmed.

Contact the Consultancy Services Officer within Research & Innovation Services in the first instance for support and guidance through the process.

Non-academic staff

You may be able to provide support to academics on consultancy projects providing that the following rules are observed: 

  • approval must be obtained from the Head of Department and Academic Consultant (Principal Investigator).
  • the Consultancy Services Officer must be engaged via the Academic Consultant.  
  • the individual member of staff must expressly agree to conduct the assignment and abide by any confidentiality terms.
  • the assignment must be outside the core duties of the individual's substantive contract. 
  • the assignment must be short-term with clear start and end dates. 
  • the assignment must be conducted outside the individual’s normal working hours. 
  • the Working Time Regulations legislation must be adhered to: your total weekly working hours (standard substantive contractual hours plus any additional hours e.g. from the consultancy assignment) should not exceed 48 when averaged over a 17 week period.  
  • for research staff, the terms and conditions of their grant should permit them to do external work.

Payment for non-academic staff

  • The fee payable to the member of non-academic staff for the assignment will be determined by the Academic Consultant as part of the project budgeting process. This will therefore be included on the Consultancy Costings & Approval Form (CCAF) under ‘payment to non-academic’. The CCAF is used by Finance to set-up the project on the Finance system and allocate a consultancy project code against which this staff cost can be deducted.
  • The fee as quoted in the project budget (CCAF) will be inclusive of Employers National Insurance which is deducted by Payroll at the point of payment.
  • The fee is pensionable (unless the member of staff has opted out of the pension scheme).
  • For payment of the fee, a special ‘Claim Form for Non-Academic Staff’ should be completed and authorised by the Academic Consultant.  Either the Head of Department or Faculty Finance Officer should also countersign the form before submission. Once complete the form should be sent to Emma Hoar, Finance Office for processing for payment.  

Students

Postgraduate and undergraduate students may be able to provide support on consultancy projects subject to the following:

  • approval must be obtained from the Academic Consultant and the Student Supervisor
  • the Consultancy Services Officer must be engaged via the Academic Consultant.
  • the individual student must expressly agree to conduct the assignment and abide by any confidentiality terms.
  • the student must be engaged in the usual way for casual work through Joblink.  

Payment for students

  • the appropriate hourly rate of pay will be determined by the Consultancy Services Officer or Academic Consultant in accordance with the University’s casual pay rates.
  • the total estimated amount payable is included in the project budget (CCAF) under ‘ payment to non-academic’ inclusive of Employers’ National Insurance. The CCAF form will be completed by the Academic Consultant.  The CCAF is used by Finance to set up the project on the Finance system and allocates a consultancy project code against which this staff cost can be deducted.  The Academic Consultant is informed of the project code.
  • for payment, a Casual Workers Timesheet for the hours worked on the assignment should be completed and approved and the project code assigned to the form. Timesheets are then submitted to the Payroll Office for payment.
  • the fee is pensionable (unless the student has opted out of the pension scheme).