Consultancy Application Form

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PLEASE NOTE: This form is for internal purposes only – do not forward to the client organisation

This form should be used for all managed service consultancy applications whether Individual or University consultancy.

This form should be read in conjunction with the ‘Rules Governing Outside Professional Activities’ which apply to all staff undertaking individual consultancy at grades 6 and above. This can be found on the "Useful Resources" page of the Consultancy Service.

Key points for consultancy applicants include:

Consent is required to undertake external professional activity including consultancy
Eligible staff may be granted up to one day a week allocated time on individual consultancy, subject to approval and where relevant benefits are identified
Any potential conflicts of interest, ethical issues or personal data use must be declared when seeking consent
University resources including; name, email, address, data, IP, facilities, equipment or confidential information may be used with consent when undertaking individual consultancy through Lancaster University’s managed consultancy service

Advice for completing the form:

Section 1 will ask for your details as a Consultant. This will include contact, costing, authorisation and payment distribution information
The form is designed to be completed by the person undertaking the consultancy work (the 'Applicant'). If more than one Consultant is working on the project, the form should be completed by a nominated 'Lead' Consultant. Details for other Consultants can be added by selecting "Add another consultant" at the end of section 1
Section 2 will ask for details about the organisation for which the work is being done (the 'Client')
Section 3 will ask for details about the work being done (the 'Project')
If you require any help with the form, or experience any technical issues please contact consultancy@lancaster.ac.uk

The Consultancy Team provide a managed service undertaking the contracting, invoicing, indemnity insurance provision and payment on your behalf. Contact the Consultancy Team for further advice or information.

Lead Consultant Consultancy Type (for connector)

Account ID

Contact ID

Consultant ID

Advice for completing the form

The form is designed to be completed by the person undertaking the consultancy work (the 'Applicant'). If more than one Consultant is working on the project, the form should be completed by a nominated 'Lead' Consultant. Details for other Consultants can be added by selecting "Add another consultant" at the end of Section 1

If you are planning to use a non-staff resource (e.g. a PhD student or an external contractor) please note this in "Materials and Consumables Details"

If you require any help with the form, or experience any technical issues please contact consultancy@lancaster.ac.uk

Section 1 asks for your details as a Consultant. This will include contact, costing, authorisation and distribution information.

Please ensure that the Lead Consultant's details are entered as the first applicant, and any other additional Consultants are added using the "Add another consultant" button.

Section 1: Applicant (Consultant) Details

First Name

Last name

Email Address

(email address must be @lancaster.ac.uk)

Faculty (or Professional Services)

Department

Please note: if you choose "Professional Services" or "HIC" as your Faculty, you do not need to choose an option for Department

Consultancy type

‘University’ if wholly workload with income returnable to dept.; ‘Individual’ if wholly or largely outside workload and income personal or split

Role

Lead Consultant = sole Consultant or the primary contact if there is more than one Consultant on the project. Consultant = any other staff Consultant working on the project

Please tick here if your role is that of an unpaid supervisor:

Applicable only if you are an unpaid nominal lead and overseeing work delivered by a student or external resource through ERS.

Workload allowance requested for Individual Consultancy?

Under the Rules Governing Outside Professional Activity, an authoriser may grant workload time to deliver Individual consultancy where there are clear benefits to the University.

As you have selected "Yes" for the above question, please state how much time is being requested and any potential benefits or impacts on other work.

How many days a week of workload time will be allocated to this consultancy work, and what are the potential impacts on other work?

Rates and Pricing

Consultancy may be chargeable on day rates (occasionally sub-divided to hourly) or as a calculated fixed price (particularly when bidding in a tender scenario). If a price or rate has been agreed, please include this here, if not then the Consultancy Service will propose a daily rate for you, based on full economic cost and an uplift the reflect the commercial value of your time.

Fixed cost (£)

Day rate (£)

Number of days

Please provide an estimate of the number of days to be spent on the project, and details of any discussions already had with the client regarding rates

Materials and consumables (£)

Please indicate any materials or consumables costs that will need to be recuperated (over and above any Fixed Price or Day Rate). Please leave blank if not applicable, or not yet known.

Materials and consumables details

Please leave blank if not applicable, or if not yet known.

Travel expenses (£)

Please indicate any travel costs that will need to be recuperated (over and above any Fixed Price or Day Rate). Please leave blank if not applicable, or not yet known.

Sub-contractor / ERS costs (£)

Please indicate any contract value allocated to sub-contractors or ERS (student employment). Do not add these as an additional consultant on a new page. Please leave blank if not applicable, or if not yet known.

Sub-contractor / ERS details

Please leave blank if not applicable, or if not yet known.

Distribution and Payment

A Consultancy project code will be allocated for the duration of the project only. Upon completion of the project, the income (less any costs incurred) will be distributed or paid out as indicated below.

The University does not levy a charge for facilitating "standard" consultancy. Payment options for individual consultancy include salary or a Personal Research Code (PRC).

Please indicate your income distribution preference for Individual Consultancy below. If you wish to defer the decision until later, please mark these fields as 0 and we will confirm prior to payment.

You have selected "University Consultancy", therefore 100% of income received will go to your department. Please provide the account code your department wishes to be credited.

% Distributed to Department

% Distributed to PRC

% Distributed to Salary

% Distribution Total

Please ensure your % distribution equals 100%

Please indicate the Account Code/Employee Number for the payment distribution (where applicable). If not known at this stage, please enter "TBC".

Dept./Institute Code

PRC Account Code

Employee Number

Please provide additional information below if you wish to attribute income to other codes:

Authoriser Details

Please provide the name and email address of the Authoriser for this Applicant. When the form is submitted the Authoriser will be contacted to seek approval. Your authoriser should be one of the roles in the table below, unless specific written delegations operate in your department.

Name

Email Address

(email address must be @lancaster.ac.uk)

Applicant email and Authoriser email the same?

Please enter your Authoriser's name and email address in this section, not your own.

Click the "Add another consultant" link below to add another consultant to this project. Please only include staff consultants. External staff, sub-contractors or students to be employed through ERS should be included in section 1 under the lead applicant.

Section 2 will ask for details about the organisation for which the work is being done (the 'Client')

Section 2: Client Details

Client/Company Name

Contact First Name

Contact Surname

Contact Email

Contact Phone (if known)

Address

Tick here if company is based outside of the UK

Country

Street

City

County/Region

Post Code

Which industry does the client work in?

Is the Client an SME commercial business, a non-SME commercial business, or a non-commercial organisation?

Section 3 will ask for details about the work being done (the 'Project')

Section 3: Project Details

Please provide a title for your project.

This title will be used as the Agresso title of your project code, and is internal facing only.

Please provide a brief description of the work and deliverables, and any intellectual property being used. Please use the button below the text box to upload any files.

If you have a more detailed description of work and deliverables, please attach the file(s) here.

Please provide a brief description of the benefits that may accrue to the Department or the University. This may include potential Impact Case Studies, student placement opportunities, Knowledge Exchange, contemporary experience for teaching or any other beneficial impacts.

Are there any potential conflicts of interest arising from you (or any other Consultant on the Project) undertaking this work?

Please provide a brief description of any potential conflicts of interest below.

Will there be any personal data transferred between the University and the Client in the course of this work, as defined by the Data Protection Act 2018?

Note: If you have selected "Yes" you will need to complete the GDPR table found on the Useful Resources section of the Consultancy webpage and send it to consultancy@lancaster.ac.uk

Please click on "Consultancy GDPR Table" on the page, and open the form that downloads. Once the form has been completed, please send to consultancy@lancaster.ac.uk.

Are there any potential ethical or reputational issues associated with this client or the work?

Please give a brief description of potential ethical or reputational issues below, and contact your authoriser to discuss further if you believe this may need an ethical review.

Please provide the start and end date of the work

Start Date

End date

Are these dates Confirmed or Estimated?

Please review the information you have provided.

When you are happy that the form is completed, please click "Submit" at the bottom of this page to finalise submission of your application form.

The Authoriser(s) identified in Section 1 will receive an email summarising the application and asking them to confirm approval. Their response will be sent directly to the Consultancy Team who will match it with your application, then contact you to discuss any details and review a draft agreement prior to the contact of your client.

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