Consultancy Application Form

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 any 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; and
University resources including; email address, university address, data, intellectual property, 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:

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 1 will ask for details of the Lead and all other Consultants. This will include contact, costing, authorisation and payment distribution information
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)

Opportunity Name

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 temporary staff resource (e.g. a PhD student or an external contractor) please note this in "Sub-contractor" or "Temporary Staff (including ERS)" fields below.

Please include all costs for materials, consumables and travel of any consultants within section 1a (Lead Consultant).

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

Section 1 asks for details of all the Consultants involved and should be completed by the Lead Consultant. This will include contact information, pricing, authorisation and payment 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 1a: Applicant (Lead Consultant) Details

First Name

Last name

Full Name

Email Address

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

Faculty (or Professional Services)

Department

School

Discipline

Are you undertaking this work as part of a Lancaster University institute or centre?

Which institute/centre are you working with?

Consultancy type

‘University’ if wholly within workload allocation with income returnable to your department. ‘Individual’ if wholly or largely outside workload and income personal or split

Please tick here if your role is that of a supervisor:

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

Are you requesting a workload allowance 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.

What are the potential impacts on or benefits to 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 to reflect the commercial value of your time.

Fixed cost (£)

Day rate (£)

Total Number of days

Number of days inside Workload allowance

KEEP In Workload Total

Number of days outside workload allowance

Is the consultant expected to undertake any work outside workload allowance?

Important Note

Please ensure that where any consultant is delivering consultancy services outside of workload allowance that 'Individual Consultancy" is selected as their Consultancy Type when you add them to this consultancy opportunity.

Please provide details of any discussions you have 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 costs (£)

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

Temporary staff costs (including ERS) (£)

Please indicate any contract value allocated to temporary or ERS (student employment) staff that are needed to deliver the consultancy work. 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 details

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

Temporary staff details (including ERS)

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).

Whilst the University does not levy a charge for consultancy Employers NI contribution and apprenticeship levy costs are deducted from the amount when a salary payment is made, which are the actual costs directly incurred by making the salary payment to you.

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 totals 100

Please provide your Employee Number, PRC Code and Dept/Institute Finance Code for the payment distribution (as 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.

Is there another consultant working on this project? Please only include staff consultants. External staff, sub-contractors or students to be engaged or employed temporarily should be included in section 1a under the Lead Consultant.

Section 1b: Applicant (Consultant) Details

First Name

Last name

Full Name

Email Address

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

Faculty (or Professional Services)

Department

School

Discipline

Are you undertaking this work as part of a Lancaster University institute or centre?

Which institute/centre are you working with?

Consultancy type

‘University’ if wholly within workload allocation with income returnable to your department. ‘Individual’ if wholly or largely outside workload and income personal or split

Please tick here if your role is that of a supervisor:

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

Are you requesting a workload allowance 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.

What are the potential impacts on or benefits to 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 (£)

Total Number of days

Number of days inside Workload allowance

KEEP In Workload Total

Number of days outside workload allowance

Is the consultant expected to undertake any work outside workload allowance?

Important Note

Please ensure that where any consultant is delivering consultancy services outside of workload allowance that 'Individual Consultancy" is selected as their Consultancy Type when you add them to this consultancy opportunity.

Please provide details of any discussions you have already had with the client regarding rates

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).

Whilst the University does not levy a charge for consultancy Employers NI contribution and apprenticeship levy costs are deducted from the amount when a salary payment is made, which are the actual costs directly incurred by making the salary payment to you.

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 totals 100

Please provide your Employee Number, PRC Code and Dept/Institute Finance Code for the payment distribution (as 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 engaged or employed temporarily should be included in section 1a under the Lead Consultant.

Page 3

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?

Page 4

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 short title for this project

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.

Please upload any draft legal agreements provided by the client (if applicable).

Where possible the University prefers to draft the contract on our own terms, so it may not be possible to accept contracts and NDA's provided by a Client. The Consultancy Team will negotiate directly with the client to reach a suitable agreement.

It is important that you do not sign any legal agreements yourself as there are specific authorised signatories for the University and you may be binding yourself personally. If you are unsure or concerned please contact consultancy@lancaster.ac.uk and the Consultancy Team will assist you.

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?

Which way does the data transfer?

Note: If you have selected "Yes" you will need to complete the GDPR table found on our Useful Resources website page. If you have any queries please email: consultancy@lancaster.ac.uk.

Please upload your completed GDPR table:

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 be emailed a summary of the application by the Consultancy Team requesting their approval. Their response will be sent directly to the Consultancy Team, who will then contact you to discuss any details and review a draft agreement prior to them contacting the client.