Consulting Process Stages

		What you do	What Isis does
		Forms
1	Register interest with Isis		08a DEC 1 Form	Isis enters your details and areas of interest on its database to match against companies
2	Identify Company			Isis identifies companies with consulting needs and matches them with University researchers
3	Agree Programme of work/scope			Isis facilitates the discussion between you and the company, clarifying the work to be done
4	Negotiate Price			Isis has substantial experience in negotiating realistic commercial fees
5	Preconsultancy Report (Conflict of Interest check)			Isis works with Research Services to avoid conflicts which may damage current research activities I.e. research sponsor obligations, licences
6	Negotiate Contract			Isis works to reduce your liabilities and protect academic freedom and intellectual property rights
7	Arrange Professional Indemnity Insurance			Isis ensures the consulting contracts are covered by the University's PII policy
8	Notify your research sponsor/funder			If alerted by Research Services that you need to get research sponsor approval for consulting, we may be able to help you
9	Completion of Appropriate Forms	32 OA1 09 Consultant Contract 09A DEC 2 Forms		Isis will assist you in completing the University's OA1 Form for Head of Department Approval. Isis prepares the Consultant Contract, which is your agreement to undertake the specific piece of work. The DEC2 is an Isis form which confirms your agreement to undertake Services work and will be signed by you and your Departmental Administrator to accept funds into the Department
10	Exchange contracts			Isis arranges signature by the company
11	Project manage the work			Isis will help co-ordinate the work and manage the production of reports and arrange meetings where appropriate
12	Consultant Invoice			Using OUCs Standard Template, submit your invoice to us for payment
13	Invoice company			Isis will invoice the company promptly in line with the contract
14	Chase payment from company			Where appropriate Isis will chase prompt payment by the company
15	Organise payment (nb Tax)			After the charge of 15% is deducted Isis processes payment of your Invoice directly to your bank account. You are required to address your obligations concerning personal Tax and National Insurance Contributions.

Points to Consider

Using Isis to help you with consulting and service activity does not remove the need for you to follow the University’s procedures, as detailed at - (www.admin.ox.ac.uk/rso/oxonly/consultingactivity/procedure.shtml). However, Isis can help explain and smooth the route to your obtaining the necessary approvals.

You may be approached directly by a company to carry out consulting work.  It is your choice whether you wish to handle the negotiation, Departmental clearances and other administration yourself or to involve Isis, however, internal approvals are required in either case.  If you do elect to use Isis, it is our experience that the earlier the work is passed to us the more effective and efficient the overall process will be.

Services Agreements

Service agreements relate to the provision by researchers and technicians of testing and analysis work using equipment owned by or based in the University. Service work is NOT consultancy and any employee thinking of utilising University resources to undertake such work needs to, at least, get advice from their Departmental Administrator and Research Services.

There are likely to be many complex issues involved in the provision of such service work and Isis can help in identifying and managing these. Issues such as Health and Safety and the disposal of materials can be handled by discussion with the appropriate Departmental Administrator, and addressed within the contract. Other issues may involve liaising with the relevant funding bodies which may have provided capital for new equipment on the basis the equipment is for “pure” research use only, rather than commercial gain.

If you have any questions or concerns about whether your consultancy may be considered as service work or you intend to undertake such work please contact your Departmental Administrator and Research Services.

Timescales

Our experience is that the process from first contact to final contract can be managed reasonably quickly. However, negotiations can sometimes delay matters owing to client requests having to be reviewed and agreed with our lawyers.

PLEASE REMEMBER that if you do not use us you must still comply with the University Policy as mentioned above. Even then you can only sign for a personal contract and not for, or on behalf of, the University.