Consulting Process Stages

		What you do	What Isis does
		Forms
1	Register interest with Isis		DEC 1	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 researcher.
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	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	OA1 DEC2		Isis will assist you completing the University's OA1 Form for Head of Department Approval. The DEC2 is an Isis form which confirms your agreement to undertake the specific work.
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	Invoice company			Isis will invoice the company promptly in line with the contract
13	Chase payment from company			Where appropriate Isis will chase prompt payment by the company.
14	Organise payment (nb Tax)			After the charge of 15% is accounted Isis processes payments through the University payroll, thereby removing the need for you to make a separate tax return.

Points to Consider

Using Isis to help with consulting and service activity does not remove the need for you to follow the University’s procedures (http://www.admin.ox.ac.uk/statutes/regulations/198-094.shtml).  When working through Isis, internal scrutiny is required by Research Services and approval from your appropriate line manager.  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, paperwork and tax yourself (remembering that the internal approvals will still need to be gained) or involve Isis.  If you do wish to use Isis, it is our experience that the earlier the work is passed to us, the faster the overall process will go.

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 need to at least get advice from their Deaprtmental Administrator and Research Services.

There are likely to be many complex issues involved in the provision of services 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 Deaprtmental Administrator and Research Services asap.

Timescales

Our experience is that the process from first contact to final contract can be managed within days. However, generally, negotiations can take longer depending on the nature of the requests made and will need to be seen by our lawyers and agreed with Research Services in line with the relevant University Statues and Regulations.

Please remember that if you do not use us you must still comply with the University Statutes and regulations. Even then you can only sign for a personal contract and not for, or on behalf of the University.