VLB JANAKIAMMAL COLLEGE OF ARTS AND SCIENCE

CONSULTANCY POLICY

Introduction

Consultancy means work of a professional nature, undertaken by staff in their field of expertise, for external clients, for which payment is usually made.

Purpose of the Consultancy
  • It encourages staff to do consultancy service to facilitate knowledge sharing and contributing to economic and social impact. It serves to enhance the "Industry-Institute Interaction".
Purpose of this policy
  • This policy is intended to provide a clear framework for those staff engaged in, or who wish to engage in consultancy through the Institution.
Exclusivity of service and fiduciary duty

The Institution encourages transfer of knowledge through consultancy within the terms of the Institute. Consultancy work can be undertaken by an individual academic, or other member of staff (including technicians), or a team of collaborators, students, on behalf of the Institution.

This incorporates the duty owed to the Institute by each staff, to act in its best interests, never to engage in activity which might bring the Institute into disrepute.

Staff is not permitted to take on work with or for any organisation without permission.

The Institute expects all faculty members to comply with this policy and regards any breach as a serious matter which may result in disciplinary action being taken in accordance with the Institute’s policies and procedures.

Consultancy work can bring financial benefits both to the institution and its employees.

Staff should not, under any circumstances, discuss pricing with a client before discussing the project with the Principal and the Research Co-ordinator.

Scope of this policy

This policy is applied to all consultancy activity carried out by all Institute staff.

The staff should follow the norms set out in this policy for the approval, carrying out and recording of consultancy. All consultancy activity should be consented by the Principal in accordance with this policy.

In making the decision of acceptance of the Consultancy, the following factors will be considered:

  • Ensuring that the core activity is not adversely affected by the Consultancy.
  • Individual workloads.
  • The reputational risks and benefits of engaging in the activity.

The Institute reserves the right of veto on any consultancy.

  • Ensuring that the coordinator of research is informed of all approved consultancy within their area of responsibility.
  • Ensuring all the documents related to the consultancy activity is submitted to the Principal office and the Centre of Research.
Use of income from Consultancy

Any income generated from approved consultancy contracts will be first applied to meet the full economic costs incurred by the Institute and Faculty/Department.

On completion of the project any surplus or deficit (after full costs have been charged) will be returned to a faculty/department incentive account.

Amounts paid into faculty/department incentive accounts cannot be drawn in cash or as a cash alternative for an individual’s personal benefit. However, Faculties and Departments are encouraged to recognise the contribution made by members of staff undertaking consultancy in their allocation of resources.

Overheads will be distributed in accordance with the Institute’s policy as follows.

The revenue generated out of consultancy services will be shared to the staff or group of staff as follows:

Faculty Management

60%

40%

The staff has to identify and include the following during the pricing of the Consultancy activity.

Price:
  • This is the price the client/organization will pay for the consultancy work. To avoid confusion or dispute later, care must be exercised to ensure clarity as to the inclusion or exclusion of items such as travel as well as any special charges for materials or use of facilities in the institution.
Costs:

During the calculation of the cost of consultancy activity, the costs towards faculty expertise and resources including the use of college space and equipment is to be determined.

Consultancies Received

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