Public Engagement with Research Masterclass 5:

Costing your Public Engagement activity

Professor Vanessa Toulmin, Lesley Allen, Ruth Hambleton, Daniel Rose and

Steve Rimmer, CADS

Evaluation at the start of the session – what do you know?

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Outline of session

2pm Vanessa Toulmin and Lesley Allen

2.50pm Ruth Hambleton - HEIF

3.05pm Daniel Rose - URMS

3.15pm Steve Rimmer – an external point of

view

3.45-4.00pm Round up and questions

Introduction to the project and Public Engagement with Research team

• Introduction to the Public Engagement with Research Team

• The Masterclass series

• What we can do to help?

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Masterclass series Masterclass title Date & time

What to think about when organising your public engagement event 27th February 2-5pm

How to identify partners in the city? Internal and external 27th March 1-4pm

Public Engagement or Widening Participation/ Outreach? Organising for children and young people – what you need consider

24th April 1-4pm

Relating Public Engagement to Impact 29th May 1-4pm

Costing your Public Engagement activity and how the University finance systems work

26th June 1-4pm

Film & documentary skills 24th July 1-4pm

Writing a funding bid and identifying potential funds 26th September 11-1pm and 2-4pm

Writing a risk assessment for your event 30th October 1-4pm

Media and social media training 20th November 1-4pm

Ideas for evaluating your public engagement event 18th December 1-4pm

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What is Public Engagement?

• “Public engagement describes the myriad of ways in which the activity and benefits of higher education and research can be shared with the public. Engagement is by definition a two-way process, involving interaction and listening, with the goal of generating mutual benefit ”

National Coordinating Centre for Public Engagement

• The University’s Good Research and Innovation Practices policy

www.sheffield.ac.uk/ris/grip

• Minimum accepted practices in public engagement

• Higher practices to aspire to

30/07/2013 © The University of Sheffield

30/07/2013 © The University of Sheffield

General costs in public engagement activities

Staff costs

• Your time

• Support from technicians or AV

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Non-staff costs 1. Marketing: promoting the event and

printed material

2. External facilitators e.g. Ideas Bazaar

3. Note takers

4. An incentive for participants

5. Venue hire - University event in the University is normally free. Allow approx £100 per hour for external venues

6. Refreshments: Snacks usually costing up to £7.50 per person. (Depending on the venue.) Teas and coffees usually costing up to £2.50 per person

7. If you are reconvening on several occasions this will add to the cost (and time) requirements

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30/07/2013 © The University of Sheffield

8. Materials for children’s activities 9. Postage 10. Photographer to record your

event 11. Materials for demonstration or

exhibitions 12. Evaluation – costs for posters,

pens, questionnaire printing etc 13. Hire of audio-visual equipment

at an external venue – e.g. - Projector or flipchart

14. Consumables: hand-outs , T Shirts balloons, banners, leaflets

15. Costs may involve the cost of travel to venues and the cost of consumables for workshops and demonstrations

In-house resources

• University venues

• Support from CICS

• Print unit

• University catering

• Sheffield Volunteering/ students to help

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Balance the cost: Its probably worth paying for something suitable that having something unsuitable for free!

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Case study

Act/Performer Ex Vat Fees Travel Total Ex VAT With fees VAT Hotel inc VAT

Bands - 2 £ 850.00 £ 50.00 £ 900.00 £ 900.00 £ 62.00

Entertainers - 10 £ 11,550.00 £ 650.00 £ 12,200.00 £ 12,550.00 £ 558.00

Food & branding £ 500.00 £ - £ 500.00 £ 500.00 £ -

Green Room £ 1,000.00 £ - £ 1,000.00 £ 1,200.00 £ -

Management £ 2,000.00 £ - £ 2,000.00 £ 2,400.00 £ -

Misc / Contingency £ 100.00 £ - £ 100.00 £ 100.00 £ -

Organiser £ 200.00 £ - £ 200.00 £ 200.00 £ -

Photographer £ 100.00 £ - £ 100.00 £ 100.00 £ -

R&D £ 1,000.00 £ - £ 1,000.00 £ 1,000.00 £ -

University Staff Overtime costs £ 500.00 £ - £ 500.00 £ 500.00

£ 17,150.00 £ 650.00 £ 17,800.00 £ 18,750.00 £ 558.00

Total with VAT & Hotels £ 19,308.00

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Procedures everyone should know about the University’s Financial Regulations

They exist for your benefit and to protect you against any financial misconduct; they are about doing things properly. It is also called our Compliance Framework.

Financial Regulations

• They apply to all of us

• They apply to ALL University activities

• There are set rules relating to buying goods and services. Only items for University activities can be bought by the University. No items for personal use can be procured via the University.

• There are specific Regulations relating to Procurement and Tendering.

Things to consider

• Think about any crossover of financial years; Financial year end is 31st July. In some instances arrangements are made for funding to last in to a subsequent financial year.

• Are you paying a business or an individual and are they registered as self-employed?

• Consult your Department's Finance contact to establish the best route to pay someone.

Administrator’s Role • There is a designated member of staff within your

department who will facilitate all of these financial functions on your behalf.

• Understanding the financial processes will assist the administrator in delivery of the payment processes.

• Knowledge of payroll and expenses procedures need to be clearly understood at the start of any project

• An agreement for services and contracts need to be signed in advance of commencing work.

• Please do not agree to work without following these basic principles.

The basics

• You must ensure every effort is made to obtain goods and services in house; from University departments. For example; catering, printing and so on for events in University premises.

• Where new suppliers are used we must ensure that these individuals are added to the supplier database. This procedure can take a few weeks to set in place and is subject to approval from the procurement team. It is important that you check the procurement database to see if a preferred supplier exists on the current list to obtain your services from.

• Depending on the type of service; you may need to obtain a signed agreement for services from the individual in advance of any work instruction.

• Please seek advice from Finance at the start of your work to establish which route you should take to pay for your project needs; or alternatively you can contact the public engagement team for advice.

Procurement procedure… • Value of your order maximum of £4999.99 (Threshold) obtain 3 estimates

• Written quotation detailing the dates and work/services

• Define if you are paying a business or a person

• Obtain a letter headed document which confirms company and payment details

• Complete the online form and wait for approval and the account set up via procurement

• http://www.sheffield.ac.uk/finance/staff-information/financial_systems/vendor_process

• Vendor code will be issued

• Raise the purchase order and send to the supplier

• After delivery of the goods or services the order can be goods receipted within ubase.

• Request the invoice which must state the purchase order reference and cannot be date prior to the date the requisition was raised.

• Send the invoice to Finance or your departmental administrator.

• Payment terms are 31 days after the date of the invoice.

Ruth Hambleton

HEIF

Daniel Rose

URMS

Steve Rimmer & Kiran Ancliffe

CADS

Evaluation at the end of the session – what have you learnt?

Opportunities for engagement – what is coming up?

Platforms:

• Mobile University (September)

• Ideas Bazaar (September)

• Off the Shelf (October)

• Festival of Social Science (November)

• Festival of the Mind (September 2014)

For further information contact:

• Greg Oldfield, Head of Public Engagement

• Amy Carter, Public Engagement Manager

• Fran Marshall, Research and Evaluation Manager

• Addison Building Room A100

• engage@sheffield.ac.uk

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Questions

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To Discover And Understand.