Guidelines for Consultancy and Testing projects
The Institution has expertise in various research areas to provide knowledge and intellectual inputs that are of interest to the industry and other organizations. Following guidelines will be used for engaging in any consultancy job:
- A consultancy project/task/work is one where faculty and research staff provide knowledge and intellectual inputs to the industry or other organizations (within India and abroad), primarily for their purposes.
- All payments for consultancy work must come in the name of Mount Carmel College, Autonomous, Bengaluru payable at the respective campus. The Institute will then do the needful for complying with statutory laws. Faculty or PI will handle the project account and spend funds as required. Share of the Institute should also be transferred.
- The requirement originates from the industry/other organizations concerned or faculty can approach industry/other organizations. The faculty is expected to estimate the time and cost required to accomplish the task.
- The proposal is then prepared by the PI.
- The budget for the proposal should be in one part. It should reflect project consultancy fee for PI, co-PI, and other investigators, 30% overheads to MCC, and service tax on the total amount, if applicable. Service tax is subject to periodic revision by the Government of India. Service tax is not applicable on projects if the funds are received in foreign currency. Expenses on equipment, supporting manpower, travel, contingency must also be included in the budget, if necessary. (The faculty is advised that if the expense on equipment, supplies, manpower, travel, etc. is large, then these must be proposed as a separate R & D project.). From the consultation charges of PI and Co-PI, 80 % for Science, Humanities, and Commerce share will be given to the Mount Carmel College R&D Account.
- All consultancy proposals must be sent under the signature of the PI to Dean/Associate Dean for endorsement and approval by Campus Director.
- The office will assign a unique internal number to the project proposal.
- Payment to be made to MCC as per agreed upon milestones. 100% advance payment should be made if the project is in one phase. If the project is broken into phases, then 100% advance payment should be made before the beginning of each phase. The expenditure and disbursements will be made through normal Institute procedures. The project expenditure for equipment and consumables will be maintained in a separate stock register by PI.
- In international consultancy projects:
- Funds are received in foreign currency;
- Service tax is not applicable;
- The consultancy assignment with the other party/funding agency of foreign origin should be in conformity with the laws of all the Countries involved and/or International laws as the case may be.
- IPR issue: All IPR related issues are agreed upon between the PI and the funding agency and should be cleared by IIPC before signing MoU/agreement. Preferably, IPR will be jointly shared by MCC Bengaluru and the industry/ organization unless specified in the agreement.
- When MoU/agreement is cleared from all angles and acceptable to both the parties, it will be signed by the PI and Dean/Associate Dean and industry/organization. A copy of the duly signed MoU/agreement will be sent to the other party and a copy retained in the office of Dean/Associate Dean and a copy given to the Finance section of the campus.
- Project responsibility: These projects are headed by a Principal Investigator (PI) and may have Co-Principal Investigators (co-PIs) and the deliverables are the responsibility of the PIs. The Institute provides the PIs necessary support.
- The statement of expenditure and utilization certificate will be prepared at every financial year end by the competent designated authority if required.
- After completion of the project, the final report should be submitted to the funding agency with a copy to the office of MCC.
- The project file will be closed with the submission of the final technical and financial project report and transfer of the non-consumables and consumables to the Institute.
- The time spent on consultancy and related assignments shall be limited to the equivalent of 52 working days in a year, preferably at the rate of one working day per week. In addition, Consultants may be permitted to utilize, on an average one non-working day per week.
- Consultancy assignments may be taken up and implemented, within the constraints indicated above, provided they do not have any adverse impact on the ongoing academic, research, and related activities. Further, such assignments need to be carefully scheduled in light of ongoing commitments. If required, a clear indication of the earliest date on which the assignment can commence may be clearly spelled out in the proposal form.
- The services of employees of the Institute may be utilized for the execution of the consultancy projects provided it does not affect their primary functions and responsibilities to the Institute. Such work by employees may be compensated by suitable honoraria and must be a part of the budget. Students who are willing to work on consultancy projects may be permitted as per Institute norms to do so provided it does not affect their academic commitments and performance. Such work by students may be compensated by suitable honoraria and must be a part of the budget.
- Travel out of the campus on account of consultancy activities should be undertaken with intimation to the Head of the Department.
- Outstation travel on Consultancy Assignments may be undertaken normally with the prior approval of the Head of the Department. In emergencies, prior intimation and subsequent sanction could be considered acceptable.
- Faculty members should not use the name of MCC or its logo for consultancy work, consultancy reports, etc. except to identify the association of the consultant with MCC, Bengaluru.
The word refers to testing a component or a product against a standard. Examples could be testing the strength of concrete in construction, compaction strength of soil, calibration of pressure gauges, and chemical identification, drug identifications, estimation, and evaluation of unknown species. The Institute will undertake testing jobs provided facilities are available and such testing does not interfere with any teaching or research work. The testing jobs can be initiated by faculty once the request is received for the testing job. The procedure for the overall operation of the project is similar to that of a consultancy project.
- Limitations: Undertaking routine testing jobs is to be discouraged. Sufficient caution also needs to be exercised to ensure that consultancy projects do not interfere with the normal duties of Faculty members.
- Involving Foreign Collaborators: The proposals involving foreign collaborators must have funding support given to each partner in accordance with the National Laws, Rules, Regulations, and procedures in effect.
- Publications of Results: Investigators wishing to publish technical/ scientific papers based on the research work done under the project, should adhere to the guidelines of the sponsoring agency and acknowledge the assistance received from the sponsoring agency in the publications.
If the results of the research are to be legally protected, the results should not be published without action being taken to secure legal protection for the research results.
- Retainership: With the permission of the Principal of the College, the faculty members of the Institute can accept retainership of the reputed organizations. The fees thus earned shall be shared as per the rules laid down above. Formula to share the retainership will be worked out in due course of time. An undertaking will be required from the concerned Faculty member indicating any conflict of interests between MCC and the other organizations.
- External Consultants in Consultancy Projects: The services of external consultants may be utilized to a limited extent in order to provide comprehensive services to clients. Such external candidates will be entitled to a lump sum honorarium/ fees. The honoraria payable to external consultants may not exceed 30% of the total consultancy fee specified in the Consultancy Projects Proposal.
- Conflict of Interest: Consultants shall disclose to the Deans in writing, the existence of (i) any relationship between him/her and the client funding the consultancy project or any vendor to whom payments are made from the project funds, in the form of involvement of any immediate relatives or (ii) any scope for potential disproportionate self-gain. Deans will review such cases and decide appropriately, with the advice of a committee, to ensure that no actual conflict of interest exists and that such involvement by the consultant does not adversely affect the consultant’s objectivity, integrity, or commitment to the Institute and to the profession.
Consultants may not use the Institute name or the fact that they are affiliated with the Institute, in a manner that (i) suggests that the Institute approves or disapproves of a product or service provided by a profit, non-profit or governmental entity or (ii) suggests that the Institute has performed research or issued research findings when it has not done so, or misleadingly states the results of Institute research or (iii) may be interpreted to communicate the official position of the Institute on any issue of public interest.
- Exceptions: Items like Book royalty and honorarium for Expert Committee meetings, invited lectures, Ph.D. viva/evaluation, invited training programs, organization of conferences/workshops are not covered under consultancy.