Contents

1. General Information on Knowledge Transfer Partnerships.................................22. Your KTP..................................................................................................................................23. Essential Websites..............................................................................................................34. Access to University Facilities........................................................................................45. Registering as a KTP Associate.....................................................................................56. Pay and Pensions................................................................................................................57. Other Financial Issues.......................................................................................................58. University Induction...........................................................................................................69. Company Induction............................................................................................................610. Intellectual Property and Confidentiality...................................................................611. Workplan................................................................................................................................612. Your KTP Adviser.................................................................................................................713. Training and additional qualifications.........................................................................714. Research................................................................................................................................915. Meeting other KTP Associates........................................................................................916. Frequently Asked Questions...........................................................................................917. Useful Contact Names.....................................................................................................10

KTP Associate Induction October 2014 1

WELCOME TO YOUR KNOWLEDGE TRANSFER PARTNERSHIP

1. General Information on Knowledge Transfer Partnerships

Congratulations on being selected for a Knowledge Transfer Partnerships (KTP) with the University of Birmingham! As a KTP Associate, you are the latest to take part in a programme that has been running for over 35 years, designed to meet the social, technological and economy priorities of the UK. Overseen by Innovate UK, KTP projects last between 6 months and 3 years.

KTPs are collaborations between a business partner, an academic partner and a recent graduate. The graduate, known as the Associate, is responsible for managing a challenging project that is central to the partner company’s strategic development and long term growth.

KTPs bring a number of benefits to those who participate. Businesses can expect an increase in annual profit before tax, along with new jobs created and investment in plant and machinery. The academic partner will publish papers, produce new teaching materials and build a strategic relationship with the business. For the Associate, fast-track career development, the opportunity to register for a higher degree and the chance to take ownership of a challenging project are among the many positives you will receive over the coming months.

2. Your KTP

You will have a Company Supervisor, who will act as your day-to-day line manager, and an Academic Supervisor, i.e., a lecturer at the University. You will normally meet both of your supervisors informally around ½ day per week to discuss progress, and more formally on a monthly basis. In addition, you should expect to meet your local KTP Adviser 6 months and 18 months into the Programme for your appraisals. The appraisals should be regarded as an opportunity to highlight achievements, problems, your training needs and to plan the way forward.

Your project will already have been defined, and you should have a copy of the proposal form and have been fully briefed on it; if this has not happened then contact your Academic Supervisor. Your contract of employment will indicate the duration of your KTP. During the project, you will be classed as a University of Birmingham employee, but will be based full-time at the partner company

KTP Associate Induction October 2014 2

and will work there for approximately 90% of the time (dependant upon arrangements regarding use of facilitaties and work to be undertaken at the University - your supervisor will advise you of this). The remaining 10% of your time will be spent on training courses for your personal development. Your personal development plan should be discussed with your Supervisors early on in the project.

Every four months, a Local Management Committee (LMC) meeting takes place. This meeting should be attended by all those participating in the KTP, and should be treated as a strategic progress meeting. The KTP Associate is expected to prepare a report and a presentation for each LMC (examples of these are appended to this document below).

At each LMC you will review work that has been achieved and work that will be delivered by the next LMC, reflecting on the project’s progress in the project gantt chart. You will learn more about what is expected of you at the LMCs as you work through the actions listed in this document.

At the end of each LMC you will be asked to leave the room for reserved business – please don’t be concerned! This is an opportunity for your Supervisors, the KTP Adviser and any other relevant participants in the KTP to confidentially discuss any issues that may affect your project; it is standard practice at the end of most LMCs.

Prior to, or following, the LMC you will have a one-to-one mentoring session with the KTP Adviser who will support you throughout the project.

Correspondence regarding LMCs is usually done by e-mail. Please can you send your e-mail address(es) to l.jones.2@bham.ac.uk as soon as it is/they are set up.

Action: Associate

3. Essential Websites

The University of Birmingham (www.bham.ac.uk) – full information about the University and its departments. It is worth exploring these pages as they are a source of very useful information. Note that some pages require internal log-on and are not accessible from outside campus.

Knowledge Transfer Partnership Information (www.ktponline.org.uk) – recommended source of information about the programme, with resources and access to the KTP Portal. See section 4 below for access to password protected areas, and other sections on training modules etc.

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_Connect (https://connect.innovateuk.org/web/guest) - an effective and powerful way for collaborating, networking and sharing knowledge with other innovators. Associates are advised to create an account and set up a profile.

_Connect group for KTP associates:

Containing over 40 KTP Associate Users, you will have permission to add your own articles to this group. Feek free to share knowledge about what you are up to, best practice and other success stories. You can also join the Main KTP Connect Group, along with the sub group for Associates past and present.

Be sure to complete your profile; Add your photo, job title, profile information and any other relevant information. As well as making it easier for businesses to find you, this also enables you to use the _Connect Me functionality to find other _Connect members and businesses with similar interests.

4. Access to University Facilities

ID Card: in order to access most of the Universities facilities you will need an ID card. You will need to make an appointment to visit HR (see Section 17) as soon as possible after starting your project. You will be issued with a card, and given a briefing and your employment contract. You may be asked to provide evidence of qualificiations. You should receive a full induction both at the University and the Company, which should be co-ordinated by your Supervsiors.

Your University IT Account: you will be issued with a University user name and password. You can access your University e-mail via the web at https://mail.bham.ac.uk. The procedure for this will depend on your department, so check with your Academic Supervisor.

Library: To gain access to the library you will need to present your ID card and fill in a form. Information about the library can be found on the University’s website. The University’s library can be searched online, along with a great many electronic journals. You will need to set up your IT account to do this.

Parking at the University: There are a number of parking sites across Edgbaston campus, which you will have to pay to use. If you apply for a permit, parking will cost £1 per day; extra charges will apply without one.

o North East Car Park is located next to 52 Pritchatts Road. Your car’s registration number will be scanned upon entering and leaving the car park, and the cost automatically deducted from your monthly wage

o North Car Park is off Pritchatts Road, opposite the Metallurgy and Materials building. This is a pay and display car park.

KTP Associate Induction October 2014 4

o Pritchatts Road Car Park is located at the junction between Pritchatts Road and Vincent Drive. This is a pay and display car park.

Train access: The University has its own station, appropriately named University. The centre of the main campus is a five-minute walk from University Station. The University station is 7 mins and 2 stops from Birmingham’s city centre.

Taxis: Castle Cars is currently the accredited taxi provider for the University of Birmingham’s Guild of Students. They can be contacted on 0121 472 2222.

Buses: Numbers 61, X62 and 63 travel to the University’s Edgbaston and Selly Oak campuses, while the 76, 98 and 99 serve the Medical School and Queen Elizabeth Hospital. The services all run frequently from the city centre. Online bus timetables for 61, X62 and 63 are available on the National Express West Midlands website (nxbus.co.uk/westmidlands/)

5. Registering as a KTP Associate

You should have already been registered as an Associate, and received confirmation of this from the KTP Administrator. If not, one of your Supervisors should register you on www.ktponline.org.uk as soon as possible. You will need to make sure your details are kept up-to-date e.g. if you change your home address.

Action: Associate

6. Pay and Pensions

You are an employee of the University and therefore entitled to use any of the facilities available to members of staff.

You will be paid by the University at the end of each month and are eligible to join the Universities Superannuation Scheme (www.uss.co.uk). You should receive a pack of information, including your contract of employment, USS information and more, with your offer letter.

If you do not want to join the pension scheme then you will need to opt out.

7. Other Financial Issues

a. Claiming expenses

There are set forms and procedures for claiming expenses, which should be claimed through the University - your Academic Supervisor will provide you with the relevant forms, which they will need to approve. Receipts are required

KTP Associate Induction October 2014 5

and you should try to claim at the end of each month. Claims must reach the Payroll Office by the 15th of the month to receive payment in that month. The expenses will appear on your next payslip and be transferred into your bank account with your salary.

Please note, when claiming your expenses you will be required to provide an account code which your Academic Supervisor should have - for KTP there are 2 account codes, (Company Contribution and Government Grant) which both must be indicated on the form and the budget split between the two. Your Academic Supervisor will be able to advise you further.

Company Contribution: xxxGovernment Grant: xxx

There are 3 budget headings for KTP which must be stated on your claim form: Travel & Subsistence, Consumables or Development. Any costs associated with Development, such as travel and accommodation, should be claimed from the Development budget and indicated as such. You are expected to keep your own record of expenses for the project, which will assist in managing the budget.

Action: Associate

b. Purchasing

You will likely need to buy train tickets, book training courses and purchase books during the KTP. All of these should be bought through your Department and charged to the KTP budget under the appropriate heading (see 7a above). Your Academic Supervisor is the main budget holder.

Major purchases over £500 require approval by the LMC, so it is wise to plan ahead. Smaller purchases can be approved by your Supervisors. Decisions on attendance at training courses etc can be made between LMCs with approval from the LMC members.

Please note that where VAT on purchases is classed as project expenditure, the University is able to recover its VAT. However, VAT does not come back to specific projects. Therefore, you will need to budget for expenditure on the project inclusive of VAT. This is a University wide rule and not specific to KTP.

You can find out more about a) and b) above from your departmental office or group secretary – please advise them that this is a KTP.

Action: Associate

8. University Induction

In addition to the briefing given by personnel (see Section 3) you should also make arrangements with your Academic Supervisor to get acquainted with your Department.

KTP Associate Induction October 2014 6

9. Company Induction

Your Company Supervisor will arrange induction and familiarisation with the company, including introductions to other staff, health and safety, company procedures etc.

Health and Safety is an important aspect as you are a University employee working on other premises. If you are not briefed, please ask your Company Supervisor about health and safety policies and procedures.

Please check company procedures for booking holidays and other time away e.g. KTP Modules with your Company Supervisor

10. Intellectual Property and Confidentiality

Intellectual Property (IP) includes patents, copyright, trade secrets, know-how etc and your KTP may have specific arrangements in place. Please check with your Supervisors to ensure you understand your obligations. There will be a formal IPR agreement in place, so please ensure that you are familiar with its contents.

Action: Associate

Much of the information you obtain at the company e.g. financial information, customer lists, methods of working etc should be kept confidential. If you are in doubt about confidentiality issues, please check with your Company Supervisor.

Action: Associate

11. Workplan

Every Knowledge Transfer Partnership has a workplan clearly laid out, together with milestones or achievements to aim for. This can be found in the original KTP application form. However, the plan is only for guidance and should be regarded as a flexible tool. You should be given a copy during your induction and you should discuss this with your Supervisors early in your employment.

As an Associate, you are expected to take ownership for and drive your project forward, drawing on the support available from Supervisors and others as appropriate. At each LMC you will review work that has been achieved and work that will be delivered by the next LMC, reflecting on the project’s progress in the project gantt chart. You will need to work with your company facilitator to ensure an up-to-date benefits log is maintained through out the project that will assist in preparation of the final report.

Action: Associate

KTP Associate Induction October 2014 7

12. Your KTP Adviser

Early in your employment you will be contacted by the regional KTP Adviser, whose contact details are given later in this pack.

Your KTP Adviser will meet with you on or before your first LMC and explain their role and more about KTP.

13. Training and additional qualifications

Each KTP Associate is expected to devote approximately 10% of their working time to personal and professional development. The Associate Training Programme is provided by Ashorne Hill, and consists of two residential modules enhanced and supported by e-learning material. Each residential module begins on a Sunday evening at 6pm and finishes on Thursday at around 3pm (4.5 days for each residential module).

You should expect to attend the first residential module within 5 to 8 weeks of commencing your KTP project, with the second taking place 14 weeks after the first.

One of the first steps as an Associate is to log onto the KTP Training Site, and locate and download the Personal Development Plan (PDP). As soon you have had a go at drafting this, it is important to discuss it with your Company and Academic Supervisors. Your KTP Adviser will also be able to offer advice. We advise Associates to discuss their PDP progress at the LMC meetings. You should also take the PDP to the first residential training module, where the organisers will have their own suggestions for improvement.

The residential modules are an essential part of your overall experience, and provide an opportunity for networking, peer support, knowledge sharing and practical application of learning and skills.

Residential%20Module%20One.pdf

Residential%20Module%20Two.pdf

Each new Associate is given access details onto the KTP Portal from Innovate UK once they have been registered by the University. The KTP Office at Ashorne Hill will send a welcome e-mail directly to the Associate regarding the residential modules available from the start of the project (within the first four weeks). The associates will have a selection of Cohort dates to choose from, and will be asked to confirm selection dates with the KTP Office at Ashorne Hille.

All of the residential training modules will be held at Ashorne Hill. Directions are available on the Ashorne Hill website at http://www.ashornehill.co.uk, along

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KTP%20Associates%20Training%20Guide%20July2012.pdf

with details of all the KTP Training events and necessary registration forms. There is also a link to the Ashorne site on the KTP Training portal.

You will not have to pay for the KTP Modules from your Associate Development budget, but the cost of travel to them will be covered by your Travel and Subsistence Budget.

Action: Associate

Other training and development you may require is agreed locally at the various LMCs and you should present costed proposals for your own training at these.

Diploma in Management

Although the achievement of an accredited qualification is no longer a mandatory part of the KTP training, you should discuss discuss the range of alternatives available with your Supervisors and KTP Adviser, including the option of obtaining a CMI level 5 qualification in management (subject to satisfactory completion of assignments and assessments – see attached guide).

If you would take up the CMI level 5, this will need to be paid for from your personal development budget, which requires prior approval of the LMC (the cost is approx. £1200). You will also need to get permission from the LMC before you can register for a qualification. This will require filling in a qualification request form (available on the KTP Training website or from Ashorne Hill), which must be signed by the KTP Adviser.

There are four options:

1. Training only, with endorsed certificate 2. CMI Level 5 Award in Management 3. CMI Level 5 Certificate in Management 4. CMI Level 5 Diploma in Management

Under the CMI rules, Associates can do any assignment to get the Award and any two (as long as they add up to 13 credits or more) to get the Certificate.

CMI%20Qualification%20Guide%20J une12.pdf

CMI ASSIGNMENT 5001.pdf

CMI ASSIGNMENT 5002.pdf

CMI ASSIGNMENT 5004.pdf

CMI ASSIGNMENT 5005, 5006, 5009.pdf

CMI ASSIGNMENT 5007.pdf

CMI ASSIGNMENT 5008.pdf

CMI%20ASSIGNMENT%205012.pdf

University Training Courses

Regular training opportunities are run by People and Organisational Development (POD) at the University at little or no cost to staff. Details are

KTP Associate Induction October 2014 9

available on the intranet here: https://intranet.birmingham.ac.uk/staff/development/index.aspx.

Higher Degrees

Your Academic Supervisor, or Lead Academic if different, should be able to advise you on departmental procedures for registration. Fees for MPhil or PhD of up to £700 can be covered from the KTP budget, but not fees for taught courses.

Action: Associate

14. Research

During the programme, the Associate is given the opportunity of writing research papers and presenting them at conferences. Associates are strongly recommended to plan this activity with their Academic Supervisor. The content of any research papers should be closely linked to the KTP work in the Company and any issues regarding confidentially identified.

15. Meeting other KTP Associates

There may be other KTP Associates in your Department – ask your Academic Supervisor or contact Luke Jones (l.jones.2@bham.ac.uk) to be put in touch with them. You can also use the KTP portal to search for other current projects in your field. There is a discussion board on the KTP Portal that is widely used by Associates, as well as associate groups on most of the social networking sites.

16. Frequently Asked Questions

1. Do I have to go into the pension scheme?No, it is your choice. However, your salary will not increase if you withdraw from the scheme. Please see http://www.finance.bham.ac.uk/pensions/uss.shtml for more information.

2. What do I do if I am ill?Contact both your Company Supervisor and Academic Supervisor as soon as possible and advise them that you are ill. Indicate the nature of your illness and, if you can, give an estimated return to work date. If you are ill for less than a week, you will be able to self certify using a form available from your academic department. If you are ill longer than a week, a doctor’s note is required.

KTP Associate Induction October 2014 10

Check with your company departmental office/secretary/administrator for more details.

3. How do I book holidays?Use the company system for holiday approvals. Discuss your proposed holiday dates with both your company and academic supervisor well in advance. A good general rule is if you want a week off discuss it at least a two weeks in advance; 2 weeks off give a month’s notice etc.

4. Do I have to pay for training and Higher Degree Fees?The cost of training during your KTP Associate Contract is met either by Innovate UK (KTP Modules and Diploma) or the Associate Development budget up to £2000 p.a.. The latter may cover part of the cost of your higher degree (discounted fees apply to staff) up to a maximum of £700.

Professional membership and relevant courses/examination fees can also be covered by your Associate Development budget as can other miscellaneous courses or training materials you might need.

17. Useful Contacts

Named HR Contacts for all university departments are listed at http://www.sdu2.bham.ac.uk/hrcontacts/contacts_index.htm

The University’s main HR webpages are at https://intranet.birmingham.ac.uk/hr/index.aspx

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Luke JonesResearch and Innovation Services,University of Birmingham,Edgbaston, Birmingham.B15 2SQ

Tel: (0121) 414 5888 (internal 45888)Email: l.jones.2@bham.ac.uk

Kate Jermey - KTP Manager (Maternity Cover)Research and Innovation Services,The University of Birmingham,Edgbaston, BirminghamB15 2SQ

Tel: (0121) 414 5070 (Internal 45070)Mob: 07818 580260e-mail k.jermey@bham.ac.uk

Research Development Administrator for Knowledge Transfer. Your first point of contact for any issues or concerns regarding any aspect of your project

Business Engagement Manager (KTP) for the University of Birmingham

Your KTP Adviser is:Mobile:Email:KTP helpline: 0300 321 435http://www.ktponline.org.uk

General KTP Advice mentoring

KTP Associate Induction October 2014 12