Consultancy & External Work

UCD permits members of Faculty to engage in external consulting in order to expand and maintain their professional competence, keep abreast of developments and innovation in business and the professions, and to support the Irish economy and enhance the reputation of the university by sharing the university’s scientific and academic knowledge with the business community and the professions.

This page contains information on the approval process for paid and unpaid consultancy and external work, the annual returns process, links to the policy and associated documents.

Consultancy & External work policy

This Consultancy & External work policy describes the circumstances under which academic staff may engage external work, either in their own right or on behalf of the university. It outlines the criteria which govern both circumstances and the associated approval and reporting mechanisms which apply. The work and activity that is covered by this policy is that which is done during the academics normal working week.

This policy applies to all full-time and part-time faculty members. A member of faculty is an employee of the university employed on an 'academic contract'.

Read the Consultancy & External work policy now.

Approval and Annual Return processes

Below you will find approval procedures for employees engaging in external work, either in their own right or on behalf of the university. You'll also find details in relation to preparing annual returns.

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Approval for Private Consulting (Devlin Time), Pro Bono Activity & University Consulting with no remuneration to a staff member: 

Please refer to the Consultancy and External Work Policy for definition of these types of activities. Approval to engage in external work must be sought in advance, from the College Principal or VP, with the approval of the Head of School. 

  • Step 1: Log in to UCD InfoHub and under the HR tab select 'My Details' and 'Consultancy & External Work'
  • Step 2: Select 'My Consultancy & External Work Applications' and  then 'New Application'*
  • Step 3: Complete the application form with the relevant details and 'Submit for Approval' 
  • Step 4: Your application will be forwarded on to your relevant Head of School / Head of Unit and for approval**. If approved it will be forwarded on to your relevant College Principal / VP for final approval***. You will receive automatic email notifications at each stage of the approval process. 

Consultancy & External Work Workflow (.pdf) which illustrates the approval workflow associated with the online system. 

* If you are a College Principal the button will say 'New CP Application'

** If you are a Head of School / Head of Unit your application is automatically forwarded onto your relevant College Principal

*** If you are a VP / College Principal your application will be forwarded to the President for approval

Approval for University Consulting with remuneration to a staff member:

Please refer to the Consultancy and External Work Policy for a definition of this type of activity. Approval to engage in external work must be sought in advance, from the College Principal or VP, with the approval of the Head of School.

Please note if you did engage in Consultancy & External Work and haven't yet sought approval, then you must follow the standard application process online and seek approval from your Head of School, College Principal/VP before making an annual return.

  • Step 1: Log in to UCD InfoHub and under HR tab select 'My Details' and 'Consultancy & External Work'
  • Step 2: Select 'My Consultancy & External Work Returns
  • Step 3: The options available on the ‘My Consultancy & External Work Annual Return’ screen will depend on whether you have previously applied and received approval to undertake work in for the previous calendar year. Please complete your Annual Return according to the below guidelines based on your own circumstances, selecting one of the options below:
    • I did not engage in Consultancy & External Work in the previous calendar year
      Please click the 'I Confirm' button on the Annual Returns screen.
    • I engaged in Consultancy & External Work in the previous calendar year and the work was completed exactly as previously approved
      Please make a return for each piece of work completed by clicking on ‘Completed’.
    • I engaged in Consultancy & External Work in the previous calendar year however the number of days completed varied from that previously approved
      Please make a return for each piece of work by clicking 'Edit Days' - enter the correct number of days in ‘Actual Days’ field, enter a 'Comment' and click ‘Confirm’.
    • I engaged in Consultancy & External Work in the previous calendar year however I did not seek approval for the work
      You must follow the standard application process online and seek retrospective approval from your Head of School, College Principal/VP first and then return to the My Consultancy & External Work Annual Return to complete your annual return.
    • I applied to engage in Consultancy & External Work in the previous calendar year and gained approval, however I did not complete the work.
      Please make a return for each piece of work previously approved but not completed by clicking ‘Not Completed’.

Relevant Documents