SEPTEMBER 2015 EDITION THE LONDON SCHOOL OF ECONOMICS AND POLITICAL SCIENCE DEPARTMENTAL FUNDING GUIDELINES

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1 THE LONDON SCHOOL OF ECONOMICS AND POLITICAL SCIENCE THE DEPARTMENTAL FUNDING MODEL DEPARTMENTAL FUNDING GUIDELINES A revised mdel fr funding f nn-staffing expenditure in academic departments was apprved by the Academic Planning & Resurces Cmmittee in the 2008/09 sessin. 2. The mdel cnsists f seven elements: Cre Departmental Funding Student Hspitality Special Factrs Premium Fee Allcatin Mdle Maintenance Funding Staff Research Fund Funding fr Replacement f IT Equipment within Academic Departments 3. These funds cntinue t be administered and applied at the discretin f the Head f Department, albeit spend must be against agreed expense cdes as set ut belw. 4. The mdel has the fllwing benefits: allws departments t fund nn-staffing csts that arise thrughut the year; it is an equitable, predictable and transparent methd f allcating departmental funds. APPENDICES 5. Appendix 1: departmental guidelines and parameters used in the funding mdel 6. Appendix 2: staff research fund guidelines. 7. Appendix 3: funding fr Replacement f IT Equipment within Academic Departments CONTACT DETAILS 8. If yu have any queries abut the departmental funding mdel r the underlying data used in the calculatins, please cntact Gary Barclay in the Planning Unit n extensin 7948 r via (g.j.barclay@lse.ac.uk) 9. All queries cncerning financial transactins and departmental budgets shuld be addressed t Nami Richardsn r Deepan Banati in the Finance Divisin bth n extensin 6884 r via (n.richardsn@lse.ac.uk r d.banati@lse.ac.uk ) 10. The mdel and the special factrs will be revisited peridically. Fr latest versin and infrmatin abut, see lse.ac.uk/plicies and search by title. 1

2 DEPARTMENTAL FUNDING - APPENDIX 1 DEPARTMENTAL GUIDELINES AND PARAMETERS USED IN THE FUNDING MODEL Annual Timetable: September Allcatins fr Departmental Funding t all departments, including Staff Research Funding, transferred by Finance Divisin. Nvember Student hspitality and premium fee allcatins rebalanced t take int accunt the actual levels f student recruitment as at 31 st Octber. Descriptrs belw are split int: Cre Departmental Funding; Student Hspitality; Special Factrs; Premium Fee Allcatin; Mdle Maintenance Funding and the Schl s plicy with regard t cntingency and carry frward f funds. CORE DEPARTMENTAL FUNDING (Accunt cde: 1-xxx-0070-xxxxx) Prjected Staff Teaching FTE Prjected Department Prfile adjustment t Teaching Staff + Prjected Staff Admin Staff FTE x Allcatin per Staff FTE 1 Cre Departmental Funding The cre departmental funding allcatin is based n a per capita measure f Academic and Administrative staff FTE. As departments which are shwn t be ver-staffed accrding t the Department Prfile are making use f additinal resurces n salary payments there is a subsequent reductin in their nn-staff budget. Prjected Department Prfile staff FTE data as at September 2015 is used fr this calculatin. The allcatin per Staff FTE is calculated nce the Student Hspitality and Special Factrs elements f the mdel have been set. The Allcatin per Staff FTE is c 1, Allwable Expenditure: this allcatin is intended t cver general service csts (assciated with reprgraphics, statinery, telecmmunicatins, pstage and cnsumable ffice supplies) fr departmental staff and administrative and research nly staff in departments wh are nt part f an independent Research Centre and must be charged t the eligible expense cdes set ut belw: Call Charges Mbile Phne Charges Statinery Pstage Phtcpying and Printing Curier Expenses Office Cnsumables Assuming that the csts f general services have been budgeted fr, this allcatin can als be cmmitted t the fllwing eligible expense cdes: Equipment Furniture IT Equipment Bks Cmputer Sftware Travel & Subsistence UK Fr latest versin and infrmatin abut, see lse.ac.uk/plicies and search by title. 2

3 47002 Travel & Subsistence Overseas Hspitality Subscriptins Advertising Curses Cnference Attendance Staff Training and Develpment (SDU curses) Speakers Prizes STUDENT HOSPITALITY (Accunt cde: 1-Axx-0070-xxxxx) Student FTE (UG including General Curse, PGT and PGR) x Student allcatin per Student FTE 2 Student hspitality allcatin per UG FTE, PGT and PGR FTE This is fr hspitality fr each student registratin. The student FTE is initially based n ttal target FTE student numbers and is replaced with actual student recruitment figures as at 31 st Octber fr the Nvember rebalancing prcess. The student hspitality allcatin is calculated at a flat rate f 21 per FTE student. Allwable Expenditure: this allcatin is intended t cver expenditure n student hspitality and must be charged t the eligible expense cde set ut belw: Student Hspitality. SPECIAL FACTORS (Accunt cde: 1-Axx-0152-xxxxx except where stated) 3 Special factrs The fllwing special factr allcatins are included fr : Anthrplgy: 20,500 ( 4,500 Special language training fr students; 16,000 Fieldwrk) Eurpean Institute: 5,085 ( 1,000 Duble Degree travel & hspitality; 4,085 Special language training fr students) Gegraphy & Envirnment: 28,500 ( 27,500 Map rm & field wrk; 1,000 Duble Degree travel & hspitality) Internatinal Develpment: 1,566 (General services csts fr redeplyed staff) Internatinal Histry: 13,600 ( 3,600 Duble Degree travel & hspitality; 10,000 Duble Degree expenses) Internatinal Relatins: 1,000 (Duble Degree travel & hspitality) Media and Cmmunicatins: 8,360 ( 4,560 Special language training fr students; 3,800 Duble Degree travel & hspitality) Methdlgy: 7,800 (Reprgraphics) Scial Psychlgy: 18,430 (Labratry expenses) MPA: 7,600 ( 2,000 IT Allcatin; 5,600 Duble Degree travel & hspitality) Ttal special factrs: 112,441 Nte: Duble Degree travel and hspitality special factrs were agreed n the basis f 1,000 fr Eurpean destinatins, 1,500 fr Clumbia, 1,700 fr Annenberg and 2,100 fr Asia. Fr latest versin and infrmatin abut, see lse.ac.uk/plicies and search by title. 3

4 Allwable Expenditure: The special factr allcatins must be used fr the purpses fr which they have been specifically allcated and must be charged t the eligible expense cdes set ut belw: i) Funds prvided fr special language training fr students: Curses ii) Departments in receipt f funds fr duble degree prgrammes: Call Charges Travel and Subsistence Overseas Hspitality iii) The Methdlgy Department: Phtcpying and Printing iv) MPA prgramme s IT allcatin fr administrative staff and students: IT Equipment Cmputer Sftware v) The Gegraphy and Envirnment Department s map rm & field wrk allcatin: Fieldwrk expenses (fieldwrk nly) Hurly paid Supprt Staff (Map rm nly) vi) The Institute f Scial Psychlgy s Labratry: Equipment Cmputer Hardware Applicatin Sftware Laser Printed Cartridges Oth Cnsumables and Small Cmputer Items Film Hire Labratry Supplies PREMIUM FEE ALLOCATION (Accunt cde: 1-Axx-0195-xxxxx) Amunt per FTE Student x Student FTEs 4 Premium Fee Allcatin A prprtin f the fee frm Masters prgrammes charging at the Premium fee level is recycled t the hme department(s) t help t prvide an imprved student experience. Departments charging premium fees receive 400 per student except fr the Department f Finance which als receives, as agreed by the APRC, the difference between the Premium and Super Premium fee levels. The Department f Management receive 12.5% f the premium fee incme fr the students visiting frm the Ecle Plytechnique. Prvisinal amunts are reflected in the mdel and are adjusted accrding t actual levels f recruitment at 31 st Octber in the Nvember rebalancing prcess. Allwable Expenditure: The premium fee allcatins can be used fr any activities which benefit the students n premium fee prgrammes. This can include field trips, residential curses, curse packs, furnishing student space, student hspitality and staff csts (where the staff are specifically invlved with imprving the ffering t premium fee students), eligible expense cdes: Equipment Furniture IT Equipment Fr latest versin and infrmatin abut, see lse.ac.uk/plicies and search by title. 4

5 44002 Statinery Pstage Phtcpying and Printing Bks Cmputer Sftware Travel and Subsistence UK Travel and Subsistence Overseas Student Hspitality Subscriptins Cnferences Office Cnsumables Speakers Prizes Graduate Teaching Asst Hurly Paid Supprt Staff Hnraria Schedule D MOODLE MAINTENANCE FUNDING (Accunt cde: t varius Department advised accunt cdes) Pr-rata share f 62.2k budget allcated n the same basis as in t i.e. based n number f Mdle curses running per Department in Mdle Maintenance Funding Mdle funding is allcated t Departments wh can then decide hw t spend it n Mdle Maintenance. SCHOOL S POLICY WITH REGARD TO CONTINGENCY AND CARRY FORWARD 6 Cntingency and carry frward A cntingency will nt be held back frm individual departmental allcatins and the current psitin is that departments will be permitted t carry frward unspent balances. This situatin is reviewed annually in line with financial regulatin C2.6 (Carrying Frward). Fr latest versin and infrmatin abut, see lse.ac.uk/plicies and search by title. 5

6 DEPARTMENTAL FUNDING APPENDIX 2 STAFF RESEARCH FUND GUIDELINES (Accunt cde: 1-Axx-1886-xxxxx) 1. The purpse f the Staff Research Fund (SRF) is t encurage and supprt research activity by academic staff. 2. Departments are t infrm relevant staff f the amunt available. CALCULATION 3. This figure is based n ttal mnies available fr SRF divided by ttal number f eligible staff fr the current year (Departments shuld nte that there can be n guarantee that this figure will be available fr future allcatins). The eligible staff numbers fr the SRF are based n data extracted frm the HR staff database. Data is adjusted t include new appintments and knwn leavers (i.e. thse knwn t be leaving by the start f the academic sessin) at the start f the academic year. It is then circulated t departmental managers fr apprval and signff. A list f eligible staff fr each department is available frm the Planning Unit. Any queries relating t staff included n these lists can be addressed t Gary Barclay in the Planning Unit. The SRF allcatin fr eligible members f staff in is c ELIGIBILITY 4. The fllwing staff based in an academic department are eligible: Prfessrial staff (including centennial and visiting prfessrs), Assciate Prfessrs, Readers, Senir Lecturers, Assistant Prfessrs and Lecturers Senir Research staff (i.e. graded at salary bands 7 t 10), wh are either funded by MSLs r wh are in receipt f their wn research grant. FURTHER NOTES TO ELIGIBILITY 5. Subject t staff satisfying the eligibility criteria set ut in pint 4 abve, the fllwing additinal ntes are supplied t help determine eligibility. 5.1 Bth full-time and part-time staff are eligible fr the full allcatin. 5.2 Where staff share their time between tw r mre departments the SRF allcatin is split prprtinately between departments r as agreed between the Planning Unit and Departmental Managers. 5.3 The rule is ne SRF per POST. i. If tw staff share a pst they must share the SRF. ii. Replacements r temprary cver d nt get a SRF allcatin i.e. thse cvering eligible staff wh leave during the year, r are n maternity leave; sabbatical leave r special buyut leave r are cvering fr academic rle hlders, i.e. the Pr Directrs and the Deans f Graduate and Undergraduate Studies. In such cases it is expected that departmental managers will adjust individual allcatins fr the pst being cvered Fr latest versin and infrmatin abut, see lse.ac.uk/plicies and search by title. 6

7 accrdingly. iii. Staff wh are n unpaid leave fr the whle year, i.e. cvering the perid 1 August 2015 t 31 July 2016, are ineligible fr a SRF allcatin. Hwever, if their replacement is SBA1 r abve then a SRF can be claimed fr the replacement. 5.4 Emeritus staff (including thse remaining at the Schl n teaching nly cntracts) are ineligible fr SRF. 5.5 New appintments whse start date is after 1 February 2016 will nt be eligible fr a SRF allcatin in RQIF appintments in receipt f a research allwance as part f their cntract are ineligible fr SRF. EXPENDITURE 6.1 Allwable Expenditure: Any f the fllwing csts incurred while undertaking research r t aid research thrugh the hiring f hurly paid ccasinal research assistants are permissible, eligible expense cdes are: Call Charges Mbile Phne Charges Equipment Furniture IT Equipment Statinery Pstage Phtcpying and Printing Curier Expenses Bks Cmputer Hardware Applicatin Sftware Cmputer Sftware Travel & Subsistence UK Travel & Subsistence Overseas Student Hspitality Hspitality Subscriptins Advertising Curses Cnferences Staff Training and Develpment Office Cnsumables Hurly Paid Res Asst Schedule D 6.2 Nn-Allwable Expenditure Purchase and maintenance f equipment fr individual benefit r wnership. All, equipment purchased frm schl r research funds must be retained and administered thrugh the department and etched and insured thrugh the Schl. Fr latest versin and infrmatin abut, see lse.ac.uk/plicies and search by title. 7

8 DEPARTMENTAL FUNDING APPENDIX 3 FUNDING FOR REPLACEMENT OF IT EQUIPMENT WITHIN ACADEMIC DEPARTMENTS (Accunt cde: 1-Axx-0070-xxxxx) Pr-rata share f 256.6k budget allcated based n 2015/6 staff FTE prjectins and target 2015/6 research student numbers Of the verall IT allcatin available 80% is allcated t Academic Departments and 20% is retained by IMT. The sum retained by IMT will still be spent n Departmental IT prvisin, but at the discretin f IMT principally t purchase expensive items f sftware which cannt be accmmdated within the allcatin f an individual Department, where spend needs t be crdinated acrss Departments (e.g. when aggregating demand fr specific items) r as a cntingency fr unplanned expenditure (e.g. if the latest versin f a specific required item f sftware cannt be accmmdated n the then standard recmmended r installed hardware base). The fllwing set f rules / principles will apply t this funding: IMT will mnitr IT assets in use by Departments and their need fr replacement r upgrade, in liaisn with Departmental Managers and IT Representatives, t make sure all that staff have a device that is fit fr purpse and fully functinal. Departments will be strngly encuraged t replace such devices (principally PC s, laptps, and tablets) when they are n lnger fit fr purpse e.g. they are nt pwerful enugh t run the latest versin f a piece f installed sftware r they are prving expensive r prblematic t maintain r supprt. IMT reserves the right t insist that a device is upgraded r replaced if it is n lnger fit fr purpse - we cannt supprt the unsupprtable. Any device must be replaced if it is end f life as defined by IMT and evidenced by the agreement f the supplier f the device. Departments may purchase an item that is higher than the required r recmmended specificatin (e.g. t future prf it against the requirements f later sftware releases), r mre expensive (e.g. because they want t buy an Apple device rather than a Windws device), but they will nt receive any additinal mney t d s. They must be able t demnstrate that such a purchase represents value fr mney fr the LSE. Departments will nly prcure IT equipment via IMT and any hardware r sftware purchased will be acquired, managed, and dispsed f in line with Financial Regulatins. Once devlved, the IT Allcatin will frm part f a Department s supplies budget and their ability t carry any unused element frwards t a subsequent financial year, r therwise manage it lcally, will be undertaken in line with Financial Regulatins. During the Summer Term, IMT will meet Departments t discuss the use f any remaining budget t purchase IT equipment fr new starters frm August 1 st, r additinal IT items t benefit their Department. The IT prcurement prcess will be tracked and recrded in the IT Service Management tl, als using the new Apts frnt end when this becmes available. This will encmpass any discussins f initial requirements, financial apprval, equipment rder, delivery, asset management and, eventually, asset dispsal (i.e. the whle end t end prcess). This will be made visible t staff thrugh the IMT prtal. Fr latest versin and infrmatin abut, see lse.ac.uk/plicies and search by title. 8

9 IMT expect Departmental Managers and IT Representatives t be the key pints f cntact fr managing and discussing use f the devlved budgets within their Department, the pints f escalatin fr reslving any issues and fr cmmunicatins. They will meet their respective IMT Supprt Manager at least termly. If Departments are nt maintaining the minimum expected level f spend n refreshing r upgrading their IT assets (which will be tracked via the use f specific APTOS sub cdes), this will be brught t the attentin f the Directr f IMT fr discussin with the relevant Departmental Manager and Head f Department. Departments will nt be allwed t prcure r manage servers withut liaisn with IMT as the implementatin f a secure, zned netwrk requires decisins abut their management (and bth lgical and physical lcatins) based n knwledge f the services t be prvided by these servers and the prpsed users f such services. IMT will cntinue t be respnsible fr the supprt, patching, maintenance and administrative accunts f IT assets. Tw schemes have recently been intrduced - (i) persnal financial rewards (PFRs) (including teaching buy-ut) fr academic staff and (ii) research infrastructure and investment funding (RIIF) fr departments and centres. There is a clear expectatin that these schemes will be used t supprt thse IT needs f Research Centres r Departmental Research Units that are nt directly funded via Grants, but maximum use shuld be made f Grants fr such purpses. The devlved IT allcatin ; budgets are nt intended t fund the IT needs f Research Centres. These arrangements will be reviewed after 18 mnths and will als be implemented acrss Prfessinal Service Divisins nce they have bedded dwn within Academic Departments. Allwable Expenditure: The Funding fr Replacement f IT Equipment within Academic Departments must be charged t the eligible expense cdes set ut belw: IT Equipment Cmputer Sftware Fr latest versin and infrmatin abut, see lse.ac.uk/plicies and search by title. 9