Minutes of the LMC0 Meeting of the Knowledge Transfer
Partnerships
between Company name and The University of Sheffield
Held in place, on the date at time.
Present
Company Partners
University
KTP Associates
Others
Partners
Mike Willis (KTP
Advisor) Chair
1.
Consultant’s opening and apologies for absence
KTP Advisor welcomed everyone to the meeting and explained that for this
meeting only he would act as chair.
2.
Composition of LMC and roles of members and others involved
The KTP Advisor explained that the LMC should manage the progress and finance
of the KTP project.
It was agreed that the meeting would be quorate when KTP Advisor and one
representative from Company name and from Sheffield University are present.
KTP Advisor stressed that he would prefer two people to be present from the
company and the University at LMCs if possible.
? or ? (University reps) will also attend the LMCs, and ? will attend from the
company in the role of facilitator.
ACTION:
Academic and company supervisor’s role
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The academic supervisor should spend ½ day per week on the programme. KTP
Advisor explained that this can be flexible, and after the first few months could be
a day a fortnight instead. KTP Advisor reminded that as well as being a supervisor
for this project ? is also a conduit to the University for the company.
The technical team comprises the two supervisors and the Associate. KTP best
practice recommends that the technical team have monthly meetings. As part of
the Associate’s personal development they should chair these meetings and
record action points.
The supervisors should help to guide the KTP Associate’s personal development.
The Associate will have to develop a personal development plan and a training
plan.
The supervisors should assist the Associate with this and agree any
expenditure etc.
KTP Advisor explained that regular communication with all 3 partners (academic,
company and Associate) is key.
This provides the company with regular
opportunities to raise other issues and get maximum benefit from the project.
At a standard LMC the following reports are presented:

The Chair should give a verbal report on the state of the company.

The company supervisor should report on how the project is progressing.

The academic supervisor should give their perspective on the projects
progress and also discuss relevant University benefits and relevant University
activities.

The facilitator’s report should include comments on the Gantt chart and
comments on progress against timescales

The Associate should circulate an executive summary of around 1-2 pages
which outlines what they have done, problems encountered, future plans.
They should be encouraged to put things in a commercial setting.
The
Associate is also asked to give a 10-15 minute presentation that covers the
same issues.
3.
Establish pattern of future LMC meetings
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KTP Advisor explained that in future LMC meetings ? will act as chair. ? will act as
secretary.
This is a X year KTP so it should have Y LMCs.
The minutes and the financial
statements should be sent to Momenta; if the minutes are not received the
University will not be paid.
LMC 1 should be held around 6 weeks after the Associate starts. The meetings
should then be held every 4 months. KTP Advisor asked if all parties could stick to
a meeting date once it has been arranged.
4.
Confirmation of programme objectives and programme Gantt chart
KTP Advisor asked if ? and ? could carry out a risk assessment of the project; the
Associate will be working to a structured plan and the supervisors should consider
what will cause momentum to halt and how the problems could be overcome.
ACTION: supervisors to conduct a risk assessment.
KTP Advisor asked the team to share expectations about what will make the project
a major success e.g. cultural change, papers published, placements etc
5.
Associate recruitment and terms of contract
The type of Associate was discussed. The ideal candidate may not be someone
with the best academic qualifications but someone who possesses the right
combination of technical knowledge, communication skills, management skills and
confidence.
The team should consider work permit issues if recruiting a non-EU Associate.
Progress on job spec
ACTION:
The Associate is recruited off-scale on the salary that the LMC decide and there are
no automatic pay increases. The LMC decides when the Associate gets a salary
increase or bonus.
The Associate is recruited on 6 month probation; if there is a problem with the
Associate then it is possible to re-recruit.
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ACTION: ? to forward standard terms and conditions of employment.
The team should shortlist and interview jointly. It is best to hold the interviews at
the company. Second interviews?
Associate’s management and development
During the KTP the Associate will attend 3 week long residential courses.
The
University will give the Associate the option of taking up a higher degree. KTP
Advisor encouraged ? to register the Associate on the degree (if appropriate) as
soon as possible.
The Associate will be required to prepare and Associate development plan as part
of one of the modules. The KTP Associate is encouraged to become a member of a
relevant professional institution. As part of the KTP programme the Associate will
work towards diploma in management.
6.
Plan associate induction and appraisal arrangements
The Associate should have an appraisal after x months and also around x months
before the end of the KTP project.
This should be handled jointly by the two
supervisors.
The project has difficult issues and the Associate will need support. The correct
choice of Associate is important too.
Having a quick win early on in the project can help with the project success
because the Associate feels a sense of achievement and company start to see the
benefit of the Associate. Integration of the Associate is important because they
aren’t part of the company staff.
The University will register the KTP Associate on the KTP website. The Associate
should then complete module 1 in the first 2-3 weeks.
7.
Agree possible mini-projects for induction course
Modules 2 and 3 should be completed within the first 2 – 3 months of the
programme. In the time between modules 2 and 3 the Associate should complete
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a mini project. This project should be 1 week in length and can be of any topic.
The topic of the mini project should be agreed by both supervisors. The Associate
will have to give a 15 minute presentation on the project at module 3.
8.
Review financial control arrangements and agree invoicing procedure for
recovery of industrial contribution costs
An example of the standard financial statement was tabled. KTP Advisor explained
how to read it. The spend since the last LMC has to be agreed and recorded at
each meeting. Future spending should also be recorded in the minutes.
Expenditure up to £500 can be agreed by the supervisors. Expenditure above £500
has to be agreed by the full LMC either at an LMC meeting or via circulated emails.
It is possible to vary between the budget headings towards the end of the project.
X discussed possible methods for the company to pay – either an invoice after each
LMC, or a regular monthly payment. X will discuss this and inform the University.
X explained that if the company makes purchases for the project they should
invoice the University for the full amount. They can do this either as individual
items or every few months when the amounts have reached a significant value.
The University should be able to claim back VAT provided the item purchased is
solely for use on the project and is not to be used for teaching.
9.
Agree any requisite financial expenditure
The Associate will need a computer and it was agreed that the team would spend
up to £X on a laptop for the Associate. KTP Advisor encouraged the team to look
into insuring the laptop. He reminded the team that software should be bought on
an academic license.
10.
Confirm IPR agreement as appropriate
The IP agreement is between the company and the University. The agreement is
under negotiation and the company should discuss it with Research & Innovation
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Services. The company can ask that the Associate signs an NDA if they think it is
appropriate.
11.
Attendance at Supervisors’ workshop
KTP Advisor reminded the supervisors that they must attend the supervisor’s
workshop together.
The university will not get paid if they do not attend the
workshop. The supervisors should take a copy of the proposal with them to the
workshop.
The supervisors plan to attend a workshop in PLACE on DATE if
possible.
ACTION: Supervisors to attend supervisor’s workshop.
12.
Any other business
13.
Date of the next meeting
To be arranged after the KTP Associate is recruited.
Action list
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