Use of External Research Advisors: Guidance and Terms & Conditions
Section A: Guidance
1.
The Role and Responsibilities of the External Research Advisor
1.1
The External Research Advisor (ERA) is an expert external reviewer for the research profile
of a given area of the University of Sussex. The ERA will normally be a senior academic
employed at another institution, although engagement of a research user (or impact
beneficiary) as an ERA may be appropriate (in addition to, rather than instead of, an academic
ERA).
1.2
The principal role of the ERA will be to advise on the research output profile of a given area
of the University and, where required and as appropriate, may also include assessment and
advice on the impact and/or environment profile of that area. The ERA’s review will include:
detailed, in-depth assessment of published material; calibration of internal assessments; and
review of a broader profile via information on titles, abstracts, and other metadata.
1.3
The ERA will be asked to provide regular (at least annual) written feedback to the HoS and
DRKE, which will be shared with the Pro-Vice-Chancellor (Research) and may be shared with
other senior managers and support teams as necessary.
2.
Structure for use of the External Research Advisors
2.1
At least two External Research Advisors (ERAs) should be engaged to cover each major
research area within a School. (A ‘major research area’ would normally correspond to a Unit
of Assessment (UoA) in REF2014, and to a department or equivalent unit (depending on the
organisational structure of the School)). This is necessary for adequate triangulation of advice
and feedback. The exact number and structure of the ERAs will be subject to the decision of
the Head of School (or the Director of Research & Knowledge Exchange as their nominee),
and to the approval of the Pro-Vice-Chancellor (Research), but the HoS and DRKE should
prioritise ensuring that such triangulation is in place. The structure for the use of ERAs may be
revised, if necessary, as matters evolve or when the UoA structure for the next REF and the
University’s likely selection of UoAs in which to make a submission become evident.
2.2
Although the ERA may be engaged to advise on a department, group, or cluster etc., overall
responsibility for the selection and continuing engagement of an ERA (or for the termination
of that engagement) remains at the School level with the relevant HoS, with the Head’s
decisions subject to approval by the PVC (Research). The judgement on the appropriateness
of an individual to act as an ERA should be based on the individual’s disciplinary expertise and
experience of research and its assessment (see also Section 3, below).
2.3
It may also be appropriate, at the discretion of the HoS, to engage one or more ERAs to
advise at the School level, particularly where the delineation of departments or subject groups
is less significant or subject to greater flexibility.
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3.
Selection of External Research Advisors
3.1
Academic ERAs must have both a strong individual research profile within their discipline and
some experience relating to the assessment of research. The individual must be capable of
making a fair assessment of research where it falls outside their immediate expertise or where
it takes a position, or reaches conclusions, that may contradict the positions held by the ERA.
3.2
The individual will normally not have any significant existing relationship with Sussex.
3.3
Individuals who may be particularly suitable to target for engagement as an ERA include
former REF panel members, members of funder review panels, and expert advisors to
policymakers in relevant areas. International ERAs may be used, but must have a reasonable
understanding of the UK system for research and its assessment.
3.4
It is important to ensure that the ERA understands the level of commitment expected and is
trusted to deliver in a thorough and timely fashion.
3.5
Schools are requested to make approaches to suitable individuals as soon as possible, with a
view to appointing ERAs well before the end of 2015.
4.
Restrictions on the role of External Research Advisors
4.1
Appropriate care must be applied in the use of the ERA’s feedback with regard to individuals.
In any context they might inform, the views of ERAs must not be treated as definitive, but
must always be subject to internal corroboration. It is not appropriate for ERAs to advise on
the performance of individuals or other internal matters relating to individuals. Should
evidence of bias against individuals or groups by the ERA emerge, the engagement of the ERA
should be discontinued and feedback or advice already given may be disregarded. Confidential
or sensitive information relating to individuals should under no circumstances be shared with
ERAs.
5.
Remuneration for External Research Advisors
5.1
Schools are responsible for the payment of External Research Advisors. The standard
payment is an honorarium of £1,000 per annum, provided the appropriate level of reporting as
specified here is completed. Schools can increase this payment if they deem it appropriate and
have funds available, but any lower payment is discouraged.
5.2
A standard form for the payment to be processed will be available from the RQI Team.
Section B: Terms and Conditions
1.
The External Research Advisor (ERA) will undertake a review of the outputs (or impact or
environment) in a given area of the University of Sussex’s research activity, as agreed between
a Head of School and the individual engaged to act as an ERA. The review will, to the best of
the individual’s ability, be thorough, detailed, robust, and undertaken with integrity. The
review will lead to production of a written report.
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2.
The ERA will assess the quality of each output (or other item for assessment) in accordance
with normal standard(s) and understandings of research quality within the applicable
discipline(s).
3.
The ERA will make a fair assessment of all items allocated for review, including where an
output or other item advances a conclusion, or takes a position, that the ERA does not
support.
4.
Should an output or other item relate to an individual, organisation or topic in respect of
which the ERA has a conflict of interest, the ERA should exclude the relevant item from
assessment and notify the relevant HoS or DRKE.
5.
The standard remuneration for undertaking the ERA role consists of an annual honorarium of
£1,000. Payment of this honorarium is subject to full completion of the agreed work at the
standard specified in these Terms and Conditions. Any greater payment will only be made
where agreed in advance with the relevant Head of School and will be dependent on
completion of the agreed work.
6.
Any information not otherwise in the public domain and shared with the ERA in the context
of this role must be treated as confidential.
7.
The ERA’s own report, assessments and comments etc. must be shared only with the HoS
and DRKE (and with the Pro-Vice-Chancellor (Research) or his nominee in the event that he
requests to see them).
8.
ERAs must not advise or comment on the performance of individuals or on other internal
matters relating to individuals.
9.
ERAs should have due regard to equalities when undertaking their assessments, and within the
constraints of the information available must actively seek to avoid potential bias against
individuals or groups, including unconscious bias.
10.
ERAs’ work in this role must be compliant with the provisions of the San Francisco
Declaration on Research Assessment, to which the University of Sussex is a signatory.
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