Dean and Head of Department Approval of Expenditure and Grants

In order to ensure effective governance in the approval of expenditure and grant or contract applications for funding, the following procedures are in place to ensure transparency and avoid conflicts of interest.

  1. Where the Head of Department (HoD) is an applicant or co-applicant for a research or education-related grant or contract, (s)he must obtain approval from the Dean prior to providing HoD approval on behalf of the Department;
  2. Expenditure of £20,000 or more in the HoD’s research area must be formally approved by the Dean, who will need to be satisfied that the appropriate procurement policies and procedures have been followed;
  3. Per the Expenses Policy, HoD expense claims must be approved by the Dean;
  4. Where the HoD is seeking to engage in other activity not covered by the above (i.e. private engagements, such as consultancy), (s)he should obtain approval from the Dean and complete the appropriate External Interest procedures;
  5. In any other instance where the HoD has a potential conflict of interest, or where there could be a perceived conflict of interest, (s)he is advised to discuss this with the Dean;
  6. Where the Dean is an applicant or co-applicant for a research or education-related grant or contract, (s)he, in the capacity of PI, is subject to normal approval procedures by the HoD;  where the Dean is a PI on applications between £5 and £10m that would normally be referred to the Dean prior to approval, (s)he must also obtain approval from the Provost, rather than acting as ultimate approver in accordance with Delegated College Authorisation Signatories;
  7. Expenditure within the Dean’s research area, in his/her capacity as a PI, must be formally approved by the Department in accordance with normal financial approval and procurement policies and procedures;
  8. Per the Expenses Policy, the Dean’s expense claims must be approved by the Provost;
  9. Where the Dean is seeking to engage in other activity not covered by the above (i.e. private engagements, such as consultancy), (s)he should obtain approval from the Provost and complete the appropriate External Interest procedures;
  10. In any other instance where the Dean has a potential conflict of interest, or where there could be a perceived conflict of interest, (s)he is advised to discuss this with the Provost.