HackMDSkills Policy Awards Stand Up
07.07.23
- Panos' project extended for paternity leave to March 2024
- Contract amendment - follow up w/ legal
- Define paternity leave in writing (Dec & Jan) / follow up w/ SN on amendment
- November policy training event
- 1-day (hybrid), £6,500 + VAT for a one-day workshop
- maximum spaces available?
- procurement reasons: multiple quotes from civil service college
- open to RAs
- if additional spaces, ask Nick if he can advertise via professional devt.
- travel costs provided
- Learning needs: engaging effectively with policy-makers and communicating technical results to them, writing for different, different audiences, different types of documentation
- Primary objectives: meeting learning needs of SPA, workshop for TRF
- 1-day (hybrid), £6,500 + VAT for a one-day workshop
12.05.23
- Mentor contract for Cath - no public and indemnity insurance
- Handover for SPA
28.04.23
- UFS/DST - 20 June Catch-Up
- BN to send invite to MF + BN
- Cath hourly rate / total cost / want to offer the 15k
Mentor cost: 36*74 = £2664
Additional cover: £5000
Total: £7664
50%: £3832- up to £120 w/ VAT
- BN to await RH hourly rates
- Yo/OLS project development and scoping for Fellow / ensure it's aligned to call as opposed to OLS funding
- revisit milestones / open discussion re: yo's work (add milestone w/ lightweight submission for the fellows & ensure it connects to the policy element)
- decide w/ Yo when proposals are put forward and arrange meeting to discuss
- BN for Yo
- deadline for research scope
- policy angle?
- how do 3 pieces of work feed in
14.04.23
Actions
recosting for FY2 (MF +BN)- ~~BN to contact Harriet re: collaborative policy formation event ~~
- ~~BN to calendar for SPAs / key milestones ~~
- ~~BN to create learning outcome survey ~~
Agenda
- timeline for communications on the awards?
- Turing update awaiting - communicate individually (don't mention their mentor)
- project update w/o mentors - Turing in May
- update on Sue's contract
- 2 separate invoices for Yo/Panos's contract
- check restrictions for maximum amount to spend in FY2 (£28,800)
- rationale: rate to be set by consultant in call document / set an hourly rate going forward
- start putting holds in diaries for SPA calendar? optional? hybrid?
- key milestone activities
- highly advised / engaged but not mandatory
- learning outcomes (survey - what do you hope to gain from the policy formation intensive?)- mentee / mentor workshop
- collaboration workshop
- policy formation intensive (structured)
- post note style format
- suggestions from PPP - developing/creating a policy briefing
- link w/ Harriet if there's scope? (w/in first 12 months of the TRF)
- project reviews
- in-person networking/showcase
- report writing intensive (structured)
- report review workshop
- dissemination workshop
31.03.23
- TREx
- Check TREx w/ Emma - me or her?
- Clarify w/ Panos and Eilis re: home orgs
- Does Yo have an ethics review process at OLS?
- First stage submit on her behalf
- Second stage primarily Yo for content
- Fixed response for mentor rates
- Each home insitution provided a different daily/hourly rate - standard practice (wait next week)
- MF to email Sue
- Risk register log - set a day rate and send contract
- Rate for Cath
- 'Head Of' equivalent rate
- Benchmark / lead from Rachel
- Newcastle: £120 Prof approximate
- Rate for Sue
- £250 per hour at 4 x p/m?
- 8/9 hours
- Total: 12,000
- VAT: 2,400
- Additional: 600
- Vera/Matt confirmed as Yo mentor
- Comms: primary mentors w/ additional - hold-off until contracts signed
24.03.23
- Hourly rate for mentor contracts
- £1,250 a day (AcSer) : Sam Selvarajah
- £800 - £1,000 (95 w/o VAT)
- In-person meeting w/ VM?
- SPA induction (March 27th)
10.03.23
- Underspend for FY1/ELA?
- awardees: 49,618
- ~1k travel/events
- ~17k mentors
- action: increase spend to on FTE for Skills Team / quick chat re: spend profile across the project to maximise what is being spent ELA (turing vision) / heads up to Finance
- Reporting mechanism for the awards
- Standard ELA/preferred documentation?
- BN: ask SN re documentation for project updates
- project impact templates? ASG/Harriet/Jennifer Ding
- Standard ELA/preferred documentation?
- Mentors
- Widening participation
- MF: send WP grants list to BN & other contracts
- Deliverables for mentors (order form)
- Widening participation
17.02.23
- meeting hold for Claire/NDS
- Panos aiming to work on portal / April & EPSRC update? PP to choose level of engagement
- EPSRC likely to extend funding / await definite answer / aim for end of March
- VM: make Panos aware of future of portal / could consider for RSS workshop on portal
- suitable use cases for the portal?
- MF: to extend meeting w/ VM to 'take stock' of portal
- updated delivery plan
- budget for structured learning activities
- lunch and learn / writing skills
- TRF & SPA - workshop on writing for policy? also ask Nick
- timeline(s)
- budget for structured learning activities
- capturing imapct (IPL and survey)
- March 16th (10:00-16:00) for onboarding
- March 27th
02.02.23
-
definite funding for top four (Eilis, Panos, Yo, Emma)
- consideration for 5th - would need 5th mentor
- additional pool in 2nd year for engagement - 3x per awardee
- add 12k for impact/engagement (e.g. conferences)
- cost VM + MF time as internal mentor
-
mentors
- could be >15k following chat w/ mentor re: time commitment
- BN: ask their allocation / checks T&Cs for whether they leave their role (half/half) - Catherine C / Giles
- strategic partners / widening participation
- BN: pull out summaries of the 4 projects for circulation
- service agreement or award contract?
-
written feedback for all applicants
-
once projects confirmed,
-
Emma K:
- proposal is approved subject to some revision, can we have a meeting?
- extend HR, approval to recruit, check for what to do
27.01.23
-
funding: look at profile for funding ELA and review
- MF early next week (review scenarios)
- Cannot spend additional money
- mentor could potentially be MF/VM?
-
mentors
- skills team engagement: VM/MF
- await proposals to seek mentors
-
3 rejects: harry, graham, oonagh
-
1 award: eilis
-
unsure: manolis, yo, emma,
-
Awarding a collaborative proposal?
- Contracts: 3-way agreement or 4?
-
Can Turing staff be mentors? Ideas for how to push?
-
Should we provide individual feedback for unsuccessful applicants?
- Non-written feedback
13.01.23
- Tensioning panel (back - up Turing)
- Florian/Lauren Sweeney
- Back up: Omar Guerrero,
- MN: ask Chris for PPP names!
- RSS workshop on case studies / early heads up / where is the overlap?
- SPAM, national skills stakeholders to approach?
- Pending proposals funded, potential interest?
- Shortlist first?
- Extending deadline
- Eligbility - headline topics / which topics (4 thematic areas for mentors)
- Ways of working w/ DST
16.12.22
- 17 applications started
- Mentor call launched
- New names for Senior Panel / missing 2
- MN to forward to Amit
- MF to find another panel member
* Sign-off on FAQs
- DST on Jan 17th - Skills collaborative session?
- Sign-off process
22.11.22
Final amount
- On costs and not overheads - academic costing
- Time commitment reflected in agreement?
- Head of Unit email - assurance
- Unable for 50/50 payment delivery model bc of ELA restrictions
- quarterly statement in arrears (Feb/March) / payment in arrears
- can pay £35 up front
- EPSRC may extend funding?
- Award amount
- 35k 'salary costs'
- ?? travel/sustenance costs
- check if finance aligns w/ ?? ask Catherine/Alex if XX being payed by ELA?
- claim October / over 80%?
- arrears quarterly statements (best option - clear milestones and deliverables) - timesheet university template?
Decisions
- Costing template for applicants? Using ELA template?
- Delay launch on 24th - w/c
- mentor contracts - 13k each
- staff costs - 42k
- low % for VM and MN
- standard contract - Need to work out upper and lower bands of the awards (260k from next year)
- lower: 41k/128 / upper = 65k
- pay mentors up front = 13k per mentor on basis of 3 mentors / small awards
- email to Will w/modelling
- 262 / 4 =
- Add conditions to award letter
- Focus on mentor agreements - signed up before Dec
Actions - send
- Send modeling to Will - VM & MF
- MF & BN - underwrite budget for next year (23-24)
- BN - mentors for each priority areas / mock up
- BN - key dates: w/c 28 Nov - mon, 16 january 12:00
- BN - remove mention of non-academics/put in piece about contacting skills team for eligibility
- BN - letter of reference / q in FG can you confirm you ran numbers via finance
- BN - review and edit costing template (total no. of hours)
- MF to finalise the costing guidelines and formula(s)
Are milestones reflected in costing/funding?
11.11.22
Decisions
9-16 January 2023
• Eligibility/shortlisting
Borderline - shortlist
• FlexiGrant 2/3 per app (Turing and DST)
Compile list/waiting list of reviewers
Postdoc/practictioner level
• Final review (half day)
DCMS, VM, (Strategy Team) - MF & BN facilitator
- New key dates
• Call opens: 21 November 2022
• Call launch webinar(s): w/c 5 December 2022 (XX:00–XX:00)
• Call closes: 6 January 2023 (23:59 GMT)
(reviews): 9-14 January 2023
• Outcome decisions: w/c 16 January 2023
• Project delivery: 13 February 2023 – 26 February 2024
Notes
- Has Claire taken over from Lee?
- Contact details/express interest by 16 December/28 November
- Use skills@turing.ac.uk for any contact queries
- Block time in calendar for 16 January 2023
- Costing template/excel file
- Hourly rate associated w/ the individual as opposed to?? ask MF for clarifying
04.11.22
Decisions
- Remove any mention of FTE / legal
- Finalise total award amount
- Reconfigure key dates
- Add conditions to CD: meet w/ mentors 2x a month, meet w/ Skills
- Add quote/budget to FG/estimate breakdown of costs/breakdown of time (provide hourly rate)
- Total secondee and mentor budgets
- Q for strategy team: can we spend it in alternative ways?
- No interviews: eligibilty/reviewers/panel
- DST process: reviewers and panel
Outstanding questions
- Why not multiple applicants/a team?
Awards/recruitment/call document
- National Skills: sentence on policy works, two main bodies we work with & can connect into. 2x policy initiatives
- Clarity on support provided
- Suppliers/terminology
- Conditions: state the expectations as opposed to FTE
- No overheads/recost
- FAQ sheet
- Key dates:
- Close before xmas
- Criticism for opening call 3-weeks
Application form
- Remove CV/replace w/ questions
- LinkedIn profile field
- Budget/costing template
