Chapter 3 - Governing Functions

The University has in place effective policies which support faculty members in university-industry collaborative engagements and technology commercialisation through consultancy, licensing, collaborative research, entrepreneurial and other industrial support endeavours. The Knowledge Transfer Committee steers the overall governance and policy pertaining to knowledge transfer, and monitors any key management issues arising from operations that may require input at the policy level.  A Knowledge Transfer Advisory Committee infuses external expertise into strategic planning to ensure the University’s strategies remain responsive to real-world challenges while maintaining governance robustness. Meanwhile, the Knowledge Transfer Management Committee focuses on operational efficiency and internal oversight to improve risk mitigation, optimise resource allocation, and benchmark against peer institutions, thereby incorporating best practices to enhance the effectiveness of knowledge transfer strategies and their implementations.

The Technology Transfer Assessment Committee considers and approves technology transfer and commercialisation cases, and also reviews and recommends for the University’s consideration of taking up equity interest or stock option from external entities^[1] including PolyU supported start-ups, through intellectual property (IP) licensing or assignment.

Notwithstanding the institutional stance to encourage knowledge transfer in a disciplined manner, the University avoids undertakings associated with unmanageable commercial risk which could adversely affect the University’s finance and reputation. For risk management, the University deploys its subsidiary, the PolyU Technology and Consultancy Company Limited, as the engaging party for all external dealings with regard to commercialisation in order to shield the University and its staff members from potential disputes, claims and liabilities associated with related activities of a contractual nature.

Ownership and Management of Intellectual Property

The University sets out its position on the ownership, management and commercial exploitation of IP in the Policy on Ownership of Intellectual Property to ensure that all stakeholders are properly informed about how IP rights will be protected and how the use of IP will be regulated. Unless explicitly stated otherwise, all intellectual property and materials developed by staff members and/or students shall belong to and vest in and be owned exclusively by the University.

The University strives to promote and facilitate the timely transfer of its knowledge and technology to benefit the society at large. To facilitate various knowledge transfer undertakings, the University adopts the principles detailed in the Regulations on the Management of Intellectual Property for the management of IP, including disclosure of invention, protection of patentability and confidentiality of invention and other IPs, registration and maintenance of patents, commercialization, and distribution of net revenue.

Collaborative Research

To govern the management of collaborative research and ensure compliance with the requirements of UGC and funding bodies, the University has in place Policy Guidelines on Collaborative Research (Section  2.2.2  of the Handbook  for  Projects and Grants) to: (i) ensure staff members shall not receive personal remuneration; (ii) define the intellectual property rights of the University and participating parties; and (iii) define overhead and related charges. In cases where staff members derive personal income from a research engagement, the activities are considered as consultancy work.  

Consultancy

The University has guidelines to govern conflicts of interest under the Regulation Governing Conflict of Interest and outside activity provision under the Regulation Governing Outside Activities and Consultancy Work. Undertaking of outside activities shall be approved by supervisors at department head’s level and above, with the due process overseen by the Designated Senior Executive appointed by the President.  

The University assures clients’ satisfaction within the scope of the consultancy engagement through the quality assurance system for consultancy service.

Licensing

The University has established Guidelines for IP Licensing and Assignment and due processes, and engages industry experts in the Technology Transfer Assessment Committee to consider licensing terms that can fairly reflect the value of the technology to the University and to the licensing party, with the overarching objective of creating impact through such arrangement under sound governance.

Establishing Start-ups

The University encourages and supports academic/research staff and students to establish start-ups to commercialise the IPs of the University as one of the knowledge transfer channels.

Staff members’ involvement in start-ups, regardless of the nature and type of the start-ups, should always observe the prevailing Regulation Governing Conflict of Interest and the Regulation Governing Outside Activities Including Consultancy Work. As a principle, the core duties as full-time staff members should not be compromised.

To ensure the establishment of start-up is conducted in a governed manner, The University has established Guidelines on Establishing Academic-led Start-ups and Guidelines for Students on Establishing Start-ups to set out general principles, issues for consideration, approval mechanism and support provided for the establishment of start-ups by full-time academic/research staff member and students.

Entrepreneurship Investment Fund (EIF)

The EIF supports early-stage start-ups involving PolyU staff, researchers, students, and alumni with innovative technologies or other start-ups commercialising PolyU’s IP. The Entrepreneurship Investment Fund Sub-committee (EIFSC) is established under the Investment Committee of the Council and is responsible for establishing appropriate investment policies and performance metrics to govern and monitor the EIF's investment portfolios. The terms of reference of EIFSC also include approving investment and divestment proposals, advising on strategic investment partnerships, and evaluating the performance of the EIF investment portfolios.

Mainland Translational Research Institute / Centre (MTRI/MTRC)

To ensure comprehensive guidance and effective governance for the University’s research institutes and centres in the Mainland, the University has promulgated a set of IP, Start-up and InnoHub Policies & Guidelines for these MTRI/MTRCs. These policies and guidelines aim to enhance IP management and commercialisation, and foster the growth of innovations and spin-offs within the MTRI/MTRCs through proper procedures and governance structures.