{"id":37660,"date":"2020-07-21T14:25:39","date_gmt":"2020-07-21T08:55:39","guid":{"rendered":"https:\/\/www.editage.com\/insights\/?p=37660"},"modified":"2025-08-29T14:38:17","modified_gmt":"2025-08-29T09:08:17","slug":"ref-2021-the-impact-managers-action-plan","status":"publish","type":"post","link":"https:\/\/www.editage.com\/insights\/ref-2021-the-impact-managers-action-plan","title":{"rendered":"REF 2021 \u2013 The Impact Manager\u2019s Action Plan"},"content":{"rendered":"

At long last, and with much ado, the revised REF 2021 submission date has been announced (31 March 2021). It\u2019s not an unexpected decision: this is the latest it could be pushed, while still getting the assessment finished in time to determine the 2022 quality-related (QR) funding allocation. And, of course it\u2019s QR funding that is the core purpose of the REF \u2013 all the business with league tables and rankings is either a collateral benefit or collateral damage, depending on your point of view.<\/p>\n

When it comes to impact, of course, we\u2019re talking about three- and four-star case studies. That\u2019s what attracts the QR money \u2013 and with a four-star case study worth hundreds of thousands of pounds, it\u2019s worth putting in the effort to make sure your case study portfolio is as strong as it can possibly be.<\/p>\n

So, what should you do, as an impact manager, with less than nine months to go? The amount of work you need to do is daunting, no doubt about it. But I\u2019ve been through this before, as the impact manager responsible for my institution\u2019s impact submission in REF 2014, and I have a pretty good idea of how to get through this successfully.<\/p>\n

Let\u2019s begin!<\/p>\n

Summer<\/h4>\n

\"\"<\/p>\n

\n
\n

You\u2019re not likely to get much out of academics over summer, but that doesn\u2019t mean you can\u2019t be productive. This is a good time for assessing the portfolio of draft case studies.<\/p>\n

What are their strengths and weaknesses?<\/p>\n

What action can be taken to improve them?<\/p>\n

Is the evidence strong enough, and if not, can it be strengthened?<\/p>\n

Finally, what\u00a0star rating<\/a>\u00a0is it likely to receive?<\/p>\n<\/div>\n<\/div>\n

This last point will be particularly important if, as is likely, there will be meetings in autumn to finalise the selection of case studies.<\/p>\n

Hopefully you already have some external assessments of your case studies to help with this. If not, this is an ideal time to commission some, if at all possible. In any case, whether you do it all yourself or get help from an outside agency, look out for any actions to improve the impact that can reasonably be carried out by 31st December. If there are, then send a proposed action plan to the academic in question, making it clear what you will do to support them in getting this done.<\/p>\n

Autumn Term<\/h4>\n

\"\"<\/p>\n

Your institution will most likely have meetings this term to finalise the impact submission, by which they mean making final decisions on the case studies to be included. This is great insofar is it enables you to absolutely focus on those case studies, but of course you know fine well that they are by no means finalised. This is your responsibility.<\/p>\n

Work through every case study on the submission list. If the list hasn\u2019t been finalised yet, then work from the current shortlist \u2013 but you\u2019ll have a good idea of which case studies will make it, so you\u2019ll be able to prioritise accordingly.<\/p>\n

Start by looking at the impact, as this where you\u2019re most likely to find problems that can\u2019t be sorted at the last minute. First, check that every claim of impact in section 4 of the case study is linked to a piece of evidence in section 5, and vice versa. Next, check that you have a copy of each piece of evidence in section 5. Finally, and this is really important, check that each piece of evidence actually supports the impact claim being made. Honestly, I\u2019ve seen some shockers in my time.<\/p>\n

Then it\u2019s on to the tedious details. Are all the citations correct in section 3? Do they all have DOIs? (If not, google the publication title and you should find the DOI easily enough). Are all of the outputs in section 3 linked to references in section 2? Are all of the statements about the underpinning research in section 2 linked by references to outputs in section 3? By now these case studies will mostly have been through the mill so often that everyone\u2019s eyes just scan past all these details: all the more reason to have a proper sit down and make sure everything is in order.<\/p>\n

You should also check the Additional Contextual Data fields at the end of the case study. This stuff won\u2019t be used in the assessment, but it\u2019s still up to you to make sure it\u2019s filled in properly. You may well find it easier to get hold of grant details from your institution\u2019s grant support team than from the researchers themselves. Do be nice to them: they\u2019re very busy. ORCID identifiers can be looked up directly at the ORCID website \u2013 just make sure you have the right Prof Joan Smith.<\/p>\n

Once you have identified the gaps in each case study that you can\u2019t fill yourself, give the lead academic an action plan detailing the information you require and, where necessary, how to get it. If a testimonial is needed, provide bullet points detailing the key information that it should contain. The deadline for completing this should be no later than the end of the year. (In practice, this means you\u2019ll get it in January. Hopefully.)<\/p>\n

Christmas Break<\/h4>\n
\n
\n
\"\"<\/figure>\n<\/div>\n
\n

Have some time off. At least the week between Christmas and New Year. See family and friends, drink mulled wine, read some books, binge some telly, but whatever you do, don\u2019t work on any case studies. You need some rest and recuperation. The next three months are going to be brutal.<\/p>\n<\/div>\n<\/div>\n

<\/h4>\n

<\/h4>\n

<\/h4>\n

January<\/h4>\n
\n
\n

\"\"<\/p>\n

Had a nice break? Good. Now get cracking. Towards the end of last year, you asked a load of academics for information, clarification, and documentation. If you\u2019re lucky, as many as half of them have got back to you by now with what you need. Split your time between revising their case studies as required, and badgering their recalcitrant colleagues until they come up with the goods. Be persistent. Be annoying. Be like Goldfinger with his laser cutter pointed straight at James Bond\u2019s nether regions. The time for excuses is past.<\/p>\n<\/div>\n<\/div>\n

As your information comes in, revise each case study. In a few cases, the academic will have been able to achieve some last-minute impact by the 31st December cut-off. Let out a brief \u201cHurrah!\u201d and incorporate it into the case study.<\/p>\n

February<\/h4>\n

\"\"<\/p>\n

This is the time for finalising case studies. The first and most important task is to go through each case study checking the evidence. First, check that any missing evidence you identified in autumn has now been supplied, and that any new impact has evidence to support it. Next, check that you have a copy of each piece of evidence, in a suitable form for submission.<\/p>\n

The second task is to check the Additional Contextual Data for each case study. Again, ensure that any gaps you identified in autumn have been filled. Then check that the information is valid.<\/p>\n

Lastly, do a final edit on the case study document itself. Make sure the structure is solid, the prose is clear, and all the necessary information is included. Don\u2019t forget to check formatting details.<\/p>\n

Once you have a case study in its final form \u2013 or at least, what you believe to be its final form \u2013 see if you can get a colleague to read it over for you. They may well spot daft errors that you are simply blind to, having worked on the document for so long.<\/p>\n

March<\/h4>\n

\"\"<\/p>\n

All of the work on revising case studies and gathering evidence should be done by now. If there is anything outstanding from any academics, or any other colleagues, then it\u2019s gloves-off time. The Pro Vice Chancellor will doubtless be fascinated to know who is endangering your institution\u2019s REF submission at this stage.<\/p>\n

Get your submission organised, by which I mean a separate folder into which you put the final submission pdf version of each case study\u00a0and nothing else. There is going to be plenty of rush and anxiety around the submission process: safeguard against errors by getting everything calmly organised in advance. (It\u2019s also worth doing the same for the supporting evidence you are going to upload, although this will have a later, and hopefully less fraught, deadline.)<\/p>\n

The submission deadline is the 31st<\/sup>, but set yourself a deadline of a week earlier than this for getting the entire impact submission finalised. Treat this as a hard deadline. Have every case study in its final form and ready for submission by Wednesday 24th<\/sup>\u00a0March.<\/p>\n

Sometime in this last week you\u2019re going to upload all your case studies to the REF submission website. Exactly when and how this is done will depend on how your institution wants to go about things, but for the love of all that is holy\u00a0do not\u00a0do this on the 31st<\/sup>\u00a0of March. Even the 30th<\/sup>\u00a0is pushing it. Things go wrong, last minute errors are discovered, websites go down. Get everything uploaded by the 29th<\/sup>\u00a0if you possibly can. Then make your Pro Vice Chancellor take everyone for drinks.<\/p>\n

April<\/h4>\n

If you\u2019ve been working as hard as you need to, you no doubt have some annual leave stored up. Take it now. You deserve a break. And when you come back, you can get to work on supporting impact without the REF deadline to concentrate everyone\u2019s minds \u2013 but that\u2019s a whole other article.<\/p>\n","protected":false},"excerpt":{"rendered":"

At long last, and with much ado, the revised REF 2021 submission date has been announced (31 March 2021). It\u2019s not an unexpected decision: this is the latest it could be pushed, while still getting the assessment finished in time to determine the 2022 quality-related (QR) funding allocation. 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