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New Study Centre Lifecycle Prospect to Contract

This process highlights the process from Prospective Study Centre to Study Centre, focussing on the approval process and contracting.

  1. Prospective partner may become an opportunity for Business Development (BD) via prospecting, an event,
    email, in person or via the lead enquiry form on our website
  2. BD to set up a call with the prospect to discuss potential partnership with clarity 
    enabling both BD and prospect to discuss all which is required. BD may send 
    over marketing material and if requested for clarity draft example of modules or 
    provide a link to NCUK’s creating opportunities brochure.
  3. BD adds the prospect as a ‘Deal’ on the Study Centre Deals Pipeline and send 
    the prospect a ‘quote’ which includes NCUK’s fees and a link to the business proposal document. (BD see study centre deal pipeline process)  The Business Proposal document also has links to exam schedules, entry requirements, staff requirements and facilities requirements to help the prospect complete the proposal. BD may also introduce Programme Delivery Manager at this point.
  4. Once the prospect has completed and returned the proposal, BD moves the deal to Business Proposal Received stage and continues to collect documentation and information for due diligence. 
  5. The deal then moves to the Due Diligence stage. Due diligence must be signed off by Legal and Finance.  BD will store documentation on SharePoint and link to via HubSpot : finance accounts and financial profitability and insurance(please see ‘obtaining insurance process’ document for further information). 
  6. At this point the primary company attached to the deal 'prospective study centre' will receive a SC Number ( a ticket is automatically raised by to IT to generate this) 
  7. Having received the comments from the Finance and Legal Executive,  BD can complete the Commercial Group Proposal and send to  Director of Business 
    Development to share with Commercial Group. Comments from Programme Delivery must also be added.  All documents must be on SharePoint before going to the Commercial Group. 
  8. Once approved at the Commercial Group, the minutes from the meeting 
    will go before SLT for final endorsement 
  9. BD completes all contract fields on HubSpot and re-confirms them before moving 
    to the contracting stage on the HubSpot deals pipeline. 
  10. The contract with all the information from HubSpot will be generated onto NCUK 
    Contracts account. An automated email will also be sent to the Contracts Manager with any additional information required for the contract such as minimum numbers and placement incentives.
  11. Contracts Admin will give access of the draft contract to BD AM to confirm draft is 
    ready for final review. BD AM will complete a brief review ensuring all fields are filled 
    in appropriately and nothing is missing. 
  12. Contracts Admin will then assign a review task for the Director of Business 
    Development.
  13.  Once the Director of Business Development has reviewed the task- contract is 
    ready. 
  14. Contracts Admin will then give access to the draft contract to the partner as 
    indicated by the AM and also, the Director of Business Development. 
  15. Upon return from review if any comments or objections are made by the partner, 
    the Contracts Manager and the AM will be able to view the comments and discuss 
    them appropriately. (This process is likely to have a bit of back and forth which is 
    expected- Contracts Team will regularly check the progress of the contract and 
    chase where necessary in order to move forward).
  16. Once it has been approved by both sides with the edits, it can be sent to the 
    signee.
  17. Director of Business Development is to email NCUK CEO to expect contract 
    agreed at NBG and SLT.
  18. AM to email partner to expect ready contract from Contracts Team.
  19. Contract will go to Partner for signature and then to NCUK CEO.
  20. Once the contract is signed by both parties, an automated email will be generated from HubSpot and fields in HubSpot updated such as expiry date, freeze date, NCUK qualification introduction date. The deal will be automatically moved to contracted and the 'company' attached to the deal will become an official study centre partner, enrolling in the new study centre  induction process. 
  21. Contractbooks will automatically file the contract whether new or ongoing 
    partner onto the Shared NCUK Live Study Centre Folder and create an expiration/ 
    renewal reminder (6 months before end of contract date).
  22. Contracts Admin will move documents from SharePoint -In Progress to Active