Costing Technician Time

Technicians are integral to a healthy and effective research culture. They contribute specialist expertise, ensure continuity, and sustain the operational capability of research. However, the extent to which their contributions are recognised—particularly within research funding applications—remains inconsistent and often limited. A recent project, funded through the Wellcome InFrame Culture Catalyst Fund sought to address the question: How can technician time be costed in funding applications in a way that supports both financial sustainability and a more inclusive, equitable research culture?

A mixed-methods approach was adopted to examine both practice and perception. Historical data from Edinburgh's institutional costing system (Worktribe) was analysed to understand how technician time has been included in research grants and consultancy projects over time. This provided a quantitative picture of variability, trends, and gaps in costing approaches.

To complement this, a wide range of stakeholders were engaged - including the technical community, Principal Investigators, and professional services staff—through focus groups and discussions, both within and beyond Edinburgh. These conversations explored how technician contributions are valued in practice, as well as the cultural and structural barriers that influence their inclusion in funding applications.

The findings highlighted that inconsistent costing practices not only risk financial unsustainability but also reinforce a research culture in which technical contributions are undervalued or overlooked. In response, a practical framework was developed for the consistent, fair, and transparent costing of technician time across research and consultancy activity. Crucially, this framework is not only a financial tool but also a mechanism for cultural change—embedding recognition of technical expertise within the structures that underpin research delivery.

By aligning financial processes with principles of equity, visibility, and recognition, institutions can better support the full range of expertise that underpins research and innovation. This project demonstrates how research systems and processes—often seen as purely administrative—can actively shape culture, and how rethinking these systems can help build a more inclusive and sustainable research environment.

Now the hard work begins, to ensure adoption of this new costing framework at institutional level. The report and framework are also available to colleagues across the sector: technicians, research administrative staff and academics and researchers.

The proposed policy document is being reviewed this summer (2026). In the meantime, staff are encouraged to have a go using the documents to support local decision-making about costing technician time for projects.  Please provide feedback on the proposed policy and flow chart to the project team.

Acknowledgements:

• Project co-leads: Sally Morgan, Natasha Dorling, Jenny Loukes
• Research Funding Analyst: Endre Putyora
• Project collaborators: Mike Boyd, Tracey Campbell, Simon Cumming, Abby McQueen, Craig Middlemass

We are very grateful to everyone who has provided input to and support of the project, including:

• Participants in project stakeholder sessions and workshops across the University
• Members of the Scotland Technician Network
• Members of the Technical Managers in Universities network
• Members of the UK Pre-Award Network
• Members of the Technician Commitment Signatory network