Irvine: Office of the Executive Vice Chancellor

July 1, 2001
Revised - August 15, 2005

ACADEMIC SENATE MEMBERS

RE: Revised Academic Personnel Manual Section 025 -
Outside Professional Activities

APM-025, the policy on academic Outside Professional Activities, has recently been revised and re-titled "Conflict of Commitment and Outside Activities of Faculty Members." This revision addresses compensated and uncompensated outside professional and non-professional activities, in an effort to clarify the faculty member's commitment to the University and to set out reporting guidelines.

The University encourages outside faculty activities that contribute to their respective professions and to the community. However, since some outside activities may raise the appearance of a conflict of commitment, the University has established specific guidelines for managing such activity. These revisions require University administrators to implement procedures to assure that potential conflicts of commitments which might arise from such outside activities are identified and managed appropriately. To assist in the documentation of outside professional activities, faculty members will be expected to file an annual report with their Dean or Chair of all compensated outside professional activities.

One of the key provisions of this policy is the requirement that faculty members seek and receive prior approval from the Executive Vice Chancellor whenever activities are likely to raise issues of conflict of commitment. Examples of such activities would include the following: assuming a managerial position in a for-profit or not-for-profit business; administering a grant outside the University that would ordinarily be conducted under the auspices of the University; establishing a relationship as a salaried employee outside the University; or, involving a student in an outside compensated activity.

This revised policy applies to all members of the Academic Senate and equivalent ranks. However, the policy does not apply to emeritus faculty members, unless on recall status. This policy does not replace professional and health science school policies, which provide more detailed or specific guidelines on outside activities.

Attached is a summary of APM-025, effective July 1, 2001. Also included is an outline of the procedures and assigned levels of responsibility for managing this process, as well as sample forms for requesting prior approval on specific activities, and for completing the annual report.

For your convenience, forms to request prior approval, and to report annual outside compensated activities are available online at the AP website:

http://www.ap.uci.edu/Forms/

The full text of the revised APM-025 may be viewed online at the following location:

http://www.ucop.edu/acadadv/acadpers/apm/apm-025-07-01.pdf

 

 

Michael R. Gottfredson
Executive Vice Chancellor

Attachments

cc: Chancellor Cicerone
Associate EVC Killackey
Academic Personnel

 

Summary of APM-025

1. Faculty Obligations to the University require that compensated and uncompensated activities must not interfere with a faculty member's full-time commitment to the University.

2. Three Categories of Outside Professional Activity have been defined:

• Category I activities require prior approval and count toward the day limit. Examples would include: assuming a managerial position in a for-profit or not-for-profit business; administering a grant outside the University that would ordinarily be conducted under the auspices of the University; establishing a relationship as a salaried employee outside the University; or, involving a student in an outside compensated activity.
  
• Category II activities do not require prior approval and count toward the day limit. Examples would include: providing expert testimony in legislative or judicial proceedings; providing consulting services; serving on a board of directors; providing a workshop for industry; or engaging in additional compensated University teaching activities.
  
• Category III activities do not require prior approval and do not count toward the day limit.

3. Prior Approval is required for all Category I, Compensated Outside Professional Activities. Requests for prior approvals must be submitted and approved by the EVC annually, unless approved for a longer term. No activity may be undertaken without written approval.

4. Annual Reports of all Compensated Category I and II Outside Professional Activities are required to be submitted to the Dean or Chair.

5. Time Limits of 39 days are placed on participation in outside activities for full-time faculty members on academic-year appointments. If receiving Summer Salary, the applicable limit is one day per week during the period in which compensation is received. A time limit of 48 days will apply to fiscal year appointments. Part-time faculty time limits will be pro-rated based upon their percentage of time appointments. Exceptions will require EVC approval.

 

 

Summary of Procedures and Responsibility for Reporting
Outside Professional Activities

Outside Professional Activities

Responsibilities of the Faculty:

• Faculty members must request and receive prior approval from the Executive Vice Chancellor whenever activities are likely to raise issues of conflict of commitment (Category I). Prior Approval requests should be submitted via the Chair to the Dean on form AP-2. Forms will be forwarded to the Academic Personnel office for approval by the EVC. Requests should be submitted at least 30 days in advance of expected activity, and no activity may be undertaken without written approval.

• If professional commitments have been made for current academic year that would otherwise require prior approval (Category I), requests for approval of these activities (AP-2) should be submitted immediately to the EVC.

• All faculty who are members of the Academic Senate must complete an Annual Report of Category I and II compensated outside professional activities (AP-3). These reports should include compensated activities during academic as well as Summer months. These reports are to be forwarded to the Dean or Chair, by November 1 of the following year..

Responsibilities of the Dean or Chair:

• Establish a procedure to request and receive Prior Approval forms (AP-2) for all Category I, or student-related outside professional activities. Forward the completed and approved form(s) to the Academic Personnel office at least 30 days in advance of expected activity, for approval by EVC.

• Establish a procedure to request and receive an Annual Report of all Category I and II compensated outside professional activities (AP-3) from each faculty member no later than November 1 of the following academic year.

Revised 8/15/05