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Outside Employment Policy

E.2.14 Outside Employment

(UASP 450.1; Governor’s Policy Directive #1; Arkansas State Personnel Policy)

Policy Statement

This policy and procedure reflects UAFS’ implementation of UASP 450.1. UAFS acknowledges that full-time faculty and full time, exempt staff members (including, but not limited to, senior administrators) are obligated to devote their working time and efforts primarily to University activities. Nonetheless, the University recognizes that a limited amount of outside work for private compensation may be advantageous to all concerned. Such persons are therefore encouraged to engage in outside employment which will affirmatively contribute to their professional advancement or correlate usefully with their University work providing they follow the guidelines and meet the conditions set forth below.

Eligibility Guidelines

(must meet all)

  1. The employment does not constitute a conflict of interest or the appearance of a conflict of interest.
  2. The employment does not interfere with the performance of the employee’s job at the university.
  3. University facilities or property shall not be used except with permission of the department head or dean, taking into account the best interests of the University; the payment of appropriate fees may be required.
  4. The work is completed on the employee’s own time, not on university work time.
  5. The work does not involve the use of materials, supplies, or equipment belonging to the university.
  6. It is the employee’s responsibility to make clear that, with respect to the outside employment, he/she is not acting as an agent or representative of the University.

Procedures

  1. Employees must submit information regarding all aspects of outside employment, prior to the commencement of the outside employment to his or her supervisor, or to a designated data collector for the unit, for example an academic dean. Data shall include, as much as possible: employer name; schedule; location; anticipated number of hours the outside employment will take over the academic year in question. The data collector for that unit will submit it to the vice chancellor over the unit for review. A copy of the document (may be an email), with an approval or outlining steps to manage the potential conflict, will be returned to the employee. The original will be kept in a spreadsheet by the vice chancellor.
  2. Employees will be asked to provide this information annually during August and September. Vice chancellors need all data from their units by September 15, and the Chancellor will review by September 30.
  3. If an outside employment opportunity arises outside of this timeframe, the employee shall follow the same reporting and approval protocol prior to beginning the outside employment;
  4. If there is disagreement about whether an outside employment opportunity meets the criteria for eligibility, the vice chancellor (VC) responsible for the work unit will make the determination;
  5. Any appeal of the VC’s decision rests with the Chancellor.

Scope of Employment Covered

  1. During the school year, all outside employment by designated employees is covered by this policy;
  2. For 9-10 month employees on continuing contracts, a set of criteria are used to determine what must be reported outside the academic year. Generally, if one of more of the following applies, the employment needs to be reported and approval secured. If there is any question about these criteria, the employee shall report and seek approval in advance:
  • involves teaching, research/creative activity (as defined by UAFS faculty governance bodies), or an appointment with another institution of higher education;
  • pertains to university research as defined under UASYS BOT Policy 210.1;
  • otherwise relates (even broadly) to the faculty member's expertise or responsibilities as a university employee; or
  • involves compensation or support from a foreign entity, or furnishing of research or services to a foreign entity, it must be reported.

Additional Information

    1. Prior approval is also required for concurrent employment with another university unit or state agency, pursuant to Arkansas Code Ann. § 19-4-1604 & Arkansas Code Ann. § 6-63-307