Request for Approvals of Outside Activities
A Request for Approval form is submitted for an outside activity that will occur in the future.
Outside activities that require prior approval are:
- All outside employment or other compensated activity
- Any outside activity, regardless of compensation, that reasonably appears to create a conflict of interest or a conflict of commitment;
- Outside board service as described in Section 29.6.4 of the policy; and
Foreign Affiliations - Any substantial relationship between an employee and any program sponsored, funded, directed, or controlled by a foreign government, foreign agency, or foreign institution. In particular, any participation in foreign talent programs or honorary / position titles that may be perceived as employment of a foreign institution.
Note: Some activities may be considered pre-approved. (Please see section 29.6.3 of the policy for more information). Substantial relationships with foreign entities are not considered pre-approved and a request for approval must be submitted.
All employees must electronically request and receive prior approval before engaging in an outside activity with annual approval required thereafter.
The permissible level of time commitment to outside activities cannot exceed an average of 8 hours per week, during the term of an appointment, without approval of the President or designee and a written management plan.
Employees must log onto the Outside Activity Portal to request approval at the following URL: https://apps.utsystem.edu/ActivityPortal/.
Below is a training tool available to assist with completing the required request for approval:
Tutorial Video (must log onto portal to view.)
All requests for approval should be routed according to the following process:
Academic Departments - The request should first be routed by the requester to the respective Department Chair. The request will then be routed through by each approver as follows:
1. Department Chair
3. Provost Office
4. Mary Solis, Institutional Compliance (email@example.com)
All Other Departments - The request should first be routed by the requester to the Director/Department Head. The request will then be routed through by each approver as follows:
1. Director/Department Head
2. Appropriate Vice President
3. Mary Solis, Institutional Compliance (firstname.lastname@example.org)
The Office of Institutional Compliance is the designated final approver for all requests for approval.