Conflict of Interest, Conflict of Commitment, and Outside Activities
The Conflict of Interest, Conflict of Commitment, and Outside Activities policy (HOP 1.33) is intended to protect the credibility and reputation of UTSA, and its faculty and staff by providing a transparent system of disclosure, approval and documentation of employee activities outside UTSA (including but not limited to: engaging in outside employment or outside board service and owning certain interests in business entities) that might otherwise raise concerns about Conflicts of Interest or Conflicts of Commitment. HOP 1.33 also serves the purpose of ensuring compliance with state ethics laws and Regents’ Rules. Finally, it is intended to provide the framework for rules and procedures that will clearly delineate allowable outside activity.
Making a Disclosure/Requesting Approval
Non-Tenure Track Faculty and covered UTSA staff are required to disclose and/or request approval for outside activities in accordance with HOP 1.33 utilizing an online portal hosted by UT System: http://outsideactivity.utsystem.edu
If you do not have any activities that require disclosure and/or
approval, you do not have to access the online portal.
Tenured and tenure-track faculty and all staff engaged in research who are required to disclose and report under HOP 10.04 should continue using UTSA’s existing disclosure form via the UTSA Research Portal Home and should not re-disclose using the UT System online portal. If you have already submitted a disclosure in 2016, no further action is needed. To request prior approval of outside employment/consultation/appointment/positions including self employment, please fill out the following form: Request for Prior Approval.
For Calendar Year 2015: Outside activities requiring approval/disclosure for calendar year 2015 should be finalized in the online portal (via the Employee Portal) by Thursday, March 31, 2016. Please note:
- In October 2015, the UT System Outside Activities Portal transitioned to a new platform. Therefore, any disclosures made between January 2015 and September 2015 will not be visible and will automatically be finalized on April 1, 2016.
- No further action is required UNLESS new activities have been performed since last year’s disclosure. Certification for these calendar year 2015 activities must be completed by Thursday, March 31, 2016.
For Calendar Year 2016: Outside activities requiring approval/disclosure for calendar year 2016 should be completed entirely within the online portal, utilizing the Request Approval process for those activities requiring approval (i.e., outside employment) and the Make A Disclosure process for those activities that require only disclosure (e.g., gifts).
For a basic overview of the policy and disclosure/approval requirements, please see the: Policy Q&A and Quick Reference Table. For specific information regarding the disclosure requirements, please reference the training presentations at the links below:
• Full-Time Non-Tenure Track Faculty and Full-Time Covered UTSA Staff
• Part-Time Non-Tenure Tack Faculty and Part-Time Covered UTSA Staff
• Non-Covered UTSA Staff
• Training for Research Faculty and Staff can be found on the ORI website: http://research.utsa.edu/?s=training
For questions regarding the Conflict of Interest, Conflict of Commitment and Outside Activities disclosure/approval process, please e-mail the Office of Institutional Compliance & Risk Services at: Compliance@utsa.edu or call 210-458-5537.
- Regents Rule 30104: Conflicts of Interest, Conflicts of Commitment and Outside Activities
- UTS 180 – Conflicts of Interest, Conflicts of Commitment, and Outside Activities
- UTS 175 – Disclosure of Significant Financial Interests and Management and Reporting of Financial Conflicts of Interest in Research
- HOP 1.33 – Conflict of Interest, Conflict of Commitment, and Outside Activities
- HOP 10.04 – Conflicts of Interest in Research & Intellectual Property
Conflict of Interest (COI) - A significant outside interest or activity of an employee or immediate family member can be considered a conflict of interest if it directly or significantly affects the employee’s performance of his/her institutional responsibilities (Conflict of interest is generally an issue of financial or personal gain).
Conflicts of Commitment (COC) - A state in which the time or effort that a UT employee devotes to an outside activity directly or significantly interferes with the employee’s fulfillment of his/her institutional responsibilities or when the employee uses State property without authority in connection with the employee’s outside employment, board service, or other activity (See Sec. 8, RR 30104). Exceeding the amount of total time permitted by UT System or institution policy for outside activities creates the appearance of a conflict of commitment.
Outside Activities - An outside activity is any activity – compensated or uncompensated – that occurs outside the duties and responsibilities of your UT appointment.
Covered Employees - Those UTSA employees who have been determined to be exempt from the Fair Labor Standards Act and are, therefore, not entitled to overtime pay. It also includes employees designated by their vice president as having authority to exercise discretion with regard to the award of contracts or other financial transactions.