Faculty notes on University policy on paid outside work

The following notes provide a brief overview of key aspects of the University's policy on paid outside works. However, the full policy on paid outside work is available at the Workplace Policies and Procedures (WPP) website as are the forms to be completed to apply for permision to undertake paid outsdie work, and for consultancy agreements which you undertake.

• University policy on paid outside work
• Forms for approval of paid outside work, and for consultancy agreements

Permission

Full time members of staff, academic or general, must get prior written approval from the Dean before undertaking Paid Outside Work (POW) where POW is defined as any paid work undertaken external to the University, related (directly or indirectly) to the duties of the staff member. Prior permission is not, however, required for each instance of Occasional POW (see description of this below). If the accumulated instances of Occasional POW exceed an annual time commitment to be determined annually by the VC (at present 10 days per year) then written approval is required.

Part-time members of staff do not need the approval of the Dean but must inform the Dean prior to undertaking POW. They need not, however, notify the Dean of Occasional POW unless the accumulated instances of Occasional POW exceed an annual time commitment to be determined annually by the VC (at present 10 days per year).

Whether part time or full time, staff must get prior written approval for any work undertaken for or with another higher education institution or any competitor of the University.

Occasional POW is intended to cover one off commitments such as examining a thesis, a paid lecture, media commentary, sitting fees for a committee, membership of a review team, honorariums for reviews or commentaries, etc. so long as the general area of engagement is detailed in the Engagement Profile. Permission would be needed for a single writing contract for 10 days work or a weekly 2 hour class for a semester (which is paid industrially as 6 real hours per week).

Reporting requirement

Members of staff must report relevant activities during the performance management/performance enhancement process, In the case of Academic Staff, POW should be detailed in the Engagement Profile, must involve no conflict of interest, and must be compatible with satisfactory performance of university responsibilities. The supervisor then reports these activities to the Dean. Deans report annually to the University.

Conflicts of Interest

Staff cannot:

• undertake any work in a private capacity for another higher education institution or other competitor without prior permission except for that detailed under occasional POW.
• in the course of their duties, deal with relatives, close friends or business associates
• be involved in dealings on behalf of the University with themselves, or with a company or other commercial entity in which they have a vested interest

Ways in which POW can be undertaken

As part of University Practice
In this case, contracts and payments go though the University. It may be built into staff teaching, research and other workload or be additional in which case staff may be paid into outside earning accounts or salary. Staff are insured and, subject to costs being fully built into the cost structure, may use University administrative and infrastructure support.

As a joint contract between staff member and University
As above except that there is agreed profit sharing between staff member and University.

Privately not as part of University Practice
No insurance, work cover, professional indemnity etc or use of the University name. Must inform those for whom the work is completed that the University has no responsibility or liability and get signed statement from other party that they know this. Those undertaking private outside work cannot use University facilities unless by permission and paid for (eg through an overhead).