External Professional Activities

Activities, paid or unpaid, that are: 1) not included within one’s University Employment Duties; 2) performed for any entity, public or private, other than the University; and 3) based upon the professional knowledge, experience and abilities for which the University employs the Covered Individual.

Primary Duties and Secondary Duties. “Primary Duties” consist of assigned teaching, scholarship, research, institutional service requirements, administrative duties, and other assigned employment duties. “Secondary Duties” means professional affiliations and activities traditionally undertaken by Covered Individuals that are (a) in addition to Primary Duties, and (b) advance the mission of the University. Secondary Duties may or may not entail the receipt of honoraria, remuneration (see additional regulations, UNC Policy Manual, 300.2.2.1 [R]) or the reimbursement of expenses. They may include membership in and service to professional associations and learned societies; membership on professional review or advisory panels; presentation of lectures, papers, concerts or exhibits; participation in seminars and conferences; reviewing or editing scholarly publications and books; and service to accreditation bodies. These activities, which demonstrate active participation in a profession while advancing the mission of the University, are encouraged and often valued in promotion and tenure and other performance reviews, provided they do not conflict or interfere with the timely and effective performance of the individual’s Primary University Duties or with related University or UNC System policies.

Any use of University-funded or supported resources, including but not limited to University facilities, administrative offices, software, work product, research results, materials, property records, or information developed with University funding or other University support, except as otherwise allowed by University policy, for any purpose other than the Covered Individual’s University Duties. A Covered Individual engaged in external professional activities may not use any such University-funded or supported resources in the course and conduct of externally compensated activities, except as allowed by University policies (for instance, the Acceptable Use of Computing and Electronic Resources, the Facility Use Policy and the Guidelines for Use of University Resources in Support of Entrepreneurial Activity). This includes the receipt of remuneration from both the University and an external entity for the same activity (i.e., travel reimbursement). Under no circumstances may a Covered Individual use the services of another University employee during that employee’s University work hours to advance the Covered Individual’s personal, non-University related interests.

Covered Individuals who wish to engage in an External Professional Activity during the time they are on contract with the University must adhere to these regulations to provide satisfactory assurances that such activity will not interfere with their employment obligations to the University. External Professional Activities should generally be limited to no more than the equivalent of 20 percent (20%) of the Covered Individual’s time during the period covered by their employment contract.

The regulations below regarding mandatory preapproval for External Professional Activities do not apply to faculty and non-faculty EPS employees serving on contracts for less than 12 months if the following circumstances are true: 1) the External Professional Activity is wholly performed and completed outside of the contract service period (i.e., summer months); 2) the activity does not otherwise conflict with the policies of UNC Greensboro or the UNC Board of Governors; and 3) the activity is not conducted concurrently with a contract service period for teaching, research, or other services to the institution during a summer session.

The direct supervisor who assigns workload and assesses performance of the Covered Individual is responsible for determining whether a proposed External Professional Activity will result in a Conflict of Commitment.

Notice Requirements

• Any Covered Individual who plans to engage in an External Professional Activity shall complete the “Notice of Intent- External Professional Activities” (hereinafter referred to as “Notice of Intent”) via University software. A separate “Notice of Intent” shall be filed for each such activity in which a Covered individual proposes to engage.
• Unless there are exceptional circumstances, the “Notice of Intent” shall be submitted for approval online not less than ten (10) calendar days before the date the proposed external professional activity is to begin. The online process allows for approval from the Department Head and Dean or the direct supervisor for EPS employees. Once the Notice of Intent is approved, Covered Individuals must disclose any Financial Interests related to the activity, consistent with the Board of Governors’ policy on Conflict of Interest and Commitment (UNC Policy Manual, Section 300.2.2), and UNCG’s Policy on Conflict of Interest, in their Annual COI Disclosure.

• The Covered Individual’s Department Head and Dean (faculty) or Supervisor (EPS) may indicate approval of the activity following a determination that the proposed activity is:
  • Consistent with applicable policy
  • Does not involve inappropriate use of university resources; and,  
  • Will not present a Conflict of Commitment
• Once a Notice of Intent is reviewed and approved by the Covered Individual’s Department Head and Dean (faculty) or Supervisor (EPS), the electronic system will alert the Covered Individual of the determination.
• Approval of a Notice of Intent may be granted for a period not to exceed the balance of either (1) the University’s fiscal year (July 1-June 30 in the case of 12- month Covered individuals and Covered individuals with contract service periods that include the summer session), or (2) the academic year (in the case of nine-month employees with no summer session contract period) remaining as of the date of approval. The Covered Individual shall be notified in writing of the approval within ten (10) calendar days of the date the “Notice of Intent” is filed. If the approved activity will continue beyond the end of the relevant fiscal or academic year in which it was begun, the Covered Individual must file an additional “Notice of Intent” at least ten (10) calendar days before engaging in such activity in the succeeding relevant year.
• If, after a review of the “Notice of Intent” and consultation with the Covered Individual, the direct supervisor determines that the proposed activity is not consistent with University policies, the supervisor should, within ten (10) calendar days of the filing by the Covered individual, disapprove the electronic submission with written explanation to notify the employee of the reasons for disapproval.

• In the event that a proposed activity is disallowed by the Covered Individual’s Direct Supervisor, the Covered Individual shall not proceed with the proposed activity, but may appeal the decision to the administrative officer to whom the direct supervisor reports, and then to the Chancellor or the Chancellor’s designee. Appeals shall be made in writing within ten (10) calendar days of receiving notice of disapproval.
• Appeals shall be reviewed and the Covered Individual shall be notified electronically of the results within ten (10) calendar days of the date on which the appeal is received.
• The decision of the Chancellor or Chancellor’s designee shall be final.