Policy: Professional Service and External Consulting for University Staff Employees
|Date: 05/22/09||Policy ID: HRM-025||Status: Final|
|Contact Office:||Consulting Services (UHR)|
|Oversight Executive:||Vice President and Chief Human Resources Officer|
|Applies To:||Academic Division and the College at Wise|
|Table of Contents:||
|Reason for Policy:||The University of Virginia recognizes that the quality of work can be enhanced when staff members participate in professional service or external consulting activities. The University also recognizes that this privilege can be valuable to the individuals and the institution alike, and supports activities that do not have an adverse impact on a staff member’s primary commitment to the University. This policy establishes guidelines for participation in professional service or external consulting activities by certain University Staff employees.|
|Definition of Terms in Statement:||Executive & Senior Administrative Staff (E&SA): University staff employees on limited term appointments having significant administrative responsibilities and duties and exercising considerable independent discretion, and having the ability to commit the University to a long term course of action.
This category includes:
External Consulting: A professional activity related to an individual's area of expertise, where that individual receives compensation from a third party and is not acting as an agent of the University. The guiding principle is that, in consulting, a person agrees to use his or her professional capabilities to further the agenda of a third party, in return for an immediate or prospective gain. Consulting is not considered outside employment which may or may not directly relate to an individual’s professional discipline. Professional service (defined below) differs from consulting in that any payments received for professional service are gratuitous.
Highly Sensitive Data: Highly sensitive data currently include personal information that can lead to identity theft if exposed and health information that reveals an individual’s health condition and/or history of health services use. (For more detail, see Electronic Storage of Highly Sensitive Data policy).
Managerial & Professional Staff Employee (M&P): University staff employees who manage a division or subdivision of a major academic or administrative unit and/or exercise significant knowledge, discretion and independent judgment gained through advanced education or experience. This category includes coaches, other than Head or Associate Head Coaches/Coordinators, on individually negotiated contracts. M&P Staff are typically exempt employees under the provisions of the Fair Labor Standards Act (FLSA), and therefore not subject to the FLSA provisions governing the payment of overtime.
Professional Service: This category includes service on national commissions, on governmental agencies and boards, on granting agency peer-group review panels, on visiting committees or advisory groups to other universities, on professional associations, and on analogous bodies. The fundamental difference between these activities and consulting is that they are public or University service. Although an honorarium or equivalent may be received, these professional service activities are not undertaken for personal financial gain. Therefore, such service does not fall within the consulting category.
University Equipment: University owned or leased property used to assist in performing an activity or function (e.g., hand tools, power tools, audio-visual equipment, etc.). University equipment does not include University infrastructure (e.g., networks, buildings, etc.); office furnishings that remain in the location designated for their use (e.g., desks, file cabinets, bookcases, etc.); or telephone and computing resources that are covered by other specific policies.
University Staff Employees: Those salaried, non-faculty employees hired on or after July 1, 2006, and those salaried, non faculty employees and Administrative and Professional Faculty electing to participate in the University Human Resources System established by the Board of Visitors under the authority granted by the Restructuring Act, and the Management Agreement.
|Policy Statement:|| The University recognizes that professional service and external consulting can enrich the professional development and stature of its employees and create and build relationships with other universities, state and local governments, and private businesses that may benefit the University as well as the employee. The Executive & Senior Administrative staff and M&P categories of University Staff may engage in professional service during normal working hours as long as the activity:
Eligible University Staff employees remain responsible for meeting the performance expectations, job requirements, and scheduling demands of their positions while engaged in professional service activities.
Executive & Senior Administrative and M&P staff may engage in external consulting while on approved leave or outside of normal work hours.
The supervisor will require the employee to terminate his or her professional service or external consulting activities should the supervisor determine that these activities interfere with his or her job performance or the employee’s ability to meet the requirements of the University.
|Procedures:|| Request for Approval to Participate in Professional Service:
Submit a written request to the supervisor. The request from the employee should include:
The immediate supervisor will review and approve/disapprove the request.
[Note: For a consulting activity occurring during normal work hours, submit your leave request to your supervisor for review and approval/disapproval.]
|Major Category:||Human Resource Management|
|Category Cross Reference:|
|Next Scheduled Review:||05/22/15|
|Approved By, Date:||Executive Vice President and Chief Operating Officer, 05/22/09|
|Revision History:||Updated 1/15/15, 12/19/14.|
|Supersedes (previous policy):|