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• 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: 

• Below is a training tool available to assist with completing the required request for approval:

  • (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

2. Dean

3. Provost Office

4. Mary Solis, Institutional Compliance (mavitia@utep.edu)

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 (mavitia@utep.edu)

The Office of Institutional Compliance is the designated final approver for all requests for approval.

• If you have any questions, please contact us at 747-6478 or by email conflictsofinterest@utep.edu

• To read the full policy, please go to the Handbook of Operating Procedures, Section V, Chapter 29.

Outside Activity Portal: