Decision Matrix for Approval of Outside Activities and Conflict of Interest Disclosures
The Decision Matrix is intended as a quick reference guide. Printable PDF version available.
For more information, please see the FAQ’s or contact Compliance@utrgv.edu.
General Rule
Any outside activity or interest that may reasonably appear to create a conflict of interest, or interfere with an employee’s University responsibilities, must be reported in the Outside Activity Portal. This requirement applies regardless of:
- category of employee (full-time, part-time, exempt, non-exempt, faculty),
- location of activity (on or off campus),
- the type of outside entity (individual, for-profit, not-for-profit, government),
- and level of compensation (compensated or not compensated).
Specific Requirements and Exemptions
Category 1 - Scholarly and Professional Activities (applies to faculty and exempt staff) |
Prior approval required? |
Activity allowed during regularly scheduled work hours / responsibilities? |
After-the-fact disclosure required? |
Academic activities that are clearly related to UTRGV’s mission, provided they do not reasonably appear to create a conflict of interest or conflict of commitment. Examples:
|
NO* (Provided they are clearly related to the University’s mission and do not reasonably appear to create a conflict of interest or interfere with the employee’s University duties and responsibilities.) |
YES (Provided it does not interfere with University responsibilities.) |
NO* |
Category 2 - Board Service or Other Activity that is Personal (applies to faculty and exempt staff) |
Prior approval required? |
Activity allowed during regularly scheduled work hours / responsibilities? |
After-the-fact disclosure required? |
Examples:
|
NO* |
NO |
NO* (even if the activity is compensated) |
Category 3 - Outside employment, teaching, and board service that require prior approval (applies to full-time faculty and exempt staff) |
Prior approval required? |
Activity allowed during regularly scheduled work hours / responsibilities? |
After-the-fact disclosure required? |
Employee outside activities or employment other than activities described in Categories 1 or 2 above, and other than activities carried out wholly outside a faculty member's period of appointment at UTRGV (usually during the summer for faculty who do not have appointments for the full 12 months of the year).
|
YES* |
NO |
NO* (Provided you are not engaged in research or sponsored programs, and not involved in procurement activities over $15,000. See Categories 4 and 5 below.) |
Category 4 - Research and Sponsored Projects Applies only to employees engaged in research or sponsored programs. Applies to all such employees including part-time and non-exempt. Also includes students and, in some cases, collaborators. |
Prior approval required? |
Activity allowed during regularly scheduled work hours / responsibilities? |
After-the-fact disclosure required? |
The following outside activities and financial interests received or held by the employee or the employee’s covered family members, that reasonably appear to be related to the employee’s institutional responsibilities:
|
YES for activities for which prior approval is required under Category 3, above. OTHERWISE NO* |
NO |
YES unless prior approval has been requested and obtained for this activity through the Outside Activity Portal* |
Category 5 - Procurement Applies only to employees involved in procurement activities (meaning that they make decisions or recommendations regarding: contract terms and conditions, who is awarded a contract, preparation of a solicitation for a contract, or evaluation of a bid or proposal) with respect to purchases of $15,000 or more. Applies to all such employees including part-time and non-exempt. |
Prior approval required? |
Activity allowed during regularly scheduled work hours / responsibilities? |
After-the-fact disclosure required? |
The following outside activities and financial interests received or held by the employee or the employee’s covered family members:
|
YES for activities for which prior approval is required under Category 3, above. OTHERWISE NO* |
NO |
YES unless prior approval has been requested and obtained for this activity through the Outside Activity Portal* |
* NOTE: Faculty and exempt staff (those not eligible for overtime pay) without any outside activities or interests to report must still log into the Portal during the Annual Disclosure Period, which is January, February, and March each year-to report "No Activity" for the prior year.