Employment Outside the University Setting

1. Employment Outside the University Setting Policy and Procedures Northwestern State University Office of Internal Audit

2. Why Do You Have To Disclose Outside Employment? It Is Policy and To Avoid Violating State Law Northwestern State University Office of Internal Audit

3. Outside Employment Defined Any non-university/college activity for which economic benefit is received, including but not limited to: • Employment with any non-University employer; • Contracts to provide consulting , personal or professional services to non-University individual or entities; and • Self-employment or operation of a business. Northwestern State University Office of Internal Audit

4. Economic Benefit Defined Include but are not limited to: • Cash Payments • Shares of Profits • Shares of Stock • Equity Participation Northwestern State University Office of Internal Audit

5. Outside Employment Which May Be Considered for Approval • General consulting, other outside employment or business activities; • Serving as an expert witness in an area based upon the employee’s training and experience. • Consulting on a non-University research project. Northwestern State University Office of Internal Audit

6. Outside Employment That Will Not Be Considered for Approval • Employment to assist in the passage or defeat of legislation; • Supervision or performance of non-University research; • Blanket approval ; and • Employment or contractual relationships violating the Louisiana Governmental Code of Ethics. Northwestern State University Office of Internal Audit

7. Performance of Approved Outside Employment • Performed only outside of assigned working hours or responsibilities. • Outside employment shall not conflict, delay or in any manner interfere with instructional, scholarly and/or other services that the employee is obligated to render Northwestern State University. Northwestern State University Office of Internal Audit

8. Performance of Approved Outside Employment • During paid faculty leave, annual leave or unpaid leave; • During sabbatical, special or educational leave only in exceptional circumstances and only in accordance with ULS Rules and State Law. Northwestern State University Office of Internal Audit

9. Dual Employment Louisiana Revised Statute 42:63.E “No person holding a full-time appointive office or full-time employment in the government of this state or of a political subdivision thereof shall at the same time hold another full-time appointive office or full time employment in the government of the state of Louisiana, in the government of a political subdivision thereof, or in a combination of these.” Northwestern State University Office of Internal Audit

10. Outside Employment Approvals • UL System Approval • University President Approval • Vice President Approval Northwestern State University Office of Internal Audit

11. UL System Approvals • Outside employment involving public policy; • Outside employment of University President; and • Outside employment or contracts by employees for professional, personal, consulting and social services with an establishment of the Executive Branch of the State of Louisiana. Northwestern State University Office of Internal Audit

12. University President Approval • Outside employment with an individual or entity currently doing or actively seeking to do business with the employee’s unit at the University. • Outside employment involving teaching which will result in University level credit for the student. • Outside employment which ordinarily would be performed as part of the public service aspect of the University insofar as the employee’s job duties and responsibilities are concerned. Northwestern State University Office of Internal Audit

13. University President Approval • Outside employment yielding results that advance a theory or practice in the employee’s field. • Outside employment activity that could otherwise be accomplished by a contract through the University. • Outside employment activity for an individual or entity that has substantial economic interest which may be materially affected by the way in which the employee performs his/her duties and responsibilities as a NSU employee. Northwestern State University Office of Internal Audit

14. Proposed Outside Employer Contracting with NSU • If proposed outside employment is with a 3rd party seeking to contract with NSU, the employee must remove him/herself from any relationship in which he or she would: • Approve payments to the 3rd party; • Evaluate any work performed by NSU pursuant to the contract between NSU and the 3rd party; Northwestern State University Office of Internal Audit

15. Proposed Outside Employer Contracting with NSU • If proposed outside employment is with a 3rd party seeking to contract with NSU, the employee must remove him/herself from any relationship in which he or she would: • Negotiate and/or approve any subsequent contracts between NSU and the 3rd party; and • Approve the purchase of NSU equipment pursuant to the contract with the 3rd party in an amount in excess of $2,000. Northwestern State University Office of Internal Audit

16. Vice President Approval • Applicable vice president’s signature or designee certifying approval must be on every Outside Employment Activities Certification Form and Approval for Employment Outside the University Setting form. • The supervisor and budget unit head signatures must be on forms prior to applicable vice president. Northwestern State University Office of Internal Audit

17. New Hire or Contemplating Outside Employment Full time employees contemplating outside employment or newly hired employees must complete an Outside Employment Activities Certification Form. • If there is no outside employment, write “None” on line 1., read caveats, sign to certify that you are not in violation with those caveats and forward through the approval process. • If there is outside employment, list the names of the employers, and complete the Approval for Employment Outside the University Setting and forward through the approval process. Northwestern State University Office of Internal Audit

18. New Hire or Contemplating Outside Employment If there is outside employment complete the Approval for Employment Outside the University Setting . • This disclosure form must be completed for all outside employers. • Form must include time commitment required, compensation, nature of outside employment. • Purpose: to determine if, or to ensure outside employment does not violate state law. Northwestern State University Office of Internal Audit

19. University Equipment, Materials or Services • Appropriate NSU administrators are responsible for determining the circumstance in which the following NSU property may be used in connection with outside employment: • Personnel • Laboratories • Services • Equipment • If NSU facilities, or equipment or other are required or needed, a contract between the 3rd party and the university may be executed. Northwestern State University Office of Internal Audit

20. Annual Certification • Required by UL System • Each year the appropriate vice president (s) shall submit a report of employee activities to the campus president. • Annually, each University President shall prepare an information report listing all outside employment approved by him and currently in force under this policy and any other details that may be requested. Northwestern State University Office of Internal Audit

21. Sources • NSU Fiscal Policy X-7 Employment Outside the University Setting http://businessaffairs.nsula.edu/x-7-employment-outside-the-university-setting/ • ULS Policy FS-III.VII.-1 Outside Employment Procedures http://www.ulsystem.net/assets/docs/searchable/boards/fs-iii_vii_-1_outside_employment_procedures.pdf • ULS Rule Part TWO, Chapter III, Section VII. Outside Employment of College and University Employees http://www.ulsystem.net/assets/docs/searchable/boards/Chpt_3_VII_Outside_Employment_Employees.pdf • State of Louisiana, Office of State Inspector General; Dual Employment Report Released May 5, 2010 http://oig.louisiana.gov/assets/docs/reports/2010/1090029-B.pdf • Louisiana Revised Statutes Dual Employment http://www.legis.state.la.us/lss/lss.asp?doc=99497 • Louisiana Revised Statues Governmental Code of Ethics http://www.legis.state.la.us/lss/lss.asp?doc=99213 • Louisiana Constitution http://senate.legis.state.la.us/documents/constitution/Article7.htm#§14.%20Donation,%20Loan,%20or%20Pledge%20of%20Public%20Credit Northwestern State University Office of Internal Audit