News & Events

Important – Immediate Action may be Required
Outside Activities Employment (OAE) and
Conflict of Interest (COI) Changes 

Distributed January 17, 2014

Changes in UT System Policy now require updated UT Southwestern processes for approving outside employment and managing potential conflicts of financial interest and commitment. Individuals newly affected by these policy changes will need to complete the online forms described below by March 1.

All faculty and employees engaged in research already have 2013 Financial Interest Statements on file and should have received a system-generated email asking them to update their Statements for 2014.

Outside Employment and Activities

Those affected by employee policy EMP-158 Outside Activities (Including Outside Employment or Board Service) include:

  • Any full or part-time employee who is seeking paid outside employment, or is already engaged in outside employment (this policy does not apply to temporary and PRN staff).
  • Any full or part-time employee serving on a board outside of UT Southwestern (exceptions apply; please see the policy).
  • Any full or part-time employee engaged in an unpaid outside activity related to their job duties at UT Southwestern (exceptions apply; please see the policy).

Action Item: All employees with current outside employment or applicable outside activities should complete an outside employment and activities form. The deadline for completing the form for current outside employment or activities is March 1. Any requests afterward should be submitted for approval via the electronic form 30 days prior to starting the outside employment or activity. Note: Faculty members and researchers who fill out Financial Interests forms will already have supplied this information and need not supply it again.

To access the form:

1) Go to eResearch.
2) Log in using your SouthwesternID and password.
3) Select “Outside Employment” from the tabs at the top of the page.
4) Select “Create Outside Activity Employment” from the left-hand navigation.
5) If you have questions about the form, please see the Outside Employment Job Guide or the Outside Employment web page. You can also read the Frequently Asked Questions for more information.

Employees will be notified by email when the request is approved.

Conflict of Interest

Those affected by policy ETH-104 Conflicts of Interest, Conflicts of Commitments, and Outside Activities include:

  • Faculty, and all exempt staff (not eligible for overtime) must complete a Statement of Outside Activities form (formerly known as a Statement of Financial Interests) by March 1, and update it annually thereafter, regardless of whether or not they have outside employment or interests.

Action Item: All exempt employees should complete an electronic Statement of Outside Activities. (Employees who must seek approval for outside employment should complete those requests first. Once the activity is approved, the employee can complete the Statement of Outside Activities.)

To access the form:

1) Go to eResearch.
2) Log in using your SouthwesternID and password.
3) Select “eCOI” from the tabs at the top of the page.
4) Select “Create Statement” from the left-hand navigation.
5) If you have questions about the form, please see the Conflict of Interest Quick Reference Guide or the Conflict of Interest web page. You can also read the Frequently Asked Questions for more information.