Outside Activities Employment (OAE) Checklist

Who needs to submit an OAE to request approval?

OAE RequiredOAE Not Required
Faculty member Emeritus or volunteer faculty appointment
Employee Contract, temporary, or “as needed” worker

Which outside board service, employment, or activities do I need to request approval?

Employment/Activity/
Board Service
ExamplesComplete an OAE?
Outside Board of Directors
     Paid   Yes
     Unpaid   Yes
Exceptions:   
     Primarily Personal (not professional) Board service on municipal boards; neighborhood association boards, boards of political clubs/associations, youth sports/recreation leagues, or affinity groups/clubs No
     Primarily Religious-Personal Your child’s private religious school

Your place of worship’s Planning Committee

No
Outside Employment
   Working at a store; consulting; speaking; advisory board; moonlighting; contract work; providing patient care outside of UT Southwestern; providing security services. Yes
Outside Activities   
     Paid Running a side business; working as independent sales consultant (Mary Kay™, for example). Yes
     Unpaid if related to your institutional responsibilities Using the same professional skills required in your UT Southwestern job for an outside organization. Examples include but are not limited to volunteering medical attention at a charity marathon if you are a nurse/doctor (excluding UTSW-sponsored events) and providing accounting services for a church if you are an accountant at UTSW. Yes

 

Pre-Approved Activities ExamplesOAE Required?
  • Serving on an international, federal, state, or local government agency committee, panel, or commission
  • Acting in an editorial capacity for a professional journal
  • Reviewing journal manuscripts, book manuscripts, or grant or contract proposals
  • Attending and presenting talks at scholarly colloquia and conferences
  • Developing scholarly communications in the form of books or journal articles, movies, television productions, and similar works, even when such activities result in financial gain, consistent with intellectual property and other applicable UT System and UT Southwestern policies and guidelines
  • Serving as a committee member or as an officer of a professional or scholarly society
Fire Chiefs Association of Broward County (Not-for-profit organization of municipal and county fire chiefs to promote education of their personnel);

Citizen CPR Foundation; (501c3 Educational Organization)

EMS World Expo

CurePSP Western Family Conference

No 

When do I need to request approval of an OAE?

Thirty (30) calendar days before initiation of the outside employment, board service, or activity, and at a minimum before any binding commitment has been made to engage in the employment, service, or activity.

How often do I need to submit an OAE for approval?

Non-exempt employees Annually
Exempt employees and faculty members Term of outside employment, board service, or activity