Office of Research
Who needs to fill out the form?
All faculty, librarians, and other academic personnel who anticipate engaging in outside professional work for compensation need to complete Form 1460.
Professional or Classified staff Outside Work requests are not handled by the Office of Research. If you are Professional or Classified staff wishing to engage in Outside Work, please see Administrative Policy Statement 47.3 for the correct form and instructions on obtaining approval.
What is considered outside work?
Any and all professional work performed for any type of compensation to you from a non-UW entity requires approval, with exceptions for non-profit organizations and as noted in Additional Considerations below.
When do I need approval?
Obtain approval before engaging in outside professional work.
Why do I need to do this?
Requesting and receiving approval prior to engaging in outside professional work is required by UW policy, Executive Order 57. It also helps protect you from penalties for violating certain provisions of the Washington State Public Ethics Law.
How do I request approval?
Approval is requested using UW Form 1460 – Request for Approval of Outside Professional Work for Compensation. Form 1460 requires signatures by your department chair and dean or chancellor.
After your Form 1460 has been reviewed and signed by your department chair and dean or chancellor, it should be forwarded to:
Office of Research
Attn: Outside Work Requests
The Approval Process
- Download and complete the Request for Approval Form 1460.
- Forward the completed Form 1460 to your department chair* for approval and signature.
- Chair forwards Form 1460 to your dean/chancellor for approval and signature.
- Dean/chancellor will forward 1460 to:
Office of Research
Attn: Outside Work Requests
- Contact firstname.lastname@example.org with questions.
- The Office of Research verifies that the Form 1460 is complete.
- The completed Form 1460 is forwarded to the Assistant Vice Provost for Research Compliance for review.
If no conflicts are identified, the request is approved, and you and your school or college will receive email notification of approval within three working days of receipt of the completed Form 1460.
- If a conflict is present, the Assistant Vice Provost for Research Compliance will determine whether or not a management plan is needed.
- If a management plan or further information is needed, you or your school or college will be contacted.
- Final approvals will be considered as soon as possible by the Assistant Vice Provost for Research Compliance following receipt of an acceptable management plan.
Once final approval is granted by the Assistant Vice Provost for Research Compliance, you and your school or college will receive email notification of approval within three working days.
I have been invited to present my research at another academic institution for which I would receive a $1,000 honorarium. Does this activity require submission of Form 1460?
No. Invitations to make scholarly presentations, even for compensation (the honorarium), constitutes one of several categories of activities that are excluded from the Outside Work Policy. Approval is not required for this presentation. (See " Additional Considerations" below for other exclusions.)
I have been asked to serve on a scientific advisory board for a company for which I would be paid $15,000 per year to attend four day-long meetings. Does this activity require submission of Form 1460?
Yes. Providing consulting services for industry requires prior approval as outside work for compensation. Complete Form 1460 and submit it for review and approval by your department chair and school or college dean or chancellor. If the consulting period falls within a single UW academic year (July 1 through June 30), submit one Form 1460 covering the entire period. If the consulting period spans two or more UW academic years, submit one Form 1460 for each academic year (July 1 through June 30) or part thereof.
I referee my child's sports league, for which I am paid $40 per game. Does this activity require submission of Form 1460?
No. Unless you are involved at UW in athletics, these activities are not considered " professional" activities with respect to your UW position. Prior approval is not required for these activities.
Approval is NOT required when any of the following is true:
- You are not compensated in any way (including in kind, waived or assigned compensation) for the outside work;
- The outside work involves contributing professional expertise related to your academic work for scholarly, editorial and advisory bodies, including governmental bodies;
- The work is service on public commissions or boards of philanthropic organizations;
Outside work is at the invitation of colleges and universities, and governmental agencies involving:
- presenting guest lectures
- delivering scholarly papers
- serving on review panels
- participating in accreditation activities
The above activities are not subject to limitations on outside work and do not require prior approval as such. If the activities involve travel, however, approval for travel away from the University must be sought from the appropriate supervisor. This exclusion does not apply to teaching courses for credit or participating in continuing education activities not under the aegis of the University of Washington; prior approval for such activities must be sought.
De minimis use of University facilities and resources may be permissible for approved Outside Work. For information regarding the University's Policy on the use of UW facilities, equipment or resources please refer to Administrative Policy Statement 47.2, especially section 3.c.
Frequently Asked Questions
- Do I need to request approval for outside work carried out in the summer, if I have a nine-month appointment which does not include the summer?
- No. If the outside work will take place exclusively in the summer, will not involve use of UW resources, will not involve teaching at another institution, and does not conflict with any UW policy, then prior approval is not required.
- Do I need to request approval for my outside work if I have a part-time faculty appointment?
- Yes. Time commitment is not the only aspect of outside work that is considered. Form 1460 will also be reviewed for conflicts with UW policies as well as financial conflicts of interest or academic conflicts.
- Do I need to request approval for consulting that I have already disclosed in the Financial Interest Disclosure System (FIDS)?
- Yes. Your FIDS disclosure is required to initiate the process for assuring that your research or technology transfer activities are not in conflict with the financial interest resulting from your consulting. Your Form 1460 will be reviewed for conflicts with other UW policies and other types of conflicts, such as academic conflicts.
- I have a part-time administrative appointment in addition to my faculty position. From whom do I obtain approval?
- If the outside professional work pertains to your faculty position, obtain approval from your chair and dean/chancellor. If it pertains to your administrative position, obtain approval from your administrative supervisor.
- I am Professional or Classified staff, do I need to fill out an Outside Work request?
- Yes, although requests for Professional and Classified staff are not handled by the Office of Research, and therefore you will not fill out Form 1460. Please see Administrative Policy Statement 47.3 for the correct form and instructions on obtaining approval, or contact your immediate supervisor for questions on your department's approval process.
- What counts as "compensation"?
- Compensation is defined very broadly in the UW policy and includes payments of any kind, equity interests (e.g., stock or options), and intellectual property. Under the policy, it is still considered compensation even if you waive or assign compensation or if the compensation is in kind.
- What is the number of days I am allowed to engage in outside work?
- You are allowed up to one day per week (seven calendar days) of the time you work for the UW. If you are at 100% FTE, then you are allowed a maximum of 52 days per year. If you are a nine-month employee, then you are allowed 39 days during your UW nine months. If you are a part-time employee, then you are allowed a prorated number of days (i.e., if you are at 50% FTE, you are allowed one-half of a day per week worked for UW). You may combine multiple partial days to make up full days requested. Travel to and from the activity counts.
- What is "deeper involvement"?
- Deeper Involvement refers to a relationship with an entity for which you are requesting approval to work that extends beyond the work itself. Examples include, but are not limited to, extensive and long-term consulting with a for-profit entity, ownership of a for-profit entity, a line-management position with a for-profit entity or other involvement in its day-to-day operations, a key continuing role in the scientific or technical effort of a for-profit entity, and providing assistance to a for-profit entity in the development or commercialization of an idea involving your expertise or technology that you have developed. Outside work with deeper involvement usually requires more extensive review and the implementation of a plan to manage resulting conflict.
- What if my proposed outside work will amount to more outside work days than I am allowed under the policy?
- Generally, days in excess of those allowed under the outside work policy will not be approved. Instead, a leave of absence or other arrangement would need to be made by you and your school or college.
- What is usually not allowed?
- Examples of situations that would generally not be allowed as outside work (assuming you are a 100% UW FTE employee) include outside work for more than 52 days over a one-year period without taking leave, teaching or conducting research at another institution, and performing work if your current visa status does not include work for an employer other than the UW.
- What is the difference between requesting approval for outside work and disclosing paid consulting through the Financial Interest Disclosure System (FIDS)?
- Your FIDS disclosure is required to initiate the process for assuring that your research or technology transfer activities are not in conflict with the financial interest resulting from your consulting. Your Form 1460 will be reviewed for conflicts with other UW policies and other types of conflicts, such as academic conflicts.
- Do I need to request approval for outside work if I am on a nonimmigrant visa?
- Outside work for compensation may not be allowed for persons on nonimmigrant visas. Please consult with the International Scholars Operations.
- When do I need to request approval?
- The policy stipulates that approval is required before the outside work begins. Please make every effort to request approval as soon as you know you will be performing the work. This will allow time for your request to be reviewed and approved and for a management plan to be established, if necessary.
- Do I need to request approval for outside work that is already underway or has already been completed?
- Yes. You should complete Form 1460 and submit it for review and approval by your department chair and dean or chancellor. While the request cannot fulfill the requirement for "prior" approval, the Office of Research will keep a record on file that you submitted a Form 1460. In the future, be certain to request approval in advance. This provides protection for you of potential violations of the Washington State Public Ethics Law.
- How long will the approval process take?
- Requests that are complete and do not involve any conflicts may be approved in the Office of Research in as little as three business days. Of course, your Form 1460 must first be reviewed and approved by your school or college. Those requiring more information or the development of a management plan, or that constitute deeper involvement, will take longer depending upon the situation.
- How do I request approval for outside work that spans two fiscal years?
- Submit two requests – one covering the period through June 30 and the other covering July 1 and beyond. You may submit the requests together.
- Do I need to request approval every year for the same outside work?
- Yes. A Form 1460 must be submitted for each year – July 1 through June 30.
- How do I calculate the amount of time (days) to request if I am not exactly certain how much time I will be working?
- If you do not know the exact number of days you will be engaged in outside work, provide an outside estimate – the greatest number of days you may be engaged. The approval will be based on the time estimate you provide.
- How will I know if my request has been approved?
- Notifications will be sent by email to you and to your school or college as soon as your request is approved. You may always contact the Office of Research ( work1460@UW.edu) to inquire about the status of your request.
- I consult by the hour. How do I calculate the number of days?
- Eight hours constitutes one day. Include travel time. If you spend more than 8 hours in a single 24-hour period, count it as 1 day. As an example: If you spend 1 hour per week on your cell phone for 8 weeks, plus a single 4-hour visit to the company with 3 hours of travel time each way, the total would be 2 days.