For Faculty, Librarians, and Academic Staff
The Outside Professional Work Policy, UW Executive Order 57, establishes the procedures through which faculty, librarians and other academic personnel may be approved to engage in professional activities for compensation (such as consulting) outside of their University duties. The information accessible through this page provides guidance for the procedures and details of other relevant policies for this process.
Outside work for compensation must be approved in advance. Faculty, librarians, and academic personnel are to complete the Outside Professional Work for Compensation (Form 1460).
Who needs to fill out the form?
All faculty, librarians, and other academic personnel, as defined in Administrative Policy Statement 40.1, who anticipate engaging in outside professional work for compensation must complete Form 1460(s). Professional or Classified staff Outside Work requests are not handled by the Office of Research. If you are a Professional or Classified staff wishing to engage in Outside Work, please see Administrative Policy Statement 47.3 for the correct form and process.
What is considered outside work?
Any and all professional work performed for any type of compensation organization from a non-UW organization requires approval, with limited exceptions for non-profit organizations and as noted in Additional Considerations below.
Compensation is defined broadly. Under EO 57, compensation includes (but is not limited to):Cash payments, salary, honoraria, and royalties
- Equity interests (stock, stock options, partnership interests)
- Sponsored or reimbursed travel (including lodging, meals, and registration fees)
- Intellectual property assigned, licensed, or transferred to you
- In-kind compensation — goods, services, equipment, software, hosting, or other non-cash items of value
- Compensation that is waived, assigned, or directed to a third party (including foundations, family members, or charities)
If you are uncertain whether the anticipated work requires approval, contact work1460@uw.edu for a consultation.
When do I need approval?
Obtain approval before engaging in outside professional work. One (1) Form 1460 per organization, per year is required for all outside professional work. If you anticipate multiple engagements with the same outside organization within the same year, combine them into a single request, covering the full anticipated scope, days, and compensation.
- Exception 1: A new and materially different relationship with the organization arises after initial approval (e.g., shifting from consulting work to a board appointment, or acquiring equity).
- Exception 2: The originally approved scope and day count will be exceeded or the compensation will qualify as a Significant Financial Interest — submit a revised or supplemental Form 1460.
- Exception 3: The engagement spans more than one year — submit one Form 1460 per year (or part thereof).
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.
The Form 1460 must be downloaded – do not use local downloaded versions of the Form 1460. Forms are sent and received digitally. Once your Form 1460 has been reviewed and signed by your department chair and dean or chancellor, send the completed form to work1460@uw.edu. Note that paper submissions are no longer accepted.
The Approval Process
- Pre-Approval:
- Download and complete Form 1460.
- Forward the completed Form to your department chair for approval and signature.
- Note: Some schools and colleges have additional approval requirements. Outside work meeting “Deeper Involvement” criteria require additional review to manage issues such as conflicts of interest. Such situations also require review by the Director of Compliance and may include Conditions of Approval that must be met.
- Chair forwards Form to your dean or chancellor for approval and signature.
- Dean or chancellor (or delegated party) forwards the digitally signed Form 1460 to work1460@uw.edu.
- Contact the Office of Research at work1460@uw.edu with questions.
- Processing and Determination:
- The Office of Research verifies that the Form 1460 is complete. Incomplete forms are returned to the school or college for correction before review begins.
- The completed Form 1460 is reviewed by the designated Office of Research individual, based on the nature of the Outside Work request.
- If a Deeper Involvement with the Organization is indicated, the Director of Compliance will review the request. If further information is needed, you will be contacted to provide additional details. Note that conditions of approval are routinely applied to requests for Outside Work with a Deeper Involvement with the Organization, and you are expected to be aware of and apply them.
- If no conflicts are identified that would prevent approval of the Outside Work, you and your school or college will receive email notification with the approved Form 1460 attached.
- If a management plan or further information is needed, you or your school or college will be contacted.
Before you submit
Incomplete Form 1460 submissions will be returned without review. Before forwarding, confirm:
- All form fields are filled in (do not leave blanks fields that apply to your engagement)
- The formal Outside organization name and address are provided
- Specific start and end dates are listed (not “TBD” or open-ended)
- Number of days requested is calculated and entered
- Compensation type is described (e.g., cash, equity, travel, etc.) and indicated as a Significant Financial Interest if it meets the thresholds.
- All Yes/No questions are answered
- Department chair signature is present
- Dean or chancellor signature is present
- Same-organization engagements within the same fiscal year are combined onto one form whenever possible
Additional Considerations
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 domestic scholarly, editorial, and advisory bodies, including governmental bodies.
- The work is community service on public commissions or boards of philanthropic organizations.
- Outside work is at the invitation of U.S. colleges, universities, and governmental agencies involving:
- presenting guest lectures
- delivering scholarly papers
- serving on review panels
- participating in accreditation activities
The activities listed above are not subject to limitations on outside work and do not require prior approval as such. If they 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.
UW Facilities, Equipment, and Resources
De minimis use of University facilities and resources may be permissible for approved Outside Work. For additional information regarding the University’s Policy, refer to Administrative Policy Statement 47.2, especially section 3.c.
Scenarios
No. Invitations to make scholarly presentations, even for compensation (the honorarium), constitute one of several categories of activities that are excluded from the Outside Work Policy. Approval is not required for this presentation. (See “Additional Considerations” above for other exclusions.)
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 year (Academic Year is recommended, July 1 through June 30), submit one Form 1460 covering the entire period. If the consulting period spans two or more years, submit one Form 1460 for each year or part thereof.
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.
FAQs
Who
Yes. Time commitment is not the only factor reviewed. Form 1460 is also reviewed for conflicts with UW policies, financial conflicts of interest, and academic conflicts.
Yes. The two processes are not interchangeable. Your FIDS disclosure addresses financial conflict of interest under GIM 10. Your Form 1460 addresses approval under EO 57 and is reviewed for additional conflict types — academic, time commitment, contractual.
If the outside professional work pertains to your faculty position, obtain approval from your chair and dean or chancellor. If it pertains to your administrative position, obtain approval from your administrative supervisor.
Outside Consulting Activities and Part-Time Employment for Professional and Classified staff is governed by APS 47.3. Staff should use Form 1555 (Outside Work and Activities Request) to request approval. Form 1555 is part of the University Human Resources process and is administered at the school or departmental level rather than by the Office of Research.
Completed Form 1555 submissions are retained by the employee’s school, college, or department — not by the Office of Research. Consult your supervisor or HR partner for the local routing and retention process.
What
Compensation is defined very broadly. It includes cash, salary, honoraria, royalties, equity (stock, options, partnership interests), sponsored or reimbursed travel, intellectual property assigned to you, and any in-kind benefit (equipment, software, hosting, hospitality, services). It includes compensation that is waived, assigned, or directed to a third party. If you are uncertain, contact work1460@uw.edu for a consultation.
Generally, yes. UW defines an international nexus to include:
- Travel outside the U.S. and territories
- An appointment or employment with a foreign institution, entity, or foreign government (including honorary or courtesy titles)
- Consulting or collaborating with or for a foreign person, institution, entity, or government
- Consulting or collaborating with a U.S. entity that is 50% or more owned by a foreign person, institution, entity, or government
- Receiving or providing materials, technology, information, or data to or from a foreign person, institution, entity, or government — even when the funding or compensation is from a U.S. entity
- Participation in a foreign talent recruitment program
If your outside engagement falls into any of these categories, submit a Form 1460. These engagements often also trigger research security, export control, and federal sponsor disclosure obligations. When in doubt, email work1460@uw.edu.
No. Combine all anticipated engagements with a single outside organization in the same year (July 1 – June 30) onto one Form 1460. Submit a supplemental or revised form if a materially different relationship emerges later, if the originally approved scope or day count will be exceeded, or if the engagement extends into a new year.
Generally, faculty are allowed to work up to one day (8 hours) per week with an outside organization. A 100% FTE 12-month appointment is eligible for up to 52 days per year. A 100% FTE 9-month appointment is eligible for 39 days during the nine UW months and 65 days during summer (104 days total). Part-time appointments are prorated. Travel time to and from the activity counts.
Reading the “Max Days” field on Form 1460: The “Max Days” field shows the total number of days you are allowed for the fiscal year based on your appointment. It does not subtract days already used. If you have approved Form 1460s earlier in the same fiscal year, subtract those days yourself when planning a new request.
A relationship with the outside entity that extends beyond the work itself. Examples include extensive long-term consulting with a for-profit entity, ownership of a for-profit entity, a line-management or executive role, a key continuing role in the entity’s scientific or technical effort, and assistance in commercializing your expertise or technology. Deeper involvement typically requires more extensive review and a management plan.
Days in excess of those allowed under EO 57 will generally not be approved. A leave of absence or other arrangement with your school or college would be required.
Outside work for more than 52 days over a one-year period without taking leave (for a 100% FTE), teaching or conducting research at another institution, and any work that conflicts with your visa status.
FIDS disclosure under GIM 10 addresses financial conflicts of interest related to research and technology transfer. Form 1460 approval under EO 57 addresses authorization for the outside activity itself and is reviewed for academic, time, and contractual conflicts in addition to FCOI. Most engagements that require Form 1460 also trigger FIDS disclosure.
It depends on your immigration status. The general rule is that outside work for compensation must be authorized by the work-eligibility framework that applies to your status before a Form 1460 can be approved.
Authorization from International Scholars Operations (ISO) is not required for:
- S. citizens
- Lawful Permanent Residents (“Green Card” holders)
- EAD holders except F-1 OPT
- Asylees
- DACA recipients
Outside work is not permitted on:
- H-1B visas
- TN visas
ISO cannot authorize Outside Work Requests for H-1B or TN visa holders.
Visas not administered by ISO but that may permit work:
F-1 OPT EAD card holders and non-UW-sponsored J-1 visa holders should consult their specific program sponsor to confirm eligibility for the proposed outside work before submitting Form 1460.
For all other UW-sponsored nonimmigrant visa types, consult International Scholars Operations before engaging.
When
Before the outside work begins. Submit as early as possible to allow time for review and, if needed, development of a management plan.
Submit Form 1460 anyway. While after-the-fact submissions cannot satisfy the prior approval requirement, the Office of Research will keep a record on file. Going forward, submit in advance — this protects you under the Washington State Public Ethics Law.
Review timelines vary based on workload, the completeness of your submission, and whether additional information is needed or a deeper involvement review is required. Complete, straightforward submissions move faster than those involving deeper involvement, equity, or potential conflicts. Submit early, submit complete, and combine same-organization engagements onto one form.
How
Provide an outside estimate — the greatest number of days you may be engaged. Approval is based on the estimate. If the engagement will exceed it, submit a supplemental Form 1460.
By email to you and your school or college once approval is granted. Inquiries about status: work1460@uw.edu.
Eight hours = one day. Include travel time. Hours within a single 24-hour period exceeding 8 still count as one day. Example: 1 hour per week on calls for 8 weeks plus a 4-hour onsite visit with 3 hours of travel each way = 2 days.
If you are uncertain whether annual compensation from the outside organization will exceed the $5,000 SFI threshold, check the Significant Financial Interest box in Question 1 of “Deeper Involvement with the Organization.” Selecting the box up front means your form does not need to be revised if compensation later crosses the threshold, and it triggers the appropriate FCOI conditions on approval. You can always carry an SFI flag without an actual SFI; you cannot retroactively flag an SFI you did not disclose.
SFI disclosures must also be entered and maintained in FIDS under GIM 10 within 30 days of acquisition or of participating in a research project.
List your expected FTE at the time the outside work will occur — not necessarily your current FTE. If your appointment is changing (for example, dropping from 100% to 80%, moving to a 9-month appointment, or going on partial LWOP) before or during the outside work period, use the FTE that will be in effect when the outside work happens.
Reviewers compare your FTE against your requested days to confirm the engagement is compatible with your UW commitment. Listing the wrong FTE can result in conditions being applied to your approval, including required reductions in UW FTE or LWOP.
University Resources
Compliance with UW outside work and FCOI policies creates a Safe Harbor for faculty, librarians, and staff engaged in approved outside work. However, outside activities are individual engagements rather than University responsibilities. As such, University resources — including legal representation — are generally not available when activities may violate the law, University policy, or codes of conduct, or are otherwise subject to scrutiny.