Institutional Policy and Compliance

Ethics & Outside Activities Reporting

Our campus commitment to ethical public service.


The University of Wisconsin-Whitewater is committed to institutional best practices ensuring compliance with UWS Chapter 8: Unclassified Staff Code of Ethics. In support of these expectations, staff honesty and integrity within and outside of their roles in public service are critical to protecting our campus' best interests.

Employees should review, abide by, and ask for clarifications when necessary regarding their respective code of ethics. If an employee is uncertain whether a future action may violate a code of ethics, the employee should consult with their Direct Supervisor, Dean, Department/Division Head, Office of Human Resources & Diversity, and/or the Audit, Risk, Compliance and Ethics Committee. The employees subject to Wisconsin Administrative Code Chapter UWS 8 must also keep track of and report outside activities (See below for more information).

UPDATE: The Governor has granted an extension for this year's Outside Activity Reporting deadline to June 30, 2020. This applies to this year only given the challenges related to COVID-19.

**Please Note: Aside from the annual requirement to report outside activities, it is important to report any related changes in circumstances as soon as they occur.** 

  1. View UW System's Guidelines for reporting.
  2. Submit your OAR Form by April 30, 2020 June 30, 2020. Be mindful of the reporting timeline and escalation process.  

In accordance with UWS Chapter 8 all UW-Whitewater Faculty, Academic Staff, and Limited Appointees with half-time appointments or more are required to report annually their participation in outside activities. Outside activities may generate conflicts between the needs of the institution, your roles and responsibilities as an employee, and any personal or private interests concerning you and/or your immediate family. These conflicts are common and can often be appropriately managed through the OAR process, which aims to encourage staff honesty and integrity, protect our campus' best interests, and promote ethical public service. If you are asked to submit an Outside Activities Reporting (OAR) Form, please do so as promptly as possible to ensure compliance and avoid any ramifications associated with UW System's Escalation Process.

All Faculty (FA), Academic Staff (AS), and Limited Appointees (LI) with a total of .5+ FTE.

You must submit an OAR Form regardless of whether or not you have outside activities to report.

Once you complete your form submission, you must route it to your appropriate signing authority. Signing authority depends on your reporting structure. See below for routing instructions and examples.

.5+ FTE non-academic units:

  1. Type in your Direct Supervisor’s name below to route your form for their review and approval.
  2. Once your Direct Supervisor has approved your form, it should be routed to your unit’s next level approver (if applicable). For example:
    • If I work in the Human Resources & Diversity Office and report to the Deputy CHRO, I would first route my form to the Deputy CHRO (Direct Supervisor), followed by the CHRO (Department Head) for approval.
    • If I work in Facilities, Planning & Management and report to the Vice Chancellor of Administrative Affairs, then I would route my form to the Vice Chancellor of Administrative Affairs for approval. No other approvals are necessary, since the highest level approver in my Division has authorized my submission.
    • If I work in Continuing Education and report to the Director, I would only need to route my form to the Director. No other approvals are necessary, since the highest level approver in my Department has authorized my submission.
  1. Once you finish routing for approval, your finalized form must be submitted to stokesa@uww.edu for completion.

.5+ FTE academic units:

  1. Type in your Direct Supervisor’s name below to route your form for their review and approval.
  2. Once your Direct Supervisor has approved your form, it should be routed to your college Dean (if applicable). For example:
    • If I work in the Chemistry Department and report to the Department Chairperson (Direct Supervisor), I would first route my form to the Department Chairperson (Direct Supervisor), followed by the Dean for approval.
    • If I am a Dean, I would route my form to the Provost for approval. No other approvals are necessary, since the highest level approver in my Division has authorized my submission.
  1. Once you finish routing for approval, your finalized form must be submitted to stokesa@uww.edu for completion.

For multiple position appointments:

Separate OAR Forms must be submitted for each position appointment if each appointment has a different reporting structure.

The current 2020 OAR Cycle covers the full 2019 calendar year (1/1/19-12/31/19).

Please Note: Aside from the aforementioned yearly cycle requirement, it is important to report any related changes in circumstances as soon as they occur.

You must submit a separate OAR Form for each position appointment if your reporting structure is different across these appointments.

Access copies of the UW System Guidelines and OAR Form from last yearScan and submit your completed forms as a PDF file attachment to OARResponse@uww.edu by April 30, 2020 June 30, 2020.

Did you find some old OAR files while you were spring cleaning your office? The UWSA retention schedule for Outside Activity Reports is the "Event" + 3 (three) years. You may destroy the OAR records that exceed this timeline.

Contact the Quality Assurance Improvement Manager at stokesa@uww.edu or (262) 472-1772 should you have any questions or concerns.