Institutional Policy and Compliance

Ethics & Outside Activities Reporting

Code of Ethics

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 the chancellor or the chancellor's designee. The employees subject to Wisconsin Administrative Code Chapter UWS 8 must also keep track of and report outside activities pursuant to Regent Policy Document 20-7 (See below for more information).

Resources

Wisconsin State Statute Chapter 19: General Duties of Public Officials

UW System Regent Policy Document 20-22: Code of Ethics

UW System Employee Ethics and Public Records Management Memo and Handout 2018


Outside Activities Reporting (OAR)

**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. Download a copy of the 2019 Outside Activities Reporting Form.

3. You will need to print, complete, sign and route the 2019 OAR Form to your appropriate signing authority/authorities for approval. Note: In certain circumstances, this may result in one of five signature scenarios. Refer to the FAQs section below for more information.

4. Make sure your form is legible, with all signatories clearly identified. Scan and submit your completed form as a PDF file attachment to OARResponse@uww.edu by April 30, 2019. Be mindful of the reporting timeline and escalation process

In accordance with UWS Chapter 8 and Regent Policy Document 20-7 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 and identify potential conflicts of interest or commitment for which they receive remuneration. Members of the unclassified staff are free to engage in outside activities - whether or not these activities are remunerative or related to staff members' fields of academic interest or specialization - unless an outside activity conflicts with his or her public responsibilities to the UW System and/or UW-Whitewater. 

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.


Resources

Need to file for the previous, 2018 OAR Cycle (1/1/17-12/31/17)?

Access copies of the UW System Guidelines and OAR Form from last year.

Scan and submit your completed forms as a PDF file attachment to OARResponse@uww.edu by April 30, 2019.


Frequently Asked Questions (FAQs)

Q: Who needs to complete an OAR Form?

A: All Faculty (FA), Academic Staff (AS), and Limited Appointees (LI) with half-time (.5 or 50%) appointments or greater.

Q: What if I don't have any outside activities to report? Do I still need to submit a completed, signed, and dated OAR Form?

A: Yes - You must submit an OAR Form regardless. If you do not have outside activities to report, you will check the box directly below your signature line and continue completing the form for processing. If you do have outside activities to report, see Sections A, B, and C of the OAR Form for more information.

Q: Who needs to sign my OAR Form?

A: Once you complete and sign your own form, you must route it to your appropriate signing authority/authorities for approval. This may result in one of the following scenarios:

For 1.0 FTE non-academic units:

      • A signature must be obtained from ONLY your Director/Department Head/Division Head, or
      • Signatures must be obtained from BOTH your Direct Supervisor, AND your Director/Department Head/Division Head (assuming they are not the same person)

For 1.0 FTE academic units:

      • A signature must be obtained from ONLY your Dean, or
      • Signatures must be obtained from BOTH your Direct Supervisor, AND your Dean (assuming they are not the same person)

For multiple position appointments:

      • Separate OAR Forms must be submitted for each position appointment if each appointment has a different reporting structure. See "Q: What if I have more than one position appointment?" below for additional clarification.

Q: How do I know if my activity needs to be reported or not?

A: Double check the specifications listed above, as well as the associated, embedded links. If you are still unsure, it is better to report your potential outside activities than inadvertently risk failing to document them.

Q: What is the reporting period for OAR? Is it calendar or academic year?

A: The current 2019 OAR Cycle covers the full 2018 calendar year (1/1/18-12/31/18).

Q: What if I have more than one position appointment?

A: You must submit a separate OAR Form for each position appointment if your reporting structure is different across these appointments. For example, if you work for two different departments that fall under the purview of two different Deans/Directors/Department Heads/Division Heads, then you must submit two separate forms to ensure compliance. OR;

A: If you work for two different departments that both fall under the purview of the same Dean/Director/Department Head/Division Head, then you may submit only one form as long as the signatories are clearly identified to support this overlap. For example, if you work for two different departments within the same College and report to different Direct Supervisors for each position, then you would obtain both of their signatures, followed by the Dean's signature, all on the same form.

Q: Can I send you a picture of my completed form?

A: No - your OAR Form must be scanned and  submitted as a PDF file attachment, and emailed to OARResponse@uww.edu.

Q: I provide Administrative support to my department/unit, and I have several years worth of old OAR files. Can I shred them?

A: The UWSA retention schedule for Outside Activity Reports is the "Event" + 3 (three) years. You may destroy the OAR records that exceed this timeline.


Still have questions about what Outside Activities are, and/or how the reporting process works? Download our PowerPoint for a quick overview.

You can also contact the Quality Assurance Improvement Manager at stokesa@uww.edu.