Outside Activities Reporting Toolkit

OAR Toolkit


Introduction

Pursuant to University, State, and Federal policies, Outside Activities Reporting (OAR) is required annually from all Faculty, Academic Staff/Limited Appointees with appointments at 50% or greater, Principle or Co-investigators on federal grants, and individuals with active management plans from the Conflict of Interest Committee. The OAR Form is generally completed during the annual reporting process, which must be submitted by April 30. Employees who are required to report will receive a link to submit their disclosure.


Questions?

For questions regarding the completion and submission of an OAR Disclosure, please contact:

UWM Help Desk

(414) 229-4040

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Outside Activities Reporting Guidelines for Faculty, Academic Staff, and Limited Appointees

Who must report and what must be reported?

It is the policy of the University of Wisconsin System to require a report from all faculty, academic staff and limited appointees who engage in remunerative outside activities in their field of professional interest whose appointments are half-time or more for the period under contract to the UW System. In order to ensure that all covered employees comply with such requirements, all faculty, academic staff and limited appointees whose appointments are half-time or more for the period under contract to the UW System must complete an Outside Activities Report form by April 30 of each year. Faculty and staff who do not comply with completing the Outside Activities Report will be considered “not in good standing” and Employees must comply with Outside Activities Reporting requirements to be eligible for future salary adjustments, including adjustments in a future Pay Plan.

Additionally, while the form gathers information for the prior year, staff are required to report any changes in your circumstances as they occur as soon as possible. To provide an update to an existing OAR Report or to submit at the request of the Office of Sponsored Programs, please complete the OAR Form at: https://uwm.edu/oarform

If you have a joint appointment, you must address activities as they relate to each appointment. Your report covers activities that occur during the full year, even if you were not under contract to the University for part of that time. You should discuss with your dean or director any activities that may present carryover questions of conflict with your responsibilities during your contract period.

Please note: The President, Chancellor or his/her designee may provide exception to the deadline of completing this form in extenuating circumstances. Notwithstanding the exception, the employee must immediately submit this form upon his/her return to work.


Definitions of OAR Form Terms:

A Remunerative Relationship is any relationship that results in payments, transfer of goods or provision of services to the reporting staff member.

An Organization is any corporation, partnership, proprietorship, firm, enterprise, franchise, association, trust or the legal entity other than an individual or body politic (see Wis. Admin. Code § UWS 8.02(12).

Professionally Related Activities are activities related to the staff members’ field of academic interest or specialization.

Ordinary Professional Activities are those activities which extend an unclassified staff member’s normal institutional responsibilities of teaching, research and service to serving other public institutions, organizations, and professional societies. Examples of such ordinary professional activities would be:

  1. Occasional lectures, colloquia, seminars, etc., given at colleges and universities and at meetings of professional societies.
  2. Preparation of monographs, chapters and editorial services for nonprofit educational organizations.
  3. Service on advisory committees and evaluation panels for government funding agencies, nonprofit foundations and educational organizations.
  4. Leadership positions in professional societies.

Those activities which are reportable under UWS 8.025 include:

UWS 8.025

Remunerative Relationships

  1. Professionally related outside activities occurring during the time you are under contract to the university for which you received net remuneration, not including ordinary professional activities.
  2. The names of organizations or businesses for which net remunerative outside activities were performed, the type of activity (consulting, teaching, research, writing, etc.) and the aggregate time spent (days) in that activity. Royalties from writing and patents need be reported only in the year that they first appear.
  3. You must name the organization or source and indicate the aggregate amount of time in days spent in outside activities with that organization. You must identify if you received $5,000.00 or more compensation per year from a single source. If you believe you should not publicly identify the name of the organization, you must receive approval from your dean to withhold the name (e.g., if revealing the name would be damaging to the organization’s legitimate competitive interests).
  4. Any remunerative relationships that you had with organizations which sponsor university research, teaching or training in which you are involved. If these relationships exist, you must report the name of the organization.

Officerships and Directorships

Officerships, directorships, trusteeships that you or members of your immediate family hold in businesses or commercial organizations related to your professional field.

Ownership Interests

Ownership interests in organizations related to your academic area of specialization, provided that your immediate family collectively owns more than 10% of the equity.

Foreign Activities

The OAR Form collect specific information regarding foreign support and appointments. Investigators with relationships with foreign entities must report resources made available to them in support of their research endeavors but which are not managed or expended through UW-Milwaukee.


Those activities which need not be reported include:

  1. Activities for which remuneration comes from university administered funds (e.g., teaching and innovation awards, etc).
  2. Remunerative ordinary professional activities (see definitions above).
  3. Instruction at another nonprofit educational institution or research supported by a government agency if the instruction or research is performed during periods when the staff member is not on the university payroll, or, in the case of part-time appointment, if the work is performed during time not contracted to the university.

Reviewer Responsibilities

Reviewers are responsible for reviewing the information provided to determine if any reported activities pose potential conflicts of interest. Where there is an apparent conflict of interest, employees should work with their Reviewers to document a resolution and upload into their OAR Forum.


Additional and Related Reporting Requirements

  1. Individuals who are subject to UWM Conflict of Interest (COI) Policy for Research must complete the OAR Form. OAR Reports are reviewed to determine if there is a conflict of interest between an investigator’s research and reported interests.
  2. The annual economic interests reporting requirement administered by the Office of the Board of Regents is separate from and in addition to the outside activities reporting requirement. Pursuant to Wis. Admin. Code § UWS 8.06, the president, vice presidents, chancellors, and all contracting personnel must file a statement of economic interests with the Office of the Board of Regents annually, by April 30.

Institutional Ethics Committee:

Wis. Admin. Code § UWS 8.035 requires that each institution shall have an institutional ethics committee, “whose function shall be to provide to any member of the unclassified staff consultation and advice on the application” of Chapter UWS 8 Unclassified Staff Code of Ethics. The institutional ethics committee can either be established or designated as part of an existing committee.


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