Outside Practice other than Consultancy and Investigational Work

P696/OP2

 

Regulations Governing Outside Practice

(which is not classified as Consultancy and Investigational Work)

General

Staff members are advised that it is always prudent to consult their Head of Department/Office in the first instance prior to undertaking any kind of outside work, whether paid (in cash or in kind) or unpaid, and that due consideration should be given to the following general principles:

 

a. that the purpose of undertaking the outside work is not to supplement income at the University on a regular basis;

b. that the nature of outside work is related to general educational work or community service;

c. that the outside work should not be frequent and of a prolonged duration;

d. that the outside work will not impair a staff member's performance of his or her duties at the University or distract his or her attention from them; and

e. that the outside work will not cause any conflict of interest with or bring discredit or embarrassment to the University.

Types of Outside Practice (which is not classified as Consultancy and Investigational Work)

2. In general terms, outside practice could be broadly categorised into the following two groups:

 

2.1

 

General Educational Work : Teaching activities on a scheduled/time-tabled basis (including part-time teaching for SCE), external examining in the grading of papers, broadcasting, television talks and journalism, etc.

 

2.2

Professional Practice : Designing programmes for training, filming, musical presentation, seminar series, as well as activities for the commercialization of research/creative endeavours, such as computer software, product design, laboratory tests and services, etc.

3. In the case of the provision of occasional professional advice or service through invitation; occasional lectures, and acting as external examiners as a form of mutual assistance among sister institutions; authorship of books; and occasional broadcasting, television talks and journalism, these will not be regarded as outside practice, provided that there is no formal act of employment nor remuneration involved. The same principle applies to staff providing occasional professional service, teaching or advice to another department or office within the University as a form of mutual assistance.

4. In respect of any kind of outside practice which has not been mentioned in the preceding paragraphs, such as voluntary service, investment in private companies, acting as directors and/or advisers for profit-making and/or non-profit making organisations, etc., the general principles of the promulgated Regulations will still apply. Staff members are advised to consider conscientiously in every case if the outside work involved, whether paid or unpaid, will affect their work performance at the University and cause actual or potential conflict with the University. Staff members are also advised to inform their Head of Department/Office of their outside involvement and to seek their advice on whether any official approval is needed whenever in doubt.

Application Procedures for Approval to undertake Outside Practice

5. Applications for approval to undertake outside practice should be made to the Dean of Faculty/School via the Head of Department in the case of teaching staff; and the Head of Office in the case of non-teaching staff. The staff member concerned should complete the appropriate form and forward his/her application to the appropriate approving authority, together with written document/letter of appointment from the employing institution/organization indicating the nature of work to be involved, the number of working hours per week/month expected, and the remuneration to be received.

Criteria for Approving Outside Practice

6. In considering applications from staff members concerned to undertake outside practice which is not classified as consultancy and investigational work, the Deans/Heads of Offices are advised to take the following factors into consideration:

 

a. that the nature of outside practice should be related to general educational work, and/or community service;

b. that the outside practice will be conducted entirely outside of the full-time work hours of the staff member concerned, and the load shall not be so heavy as to exceed 1/5 of the staff's full-time work load at the University in such a way that it will interfere with the staff's normal university duties;

c. that the outside work will not impair the staff's work performance at the University;

d. that the outside work will not be of a frequent nature and will usually last for a limited duration;

e. that the outside work will not attract a remuneration package which is so considerable in proportion to the staff's salary as to possibly result in the staff losing some interest in his/her full-time appointment at the University; and

f. that the outside work will not cause any conflict of interest with the staff member's duties and work at the University and that it will not potentially bring embarrassment and/or discredit to the University.

7. Staff who have been granted approval to undertake outside work are advised that: (a) they are acting as individuals in undertaking the proposed outside work and not on behalf of the University and the University shall accept no responsibility for opinion or advice given in this respect; and (b) it is their responsibility to ensure that the University be properly reimbursed for all the costs incurred in the use of University equipment and facilities, if any.

8. Deans/Heads of Offices are requested to provide copies of the approval letter and information supplied by the staff member to the Personnel Office for record and to the President & Vice-Chancellor for information.

 

Personnel Office
September 2007