Guidance for Department Head Review of Outside Interests

Purpose of the Review

This guidance supports department heads and supervisors in reviewing selected outside interests disclosed by Researchers to assess potential conflicts of commitment (COC) and determine whether additional review is needed. Department heads provide important departmental context regarding workload, role expectations, availability, and operational considerations that may not be apparent from the disclosure alone.

Key Definitions

A conflict of commitment refers to a situation in which an individual engages in outside activities, either paid or unpaid, that interfere with their primary obligation and commitment to USU.

An outside interest is a personal, professional, commercial, financial, service, leadership, or other activity, relationship, or commitment external to USU that relates to, intersects with, or could reasonably appear to affect a Researcher's institutional responsibilities.

The Department Head's Role

Because department heads have the best understanding of their employee's job responsibilities and workload, they are best able to evaluate how an outside interest relates to that employee's professional service or impacts their institutional duties and time commitments.

Department heads are not responsible for determining whether a COI exists or for developing COI Management Plans. Department head review is intended to identify potential COC, workload concerns, role overlap, and other operational considerations that may require additional review.

This review is intended to:

  • make sure the supervisor/department head is aware of the outside interest(s),
  • allow the supervisor/department head to determine if there are any concerns regarding time commitments or role overlap if the Researcher continues these activities, and
  • allow the supervisor/department head to alert the Researcher if additional activities or interests should be disclosed.

Areas to Consider

Institutional responsibilities

  • Are teaching, research, and service expectations being met?
  • Has the outside interest affected availability, responsiveness, or performance?
  • Are there any concerns from students, collaborators, or colleagues?

Time commitment

  • Does the activity fit within expected limits for outside or consulting activities?
  • Does it interfere with normal working hours or assigned duties?
  • Is the level of effort sustainable alongside University responsibilities?

Professional benefit

  • Does the activity provide professional, scholarly, service, outreach, Extension, or leadership experience that is relevant to the Researcher's field?
  • Is there a clear connection to their academic or professional work?
  • Could this activity reasonably fall within University service expectations?

Role overlap

  • Is the work similar to what the Researcher is expected to do for USU?
  • Should the activity instead be conducted through the University?
  • Does it create potential competition with USU programs or services?
  • Could a reasonable person conclude that the activity should be performed as part of the Researcher's University responsibilities rather than as an outside activity?

Consulting

  • Has appropriate approval been obtained, if required?
  • Are responsibilities clearly separated from USU work?
  • Are University resources being used, and if so, is that use appropriate and authorized?

Compensation

  • Does compensation, royalties, honoraria, or other remuneration create competing priorities, obligations, or incentives?
  • Has appropriate approval been obtained, if required?

Institutional risk

  • Could it expose the University to reputational, legal, or compliance concerns?
  • Does it involve inappropriate use of University resources?
  • Could it create or contribute to a conflict of interest?

What to Do If Concerns Are Identified

If there are COC concerns associated with an outside interest, the department head should discuss the situation with the Researcher. If concerns remain, or if the activity may involve a COI, RIC should be contacted for additional review and assessment.

Related Policies