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Outside Activities - Procedures for Reporting

Office of Compliance

Procedures for Reporting Outside Activities

FIRST: Please review the Decision Matrix for guidance on which process you need to follow.

  1. Never Submitted Before
  2. Have Submitted Before

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1. Never Submitted Before

If you have never submitted a disclosure report (required within 30 days of hire), please log in to the UT System Outside Activities Portal and make sure you are on the "Home" screen. Then select the following:

  1. Acknowledge the Polices (click "Acknowledgement" button on the bottom left of screen);
  2. Answer the screening questions (click "Screening Question Answers" on the bottom center of screen); and
  3. Do one or more of the following (at least one of these steps is required):
    1. Request approval (if required)
      1. Click "Activity Form" at the top of screen and follow the prompts.
      2. See below to identify your approver.
    2. Make a new disclosure (if required)
      1. Click "Activity Form" (top of screen) and follow the prompts.
    3. Report no activity
      1. Click "No Activity Form" (at the top of screen).
      2. Check all the following boxes that apply:
        1. I have no new or additional disclosures to report for this year.
        2. I have no new or additional disclosures to report for the prior year.
        3. I have no additional approvals to request at this time.
      3. Click "Report No Activity."

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2. Have Submitted Before

Log in to the UT System Outside Activities portal and complete ALL 3 steps below:

  1. Re-acknowledge the Polices (click "Acknowledgement" on the bottom left of screen and follow the prompts);
  2. Re-answer the screening questions (click "Screening Question Answers" on the bottom center of screen and follow the prompts); and
  3. Follow the instructions for Something to Report or Request OR Nothing to Report below.

A. Nothing to Report

If you are a full-time Employee making an annual disclosure and you have nothing to report, log in to the UT System Outside Activities Portal and go to the "Home" screen. Then:

Click "No Activity Form" at the top of screen:

    1. Please check all the following boxes that apply:
      1. I have no new or additional disclosures to report for this year.
      2. I have no new or additional disclosures to report for the prior year.
      3. I have no additional approvals to request at this time.
    2. Click "Report No Activity"

B. Something to Report or Request

If you are faculty or staff (full-time or part-time) who has activities to report, log in to the Portal and go to the "Home" screen.

Click on ALL the following that apply and complete ALL the forms below that apply:

  1. Request approval
    1. Click "Activity Form" at the top of screen and follow the prompts.
    2. See below to identify your approval authority.
  2. Make new disclosure
    1. Click "Activity Form" at the top of screen and follow the prompts.
    2. See below to identify your approval authority.

The President has appointed the following individuals as approval authorities:

  • For members of the faculty: department chair and dean
  • For deans and department chairs: the Provost
  • For executive officers: the President, or for the President, the Executive Vice Chancellor
  • For administrative and professional staff and other employees: the supervisor and appropriate vice president

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How Can I Ensure That I Am Finished?

If you are not sure whether you have completed this task, please log in to the Portal and go to the “Home” page. If you are finished, the following areas of the Home screen will meet all 3 criteria below:

  1. The box that contains the “Requests, Disclosures, and No Activity Claims” tables will have at least one table with a “Date” or “Update” with a 2023 date in it (check all columns on the right hand side of the screen). Note: "Cloned" items must be submitted;" click "Select" and follow the instructions.
  2. On the lower left side of the Home screen, “Acknowledgement” will have a 2023date/time stamp.
  3. On the lower center of the Home screen, “Screening Question Answers” will have a 2023 date/time stamp.

If you do not see a "2023" in all three of the above, please follow either steps "1." or "2." on this page to complete this task.

Supervisors: You have the option to request that your staff send you a screen shot of this "Home" page to show you they are done.

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If you have any additional questions on any of these procedures, please contact the Office of Compliance.