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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 below you need to follow.

If you have problems with any of the steps below, please go to The UT System FAQ page (Support/FAQs) and look for your issue. If you cannot find the solution here, please contact the Office of Compliance. 

Three sets of procedures are detailed below:

  1. Never Submitted Before
  2. For Everyone Else
  3. How Can I Ensure That I Am Done?

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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 bottom left side of screen);
  2. Answer Screening Question (click Screening Question Answers bottom center of screen);
  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 then follow the prompts.
      2. See below to identify your approver.
    2. Make New Disclosure (if required).
      1. Click "Activity Form" at the top of screen then follow the prompts.
    3. Report No Activity.
      1. Click "No Activity Form" at the top of screen.
      2. 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.
      3. Click "Report No Activity.

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2. For Everyone Else

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

  1. Re-Acknowledge the Polices (bottom left side of screen—click Acknowledgement and follow the prompts
  2. Re-Answer Screening Questions (bottom center of screen—click Screening Question Answers and follow the prompts); and
  3. Follow the instructions for Something to Report or Request OR Nothing to Report below.

Nothing to Report

If are full-time employee making an annual disclosure and you have nothing to report, please log in to the UT System Outside Activities portal (if not logged in already) and go to the "Home" screen. Then:

  1. 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."

Something to Report or Request

If you are faculty or staff--full-time or part-time--who has activities to report (check the Matrix), please log in to the portal (if not logged in already) 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 then follow the prompts.
    2. See below to identify your approver.
  2. Make New Disclosure*
    1. Click "Activity Form" at the top of screen then follow the prompts
    2. See below to identify your approver.

*Approval Authorities (see HOP 2.5.2):

The President has appointed the following individuals as the 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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3. How Can I Ensure That I Am Done?

If you are not sure whether you are done with this task, please log in to the portal and go to the “Home” page. If you are done, the following areas of the Home screen will meet all three 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 2022 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 2022  date/time stamp.
  3. On the lower center of the Home screen, “Screening Question Answers” will have a 2022  date/time stamp.

If you do not see a "2022" 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.