Reporting Outside Activities and Potential Conflicts of Interest

DATE:
November 6, 2018
 
UF ADMINISTRATIVE MEMO

FROM:
Joseph Glover, Provost and Senior Vice President for Academic Affairs
Jodi Gentry, Vice President for Human Resource Services

SUBJECT:
Reporting Outside Activities and Potential Conflicts of Interest

This is a reminder that all employees of the University are subject to obtaining
approval before beginning outside activities and reporting these activities and
potential conflicts of interests.

An annual disclosure should be submitted at the beginning of each academic year
or other annual appointment for each existing outside activity or financial
interest. A supplemental disclosure should be submitted at such time as there is a
significant change in an activity or financial interest (nature, extent, funding, etc.)
or before a new outside activity or financial interest is undertaken. These
reporting provisions shall apply to activities performed while an employee is in
pay status, or is on a compensated leave, including a professional development
leave, but may not apply to activities performed wholly during a period in which
the employee has no appointment with the University of Florida. The employee
should still be aware of and deal with the conflict of interest considerations that
may arise from the latter activities.

A conflict of interest (COI) occurs when a person serves or represents two distinct
entities or persons and must choose between two conflicting interests or
loyalties. A University employee has a conflict when his/her outside activity or
financial interest could potentially interfere with their professional obligations to
the University.

All financial interests, including but not limited to, stock, cash and LLC interests in
an entity that does business with the University should also be reported and
approved by the University.

The forms, regulations, and policies concerning disclosure and approval of outside
activities and financial interests can be found at
http://generalcounsel.ufl.edu/media/generalcounselufledu/documents/COI.pdf

An employee’s failure to report activities or financial interests under the
University’s rule or the applicable collective bargaining agreement or to follow
any conditions imposed pursuant to the University’s approval of such activities or
interests may be grounds for disciplinary action. Such actions may include, but are
not limited to: reprimand, fine, reduction in salary, change of assignment,
prohibition of outside activities, suspension without pay, and termination for
cause.