(1) The University acknowledges that Staff may wish to undertake secondary employment for a variety of reasons, including augmenting their income or to enhance their personal or professional development. The University has an obligation to manage the risks associated with secondary employment, including the establishment of the necessary governance mechanisms to register and monitor secondary employment. (2) Internal work includes the provision of work or service to or for an Organisational Unit other than the unit to which the staff member reports where no external client exists. The University has an obligation to appropriately manage the remuneration of its staff. (3) This Procedure details UQ’s requirements for secondary employment and internal work, and should be read in conjunction with the Consultancy, Secondary Employment and Internal Work Policy and the Consultancy Procedure. (4) All actual, perceived, and potential conflicts of interest must be disclosed and managed in accordance with the Conflict of Interest Policy, the Conflict of Interest for Members of Staff Procedure and the Disclosure of Interests Relating to Commercialisation Procedure (supporting procedures). (5) This Procedure applies to all University Staff unless stated otherwise. (6) Academic staff on contracts of 12 months or longer and professional staff HEW 8 and above undertaking secondary employment (Private Practice) are required to complete an annual registration in the Secondary Employment Register. (7) The secondary employment requirements do not apply to casual staff or affiliates. (8) Internal work requires the relevant approval prior to the work commencing. (9) Secondary employment includes any work that is undertaken using a staff member’s specialised skills that does not use the University’s name or resources in any way. It includes the following types: (10) Registration of secondary employment must occur at least annually, or where circumstances change, using the online Secondary Employment Register. (11) Private Outside Work, which does not utilise the specialised skills that UQ has employed a staff member for and is not associated with the University in any way, falls outside the definition of secondary employment, and is not required to be registered. (12) Staff earn the proceeds of secondary employment in their private capacity. Staff will however not be eligible to earn the proceeds of work in their private capacity where the position with the entity was obtained as a result of the staff member’s position at UQ (e.g. positions on boards of UQ controlled entities, colleges, or other associated entities). (13) UQ is not responsible for any of the administrative, financial or contractual arrangements relating to the secondary employment, including the provision of insurance. (14) Staff may undertake secondary employment without approval, with the exception of the following activities which require approval from the Provost (for Academic staff) or the Chief Operating Officer (for Professional staff), on the recommendation from the relevant Level 3 Authorised Officer in accordance with the Human Resources Sub-delegations Schedules: (15) Wherever possible, internal work should be carried out within the staff member’s existing workload. If it cannot be accommodated within load, staff are eligible for consideration for recognition and reward under the University of Queensland Enterprise Agreement 2021-2026 (or as amended or replaced) and UQ policies, subject to the necessary HR Authorisations for approval and with consideration of total existing remuneration packages. (16) Staff are not permitted to derive personal income from internal work through payments from the client UQ organisation unit nor may staff have funds from the client UQ organisational unit transferred to a consultancy account for internal work. (17) If the work is substantial in nature, an internal fee for service arrangement, at cost, may be negotiated between operational units. For minor/incidental work, it is expected there would not be any internal charge. (18) Internal work includes the following activities: (19) Internal work excludes collaborative service teaching, work which is part of the normal service expectation and work which is minor or incidental to the normal workload. (20) Internal work requires the approval of the relevant Level 5 Authorised Officer (or above) in accordance with the Human Resources Sub-delegations Schedules prior to undertaking the work. (21) Any current secondary employment requiring approval under this Procedure must be approved in accordance with this Procedure. (22) Any current secondary employment that represents a conflict of interest will be required to be disclosed and managed appropriately in accordance with the Conflict of Interest Policy. This may include immediate cessation of the activity. (23) Any current secondary employment activity not approved under the previous ‘Outside Work and Business Interests for University Staff Policy’, and that is not consistent with the key requirements of secondary employment under the Consultancy, Secondary Employment and Internal Work Policy, must be ceased immediately. (24) Where a current secondary employment activity has been approved under the previous ‘Outside Work and Business Interests for University Staff Policy’, and is consistent with the key requirements of secondary employment under the Consultancy, Secondary Employment and Internal Work Policy, the activity may continue under the conditions that activity was approved for the approved period, or up until 31 December 2020 (but not beyond) if approval extended beyond this date. (25) The Provost is required to approve certain types of secondary employment for academic staff in accordance with this Procedure. (26) The Chief Operating Officer is required to approve certain types of secondary employment for professional staff in accordance with this Procedure. (27) The Level 3 Authorised Officer in accordance with Human Resources Sub-delegations Schedules has responsibility within their relevant organisational unit to: (28) The Level 5 Authorised Officer in accordance with Human Resources Sub-delegations Schedules has responsibility within their relevant organisational unit to: (29) Human Resources Division are responsible for the provision of periodic reporting to Heads of Organisational Units of the information disclosed in the Secondary Employment Register. (30) Staff are required to: (31) This Procedure will be reviewed on a triennial basis by the joint procedure owners, Provost and Chief Human Resources Officer, to ensure its ongoing relevance and effectiveness. (32) The Integrity Unit will manage reporting processes for conflicts of interest that are identified as a result of staff undertaking secondary employment and internal work, in accordance with the Conflict of Interest Policy. (33) Secondary employment registration and approvals occur within the Secondary Employment Register.Secondary Employment and Internal Work Procedure
Section 1 - Purpose and Scope
Section 2 - Process and Key Controls
Section 3 - Key Requirements
Secondary Employment
Approval
Internal Work
Approval
Transitional Arrangements
Section 4 - Roles, Responsibilities and Accountabilities
Provost
Chief Operating Officer
Level 3 Authorised Officer
Level 5 Authorised Officer
Human Resources Division
Staff
Top of PageSection 5 - Monitoring, Review and Assurance
Section 6 - Recording and Reporting
Section 7 - Appendix
Term
Definition
Affiliates
Academic title holders, visiting academics, affiliate title holders, Emeritus Professors, adjunct and honorary title holders, Industry Fellows, and conjoint appointments
Organisational Unit
A UQ school, faculty, institute, centre or division, or part thereof.
Personal Payment
Refer to Consultancy Procedure.
Staff
Continuing, fixed-term and research (contingent funded) and casual staff members.
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