Outside Consulting and Commitments by Intercollegiate Athletics Staff

Because individuals holding appointments in intercollegiate athletics have opportunities to receive benefits of a type frequently unavailable to other University staff members, the corresponding need for accountability to the institution becomes greater. Policies related to outside commitments of Athletics Department staff, such as the requirement of a comprehensive inventory of private activities, perquisites, or arrangements related to employment, is predicated on the high public visibility of the athletic departments and the ethical responsibilities of individuals holding appointments in them.

Endorsements, Products and Services

If written approval is granted by the Athletics Director, Athletics Department staff may give written, oral, or pictorial endorsements or testimony solicited for the promotion, advertisement, sale or use of commercial products or services. These individuals also may accept remuneration, products or services at reduced rates from non-University enterprises which may be used in the intercollegiate athletics program or for personal use. Any endorsement or arrangement, including any reciprocal responsibility on the part of the athletics department or sport specific program must be by written agreement. The written approval shall be in the sole discretion of the Athletics Director who shall consider the best interests of the University.

Summer Camps and Clinics Athletics Department staff may conduct summer camps and clinics as such activities are commonly understood. The use of the name of the University or any title which would imply University endorsement or sponsorship (e.g., "Gopher" or "Golden Gopher") is specifically prohibited unless the camp or clinic is developed and operated as a University-sponsored program or the camp or clinic is held in a campus facility and the Athletics Director gives written permission for the use of specific identifying terms. The Athletics Director may provide additional limitations or conditions on any grant of permission. Athletics Department staff shall comply with the time restrictions of this policy in the conduct of any private camps or clinics. All camps and clinics are subject to the provisions of the "Policy on the Use of University Facilities for Camps and Clinics."

REQUESTING PRIOR APPROVAL AND REPORTING OUTSIDE CONSULTING

Recurring outside activities, whether compensated or not, require prior approval by the athletics director or designee. Once the activity is approved, it must be reported and re-evaluated annually. To request prior approval, complete the Request for Outside Consulting (ROC) form, which can be found at http://egms.umn.edu/. Instructions for using the system can be found on that website. To report activities annually, complete the Report of External Professional Activities form which is found at: http://egms.umn.edu/REPA/.

Outside Consulting Thresholds

Outside consulting commitments may not exceed, on the average, one day per week. The scheduling of these outside consulting commitments must be approved by the athletics director or designee and must be compatible with the individual's departmental obligations. Where the seasonal demands on the time of the individual fluctuates, flexible arrangements concerning the scheduling of outside activities may be made which do not adhere to the one-day-per-week maximum, so long as the annual amount of time required by such commitments does not exceed the annual allowable maximum. Such special arrangements will require prior approval of the athletics director or designee.

Outside activities of a personal, family, social or community nature are not subject to the prior approval and reporting requirements of this policy. However, like other outside commitments, these activities also must not interfere with the performance of regular employment responsibilities or compete with coursework offered by the University or services offered by the employee's unit.

If the outside commitment presents a potential conflict of interest, it will be handled according to the Regents' Individual Business or Financial Conflict of Interest Policy.

The athletics director or designee who disapproves a request or report will provide a written statement of reasons for the denial. The staff member may appeal this denial to the Associate Vice President for Regulatory Affairs. If it cannot be resolved, the faculty member may appeal the matter to the President's Office.

Timeframe

Decisions must be made within two weeks of the request. If the athletics director or designee fails to act within this period, the request should be forwarded to the supervisor for review.

REQUESTING AN EXEMPTION FROM REPORTING AND APPROVAL THRESHOLDS

The President or delegate may grant exceptions from the governing principles of this policy, if it is in the best interest of the University. Forward requests for such exemptions through the athletics director or designee, who will comment on the submission.

VIOLATIONS OF POLICY:

Breaches of this policy include, but are not limited to, intentionally failing to request prior approval, filing an incomplete, erroneous, or misleading disclosure form, or failing to provide additional information as required by the approving authority. A violation of this policy may be the basis for discipline of an employee. If sanctions are necessary, they will be imposed in accordance with other applicable Board of Regents and administrative policies and procedures. The potential sanctions may include, but are not limited to, the following:

1. letter of admonition;
2. suspension;
3. nonrenewal of appointment; or
4. dismissal.