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Guidance for Chairs and Supervisors

Guidance for Chairpersons, School Directors, Deans, and Supervisors on Reviewing Outside Activity Requests

Introduction

MSU encourages faculty to engage in outside activities that complement their professional expertise and enhances the university’s mission. The Conflict of Interest and Conflict of Commitment Identification and Disclosure policy establishes parameters to ensure that outside activities align with institutional responsibilities, requirements, and policies. This document provides guidance for chairpersons, school directors, and supervisors in reviewing requests for outside activities submitted by faculty and executive managers.

Role and Responsibilities of Administrators in the Review Process

Chairpersons, school directors, deans, and supervisors play a crucial role in reviewing each request to ensure alignment with the policy. Their responsibilities include:

  1. Reviewing each request to ensure that it meets MSU’s established policy parameters for outside activities, including non-interference with institutional responsibilities, and alignment with university policies such as Intellectual Property.
  2. Assessing whether an activity creates a:
    1. Conflict of Commitment, such as interfering or competing with the University’s educational, research, or service missions, or with that individual’s time and effort to fulfill University expectations, obligations, and/or willingness to perform the full range of responsibilities associated with their University position.
  3. Applying consistent criteria in evaluating requests and making impartial decisions that align with institutional guidelines.
  4. Seeking guidance from the Office for Conflict Disclosure and Management, Office of the Provost, or MSU Technologies when necessary. For example, said guidance can assist in identifying potential conflicts of interest or potential overlap with faculty employment-related policies. . A Conflict of Interest can occur when an individual’s outside relationships or activities outside of the University affect, appear to affect, or have the potential to affect their professional judgment or obligations and responsibilities to the University.
  5. Ensuring appropriate safeguards and approvals are in place to protect students and staff from potential conflicts of interest or exploitation in outside activities.
  6. Ensuring that faculty receive timely responses and, if a request cannot be approved, providing clear reasons.
  7. Retaining documentation of requests, approvals, and denials based on University policy.
  8. Informing faculty (on a continuous basis) within their unit about the policy and the procedures they need to follow when requesting approval.

Underlying Approval Principle

Requests that align with policy conditions are generally expected to be approved. If any condition is not met, further discussion with the faculty member or executive manager is encouraged to explore potential adjustments or alternative approaches. If a mutual resolution cannot be achieved, the administrator may deny the request. 

Key Considerations for Reviewing Outside Activity Requests

Standards for Approval

The standards that govern an administrator’s approval decision on outside activity requests include:

  1. The outside activity will enhance faculty member’s expertise or professional area of specialty.
  2. The outside activity will not interfere with the performance of the faculty member’s Institutional Responsibilities including, but not limited to teaching, research, service, accessibility and mentorship to students, or other contractual obligations to the University or to Research sponsors.
  3. The outside activity will not adversely affect the University’s interests or violate University policies or regulations, including, but not limited to, policies or regulations related to intellectual property, use of the University's name, logo, letterhead, or other resources, etc.
  4. The totality of all approved outside activities and overload pay assignments for the faculty member do not exceed a total average of four (4) days a month.
  5. When students or staff are involved in an outside activity, appropriate approvals are obtained, and safeguards implemented to ensure their participation is voluntary and aligned with university policies.

When these conditions are met, approval is generally expected. If any condition is not met, the request should be reviewed further, and chairs should work collaboratively with the faculty member to determine whether modifications can address potential concerns.

Maintaining Institutional Commitments

A Conflict of Commitment can arise when an outside activity significantly affects a faculty member’s ability to fulfill their MSU responsibilities. Consider how the outside activity may impact the faculty member’s primary responsibilities:

  • Teaching obligations, student mentorship, and advising responsibilities.
  • Research commitments and grant-funded projects.
  • Service contributions within the department, university, and professional field.

In reviewing requests, chairs should:

  • Ensure faculty remain available to students, colleagues, and departmental activities.
  • Confirm that teaching, research, and service obligations continue to be met.
  • Confirm adherence to the allowed four (4) days per month for outside activities during the duty period.

If any concerns arise or the chair does not have enough information, collaborate with the faculty member to identify solutions or request further information. For example, if an individual states on their Outside Activity form that the average total number of days per month that their work is to be performed is over 4 days, chairs should then have a conversation with the individual to determine resolutions and seek clarification.

Use of University Resources

Faculty may utilize university facilities, equipment, supplies, personnel, or services for outside activities only if:

  • The use aligns with university policy and collective bargaining agreements.
  • It does not disrupt MSU operations or limit student access.
  • Faculty should avoid using MSU’s name, logo, or letterhead in outside activities unless explicitly permitted.

Intellectual Property (IP) Considerations

 Outside activities should respect MSU’s IP policies and third-party agreements. If faculty intend to use existing MSU-owned IP in an outside activity, they must first consult with MSU Technologies to assess potential considerations.

Chairs should support faculty in ensuring compliance while enabling innovation and external engagement.

Time Limits and Workload Balance

Faculty may engage in outside activities for up to four (4) days per month on average during their duty period. Administrators should ensure that outside work remains within these parameters while considering the faculty member’s full scope of commitments.

For part-time appointments (50% or more), outside activity allowances are prorated accordingly.

Student and Staff Involvement

If students or staff are involved in the outside activity, administrators should carefully consider their role and assess for potential conflict situations. Student and staff participation must be voluntary. Student involvement should be in their best interests rather than primarily serving faculty interests. If students or staff are involved, additional approvals are needed from:

  • The student’s faculty advisor or the dean of undergraduate/graduate education.
  • The Office for International Students and Scholars, if the student or staff is on a visa.
  • The staff member’s direct supervisor.

Ensure this has received approval. 

Consultation and Collaboration

If questions arise, chairs are encouraged to consult with relevant university offices:

  • Office for Conflict Disclosure and Management – for guidance on potential conflicts of interest or commitment.
  • Office of Faculty and Academic Staff Affairs – for policy interpretation and best practices.
  • MSU Technologies – for intellectual property and licensing considerations.

Approval Process and Documentation

  • Faculty must submit a Conflict of Commitment Form before engaging in the activity.
  • Chairs should review and respond in a timely manner, providing written approval or discussing any necessary adjustments.
  • If a request cannot be approved as submitted, chairs should work with the faculty member to explore potential modifications that align with policy requirements.
  • Documentation will be retained by the University based on University policy.

For additional guidance, please contact:

Faculty and Academic Staff Affairs fasaffairs@msu.edu

Office for Conflict Disclosure and Management cdm@msu.edu