Posted 01/06/2016
Outside Activities Employment (OAE) Checklist
Who needs to submit an OAE to request approval?
OAE – YES Complete
OAE- No do not Complete
Faculty
Yes
No- Emeritus or Volunteer
Faculty Appointments
Employee
Yes
No- Temporary or PRN “as
needed” basis
Which outside board service, employment or activities do I need to request approval?
Employment/Activity/Board Service
Examples:
Outside Board of Directors
Complete an
OAE
Yes

Paid
Yes

Unpaid
Yes
Exceptions:

Primarily Personal (not
professional)
Board service on municipal boards; neighborhood
association boards, boards of political
clubs/associations, youth sports/recreation leagues,
or affinity groups/clubs
No

Primarily Religious-Personal
Your child’s private religious school
No
Your place of worship’s Planning Committee
Outside Employment
Yes
Working at a store; consulting; speaking; advisory
board; moonlighting; contract work; providing
patient care outside of UT Southwestern; providing
security services.
Yes
Outside Activities

Paid
Running a side business; working as independent
sales consultant (Mary Kay™, for example).
Yes

Unpaid if related to your
institutional responsibilities
Using the same professional skills required in your
UT Southwestern job for an outside
organization. Examples include but are not limited
to volunteering medical attention at a charity
marathon if you are a nurse/doctor (excluding
UTSW-sponsored events) and providing accounting
services for a church if you are an Accountant at
UTSW.
Yes
Pre-Approved Activities

Serving on an international, federal,
state, or local government agency
committee, panel, or commission;

Acting in an editorial capacity for a
professional journal;

Reviewing journal manuscripts,
book manuscripts, or grant or
contract proposals;

Attending and presenting talks at
scholarly colloquia and
conferences;

Developing scholarly
communications in the form of
books or journal articles, movies,
television productions, and similar
works, even when such activities
result in financial gain, consistent
with intellectual property and other
applicable UT System and UT
Southwestern policies and
guidelines; and

Serving as a committee member or
as an officer of a professional or
scholarly society.
No
Examples of Scholarly colloquia and Conferences:
Broward County Fire Chiefs Association (not for
profit organization of municipal and county fire
chiefs to promote education of their personnel);
Citizens CPR Foundation; 501c3 Educational
Organization- Mission is to save lives from sudden
death by stimulating community action;
Cygnua EMS World Expo-EMS Medical Journal puts
on an annual conference called EMS World Expo;
CurePSP Western Family Conference;
When do I need to request approval of an OAE?
Thirty (30) calendar days before initiation of the outside employment, board service, or activity, and at a minimum
before any binding commitment has been made to engage in the employment, service, or activity.
How often do I need to submit an OAE for approval?
Non-exempt Employees
Annually
Exempt and Faculty
Term of outside employment, board service, or activity