Consultancy, secondary employment and internal work

Staff responsibilities

Once you have completed the Secondary Employment Register, you will need to:

• resolve or manage any potential, perceived or existing conflicts, in accordance with the Conflict of Interest Policy and in accordance with the Consultancy, Secondary Employment and Internal Work Policy
• ensure work relating to secondary employment duties does not adversely impact on your primary work duties.

The staff member conducting consultancy work is responsible for:

• declaring and managing potential, perceived or existing conflicts of interest in accordance with the Conflict of Interest Policy
• ensuring work relating to consultancy activities does not adversely impact on primary work duties
• considering and complying with any regulations and ethical guidelines applicable to the nature and conduct of that work
• managing all project income and expenditure
• budget preparation and identifying all expenses that relate to the consultancy work
• applying and submitting consultancy work and
• delivering and reporting requirements of the project.

Management responsibilities

In general, supervisors must comply with and must make sure that their staff take responsibility for complying with UQ’s Policies and Procedures and Disclosure and Management of Interests.

Provost

Provost is required to approve certain types of secondary employment for academic staff in accordance with the procedures. Provost approval is required for:

• A consultancy account balance over $200,000; approval is subject to an appropriate spend down plan.
• The classification of units or programs as Standard Consultancy Type 1 and Teaching Consultancy Type A.

The Chief Operating Officer is required to approve certain types of secondary employment for professional staff in accordance with the procedures.

The Chief Operating Officer is required to approve certain types of secondary employment for professional staff in accordance with the procedures.

Level 3 Authorised Officer responsibilities

The Level 3 Authorised Officer has responsibility within their organisational unit to:

• Make recommendation to the Provost on the approval of certain types of secondary employment
• Monitor the Secondary Employment Register to ensure compliance with the Consultancy, Secondary Employment and Internal Work Policy and the Conflict of Interest Policy.
• Approve CPP and TCP proposals, and the endowment of consultancy funds.

Level 5 Authorised Officer responsibilities

The Level 5 Authorised Officer has responsibility within their organisational unit to:

• Manage and approve internal work in accordance with this the Consultancy, Secondary Employment and Internal Work Policy and related procedures
• Ongoing review of Secondary Employment Register entries and follow-up including resolution of any items that require further management in line with the Conflict of Interest Policy or other UQ policy or procedures.
• Monitor management of potential, perceived or existing conflicts of interest in accordance with the Conflict of Interest Policy.
• Approve standard and teaching consultancy in accordance with all relevant principles and conditions of the Consultancy, Secondary Employment and Internal Work Policy and Research and Consultancy Costing and Pricing Procedure. Considerations in granting approval by the Level 5 Authorised Officer for academic staff must include:
  • Strategic alignment of the nature of the work to the organisational unit’s objectives;
  • Impact of the work on academic workloads and the delivery of core activities in the organisational unit;
  • Nature of the work and benefits to the University and the individual’s professional development; and
  • Pricing in accordance with the Research and Consultancy Costing & Pricing Procedure.
• Endorse CPP and TCP proposals;
• Approve payments for academic consultancy work.

Human resources (HR) services

Human resources (HR) services are also responsible (as required) in monitoring and/or providing reports to heads of organisational units of the information disclosed in the Secondary Employment Register.