Concurrent Employment and Appointments

If you are an Employee, Academic Staff Member (including a sessional), Appointee, Student Employee, or Volunteer Appointee and you hold another job or appointment outside of the university for which you receive remuneration, that external position would be considered concurrent employment or a concurrent appointment.

• Concurrent employment and concurrent appointments for which you are entitled to receive remuneration must be reported to the SLT Member responsible for your unit, department, or faculty, or to the Chair of the Board of Governors, the Chancellor or the Chair of the Alumni Association Board, as applicable, prior to accepting the appointment or employment.
• Honorariums are not considered remuneration so if you receive an honorarium for an appointment, that appointment would not be considered a paid appointment.
• You can report concurrent employment using the online conflict of interest disclosure form. Navigate to myUCalgary > All about me > Employee Self Service > Conflicts of Interest and follow the steps to submit. More information is provided in the section below. 
• The reporting requirement is subject to several exceptions listed in the section below.

No, you do not have to report unpaid appointments so long as the appointment does not give rise to an actual or perceived Conflict of Interest. If the appointment does give rise to an actual or perceived conflict, then it must be reported using the online conflict of interest disclosure form. Navigate to myUCalgary > All about me > Employee Self Service > Conflicts of Interest and follow the steps to submit. More information is provided in the section below. 

Yes, there are several exceptions to the reporting requirement which are broken down in more detail below.

Even if your concurrent employment is exempt from reporting, if it gives rise to an actual or perceived conflict of interest, you will have to report it using the online conflict of interest disclosure form. Navigate to myUCalgary > All about me > Employee Self Service > Conflicts of Interest and follow the steps to submit. More information is provided in the section below. 

What are the reporting exceptions specific to Full-time Academic Staff Members?

• If the university knows, at the time an Academic Staff Member is hired/appointed to a full-time position at the university, that the Academic Staff Member is being concurrently or jointly hired/appointed to a position at another organization or holds a position at another organization, their position at the other organization does not need to be reported.
• If an Academic Staff Member (including a sessional), Postdoctoral Scholar or Appointee receives income through a research grant, the research work is considered concurrent employment. If the research grant is administered through the university, the research work does not need to be reported; if not, it must be reported and approved.

Examples

• You are a full-time Academic Staff Member in the Cumming School of Medicine.  At the time of your appointment two years ago, you did not have concurrent employment.  You are now considering setting up a practice as an independent medical expert.  This is concurrent employment that you would have to report and have pre-approved.
  • If you had already established the independent medical expert consultancy prior to joining the university and the university knew of that work at the time of your appointment, you would not have to report that concurrent employment.

What are the reporting exceptions for Academic Staff Members (including sessionals) who do not hold full-time positions (including adjuncts and other Appointees)?

• If the university knows, at the time an Academic Staff Member (including a sessional) or Appointee is hired/appointed to a part-time position at the university, that the individual is being concurrently or jointly hired/appointed to a position at another organization or holds a position at another organization, their position at the other organization does not need to be reported.
• Any concurrent employment and any paid appointment of an Academic Staff Member (including a sessional) or Appointee (including an adjunct) who does not hold a full-time position at the university does not need to be reported if:
  • their position at the university is unpaid;
  • their concurrent employment/appointment is with another post-secondary institution in Alberta or elsewhere;
  • they teach no more than two courses a semester at the university; or
  • their concurrent employment/appointment requires them to be a member of a specified professional association listed in Appendix A of the Code of Conduct.

As a part-time Academic Staff Member (including a sessional), if my concurrent employment requires that I be a member of a professional association (for example, I’m working as a practicing lawyer, doctor, engineer, actuary, teacher, social worker) do I have to report?

No, if your concurrent employment or appointment requires that you be a member of a specified professional association listed in Appendix A of the Code of Conduct, you do not have to report your concurrent employment/appointment.

I work part-time at the university and teach at another post-secondary institution. Do I have to report my other teaching?

No, if your concurrent employment is with another post-secondary institution, you are not required to report it.

No, if your position with the university is unpaid, you do not need to report your concurrent employment or paid appointment.

• Any concurrent employment and any paid appointment of a Student who is an Employee of the university does not need to be reported if the concurrent employment or paid appointment is in the retail, hospitality or service industries.
• If a Student Employee receives income through a research grant, the research work is considered concurrent employment.  If the research grant is administered through the university, the research work will be deemed to be pre-approved; if not, it must be reported and approved.
• A reminder that Students only have to report concurrent employment or paid appointments if they are employed by the university.

Examples

• You work as a Student Employee in IT services. You also work on the weekends as a server at Earls. Because your concurrent employment is in the service industry, you do not have to report your concurrent employment.
• You work part-time at the university in the Finance department and you also work at an accounting firm. You do not have to report your work at the accounting firm because the work is in the service industry.

No, there are no exceptions to the reporting requirement for members of the Board of Governors, of Board of Governors committees, of the Senate, or the Alumni Association Board of Directors. 

• Any concurrent employment and any paid appointment of an Employee who is not an Academic Staff Member and not a Student (that is, an individual who is a MaPs, AUPE, non-academic SLT employee), does not need to be reported if the concurrent employment/paid appointment requires them to work no more than 20 hours per week and those hours are not scheduled during the Employee’s normal working hours at the university.
• If a Postdoctoral Scholar receives income through a research grant, the research work is considered concurrent employment.  If the research grant is administered through the university, the research work does not need to be reported; if not, it must be reported and approved.

Examples

• You work as a caretaker in Facilities and in your off hours you work at a store or as a caregiver.  As long as you work no more than 20 hours per week at the store or as a caregiver, and those hours don’t conflict with your job at the university, you do not have to report your concurrent employment.
• You work as an event planner at the university and have a side business planning and running events on the weekend. While you might work less than 20 hours per week running events on the weekend, you would still have an obligation to report your concurrent employment because it could result in an actual or perceived Conflict of Interest.

Report your concurrent employment or paid appointment using the online conflict of interest disclosure form.  Navigate to myUCalgary > All about me > Employee Self Service > Conflicts of Interest to start the process. 

On the Conflict Categories page, select Yes to question 1: Do you have a real or perceived Conflict of Interest as defined in the Code of Conduct?  

Then, on the Conflict Details page, describe the concurrent employment or paid appointment. If it gives rise to a conflict of interest, you may document a proposed conflict management plan, otherwise leave that section blank. Follow the rest of the steps to complete the submission. 

Click this button to access a reference document. 

• The SLT Member who has the management responsibility for the faculty, department or unit in which you are a member. 
• The concurrent employment or appointment will be reviewed in accordance with the Procedure for Conflict of Interest.

If there is no conflict of interest, the SLT member will approve the concurrent employment or paid appointment in the form’s workflow, which will be directed back to you to acknowledge. If they determine that the appointment gives rise to a conflict of interest they will work with you to create a suitable conflict management plan which will be documented in the form, and sent back to you to acknowledge. 

If your SLT leader determines that there is a Conflict of Interest that cannot be appropriately managed, they will instruct you on the steps to take to eliminate the Conflict of Interest.  

• Yes. Members of the Board of Governors must report in writing any concurrent employment or appointment to the Board Chair but do not need to have any concurrent employment or appointment pre-approved. 
• Members of a committee of the Board who are not also members of the Board must report in writing any concurrent employment or appointment to the Chair of their committee.
• Honorariums are not considered remuneration so if you receive an honorarium for an appointment, that appointment would not be considered a paid appointment. 

The Conflict of Interest Declaration Form for the Board of Governors has been updated to include disclosure of concurrent employment or appointments. Please contact the Secretariat to obtain the Conflict of Interest Declaration Form.

• The Board Chair must review each report submitted by a Board member to determine if the concurrent employment or appointment creates an actual or perceived Conflict of Interest.
• The Chair of a Board committee must review each report submitted by a committee member (who is not also a Board member) to determine if the concurrent employment or appointment creates an actual or perceived Conflict of Interest.

The Chair must ensure that an appropriate plan in place to manage the Conflict of Interest.

The Board of Governors’ Code of Conduct in section IV. Rules Governing Conflicts of Interest, provides guidance for managing conflicts of interest.

You must either resign from the Board of Governors or the committee of the Board or take steps to eliminate the actual or perceived Conflict of Interest and the steps taken to do so must be documented and agreed to by the Chair of the Board or committee.

Yes, members of the Senate must report their concurrent employment and appointment to the Chancellor. Members of the Alumni Association Board must report any concurrent employment or appointment to the Chair of the Alumni Association Board. Honorariums are not considered remuneration so if you receive an honorarium for an appointment, that appointment would not be considered a paid appointment.

Report your concurrent employment or paid appointment by completing a Disclosure of Concurrent Employment and Appointment Form.

You must report so that the Chancellor or the Chair of the Alumni Board, as applicable, can determine if the employment or appointment would result in any actual or perceived Conflict of Interest.

The Chancellor or the Chair must then approve the concurrent employment or appointment in writing.

The Chancellor or the Chair must ensure that an appropriate plan in place to manage the Conflict of Interest.

You must either resign from the Senate or Alumni Association Board or take steps to eliminate the actual or perceived Conflict of Interest and the steps taken to do so must be documented and agreed to by the Chancellor or the Chair of the Alumni Association Board, as applicable.