Additional Paid Work – When must permission be sought?

The lists which are printed below are intended to give Academic, Academic Related/Research Staff and Senior Support staff an idea of the circumstances in which the permission of the Pro-Vice-Chancellor (Research) on behalf of the Vice-Chancellor [or in the case of Senior Support staff the Registrar on behalf of the Vice-Chancellor] must be obtained before undertaking paid outside commitments.  A form for this purpose is on the following page.

Some general points:

(a)	the two lists are not intended to be either mutually exclusive or collectively exhaustive;
(b)	paid work undertaken whilst on research leave requires permission in the same way as paid work undertaken at other times;
(c)	the application form is simple to complete, so if you are in doubt about whether a particular item of paid work counts as requiring permission, simply apply;
(d)	if you hold a Work Permit or Tier 2 Certificate of Sponsorship please ensure you are familiar with the Home Office rules relating to ‘supplementary employment’ and ‘secondary employment’.

The three most important questions by which an application is judged are:

(a)	will the work enhance the academic career and/or reputation of the member of staff and thus indirectly benefit the University?
(b)	will the work interfere with the member of staff’s duties in the University?
(c)	will the work benefit another institution to this University’s disadvantage?

The opportunity is taken to remind staff that they have a contractual duty to inform the Registrar & Secretary and the REO of potentially patentable inventions.

Staff are also reminded that the University accepts no liability in respect of work that they may undertake for third parties.

Examples of paid activities for which permission must be sought:

▪	fellowships, research and advisory appointments for industrial or commercial, public or private, national or international organisations
▪	directorships of companies
▪	any form of self-employment
▪	any type of direct employment by another employer
▪	giving a lecture or series of lectures elsewhere, Open University tutoring, writing or assessing materials for other universities, including the OU
▪	preparing and/or appearing in a series of radio or TV programmes or writing a regular column in a periodical (i.e. appearances or periodical writings that are not one-off)
▪	checking or preparing for the Press other persons’ material, on the instructions of a publisher, other than a one-off editorial basis
▪	‘A’ level or GCSE examining and marking

Examples of paid activities for which it is not necessary to seek permission

▪	regular editorship of the work of others (e.g. as editor of an academic journal) 
[permission is not required but notification is appreciated]
▪	single articles and reviews, occasional appearances on TV or Radio
▪	royalty payments for your own work arising from publication of research in your field (i.e. authorship of a work of scholarship)
▪	external examining for other universities (first degree or above)

Additional ‘Inside’ Paid Work
Where a member of staff is invited to undertake ‘inside’ work which is additional to normal duties and in return for additional payment – for example, to undertake teaching duties for the Essex Summer School in Social Science Data Analysis, approval for the activity should be sought, using the ‘Application to undertake Additional Paid Work’ form.

Consultancy Work
Consultancy work is not covered under Additional Paid Work rules.  Please refer to the Research and Enterprise website for further information and Approval Forms:  http://www.essex.ac.uk/reo/research_community/knowledge_exchange/consultancy/

UNIVERSITY OF ESSEX

Application to Undertake Additional Paid Work

Full-time Members of Academic, Academic Related and Research  staff (Grades 7-11) may undertake additional paid work only with the permission of the Pro-Vice-Chancellor (Research) on behalf of the Vice-Chancellor. The same condition is placed on all Senior Support staff, (Grades 7-11) [where the permission of the Registrar on behalf of the Vice-Chancellor must be sought] as stated in contracts of employment. Applications for permission to undertake such work should be made by completing this form and submitting it to the Head of your Department/Section in the first instance.

1.	Name of Member of Staff   	

2.	Department/Section:  	

3.	Additional paid work for which permission is sought:

(a)	Name of organisation for whom work would be undertaken

(b)	Brief description of work

(c)	Period over which the work would be undertaken

(d)	Time per week/month which the work would take

4.	Additional work for which permission has already been granted which will continue to be undertaken over any part of the same period as the work for which permission is now sought (please state brief details):

5.	I apply for permission to undertake additional paid work as described in (3) above.

Signature:   ……………………………………………….		Date:   ……………………………………………….

6.	Comments of Head of Departmental/Section:

	Signature:   …………………………………………….....		Date:   ……………………………………………….

	Note:   Once authorised, this form must be forwarded to the Pro-Vice-Chancellor (Research) or the Registrar and Secretary as appropriate, via the Department/Section Senior Employee Relations Advisor

Received:  ..............................................................		Date:....................................................................
		Senior Employee Relations Advisor

Approved:.....................................................................		Date:....................................................................
Pro-Vice Chancellor (Research) / Registrar and Secretary