Secondary Employment for SHRA Employees Procedure

Title

University of North Carolina at Chapel Hill Procedure for Secondary Employment for SHRA Employees

Introduction

Purpose

This procedure outlines the requirements related to the University’s Policy on Secondary Employment for SHRA Employees (“Policy”).

Scope of Applicability

This procedure applies to all permanent SHRA employees (including probationary, trainee, and time-limited) regularly scheduled to work 40 hours or more per work week.

These provisions for secondary employment apply to all SHRA employment not covered by the Dual Employment or Additional Employment policies.

Procedure

Roles and Responsibilities

It is the University's responsibility to ensure that secondary employment is not permitted when it would:

• Create either directly or indirectly a conflict of interest with the employee's primary employment; or
• Have an impact on, or create any possibility of conflict with, State operations; or
• Impair in any way the employee's ability to perform all expected duties, or to make decisions and carry out in an objective fashion the responsibilities of the employee's position.

Employees must take the following actions prior to engaging in secondary employment:

• Selected candidates for permanent employment who already have secondary employment must submit a Secondary Employment Request Form for SHRA Employees to their new supervisor prior to their first day of work.
• Current employees must submit a Secondary Employment Request Form for SHRA Employees prior to accepting outlined in the Policy.
• Employees must report any changes in secondary employment status as they occur by completing a new Secondary Employment Request Form for SHRA Employees and following the submission and approval process.
• Each January, employees who are continuing secondary employment must submit a renewal request by completing an updated Secondary Employment Request Form for SHRA Employees to their supervisor.

Notification & Approval

Before accepting an offer of secondary employment, the following must occur:

1. Employee submits a Secondary Employment Request Form for SHRA Employees to their supervisor.
2. Supervisor assesses the impact of the secondary employment based on the reasons for denial and non-discriminatory practice outlined in the Policy.
3. If no reason for denial exists, the supervisor signs the Request Form and submits to their HR Representative for review and submission.
4. If the supervisor believes there may be a reason for denial, the supervisor consults with the Senior Director of Employment & Staffing or designee in the Office of Human Resources (OHR). If this collaborative review results in denial, the reason is documented on the Request Form and the supervisor notifies the employee that they will not be allowed to pursue the secondary employment offer.
5. HR Representative reviews, completes and submits the Request Form to OHR Employment & Staffing via email at specialemployment@unc.edu.
6. Employee's school/division HR office and OHR Records & Information retains a copy of the signed Secondary Employment Form for SHRA Employees as outlined in the “Recordkeeping” section below.
7. If the secondary employment has any impact on, or may create potential conflict with state operations, Employment & Staffing forwards the Request Form to the Office of State Human Resources Director for review and approval in conjunction with the State Board of Ethics.

Recordkeeping

Per the Record Management Policy, a copy of the Request Form must be retained through the retention period. The original signed copy of the Request Form is retained by the school/division HR office in the employee's departmental personnel file. Once OHR has evaluated the form, OHR Records & Information will retain a copy in the OHR personnel file. An employee's secondary employment is considered public information and may be disclosed to third parties upon request.

Exceptions

Please refer to the Exceptions section of the Policy.

Definitions

Please refer to the Definitions section of the Policy.

Related Requirements

External Regulations and Consequences

• North Carolina General Statute § 126-4 - Powers and Duties of State Human Resources Commission
• Office of State Human Resources Secondary Employment Policy

University Policies, Standards, and Procedures

• Policy on Secondary Employment for SHRA Employees
• Policy on External Professional Activities of Faculty and Other Professional Staff
• Record Management Policy
• Secondary Employment Request Form for SHRA Employees

Contact Information

Primary Contact

• Subject: Secondary Employment Policy
• Contact: Assistant Director, Employment
• Phone: 919-843-2300
• Email: hr@unc.edu

Other Contacts

• Subject: Conflict of Interest
• Contact: Conflict of Interest Office
• Phone: 919-843-9953
• Email: coi@unc.edu

• Subject: Withdrawal Due to Performance
• Contact: Employee & Management Relations
• Phone: 919-843-3444
• Email: emr@unc.edu