UNIVERSITY OF WISCONSIN River Falls

Human Resources

Employee Ethics

University of Wisconsin System employees are subject to ethics rules covering use of university resources, conflicts of interest, and acceptance of gifts. The appropriate code of ethics reference is below based on employment classification.

Faculty, academic staff, and limited appointees (other than state public officials) are subject to Chapter UWS 8, which outlines standards of conduct to avoid activities which cause, or tend to cause, conflicts between their personal interests and their public responsibilities, and to improve standards of public service. Whenever it appears that a material conflict may arise, these employees should follow the procedure outlined in UWS 8.04.

 

Pursuant to Wis. Admin Code UWS 8.025 and SYS 1290, all Universities of Wisconsin faculty, academic staff, and limited appointees with half-time appointments or more are required to report annually outside activities and interests related to their areas of professional responsibility and for which they receive remuneration by April 30 of each year. These reports are public records, which can be viewed by any member of the public and therefore should be maintained in a central location at each institution. While this form gathers information for the prior year, it is important staff understand that throughout the year they are required to promptly update any changes in circumstances as they occur. Note that any faculty, academic staff, or limited appointees who are defined as “contracting personnel[1]” under UWS 8.02(7) are also required by UWS 8.06 to file an annual Statement of Economic Interests with the Wisconsin Ethics Commission.

 

SYS 1290 Guidance goes into additional detail about reviewer responsibilities. Institutions are expected to assess, as part of the review of an outside activity report, how an employee’s time commitment to outside activities may impact their expected contributions to the UW System.  The evaluation of a potential conflict of commitment should be a part of the review of an outside activity report. 

 

[1] “Contracting personnel" means those persons who are designated in writing by the chancellor of an institution or the president of the system to negotiate, review, approve, or sign contracts for the purchase of goods and services on behalf of an institution, the university system, or the board. The term does not include persons who do either or both of the following: (a) Contract only with outside agencies for research or for services to be performed by the university; or(b) Negotiate, review, approve or sign only employment contracts.

The University Staff Code of Ethics is set forth in section III of Regent Policy Document 20-22: Code of Ethics (RPD 20-22) for guidance of University staff employees to avoid activities which cause, or tend to cause, conflicts between their personal interests and their public responsibilities as Universities of Wisconsin employees. University staff shall be advised of the Standards of Conduct outlined in section III.C in particular, Section III.C.2 that clearly defines those activities that cause a conflict of interest.

 

University staff will also be advised of their responsibility, as outlined in RPD 20-22 section III.D, to submit a written statement describing the nature of possible conflict to their supervisor or other appropriate administrator.

 

Note that any university staff who has signature authority from their chancellor or designee (e.g. “contracting personnel” under UWS 8.02(7)) are also required by UWS 8.06 to file an annual Statement of Economic Interests with the Wisconsin Ethics Commission.

State public officials are subject to Subchapter III of Wis. Stat Chapter 19 and shall annually, on or before April 30, file a statement of economic interest with the secretary. The state public officials include: President, Chancellors, Vice Chancellors, and all Vice President titles. 

In addition, UWS 8.06 requires any employee who is defined as “contracting personnel” (Non-SPO) under UWS 8.02(7) must also file an annual statement of economics interest with the State of Wisconsin Ethics Commission on or before April 30. If you are unsure whether this requirement applies to you, or to an employee, please check with your university.

Per section 5.3 of Regent Policy Document 13-4: UW Policy on Institutional and Employee Relationships with Educational Loan Lenders, UW employees will be regularly informed of the provisions of the policy, as well as applicable state code of ethics and related state and federal laws and regulations.

As a general rule, an employee may not use his or her university position to gain private financial or other benefits for the employee, the employee's immediate family, or an outside organization. Here are some tips for avoiding potential ethics violations:

  • Use of University Resources. University resources such as office supplies, cell phones, meeting rooms and work time may be used only for university purposes. You may use your university land-line phone and email for minimal personal use consistent with university policies. It is improper to  use university resources, including work-place internet access, email and telephone, for outside activities, including consulting, volunteering and politics.
  • Outside Consulting. If you are faculty, academic staff, or a limited appointee and you have an opportunity to do consulting or other work for an outside organization, you should discuss the opportunity with your dean or director to ensure that no conflict of interest is present. Consulting or other work for an outside organization in an area related to your area of expertise at your university must be reported to your dean or director. Chapter UWS 8 contains the applicable standards and procedures.
  • Personal Relationship with Vendors. If you have a personal or familial relationship with a vendor who is doing business with your department or area, you should disclose that relationship to your supervisor so that steps can be taken if necessary to minimize or remove any potential conflict of interest.  
  • Vendor-Sponsored Conferences. If you plan to attend a vendor-sponsored conference and are in a position to approve or influence the university's decision to award contracts for products or services provided by the vendor, you should seek to have the university pay all the necessary transportation, lodging and similar costs associated with attending the conference. Faculty and staff who are not in a position to approve or influence the university's decision to award contracts may attend such conferences as part of an instructional or professional experience unrelated to the selection of a product or service. See UW System Financial Policy Paper (FPP) 30.
  • Accepting Items of Value. Don't accept meals, entertainment (e.g., golf outings, tickets to sporting events), or gifts from vendors or prospective vendors, even if intended to aid you in discussing university business. If a meal or event is appropriate, it should be paid for by the university through a Travel Expense Reimbursement (TER) form. This rule also applies to members of your immediate family if they receive items of value because of your university employment.
  • Items of Minimal Value. You are not prohibited from accepting items of minimal value (e.g. pens, pencils, cups, etc.) from a vendor or similar organization.
  • Contract Signature Authority. Only certain designated individuals have been delegated legal authority to sign contracts on behalf of the university. You should not sign a contract or agreement unless you have been officially delegated by your institution's contracting authority.
  • Confidential University Information. You may not use or disclose confidential university information for reasons unrelated to your professional responsibilities or to gain anything of value for yourself or a member of your immediate family.
  • Nepotism. Pursuant to Wisconsin Administrative Code UWS 8.03(3), and RPD 20-22, section II(C)(2)(e): Code of Ethics, UW employees are not permitted to participate in a decision to hire, retain, grant tenure, promote, or determine the salary of a member of their immediate family. They are also prohibited from exercising supervisory or managerial authority that gives favored or preferential treatment to a member of their immediate family. Employees have an affirmative obligation to disclose to their supervisor when an immediate family member either applies for a position or is currently employed by the UW and to cooperate with any conflict mitigation enacted by their supervisor or the Office of Human Resources.
  • Consensual Relationships. Per RPD 14-8: Consensual Relationships, employees have an obligation to disclose the commencement or existence of any consensual romantic, intimate, or sexual relationship with another UW employee, or any UW student, in which the employee has or potentially will have supervisory, advisory, evaluative, or other authority or influence over the other party to the relationship. Employees must cooperate with any conflict mitigating steps determined to be appropriate by the supervisor or the Office of Human Resources.

ADDITIONAL INFORMATION

  • Questions about Ethics.If you are unsure about an ethics issue, talk to your supervisor. If your supervisor is unaware of the rules or has questions, he or she should contact Human Resources at 715-425-3518 or UW Office of General Counsel.
  • Reporting Misuse of University Resources. If you are aware of a situation involving potential misuse of university resources or other possible ethics violations, you may report this activity to your Dean or Director or the UWRF Office of Finance and Administration at 715-425-4105 or the Hotline at https://uwaudithotline.tnwreports.com/ or 855-827-4950.
  • Unclassified Staff Consultation and Advice. Faculty Welfare and Personnel Policies Committee will provide any member of the unclassified staff consultation and advice on the application of the Wisconsin Administrative Code, Chapter UWS 8, Unclassified Staff Code of Ethics.  This Faculty Senate Standing Committee Chair information and membership is at https://www.uwrf.edu/FacultySenate/Committees/StandingCommittees/

All inquiries will be treated confidentially.

ADDITIONAL REQUIRED NOTICES:

 

 

Information provided by the UW Office of Compliance & Integrity
780 Regent Street
Madison, WI 53715

 

 

 

Contact Us

Office of Human Resources
hr@uwrf.edu
715-425-3518
M-F, 7:45 a.m. - 4:30 p.m.
216/218 North Hall