[Pols-l] Fw: new university consulting-request process

Tue Apr 21 10:13:55 CDT 2020

FYI

________________________________
From: Eggleston, Ben <eggleston at ku.edu>
Sent: Tuesday, April 21, 2020 8:31 AM
To: College Chairs & Directors
Cc: Faculty Development
Subject: new university consulting-request process

Dear College chairs and directors,

The university is instituting a new process for approving consulting requests (now called External Activity Requests). The new process is based on web forms rather than paper forms and/or PDFs; details are provided in the text below, which was provided to dean’s offices by the Center for Faculty Development and Mentoring.

In the College, we do not tend to have many of these requests – typically fewer than ten per year. So, if you do not recognize this process change as something that is likely to concern your faculty (and/or unclassified staff), you may disregard this information. Any employee who needs to submit an External Activity Request will be presented with guidance on the new process at https://facultydevelopment.ku.edu/consulting.

On the other hand, if you are aware of any members of your unit who are likely to be interested in this process change, feel free to forward this information to them so that they will know about it in advance of any occasions when they may need to submit requests.

Best,

Ben

Ben Eggleston
Associate Dean for Administrative Affairs,
     College of Liberal Arts & Sciences, University of Kansas
Professor, KU Department of Philosophy

WHAT:
The Consulting Request process using PDF/printed forms has now been converted to a fully electronic process. The dean’s office and university governance have been involved as this electronic process has been developed. The intent is to make this part of your job easier, not harder, now that we are all working remotely. Submitting and reviewing requests involves clicking on a weblink or email link and following simple prompts. All related materials can be found here<https://facultydevelopment.ku.edu/consulting>.

WHEN:
Given our current remote working environment, the following areas have committed to pilot this new process beginning April 27:
College of Liberal Arts & Sciences;  Schools of Business, Engineering, Journalism, Pharmacy, Social Welfare; KU Office of Research; and KU Edwards Campus School of Professional Studies.
The following areas will not transition to the new online process until Summer 2020:
Schools of Architecture, Education, Law, Music; and the KU Libraries.
WHY:
The online External Activity Request process is designed to allow review by appropriate supervisors and offices to ensure that conflicts of time and conflict of time commitment are properly managed, and that activities with outside entities do not violate the University’s policy on transactions with restricted parties<https://policy.ku.edu/global-operations/transactions-restricted-parties>. This helps protect and inform deans, chairs, faculty and staff of potential risks inherent with consulting or external activities in certain disciplines, companies, or countries, and enables them to take the appropriate precautionary measures as necessary.

FOR MORE HELP:
CONTACT: If you or your faculty or staff need help at any time with the new process, please contact staff in the Center for Faculty Development & Mentoring (facultydev at ku.edu<mailto:facultydev at ku.edu>).
FREQUENTLY ASKED QUESTIONS: Click here<https://facultydevelopment.ku.edu/external-activity-faqs> for answers to common questions, including which external professional activities require prior approval and which do not because they are done in the course of carrying out expected university duties.

EASY TO FOLLOW INSTRUCTIONS:
VPN: All faculty/staff involved in the approval process should install KU Anywhere – VPN or contact their Technical Support Center (TSC) to install it for them. DUO is required by KU Anywhere – VPN. https://howto.ku.edu/vpn-ku-anywhere

Department Review: https://howto.ku.edu/sites/howto.ku.edu/files/docs/h_perceptive_documents_dept-review-process_v1.pdf

Dean Review: https://howto.ku.edu/sites/howto.ku.edu/files/docs/h_perceptive_documents_dean-review-process_v1.pdf

APPROVAL WORKFLOW SUMMARIZED BELOW:
Faculty/Unclassified Academic Staff Consulting Requests:

·       Submitter completes External Activity Request webform and it is electronically routed to

o   Global Ops who may add comments (no approval/denial capabilities) > then to

o   COI who may add comments (no approval/denial capabilities) > then to

o   Dept Head for approval/denial and comments may be added

§  if approved, then routed to

·       Dean for approval/denial and comments may be added (*if Dept Head and Dean are the same, Dean approval is systematically added if Dept Head approved)>

o   if approved by Dean, then routed to Faculty Development for final approval/denial and comments may be added

o   (Dept Heads and Deans will receive a weekly reminder when there are forms in their workflow queue to approve/deny)
·       if request denied at any time within the workflow, the submitter receives an email that it was denied and form will be attached so they may view all comments
·       If request approved, the submitter receives an email that it was approved and form will be attached so they may view all comments

Unclassified Professional Staff Consulting Requests:

·       Submitter completes External Activity Request webform and it is electronically routed to

o   Global Ops who may add comments (no approval/denial capabilities) > then routed to

o   COI who may add comments (no approval/denial capabilities) > then routed to

o   Dept Head or Director for approval/denial and comments may be added >

        *   if approved, this will bypass the Dean and route to Vice Provost for Operations for final approval/denial and comments may be added
        *   (Dept Heads and Directors will receive a weekly reminder when there are forms in their workflow queue to approve/deny)

        *   if request denied at any time within the workflow, the submitter receives an email that it was denied and form will be attached so they may view all comments
        *   If request approved, the submitter receives an email that it was approved and form will be attached so they may view all comments

-------------- next part --------------
An HTML attachment was scrubbed...
URL: <https://lists.ku.edu/pipermail/pols-l/attachments/20200421/2bc7b54d/attachment-0001.html>