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<p>FYI<br>
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<div id="divRplyFwdMsg" dir="ltr"><font face="Calibri, sans-serif" color="#000000" style="font-size:11pt"><b>From:</b> Eggleston, Ben <eggleston@ku.edu><br>
<b>Sent:</b> Tuesday, April 21, 2020 8:31 AM<br>
<b>To:</b> College Chairs & Directors<br>
<b>Cc:</b> Faculty Development<br>
<b>Subject:</b> new university consulting-request process</font>
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<p class="MsoNormal"><span style="font-size:12.0pt; font-family:"Cambria",serif">Dear College chairs and directors,</span></p>
<p class="MsoNormal"><span style="font-size:12.0pt; font-family:"Cambria",serif"> </span></p>
<p class="MsoNormal"><span style="font-size:12.0pt; font-family:"Cambria",serif">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.</span></p>
<p class="MsoNormal"><span style="font-size:12.0pt; font-family:"Cambria",serif"> </span></p>
<p class="MsoNormal"><span style="font-size:12.0pt; font-family:"Cambria",serif">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
<a href="https://facultydevelopment.ku.edu/consulting">https://facultydevelopment.ku.edu/consulting</a>.</span></p>
<p class="MsoNormal"><span style="font-size:12.0pt; font-family:"Cambria",serif"> </span></p>
<p class="MsoNormal"><span style="font-size:12.0pt; font-family:"Cambria",serif">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.</span></p>
<p class="MsoNormal"><span style="font-size:12.0pt; font-family:"Cambria",serif"> </span></p>
<p class="MsoNormal"><span style="font-size:12.0pt; font-family:"Cambria",serif">Best,</span></p>
<p class="MsoNormal"><span style="font-size:12.0pt; font-family:"Cambria",serif"> </span></p>
<p class="MsoNormal"><span style="font-size:12.0pt; font-family:"Cambria",serif">Ben</span></p>
<p class="MsoNormal"><span style="font-size:12.0pt; font-family:"Cambria",serif"> </span></p>
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<p class="MsoNormal"><span style="font-size:10.0pt; font-family:"Cambria",serif">Ben Eggleston<br>
Associate Dean for Administrative Affairs,</span></p>
<p class="MsoNormal"><span style="font-size:10.0pt; font-family:"Cambria",serif"> College of Liberal Arts & Sciences, University of Kansas</span></p>
<p class="MsoNormal"><span style="font-size:10.0pt; font-family:"Cambria",serif">Professor, KU Department of Philosophy</span></p>
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<p class="MsoNormal"><b><span style="font-size:12.0pt; font-family:"Cambria",serif"> </span></b></p>
<p class="MsoNormal"><b>WHAT:</b></p>
<p class="MsoNormal">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
<a href="https://facultydevelopment.ku.edu/consulting">here</a>.</p>
<p class="MsoNormal"> </p>
<p class="MsoNormal"><b>WHEN:</b></p>
<h6><span style="font-family:"Calibri",sans-serif; color:windowtext">Given our current remote working environment, the following areas have committed to pilot this new process
</span><i><span style="font-family:"Calibri",sans-serif; color:red">beginning April 27</span></i><i><span style="font-family:"Calibri",sans-serif; color:windowtext">:
</span></i></h6>
<h6 style="margin-left:.5in"><span style="font-family:"Calibri",sans-serif; color:windowtext">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. </span></h6>
<p class="MsoNormal" style="">The following areas will not transition to the new online process until Summer 2020:
</p>
<p class="MsoNormal" style="margin-left:.5in">Schools of Architecture, Education, Law, Music; and the KU Libraries.
</p>
<p class="MsoNormal"><b>WHY: </b></p>
<p class="MsoNormal"><span style="color:black">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 </span><a href="https://policy.ku.edu/global-operations/transactions-restricted-parties">transactions with restricted parties</a><span style="color:black">. 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.
</span></p>
<p class="MsoNormal"><b> </b></p>
<p class="MsoNormal"><b>FOR MORE HELP:</b></p>
<p class="MsoNormal" style="margin-left:.5in"><b>CONTACT:</b> 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 (<a href="mailto:facultydev@ku.edu">facultydev@ku.edu</a>).</p>
<p class="MsoNormal" style="margin-left:.5in"><b>FREQUENTLY ASKED QUESTIONS</b>: Click
<a href="https://facultydevelopment.ku.edu/external-activity-faqs">here</a> 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. </p>
<p class="MsoNormal"><span style="font-size:12.0pt; font-family:"Times New Roman",serif"> </span></p>
<p class="MsoNormal"><b>EASY TO FOLLOW INSTRUCTIONS:</b></p>
<p class="MsoNormal" style="margin-left:.5in"><b>VPN: </b>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.
<a href="https://howto.ku.edu/vpn-ku-anywhere">https://howto.ku.edu/vpn-ku-anywhere</a></p>
<p class="MsoNormal" style="margin-left:.5in"><b><span style="color:black"> </span></b></p>
<p class="MsoNormal" style="margin-left:.5in"><b><span style="color:black">Department Review:
</span></b><span style="color:black"><a href="https://howto.ku.edu/sites/howto.ku.edu/files/docs/h_perceptive_documents_dept-review-process_v1.pdf">https://howto.ku.edu/sites/howto.ku.edu/files/docs/h_perceptive_documents_dept-review-process_v1.pdf</a></span></p>
<p class="MsoNormal" style="margin-left:.5in"><b><span style="color:black"> </span></b></p>
<p class="MsoNormal" style="margin-left:.5in"><b><span style="color:black">Dean Review:</span></b><span style="color:black"><a href="https://howto.ku.edu/sites/howto.ku.edu/files/docs/h_perceptive_documents_dean-review-process_v1.pdf"> https://howto.ku.edu/sites/howto.ku.edu/files/docs/h_perceptive_documents_dean-review-process_v1.pdf</a></span></p>
<p class="MsoNormal"><b> </b></p>
<p class="MsoNormal" style="margin-left:20.25pt; vertical-align:middle"><b><span style="color:#0070C0"> </span></b><span style="color:black"></span></p>
<p class="MsoNormal" style="vertical-align:middle"><b>APPROVAL WORKFLOW SUMMARIZED BELOW:</b></p>
<p class="MsoNormal" style="margin-left:20.25pt; vertical-align:middle"><b><span style="color:#0070C0">Faculty/Unclassified Academic Staff Consulting Requests:
</span></b><span style="color:black"></span></p>
<p class="MsoListParagraph" style="margin-left:58.5pt; text-indent:-.25in; vertical-align:middle">
<span style="font-family:Symbol; color:black"><span style="">·<span style="font:7.0pt "Times New Roman"">
</span></span></span><u><span style="color:black">Submitter</span></u><span style="color:black"> completes
<b>External Activity Request</b> webform and it is electronically routed to </span>
</p>
<p class="MsoListParagraph" style="margin-left:94.5pt; text-indent:-.25in; vertical-align:middle">
<span style="font-family:"Courier New"; color:black"><span style="">o<span style="font:7.0pt "Times New Roman"">
</span></span></span><u><span style="color:black">Global Ops</span></u><span style="color:black"> who may add comments
<span style="background:yellow">(no approval/denial capabilities)</span> > then to
</span></p>
<p class="MsoListParagraph" style="margin-left:94.5pt; text-indent:-.25in; vertical-align:middle">
<span style="font-family:"Courier New"; color:black"><span style="">o<span style="font:7.0pt "Times New Roman"">
</span></span></span><u><span style="color:black">COI</span></u><span style="color:black"> who may add comments
<span style="background:yellow">(no approval/denial capabilities)</span> > then to
</span></p>
<p class="MsoListParagraph" style="margin-left:94.5pt; text-indent:-.25in; vertical-align:middle">
<span style="font-family:"Courier New"; color:black"><span style="">o<span style="font:7.0pt "Times New Roman"">
</span></span></span><u><span style="color:black">Dept Head</span></u><span style="color:black"> for
</span><b><span style="color:#0070C0">approval/</span><span style="color:black">denial</span>
</b><span style="color:black">and comments may be added </span></p>
<p class="MsoListParagraph" style="margin-left:130.5pt; text-indent:-.25in; vertical-align:middle">
<span style="font-family:Wingdings; color:black"><span style="">§<span style="font:7.0pt "Times New Roman"">
</span></span></span><span style="color:black">if approved, then routed to </span>
</p>
<p class="MsoListParagraph" style="margin-left:166.5pt; text-indent:-.25in; vertical-align:middle">
<span style="font-family:Symbol; color:black"><span style="">·<span style="font:7.0pt "Times New Roman"">
</span></span></span><u><span style="color:black">Dean</span></u><span style="color:black"> for
</span><b><span style="color:#0070C0">approval/</span><span style="color:black">denial</span>
</b><span style="color:black">and comments may be added <i>(*if Dept Head and Dean are the same, Dean approval is systematically added if Dept Head approved)</i>>
</span></p>
<p class="MsoListParagraph" style="margin-left:202.5pt; text-indent:-.25in; vertical-align:middle">
<span style="font-family:"Courier New"; color:black"><span style="">o<span style="font:7.0pt "Times New Roman"">
</span></span></span><span style="color:black">if approved by Dean, then routed to
<u>Faculty Development</u> for </span><b><span style="color:#0070C0">final approval/</span><span style="color:black">denial
</span></b><span style="color:black">and comments may be added</span></p>
<p class="MsoListParagraph" style="margin-left:202.5pt; text-indent:-.25in; vertical-align:middle">
<span style="font-family:"Courier New"; color:black"><span style="">o<span style="font:7.0pt "Times New Roman"">
</span></span></span><i><span style="color:black">(Dept Heads and Deans will receive a weekly reminder when there are forms in their workflow queue to approve/deny)</span></i><span style="color:black"></span></p>
<p class="MsoNormal" style="margin-left:128.25pt; text-indent:-.25in; vertical-align:middle">
<span style="font-size:10.0pt; font-family:Symbol; color:black"><span style="">·<span style="font:7.0pt "Times New Roman"">
</span></span></span><b><span style="color:black">if request denied at any</span></b><span style="color:black"> time within the workflow,
<b>the submitter receives an email</b> that it was denied and form will be attached so
<b>they may view all comments</b></span></p>
<p class="MsoNormal" style="margin-left:128.25pt; text-indent:-.25in; vertical-align:middle">
<span style="font-size:10.0pt; font-family:Symbol; color:black"><span style="">·<span style="font:7.0pt "Times New Roman"">
</span></span></span><b><span style="color:#0070C0">If request approved</span></b><span style="color:#0070C0">,
<b>the submitter receives an email</b> </span><span style="color:black">that it was approved and form will be attached so
</span><b><span style="color:#0070C0">they may view all comments</span></b><span style="color:black"></span></p>
<p class="MsoNormal" style="margin-left:74.25pt"><span style="color:black"> </span></p>
<p class="MsoNormal" style="margin-left:20.25pt; vertical-align:middle"><b><span style="color:#0070C0">Unclassified Professional Staff Consulting Requests:
</span></b><span style="color:black"></span></p>
<p class="MsoListParagraph" style="margin-left:56.25pt; text-indent:-.25in; vertical-align:middle">
<span style="font-family:Symbol; color:black"><span style="">·<span style="font:7.0pt "Times New Roman"">
</span></span></span><u><span style="color:black">Submitter</span></u><span style="color:black"> completes
<b>External Activity Request</b> webform and it is electronically routed to </span>
</p>
<p class="MsoListParagraph" style="margin-left:92.25pt; text-indent:-.25in; vertical-align:middle">
<span style="font-family:"Courier New"; color:black"><span style="">o<span style="font:7.0pt "Times New Roman"">
</span></span></span><u><span style="color:black">Global Ops</span></u><span style="color:black"> who may add comments
<span style="background:yellow">(no approval/denial capabilities)</span> > then routed to
</span></p>
<p class="MsoListParagraph" style="margin-left:92.25pt; text-indent:-.25in; vertical-align:middle">
<span style="font-family:"Courier New"; color:black"><span style="">o<span style="font:7.0pt "Times New Roman"">
</span></span></span><u><span style="color:black">COI</span></u><span style="color:black"> who may add comments
<span style="background:yellow">(no approval/denial capabilities)</span> > then routed to
</span></p>
<p class="MsoListParagraph" style="margin-left:92.25pt; text-indent:-.25in; vertical-align:middle">
<span style="font-family:"Courier New"; color:black"><span style="">o<span style="font:7.0pt "Times New Roman"">
</span></span></span><u><span style="color:black">Dept Head or Director</span></u><span style="color:black"> for
</span><b><span style="color:#0070C0">approval/</span><span style="color:black">denial</span>
</b><span style="color:black">and comments may be added > </span></p>
<ul type="disc" style="margin-top:0in">
<ul type="circle" style="margin-top:0in">
<ul type="square" style="margin-top:0in">
<li class="MsoNormal" style="color:black; margin-left:.5in; vertical-align:middle">
if approved, this will bypass the Dean and route to <u>Vice Provost for Operations</u> for
<b><span style="color:#0070C0">final approval/</span></b><b>denial</b><b><span style="color:windowtext">
</span></b>and comments may be added </li><li class="MsoNormal" style="color:black; margin-left:.5in; vertical-align:middle">
<i>(Dept Heads and Directors will receive a weekly reminder when there are forms in their workflow queue to approve/deny)</i></li></ul>
</ul>
</ul>
<ul type="disc" style="margin-top:0in">
<ul type="disc" style="margin-top:0in">
<ul type="disc" style="margin-top:0in">
<li class="MsoNormal" style="color:black; vertical-align:middle"><b>if request denied at any</b> time within the workflow,
<b>the submitter receives an email</b> that it was denied and form will be attached so
<b>they may view all comments</b></li><li class="MsoNormal" style="color:#0070C0; vertical-align:middle"><b>If request approved</b>,
<b>the submitter receives an email</b> <span style="color:windowtext">that it was approved and form will be attached so
</span><b>they may view all comments</b></li></ul>
</ul>
</ul>
<p class="MsoNormal"> </p>
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