It regularly happens that a University of Twente employee carries out ancillary activities. The University of Twente supports this. Ancillary activities can contribute to employees’ professional development, and strengthen the ties between the University and local businesses and organizations. Moreover, the University of Twente aims to boost and promote business activity in the region and ancillary activities are an excellent way of contributing to this goal.
WHAT ARE ANCILLARY ACTIVITIES?
The definition of ancillary activities used by the University of Twente is all paid and unpaid work that you perform that is not part of your job at the University. Examples include an employment contract with another employer, supervisory board membership or an advisory role for an external organization, activities for start-ups or as an entrepreneur or other type of independent professional.
Non-business ancillary activities that in no way affect the University of Twente’s interests, do not need to be reported. Examples include a board position at your child’s school or sports club.
Management positions and advisory positions that are directly linked to your University of Twente position are not considered ancillary activities. This also applies to activities in the context of contract research or contract education in which the University of Twente is a partner, and that are subject to your employment with the UT. These activities are part of your job at the University of Twente. Activities such as participation in a scientific committee or consultative body, editorial work and reviewing articles are generally not considered ancillary activities. Neither are lectures and other ad hoc work you do in the context of your employment with the UT for third parties. It is sufficient to make working agreements with your supervisor in writing regarding these activities.
REPORTING ANCILLARY ACTIVITIES
If you would like to start or continue to perform ancillary activities, you should always ask permission. The scope of your employment with the University of Twente and the scope of your ancillary activities are irrelevant. You must also always report changes in ancillary activities.
You can request permission by registering your ancillary activities via MyHR AFAS – My HR – Personal Details – Ancillary Activities. If you have any doubts about whether an activity could be considered an ancillary activity, then you are advised to report it.
If you intend to set up a spin-off company and/or you want to participate in an existing spin-off company, then you must always report this through MyHR AFAS – My HR – Personal Details – Ancillary Activities. In order to assess how the spin-off activities relate to your position at the University of Twente, clear agreements need to be made for spin-off activities. These agreements vary depending on the spin-off company’s development stage. This is why you should always review 'The explanatory notes' before reporting your activities for a spin-off company.
You will likely receive permission to conduct ancillary activities that do not have an adverse effect on your performance in your position at the University of Twente and that are not detrimental to the university’s interests. This permission can be requested for a maximum of four years. If you would like to continue these ancillary activities after this time, then you will need to request permission again. You can only request permanent permission for ancillary activities if your main employment is elsewhere.
ANCILLARY ACTIVITIES OF PROFESSORS
Society demands transparency and integrity from organizations in the public domain. The University of Twente aims to meet these demands. It has been agreed with the Ministry of Education, Culture and Science and the VSNU Association of Universities in the Netherlands that the UT will provide external parties with insight into ancillary activities for which permission has been granted. This concerns information about the nature of the ancillary activities and the institution for which this work is being performed. All professors should also include their ancillary activities on their profile page. Ancillary activities for which permission has been granted are automatically shown on the people pages of the University of Twente.
INVENTORY OF ANCILLARY ACTIVITIES
Because of the great value we place on integrity and transparency, even if you are not carrying out any ancillary activities, we would like to request that you make an annual confirmation of the current state of your ancillary activities registration. As soon as you receive a task in your workflow for the "Statement Ancillary Activities", you can confirm this via MyHR AFAS.
During your annual performance appraisal, you and your manager will discuss if the agreements reached regarding ancillary activities are still up-to-date and sufficient or if they need to be adjusted.
RULES AND PROCEDURES
You can read the rules for ancillary activities in the Sectoral scheme covering ancillary activities. These regulations apply to all Dutch universities.
FREQUENTLY ASKED QUESTIONS
If you have any questions about reporting ancillary activities or would like to find out what ancillary activities are, then please check to see if your question is included in the FAQ below.
This translation is meant as a service to non-Dutch speaking employees of the UT. However, in case of a difference of interpretation, these translations cannot be used for legal purposes. In those cases the Dutch text is binding.