Frequently Asked Questions

Outside Practice & Outside Work

General Questions

• When will the new Policy be effective?
  The new Policy on Outside Practice and Outside Work will be effective from 1 January 2011. A new Outside Practice and Outside Work Application / Notification and Reporting System will be launched under AIMS on 1 January 2011 for application, approval and reporting online.
• What is the difference between Outside Practice and Outside Work?
  Outside Practice is work with or without remuneration, undertaken for a third party which includes the University's subsidiary and associated companies, and endorsed and approved as such by the University. It includes staff holding directorships and community service. Outside Practice should focus on high level and advanced work using the talents, expertise and professional experience of its faculty.
  
  Outside Work is defined as work for a third party which includes the University's subsidiary and associated companies, which is of a low level routine nature and not endorsed by the University as Outside Practice. Outside Work must be undertaken entirely in staff's own time outside the normal working hours of the University and no University resources can be used to support the activity.
• Is the engagement to deliver literary work for an external party classified as Outside Practice or Outside Work?
  Academic-related non-teaching activities which are part of the usual milieu of academic life undertaken by faculty and teaching staff are not categorised as Outside Practice nor Outside Work, and are not subject to the University Policy and Regulations on Outside Practice and Outside Work unless the activities in question could raise an issue of conflict of interest. Literary work is one of the academic-related non-teaching activities. You may refer to Appendix III of the Regulations on Outside Practice and Outside Work for a non-exhaustive list of examples of these academic-related non-teaching activities.
• Is there any limit on time involvement in Outside Practice or Outside Work?
  As a guideline, the maximum reasonable time involvement is 4 working days (8 working hours per day) in any calendar month on average.
• Do Outside Practice and Outside Work require approval?
  Outside Practice with or without remuneration and Outside Work with remuneration require PRIOR approval from the Approving Authority while Outside Work without remuneration requires PRIOR notification to the Approving Authority.
  
  

  Application for Outside Practice and Outside Work Submitted By	Approving Authority (same for notification for Outside Work without remuneration)
  Provost, Vice-Presidents and equivalent All cases involving retroactive approval (including Outside Work involving retroactive notification)	President
  Faculty and non-faculty staff in academic units, College/School Offices, and administrative and support units under the Provost's line of management Research support staff in research centres	Provost
  Non-faculty staff in administrative and support units not under the Provost's line of management	Vice-President (Administration)

• Through what channel should I submit my application?
  You may submit application online through the Outside Practice and Outside Work Application / Notification and Reporting System under AIMS.
• Which unit administers the applications of Outside Practice and Outside Work?
  The Outside Practice Administrative Unit (OPAU) is responsible for administration of Outside Practice and Outside Work.

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Questions on Outside Practice

• Who are eligible to undertake Outside Practice?
  Eligibility to undertake Outside Practice is restricted to faculty (i.e. Assistant Professor and above grades). Special approval may be granted on compelling reasons for senior non-faculty, at Senior Lecturer / Assistant Registrar level or above, to undertake Outside Practice.
• Does Outside Practice require income sharing?
  Yes. When all charges, including direct costs, overhead costs and recovery to University on use of its resources, have been deducted from the revenue generated, the net proceeds from Outside Practice activities will be split between the staff member and the University in the ratio of 83.5% to 16.5% respectively.
• What will be the arrangement of intellectual property (IP) rights created from Outside Practice?
  IP created in the process or as a result of Outside Practice shall be governed by the terms of the contracts concerned. In the absence of express provision in the contracts, IP created shall belong to the University.
• What and how should I report for my Outside Practice?
  Once the Outside Practice is completed, the staff member should report his actual time spent and mark "job performed" for the case in the online Outside Practice and Outside Work Application / Notification and Reporting System under AIMS.

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Questions on Outside Work with Remuneration

• Does Outside Work require income sharing?
  No.
• What and how should I report for my Outside Work?
  Once the Outside Work is completed, the staff member should report his actual income received, actual time spent and mark "job performed" for the case in the online Outside Practice and Outside Work Application / Notification and Reporting System under AIMS.
• Can I use University resources to support my Outside Work?
  University resources cannot be used to support any Outside Work activity.

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Questions on Outside Work without Remuneration

• Does "Prior Notification" mean that I may start to work on the Outside Work without remuneration once I have submitted the notification online?
  No. Where the work in question could raise an issue of conflict of interest, the Approving Authority may direct the staff not to undertake such work. The Approving Authority may also consider whether such work should be re-classified as Outside Practice and require the staff to follow the associated procedures. You may start to work only after the status of your application in the online system has been changed to "active", i.e. after the Approving Authority has reviewed and accepted your notification. You will be informed of this by an email from the online system.
• Can I use University resources to support my Outside Work without remuneration?
  University resources cannot be used to support the activity.
• My Outside Work is originally non-remunerated, but subsequently I am paid for my work done. What should I do?
  You should lodge a new application (Outside Work with Remuneration) for approval. Also, you should secure the approval of the University before you accept payment. For details, please contact OPAU.

(Last Updated in July 2013)