University Guidance
Original Issuance Date: July 13, 2026
Last Revision Date: Initial Issuance
1. Purpose of Guidance
This guidance provides information to UW-Eau Claire employees who own or operate outside businesses to help them understand their obligations under applicable state law and Regents, Universities of Wisconsin, and UW-Eau Claire policies when their outside business activities intersect with their university employment.
2. Publishing Office
Office of the Vice Chancellor for Finance & Administration
3. Affected Stakeholders on Campus
This guidance applies to all UW-Eau Claire employees who own or operate an outside business or who are considering doing so. Employees in supervisory roles are also encouraged to familiarize themselves with this guidance to support compliance within their areas of responsibility.
For purposes of this guidance, "employee" is defined, consistent with UW System Administrative Policy (SYS) 1225, General Terms and Definitions, as "any individual who holds a faculty, academic staff, university staff, limited appointment, student employment, employee-in-training, temporary or project appointment...".
4. Primary Responsibility
Individual employees are responsible for understanding and complying with applicable requirements, including proactively seeking guidance when uncertain about whether a planned activity may conflict with their university responsibilities. Supervisors are responsible for directing employees to appropriate university resources when outside business activity questions arise.
5. Guidance
UW System Administrative Policy (SYS) 1290, Code of Ethics provides guidance on the avoidance of activities that cause, or tend to cause, conflicts between employees’ personal interests and their public responsibilities.
Employees should review, abide by, and ask for clarifications when necessary regarding SYS 1290 or their respective code of ethics. If an employee is uncertain whether a future action may violate a code of ethics, the employee should consult with the chancellor or the vice chancellor for finance and administration.
A. Use of University Property and Facilities
I. Employees may not use university property or resources for anything related to a business they own. This would be considered a personal gain under Wis. Admin. Code UWS 8.03(1) and Regent Policy Document (RPD) 20-22, Code of Ethics. Examples of university property and resources include but are not limited to:
a. University name, branding, logo and reputation (note: linking to any university website implies endorsement and is prohibited)
b. University controlled websites and social media
c. Office space or other university rooms and spaces
d. Mailing lists or contact databases
II. Employees may not use university information technology resources for anything related to a business they own. This includes but is not limited to: computer hardware and software, email, networks, Wi-Fi, telephones, voicemail, multi-function printing devices, data, software, cloud computing or any other connected/hosted service provided. Additional details and restrictions are included in RPD 25-3, Acceptable Use of Information Technology Resources.
III. Employee-owned businesses that host programs, events, and activities on university property must execute a facility use agreement at the same rates as the public would receive. Employees may not receive discounts or other benefits. This is required by Wis. Admin. Code UWS 21.06 and to prevent personal gain by employees from their position or state property as required by Wis. Admin. Code UWS 8.03(1) and RPD 20-22.
IV. Employees may not use their university role, authority, or relationship with students - including any influence over grades, academic credit, or student employment - to recruit, direct, or compel students to work for an employee-owned business. Student participation in any employee-owned business activity must be on a voluntary basis and as a paid employee of that business. Using academic authority or the promise of grades, credit, or other academic benefit to obtain student labor for an outside business would constitute personal gain from a university position under Wis. Admin. Code UWS 8.03(1) and RPD 20-22, and may violate applicable state and federal wage and labor laws.
B. Leave Time
I. Employees may not do work for their business if it conflicts with their public responsibilities to the university as required by Wis. Admin. Code UWS 8.025(1) and RPD 20-22.
II. Employees are responsible for requesting and accurately reporting leave time if work for their business conflicts with their designated work week. Additional details and restrictions are included in SYS 1210, Vacation, Paid Leave Banks, and Vacation Cash Payouts.
III. Employees should contact the Department of Human Resources (humanresources@uwec.edu) to ensure compliance with requirements.
C. Procurement
I. Wis. Admin. Code UWS 8.03(2) and RPD 20-22 include requirements for employees entering into certain contracts or leases derived from university funds.
II. Employees should contact the Department of Procurement & Strategic Sourcing (purchasing@uwec.edu) to ensure compliance with requirements.
D. Disclosure and Approval of Outside Business Activities
I. Employees who own or operate an outside business are required to disclose that activity to the university as required by Wis. Admin. Code UWS 8.025 and SYS 1290. Employees should complete this disclosure before beginning any outside business activity, or as soon as practicable if the business is already in operation.
II. Disclosure is made through the employee's supervisor and routed to the Department of Human Resources. Employees should contact Human Resources (humanresources@uwec.edu) to initiate the disclosure process.
III. Depending on the nature of the outside business activity, supervisory or administrative approval may be required before the activity may proceed. Employees should not assume that disclosure alone constitutes approval.
IV. Employees are responsible for updating their disclosure if the nature or scope of their outside business activity changes in a material way.
E. Disclosure and Approval of Outside Business Activities
I. Employee-owned businesses that conduct youth programs, events, and activities on university property must comply with the third-party requirements of UW-Eau Claire University Policy (UWEC) 625, Youth Protection and Compliance and SYS 625, Youth Protection and Compliance.
II. SYS 625 Appendix A: Minimum Requirements for Third-Party Youth Activity Contracts includes requirements specific to third parties. In summary, employee-owned businesses:
a. Assume all risk associated with the activity;
b. Must have insurance coverage;
c. Must complete criminal background checks on all adult staff and volunteers;
d. Must always maintain adult-to-minor supervision rates; and
e. Are responsible for prohibiting any adult or youth participant from engaging in dangerous behaviors.
III. The university reserves the right to conduct compliance checks of employee-owned businesses operating youth programs, events, or activities on university property. Such compliance checks may include, but are not limited to, requests for: proof of staff training and criminal background checks on all adult staff and volunteers; documentation of established emergency preparedness procedures
in accordance with SYS 625, Youth Protection and Compliance; and proof of current liability insurance coverage. Failure to demonstrate compliance may result in denial or revocation of access to university facilities for the activity.
IV. Employees should contact the Department of Risk Management, Safety & Sustainability (safety@uwec.edu) to ensure compliance with youth protection requirements.
6. Contact
Office of the Vice Chancellor for Finance & Administration
7. Guidance History
Original Issuance Date: July 13, 2026
8. Scheduled Review
July 2027