Ancillary Activities
Good scientific research, education and realizing social impact: this is only possible in collaboration with social partners. We are therefore proud that academics at Tilburg University are connected to the field. This sometimes leads to ancillary activities: work or other activities performed that do not fall under the position of and/or duties assigned to the employee at the university. As we attach great importance to transparency, we ask all our employees to register their ancillary activities in My Employee Portal.
The registration of ancillary activities is described in the Sectoral Scheme on Ancillary Activities, which is part of our collective labor agreement. This scheme states that employees (except student assistants and on-call employees who are also students) must report and publish their ancillary activities, regardless of the size (fte) and length of employment. Professors not on payroll must also do so.
Don't have ancillary activities? If so, disclose this as well.
Below are the main rules from the Sectoral Scheme on Ancillary Activities renewed as of January 1, 2024.
Job Application Procedure
Ancillary activities are part of the job application procedure. We ask managers to raise this topic during the employment interview. For professors, approval of ancillary activities and disclosure of financial stakes and interests are part of the appointment procedure.
Registration and Application of Approval of Ancillary Activities
At Tilburg University you can register, change and get approval for ancillary activities through My Employee Portal. If you have just started working here as an employee/professor not on payroll, you must indicate within one month after your start date whether you perform ancillary activities. In doing so, you specify the following:
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A principal position elsewhere, as is often the case for endowed professors, is considered an ancillary activity for Tilburg University. Having one’s own business also falls under ancillary activities.
When you submit a request through My Employee Portal, a digital workflow starts. In this, the hr advisor advises the supervisor who in turn advises the dean or director. The dean or director decides on permission and possible conditions. When it comes to ancillary activities of deans or directors, the Executive Board decides. Upon positive completion of the digital workflow, the ancillary activity becomes visible in My Employee Portal.
Publication of Ancillary Activities
The ancillary activities registered in the English language in My Employee Portal are automatically published on the Academic Profile page. Only when other written agreements have been made can you refuse permission for publication in My Employee Portal. The foregoing is an exception. As an example, this may be the case in the event of a serious threat to the personal privacy or if incompatible with the interest of the Dutch state or the need to protect knowledge. This requires written approval from the Dean or the Executive Board.
In addition, the ancillary activities of full and endowed professors affiliated with Tilburg University are published in a public register on the website of Tilburg University and Universiteiten van Nederland. This overview is updated regularly.
Annual Statement of Ancillary Activities
Tilburg University believes it is important that we share accurate information so as not to damage trust in science. Therefore, we regularly check the accuracy of the registration and publication of ancillary activities. We ask academics (including professors not on payroll), directors and the members of the Executive Board annually to check the registration of their ancillary activities, update it when necessary, and then digitally declare that the ancillary activities registration is up to date.
In addition, ancillary activities are a fixed item in the Performance & Talent Development interviews. Furthermore, attention will be paid to this topic regularly in the consultations of organization units and departments.
Independent Review
In accordance with the Sectoral Scheme on Ancillary Activities, universities are authorized to regularly check whether their employees’ ancillary activities records are accurate. Tilburg University does this with a periodic random check. We want to ensure that the external image is rightful and protect the good name of our university and its employees including professors whether on payroll or not. We use internal data and information from reliable external sources, such as Company.info. We understand that ancillary activities can be a sensitive topic and consider privacy very important. Therefore, the results of this check will never be shared in a traceable way internally or externally. If we notice that something is not right, we will only discuss it with the individuals involved and the people involved in the approval process.
More Information
You can read more about registering and publishing ancillary activities in the guide. You will also find more information there about the various roles and responsibilities surrounding the registration of ancillary activities. The Questions and Answers, part of the Sectoral Scheme on Ancillary Activities, also provide useful information and concrete examples.
Do you have additional questions? Please contact your hr advisor, supervisor, dean or director.