University of Washington Human Resources

Because University resources are intended solely for University teaching, research, service, and administrative purposes, you may use University resources for personal reasons only under limited circumstances.

Allowable personal use of University resources

You may use University resources for personal reasons if the use meets all of the following conditions:

• Costs the University little to nothing
• Is brief
• Is infrequent
• Does not interfere with your work duties
• Does not compromise the security or integrity of University property, information, or software

Examples of allowable use:

• Calling your doctor to schedule an appointment using a University phone.
• Using your work computer on an occasional basis to check UW job postings or your UW retirement account.
• Emailing your child’s school to inform them your child will be out sick that day.

Misuse of University resources

You may not use University facilities, computers, or equipment for your personal gain or benefit or for the gain or benefit of another individual or outside organization.

Examples of misuse:

• Using University email, messaging tools, mailing resources, printers, or office space to promote personal events, fundraising efforts, political activity, or outside organizations.
• Posting political information (such as promotional materials for candidates or initiatives) in the employee lunch room.
• Hosting or participating in non-work video meetings (Zoom, Teams, Google Meet) for personal organizations or outside businesses using University accounts or equipment
• Using University-licensed software or cloud storage (such as Microsoft, Adobe, OneDrive, SharePoint, or Google Drive) for non-University work or personal projects.
• Using a University copy machine to print flyers for your garage sale.

As a University employee, you may hold other jobs or engage in consulting work in addition to your University position, as long as you:

• Obtain advance approval of your outside work.
• Can fully meet your University employment obligations.
• Do not use University resources in your outside work.
• Avoid conflicts of interest between your outside work and your University position.
• Identify yourself clearly as an independent professional and not as a representative of the University, if your outside work is as a consultant.

To request approval for outside work, complete a Outside Work - Request for Approval - Professional and Classified Staff (PDF) and submit it to your immediate supervisor.

You may accept a gift or gratuity in relation to your position with the University as long as the gift or gratuity:

• Is not given with the intent to influence your vote, judgment, or action
• Cannot be seen as a reward for action or inaction in your job duties

Under state law, the total dollar value you may receive from any single source in a calendar year is $100. This amount also includes any gifts your family members or guests receive, unless that family member or guest has an independent relationship with the donor.

If you participate in contracting or purchasing as part of your UW responsibilities, you are subject to additional restrictions regarding accepting gifts. Please review RCW 42.52.150 (subsection 4) for specific guidance on accepting gifts in your position.

Conflict of interest is defined as any activity that may create, or be perceived to create, a conflict between your obligations to the University and your self-interest. Employees are expected to act in the best interest of the University and to protect the University from both actual conflicts of interest and the appearance of conflicts of interest. If you know, or even just suspect, that some of your activities may pose a conflict of interest, you must disclose them to your supervisor.

Conflicts of interest can arise when:

• An employee participates in University business in which they (or someone close to them such as a spouse or child) may receive personal gain.
  • Example: An employee purchases supplies for the University from their spouse’s company.
• An employee uses their connection with the University to benefit another person or organization.
  • Example: An employee allows a nonprofit organization to hold a meeting in a University facility without proper authorization or payment.
• An employee accepts money, gratuity, or reward from another person who is interested in a contract, sale, lease, purchase, or grant with the University.
  • Example: An employee accepts Seahawk season tickets in exchange for preferential treatment in University contract negotiations.
• An employee has influence over a household member’s employment at UW. Influence may include, but is not limited to: hiring, dismissal, performance evaluation, promotion, demotion, and approval of salary increases or decreases
  • Example: An employee supervises their daughter.
• An employee uses University resources for the private benefit or gain of the employee or another.
  • Example: An employee borrows a University digital projector for a presentation to customers of his outside consulting business.