[staff-physics-and-astronomy-HL-UHD-UD] Yearly task: ancillary activities

[Dahlberg, J.D. (Jordi)]

Dear all,

Last week you received an automated email requesting you to check, possibly adjust and confirm your ancillary activities. Please make sure to do this (also if nothing changed compared to last year), as it is required by law that all scientific staff has registered them or confirms they do not have any. With the following link you can go to your VU portal: self-service option Ancillary activities<https://services.vu.nl/esc?id=sc_cat_item&sys_id=5cc5802f1b2124105713a64f2e4bcb07>. Herewith some more information:


  1.  After the verification and possible amendments, you complete the task by answering one of the following options:

  *   Currently I have no ancillary activities
  *   All registered ancillary activities are up to date
  *   Not all registered ancillary activities were up to date anymore, and therefore I have carried out an update

Please note: don't forget to close the task via the blue ‘Submit’ button.


  1.  In case of new ancillary activities or amendments to existing ancillary activities, the line manager will receive a request to approve the ancillary activities. Please make sure, as line manager, to approve these (or not; but then discuss first).


  1.  What exactly are ancillary activities?
The task includes a reference to the page Ancillary activities information on VU.nl<https://vu.nl/en/employee/personnel/ancillary-activities> with more details about ancillary activities, including references to the Sectoral scheme covering ancillary activities<https://assets-us-01.kc-usercontent.com/d8b6f1f5-816c-005b-1dc1-e363dd7ce9a5/4fbef26d-f8c3-41a7-a90a-1207b694ca65/Sector%20regeling%20nevenwerkzaamheden%202024%20inclusief%20FAQ%20-%20ENGELS.pdf> (pdf) and the Explanatory notes ancillary activities<https://assets-us-01.kc-usercontent.com/d8b6f1f5-816c-005b-1dc1-e363dd7ce9a5/2d9ac5ae-37de-4350-b8c1-5e846dcf114a/Explanatory%20notes%20Ancillary%20activities.pdf> (pdf). Below a few important aspects of the scheme and explanation:

  *   Ancillary activities are paid or unpaid activities for third parties that are not assigned and cannot be considered to be assigned in connection with the job, and cannot be deemed to have been assigned.
  *   One needs prior permission from their manager to perform ancillary activities.
  *   One does not have to report activities in the private sphere as ancillary activities if it is clear that the activities do not affect the interests of VU Amsterdam, and also have no further influence on the functioning of the employee. Consider, for example, board membership of a sports or neighborhood association. If one performs board work at an organization related to education and research, there may be a risk of a conflict of interest. For this, permission must therefore be requested. If in doubt, the employee can consult the Explanatory notes ancillary activities or else contact their manager.
  *   The employee should also verify if their registered ancillary activities also match all entries in the Chamber of Commerce register and on LinkedIn.
  *   As a rule, an endowed professor has a main task elsewhere. This main task falls under the Sectoral scheme covering ancillary activities and must therefore be declared and registered as ancillary activities.
  *   Ancillary activities of academic staff entered or amended via the self-service option Ancillary activities is automatically published or amended on their personal page on the VU Research Portal<https://research.vu.nl/en/home/index/>. The VU Research Portal offers an overview of all research by VU Amsterdam researchers registered in PURE. However, under no circumstances the scientist is allowed to register ancillary activities directly into PURE, as this omits the essential approval by the manager.
  *   In addition to an up to date and complete registration of ancillary activities, it is important to have regular discussions about ancillary activities, for example about new ancillary activities and the scope of ancillary activities. A good moment is during the annual consultation.

In case you have questions, please let me know!

Best,
Jordi
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