{"id":2811,"date":"2022-10-10T09:47:04","date_gmt":"2022-10-10T13:47:04","guid":{"rendered":"https:\/\/research.ncsu.edu\/administration\/?page_id=2811"},"modified":"2025-08-05T15:12:37","modified_gmt":"2025-08-05T19:12:37","slug":"epa","status":"publish","type":"page","link":"https:\/\/research.ncsu.edu\/administration\/compliance\/research-compliance\/coi\/epa\/","title":{"rendered":"External Professional Activities: Procedures and Guidance"},"content":{"rendered":"\n\n\n\n<div class=\"layout-one-column is-text wp-block-ncst-link-list\">\n          <h2 class=\"link-list-section__heading\">\n        Quick Links\n      <\/h2>\n        <ul class=\"link-list__container\">\n      \n<li class=\"ncst-component__bold-link-container wp-block-ncst-bold-link\">\n      <a \n      href=\"https:\/\/era.ncsu.edu\"\n      class=\"ncst-component__bold-link text-link\"\n       target=\"_blank\"        rel=\"noreferrer noopener\"     >\n    <span class=\"text\">File an External Professional Activities (EPA) Request<\/span><span class=\"arrow-indicator\"><svg class=\"wolficon wolficon-arrow-right-bold\" role=\"img\"  aria-hidden=\"true\">\n\t\t\t\n\t\t\t<use xlink:href=\"#wolficon-arrow-right-bold\">\n\t\t<\/svg><\/span>\n    <\/a>\n      <\/li>\n  \n\n<li class=\"ncst-component__bold-link-container wp-block-ncst-bold-link\">\n      <a \n      href=\"https:\/\/research.ncsu.edu\/research-education\/red-system-training\/red-coi-coc\/\"\n      class=\"ncst-component__bold-link text-link\"\n       target=\"_blank\"        rel=\"noreferrer noopener\"     >\n    <span class=\"text\">RED User Guides<\/span><span class=\"arrow-indicator\"><svg class=\"wolficon wolficon-arrow-right-bold\" role=\"img\"  aria-hidden=\"true\">\n\t\t\t\n\t\t\t<use xlink:href=\"#wolficon-arrow-right-bold\">\n\t\t<\/svg><\/span>\n    <\/a>\n      <\/li>\n  \n\n    <\/ul>\n  <\/div>\n\n\n\n<h2 class=\"wp-block-heading\">Covered Individuals<\/h2>\n\n\n<div class=\"is-text wp-block-ncst-accordion\" >\n    <div class=\"accordion isLinked\" id=\"ncst-accordion-l4b7zq\">\n          \n<details class=\"wp-block-ncst-accordion-item\" name=\"l4b7zq\"  >\n      <summary class=\"accordion-item__header\">\n        <span class=\"accordion-item__expansion-indicator\">\n          <span class=\"ncst-plus-minus-toggle\"><\/span>\n        <\/span>\n        <h2 class=\"accordion-item__label h6\">How do I file an EPA disclosure form?<\/h2>\n      <\/summary>\n      <p>\n        \n\n<p>Log into the <a href=\"https:\/\/era.ncsu.edu\/\">Research Enterprise Data (RED) system<\/a> and select the COI\/COC module from the left-hand navigation menu on your homepage, to disclose all new or ongoing External Professional Activities. For step-by-step instructions on how to file or edit an EPA disclosure in RED, refer to this <a href=\"https:\/\/go.ncsu.edu\/red-creating-epa-disclosure\">guide<\/a>.<\/p>\n\n\n      <\/p>\n  <\/details>\n\n\n<details class=\"wp-block-ncst-accordion-item\" name=\"l4b7zq\"  >\n      <summary class=\"accordion-item__header\">\n        <span class=\"accordion-item__expansion-indicator\">\n          <span class=\"ncst-plus-minus-toggle\"><\/span>\n        <\/span>\n        <h2 class=\"accordion-item__label h6\">What is an External Professional Activity?<\/h2>\n      <\/summary>\n      <p>\n        \n\n<p>An <strong>External Professional Activity<\/strong> is defined as any <strong>paid<\/strong> or <strong>unpaid<\/strong> activity that:<\/p>\n\n\n\n<ol class=\"wp-block-list\">\n<li>Is based on the professional knowledge, experience or abilities for which NC State employs the Covered Individual,<\/li>\n\n\n\n<li>Performed for an entity other than NC State and,<\/li>\n\n\n\n<li>Is<strong> not<\/strong> included in the Covered Individual&#8217;s University Employment Responsibilities unless the Covered Individual:\n<ul class=\"wp-block-list\">\n<li>Has accepted a formal <a href=\"https:\/\/research.ncsu.edu\/administration\/compliance\/research-compliance\/research-compliance-definitions\/#academicappts\">Academic Appointment<\/a>, <a href=\"https:\/\/research.ncsu.edu\/administration\/compliance\/research-compliance\/research-compliance-definitions\/#professionalappts\">Professional Appointment<\/a>, or <a href=\"https:\/\/research.ncsu.edu\/administration\/compliance\/research-compliance\/research-compliance-definitions\/#institutionalappts\">Institutional Appointment<\/a>, paid or unpaid, with an entity other than NC State, or<\/li>\n\n\n\n<li>Is participating in a Foreign Talent Recruitment Program, or<\/li>\n\n\n\n<li>Is receiving direct compensation for the activity from any entity other than NC State, or<\/li>\n\n\n\n<li>Has travel sponsored or reimbursed by an entity other than NC State, unless the travel is reimbursed or sponsored by a U.S. federal, state, or local government agency, a U.S. institution of higher education, a U.S. academic teaching hospital, a U.S. medical center, or a research institute that is affiliated with a U.S. institution of higher education.<\/li>\n<\/ul>\n<\/li>\n<\/ol>\n\n\n\n<p><em>Still unsure? Please refer to the <a href=\"https:\/\/docs.google.com\/presentation\/d\/1dvnm0ESPfTUslVq6AgLi30QZ5Y1y_2sK-mZa3tkfppY\/edit?usp=sharing\" target=\"_blank\" rel=\"noreferrer noopener\">EPA Disclosure Decision Chart<\/a><\/em>.<\/p>\n\n\n      <\/p>\n  <\/details>\n\n\n<details class=\"wp-block-ncst-accordion-item\" name=\"l4b7zq\"  >\n      <summary class=\"accordion-item__header\">\n        <span class=\"accordion-item__expansion-indicator\">\n          <span class=\"ncst-plus-minus-toggle\"><\/span>\n        <\/span>\n        <h2 class=\"accordion-item__label h6\">Who must submit an EPA disclosure form?<\/h2>\n      <\/summary>\n      <p>\n        \n\n<p>Covered Individuals include:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Faculty employees (Classified as EHRA Faculty)\n<ul class=\"wp-block-list\">\n<li>Inclusive of all faculty, including Extension, Teaching, and Research<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li>Exempt Professional Staff (EPS) employees (previously called EHRA Non-Faculty)<\/li>\n\n\n\n<li>Senior Administrative and Academic Officers (SAAO)<\/li>\n\n\n\n<li>Any individual, regardless of employment type or status, serving as <a href=\"https:\/\/research.ncsu.edu\/administration\/policies-and-guidance\/covered-individuals-and-senior-personnel\/\">Senior\/Key Personnel<\/a> on a sponsored research project<\/li>\n\n\n\n<li>Anyone supported by a particular sponsored research project, as required by specific federal award terms*<\/li>\n<\/ul>\n\n\n\n<p>*Individuals in this category will be notified of their inclusion and shall be subject to this regulation only for the period of time they participate in the applicable project.<\/p>\n\n\n      <\/p>\n  <\/details>\n\n\n<details class=\"wp-block-ncst-accordion-item\" name=\"l4b7zq\"  >\n      <summary class=\"accordion-item__header\">\n        <span class=\"accordion-item__expansion-indicator\">\n          <span class=\"ncst-plus-minus-toggle\"><\/span>\n        <\/span>\n        <h2 class=\"accordion-item__label h6\">When should I submit or update my EPA disclosure form?<\/h2>\n      <\/summary>\n      <p>\n        \n\n<p>Per <a href=\"https:\/\/policies.ncsu.edu\/regulation\/reg-01-25-01\/\">NC State REG 01.25.01<\/a>, Covered Individuals are required to obtain approval from their Unit Head prior to engaging in an External Professional Activity and annually thereafter.<\/p>\n\n\n      <\/p>\n  <\/details>\n\n\n<details class=\"wp-block-ncst-accordion-item\" name=\"l4b7zq\"  >\n      <summary class=\"accordion-item__header\">\n        <span class=\"accordion-item__expansion-indicator\">\n          <span class=\"ncst-plus-minus-toggle\"><\/span>\n        <\/span>\n        <h2 class=\"accordion-item__label h6\"><strong>Do I need to renew my EPA Disclosure for ongoing activities at the beginning of each Fiscal year?<\/strong><\/h2>\n      <\/summary>\n      <p>\n        \n\n<p>Per <a href=\"https:\/\/policies.ncsu.edu\/regulation\/reg-01-25-01\/\">NC State REG 01.25.01<\/a>, all EPA approvals expire at the end of the fiscal year, June 30, regardless of when your activity ends. If your EPA continues beyond June 30, you must file an additional request for the next year. This year&#8217;s renewal period will begin on May 1 in the Research Enterprise Data (<a href=\"https:\/\/era.ncsu.edu\/\">RED<\/a>) system, after which approvals are in effect for the next full fiscal year.<\/p>\n\n\n      <\/p>\n  <\/details>\n\n\n<details class=\"wp-block-ncst-accordion-item\" name=\"l4b7zq\"  >\n      <summary class=\"accordion-item__header\">\n        <span class=\"accordion-item__expansion-indicator\">\n          <span class=\"ncst-plus-minus-toggle\"><\/span>\n        <\/span>\n        <h2 class=\"accordion-item__label h6\">If I intend to engage in an EPA, do I need to update my Financial Interest disclosure?<\/h2>\n      <\/summary>\n      <p>\n        \n\n<p>Yes, if the EPA is paid; once your EPA has been&nbsp;<strong>approved by your Unit Head<\/strong>, you should&nbsp;<strong>update your Financial Interest disclosure accordingly<\/strong>&nbsp;<strong>within 30 days<\/strong>&nbsp;of commencing the EPA. For advice on COI policies and procedures, please email&nbsp;<a href=\"mailto:coi-support@ncsu.edu\" target=\"_blank\" rel=\"noreferrer noopener\">coi-support@ncsu.edu<\/a>&nbsp;or call&nbsp;<a href=\"tel:919.513.8141.\">919.513.8141<\/a>.<\/p>\n\n\n      <\/p>\n  <\/details>\n\n\n<details class=\"wp-block-ncst-accordion-item\" name=\"l4b7zq\"  >\n      <summary class=\"accordion-item__header\">\n        <span class=\"accordion-item__expansion-indicator\">\n          <span class=\"ncst-plus-minus-toggle\"><\/span>\n        <\/span>\n        <h2 class=\"accordion-item__label h6\">Can I have a TSA with a firm with which I am engaged in an EPA?<\/h2>\n      <\/summary>\n      <p>\n        \n\n<p>Technically, no. The rules governing a Testing and Services Agreement (TSA) clearly state the TSA is appropriate for work performed and where:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>\u201csuch efforts&nbsp;will not&nbsp;have any research component.\u201d<\/li>\n\n\n\n<li>individuals involved \u201cshall not&nbsp;work as a consultant for the same client during the term of any services agreement or for the purpose [of] creating the client\u2019s protocol or interpreting or analyzing the data delivered without an approved conflict of interest management plan. Mitigation of such situations shall be handled under the university\u2019s conflict of interest policy and with the use of an appropriate management plan developed by the individual and approved by the department head and dean of the college.\u201d<\/li>\n<\/ul>\n\n\n\n<p>Please see the Office of General Counsel\u2019s&nbsp;<a href=\"https:\/\/generalcounsel.ncsu.edu\/legal-topics\/employee-matters\/consulting-faqs\/\" target=\"_blank\" rel=\"noreferrer noopener\">Consulting FAQ<\/a>&nbsp;for more information.<\/p>\n\n\n      <\/p>\n  <\/details>\n\n\n<details class=\"wp-block-ncst-accordion-item\" name=\"l4b7zq\"  >\n      <summary class=\"accordion-item__header\">\n        <span class=\"accordion-item__expansion-indicator\">\n          <span class=\"ncst-plus-minus-toggle\"><\/span>\n        <\/span>\n        <h2 class=\"accordion-item__label h6\">Can I consult with a company for which my lab is performing services under a TSA?<\/h2>\n      <\/summary>\n      <p>\n        \n\n<p>Generally not. TSAs are designed for use in cases where there is no research component. If a university employee (whether acting as a consultant or on behalf of the university) provides an analysis of results or interpretation of data, the project becomes research and should be contracted with the university pursuant to a sponsored research agreement. University guidelines for TSAs prohibit consulting by individuals who also supervise staff\/students performing the tests, determine use rates, or administer the contract TSA on behalf of the university (See&nbsp;<a href=\"https:\/\/research.ncsu.edu\/administration\/testing-services-agreements\/\">Guidelines for Testing Service Agreement (TSA) Activities<\/a>). Furthermore, such consulting may be in violation of state law, which prohibits employees from benefiting from public contracts (See&nbsp;<a href=\"http:\/\/www.ncga.state.nc.us\/EnactedLegislation\/Statutes\/HTML\/BySection\/Chapter_14\/GS_14-234.html\" target=\"_blank\" rel=\"noreferrer noopener\">N.C.G.S. 14-234 (a)(1)<\/a>).<\/p>\n\n\n\n<p>In general, it does not appear possible to \u201cfirewall\u201d your EPAP engagement with a firm that is conducting business with a service center in which you are a principal (director, employee, participant, student, or other affiliation). Cases should be reviewed by the department head and dean on an individual basis.<\/p>\n\n\n      <\/p>\n  <\/details>\n\n\n<details class=\"wp-block-ncst-accordion-item\" name=\"l4b7zq\"  >\n      <summary class=\"accordion-item__header\">\n        <span class=\"accordion-item__expansion-indicator\">\n          <span class=\"ncst-plus-minus-toggle\"><\/span>\n        <\/span>\n        <h2 class=\"accordion-item__label h6\">Should Extension employees submit an EPA disclosure for travel sponsored or reimbursed by entities other than NC State?<\/h2>\n      <\/summary>\n      <p>\n        \n\n<p>We recognize that Extension personnel play a critical role in outreach, education, and engagement across North Carolina. Their job responsibilities inherently include frequent travel within the state to perform their duties. These duties often involve sponsored or reimbursed travel from an entity other than NC State University.<\/p>\n\n\n\n<p>In recognition of the specific responsibilities of Extension personnel and to reduce administrative burdens, <strong>travel within North Carolina sponsored or reimbursed by an entity other than NC State will be exempt<\/strong> from the External Professional Activities disclosure requirements captured in 3.6.D of <a href=\"https:\/\/policies.ncsu.edu\/regulation\/reg-01-25-01\/\">REG 01.25.01 \u2013 Conflicts of Interest and Conflicts of Commitment<\/a>.<\/p>\n\n\n\n<p>If you are unsure whether you are considered Extension personnel, please contact your department head or College Extension Office.<\/p>\n\n\n      <\/p>\n  <\/details>\n\n\n<details class=\"wp-block-ncst-accordion-item\" name=\"l4b7zq\"  >\n      <summary class=\"accordion-item__header\">\n        <span class=\"accordion-item__expansion-indicator\">\n          <span class=\"ncst-plus-minus-toggle\"><\/span>\n        <\/span>\n        <h2 class=\"accordion-item__label h6\"><strong>Are Fellowships considered External Professional Activities requiring disclosure?<\/strong><\/h2>\n      <\/summary>\n      <p>\n        \n\n<p>Fellowships, whether domestic or foreign, such as the Fulbright or the American Council of Learned Societies, that <strong>offer direct support<\/strong>, either financial or non-financial, to the Covered individual, are <strong>considered external professional activities<\/strong> that must be disclosed and approved by their department head or supervisor.<\/p>\n\n\n      <\/p>\n  <\/details>\n\n\n    <\/div>\n  <\/div>\n\n\n\n<h2 class=\"wp-block-heading\">Research Administrators<\/h2>\n\n\n<div class=\"is-text wp-block-ncst-accordion\" >\n    <div class=\"accordion isLinked\" id=\"ncst-accordion-475ekm\">\n          \n<details class=\"wp-block-ncst-accordion-item\" name=\"475ekm\"  >\n      <summary class=\"accordion-item__header\">\n        <span class=\"accordion-item__expansion-indicator\">\n          <span class=\"ncst-plus-minus-toggle\"><\/span>\n        <\/span>\n        <h2 class=\"accordion-item__label h6\">What should PIs and Co-PIs consider when NC State certifies federal anti-discrimination or similar compliance statements included in a proposal for federal funding?<\/h2>\n      <\/summary>\n      <p>\n        \n\n<p>Compliance certifications only apply to NC State programs and activities, as well as to PIs and Co-PIs\u2019 responsibilities and activities that are considered a part of their official <a href=\"https:\/\/research.ncsu.edu\/administration\/compliance\/research-compliance\/research-compliance-definitions\/#uer\">university employment responsibilities<\/a>. Any activities classified as External Professional Activities (EPAs), which are distinct from their university duties, are excluded from this consideration.<\/p>\n\n\n      <\/p>\n  <\/details>\n\n\n    <\/div>\n  <\/div>\n\n\n<div class=\"ncst-content-card migrated-html-box migrated-html-box migrated-html-box migrated-html-box migrated-html-box migrated-html-box migrated-html-box migrated-html-box migrated-html-box migrated-html-box migrated-html-box migrated-html-box migrated-html-box migrated-html-box migrated-html-box wp-block-ncst-html-box has-custombg-five-background-color with-cta\">\n    \n    <div class=\"content-card__text-container\">\n        \n                    <h3 class=\"content-card__headline\">Still unsure what to disclose?<\/h3>\n        \n                    <div class=\"content-card__teaser\">\n                <p>You can request a consultation with the COI Office to discuss disclosure requirements.<\/p>\n            <\/div>\n        \n            <a\n            class=\"ncst-content-card migrated-html-box migrated-html-box migrated-html-box migrated-html-box migrated-html-box migrated-html-box migrated-html-box migrated-html-box migrated-html-box migrated-html-box migrated-html-box migrated-html-box migrated-html-box migrated-html-box migrated-html-box wp-block-ncst-html-box has-custombg-five-background-color with-cta\"\n            href=\"https:\/\/docs.google.com\/forms\/d\/19lN5xPAeXpbao1PAo7ON7YNmKE2Aqga_ZIJs_0OwJu4\/edit\"\n            data-ua-cat=\"Content Card\"\n            data-ua-action=\"Content Card Click\"\n            data-ua-label=https:\/\/docs.google.com\/forms\/d\/19lN5xPAeXpbao1PAo7ON7YNmKE2Aqga_ZIJs_0OwJu4\/edit\n        >\n            <p class=\"content-card__cta\"><span class=\"text\">Request a consultation<\/span><span class=\"arrow-indicator\"><svg class=\"wolficon wolficon-arrow-right-bold\" role=\"img\"  aria-hidden=\"true\">\n\t\t\t\n\t\t\t<use xlink:href=\"#wolficon-arrow-right-bold\">\n\t\t<\/svg><\/span><\/p>\n        <\/a>\n        <\/div>\n<\/div>\n\n\n\n\n<div style=\"height:5px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n<div class=\"wp-block-ncst-buttons\"><div class=\"wp-block-ncst-button is-style-secondary\"><a href=\"https:\/\/research.ncsu.edu\/administration\/compliance\/research-compliance\/coi\/\" class=\"btn ncst-block__button-link\" data-ncst-lightbox=\"false\" data-ua-cat=\"Button Block\" data-ua-action=\"Button Click\" data-ua-label=\"https:\/\/research.ncsu.edu\/administration\/compliance\/research-compliance\/coi\/\"><span class=\"text\">Return to COI Homepage<\/span><span class=\"arrow-indicator\"><svg \n\tclass=\"wolficon wolficon-arrow-right-bold\"\n\trole=\"img\"\n\taria-hidden=\"1\">\n\t\t<use xlink:href=\"#wolficon-arrow-right-bold\"><\/use>\n<\/svg>\n<\/span><\/a><\/div>\n\n<\/div>\n\n","protected":false},"excerpt":{"rendered":"<p>Covered Individuals Research Administrators<\/p>\n","protected":false},"author":16,"featured_media":0,"parent":228,"menu_order":0,"comment_status":"closed","ping_status":"closed","template":"","meta":{"_acf_changed":false,"source":"","ncst_custom_author":"","ncst_show_custom_author":false,"ncst_dynamicHeaderBlockName":"ncst\/default-header","ncst_dynamicHeaderData":"{\"pageIntro\":\"Employees covered by <a href=\\\"https:\/\/policies.ncsu.edu\/regulation\/reg-01-25-01\/\\\">REG 01.25.01 \u2013 Conflicts of Interest and Conflicts of Commitment<\/a> must disclose and obtain prior approval for any External Professional Activity (EPA). This guidance is intended to help you determine which EPAs you\u2019re required to disclose.\u00a0<br><br>Disclosing these activities promptly allows NC State to address concerns about potential conflicts of commitment and provide covered employees the tools and information they need to protect their work, meet federal research security requirements, and minimize risks. This proactive approach helps identify any significant changes to activities or agreements required before EPAs commence.\"}","ncst_content_audit_freq":"","ncst_content_audit_date":"","ncst_content_audit_display":false,"ncst_backToTopFlag":"","footnotes":""},"tags":[],"class_list":["post-2811","page","type-page","status-publish","hentry"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v26.5 - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>External Professional Activities: Procedures and Guidance - Research Administration and Compliance<\/title>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/research.ncsu.edu\/administration\/compliance\/research-compliance\/coi\/epa\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"External Professional Activities: Procedures and Guidance - 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