All EWU employees and officers are subject to the Washington State Ethics in Public Service Act, chapter 42.52 Revised Code of Washington (“Ethics in Public Service Act”). This site is designed to help educate EWU employees about their responsibilities under the Ethics in Public Service Act and university policies. EWU employees are state employees and are personally responsible for complying with these ethical standards.
The Ethics in Public Service Act can be enforced by the Washington State Executive Ethics Board or EWU. The Executive Ethics Board’s website contains training, guidance, and information about its enforcement actions. Information about these ethical standards is also outlined below in the FAQs and in the following university policies:
- EWU Policy 302-05: Integrity in Research & Scholarship
- EWU Policy 302-08: Conflicts of Interest- Research and Technology Transfer
- EWU Policy 302-09: Research Misconduct in Federally Sponsored Research
- EWU Policy 401-02: Additional or Outside Compensated Work
- EWU Policy 901-01: Ethical Standards
- EWU Policy 901-02: Appropriate Use of University Resources
- EWU Policy 901-03: Fraternization & Consensual Relationships
- EWU Policy 901-05: Nepotism
Frequently Asked Ethics Questions
It depends on the situation. The rules for outside employment are contained in EWU Policy 401-02 (Additional or Outside Compensated Work). Under this policy, EWU employees must have prior approval from their supervisor and applicable vice president to work outside of EWU in any of the following circumstances:
- Employment is for another college or university;
- Employment is for an agency of the State of Washington and Executive Ethics Board approval is required;
- Employment occurs during an employee’s regular working hours; or,
- Employment may create a conflict of interest.
Faculty who are engaged in research or consulting activities are subject to different standards and should review the section of the policy regarding faculty research and consulting work.
An honorarium is defined as “money or thing of value offered to” a university employee by an entity other than the university “for a speech, appearance, article, or similar item or activity in connection with” the university employee’s “official role. Honoraria may be accepted, without preapproval, if it is not cash or a cash equivalent (stocks, bonds, gift cards, etc.); the item is valued at less than $1,000, excluding reimbursement or coverage of reasonable expenses incurred for the employee’s participation including travel, lodging and subsistence; and, all other restrictions in EWU Policy 401-02 and in RCW 42.52.130 are complied with. In addition, the employee can also receive reimbursement or coverage of reasonable expenses incurred for the employee’s participation in such an activity in their official role, such as travel, lodging and subsistence. If the amount received is $1,000 or more, pre-approval is required.
Honoraria cannot be accepted if:
- The person offering the honorarium is seeking or is reasonable expected to seek contractual relations with or a grant from EWU and the university employee is in a position to participate in the terms or the award of the contract or grant;
- The person offering the honorarium is regulated by the university and the university employee is in a position to participate in the regulation; or,
- The person offering the honorarium is seeking or opposing or is reasonably likely to seek or oppose enactment of legislation or adoption of administration rules or actions, or policy changes by the university, and the university employee may participate in the enactment or adoption of such changes.
Additional information about honoraria is contained in EWU Policy 401-02 (Additional or Outside Compensated Work).
Faculty members cannot financially profit from assigning a textbook. Faculty members who wish to assign materials they authored can either decline to receive any royalties associated with the materials for the class they are teaching or they can have the course materials chosen by a committee that does not include the faculty member. See EWU Policy 901-01 (Ethical Standards).
Generally, university employees can receive a gift if:
- A reasonable person would not expect the gift or favor to influence the employee’s actions or decisions; and,
- The aggregate value of the gift is $100 or less from a single source in a calendar year.
More stringent requirements apply to employees who are involving in making purchases or entering into contracts on behalf of the university. Employees in these positions should carefully review the rules for gifts outlined in EWU Policy 901-01 (Ethical Standards).
Probably not. Employees who are involved in making purchases for the university or deciding who the university should contract with are subject to stringent requirements and cannot receive a meal from a potential vendor. The only exception is for food and beverages consumed at hosted receptions where attendance is related to the employee’s official duties. According to the Executive Ethics Board, a hosted reception is “a social event involving a diverse group of people, some of
whom are regulated by the agency and others who are not, and some who provide goods or services to the agency and some who do not. It does not involve a sit-down meal.”
This depends on whether or not your job responsibilities include making purchases on behalf of EWU or selecting vendors who EWU will contract with. These types of employees, referred to by the Executive Ethics Board as “Section 6” employees, are subject to stringent requirements. If you are not involved in making any purchases on behalf of or selecting vendors for EWU, you can accept a gift of up to $100 from a vendor.
If you are a Section 6 employee, meaning you are involved in making purchases on behalf of or selecting vendors for EWU, you should carefully review EWU Policy 901-01 (Ethical Standards). In general, you should not accept any gifts/handouts at the trade show from potential vendors unless the items are:
- Unsolicited advertising or promotional items of nominal value, such as pens and note pads;
- Unsolicited items received by the employee for the purpose of evaluation or review, if the employee has no personal interest in the eventual use or acquisition of the item by the university; or,
- Informational material, publications, or subscriptions related to the recipient employee’s performance of official duties.
You should recuse yourself from being involved in decision-making any time there is an actual or apparent conflict of interest. Per EWU policy, all employees hold positions of trust and should conduct themselves accordingly. Employees must avoid activities that would impair them from fulfilling their professional responsibilities or would compromise the public’s confidence in the university. Examples of a conflict of interest might include decisions that impact an employee’s personal financial wellbeing, or that involve a family member or close personal relationship. If you have any question about whether or not a conflict of interest might exist, you should reach out to the Ethics Advisor.
Additional restrictions apply to employees who are involved in administering grants or research.
The Ethics in Public Service Act prohibits employees from using their positions to secure special privileges or exemptions for themselves, their spouses, children, parents, and other relatives. Examples of special privileges include:
- Using your position or title to advocate for special treatment for your children;
- Providing inside information to family member who is seeking to apply for a job at the university or compete for a public contract; or,
- Obtaining a discount to university events for a nonprofit where you serve on the board.
If you run an outside business or engage consulting activities, you must be very careful to ensure you do not violate the Ethics in Public Service Act. Some things you should be cognizant of include:
- No university resources can be used to support your business. This means you cannot use university email, mail services, internet access, paper, equipment, or tools to support your business.
- You must make it clear that you are not engaged in the business on behalf of EWU. This means you should not use your title or EWU logos in your business.
- It is highly unlikely that you will be able to do business with the university.
- Confidential university information, including materials created as a work for hire, cannot be used for the outside business.
Maybe, to a limited extent. University resources (email, internet, paper, equipment) can never be used for an outside business or lobbying. There are several other prohibited uses outlined in EWU Policy 901-02 (Appropriate Use of University Resources). If the use does not fall within a prohibited category, then you may use a de minimis amount of resources for personal purposes. De minimis means:
- There is little or no cost to the university;
- Any use is brief in duration and occurs infrequently;
- The use does not interfere with the performance of the employee’s or any other employee’s official duties;
- The use does not compromise the security or integrity of university property, information, or software;
- The use is not for the purpose of conducting an outside business, in furtherance of private employment, or to realize a private financial gain (unless the employee is a Research Employee and such work meets the requirements of university policy); and,
- The use is not for supporting, promoting the interest of, or soliciting for an outside organization or group.
Choose one of these ethics topics to learn more.
Additional information about the Ethics in Public Services Act is available on the Executive Ethics Board website. You can also contact EWU’s Ethics Advisor, Annika Scharosch, Chief of Staff & Compliance, at ascharosch@ewu.edu or 509-359-6724.
