Conflict of Commitment
Stony Brook University encourages faculty, staff, and students to engage in outside professional activities that advance research, scholarship, innovation, education, and public service. Consulting, entrepreneurship, scientific collaboration, professional service, domestic and international appointments, and other external activities are important components of academic life and generally do not create concerns.
A Conflict of Commitment (COC) may arise when outside professional activities, appointments, affiliations, or other external commitments interfere—or reasonably appear to interfere—with an individual's ability to fulfill their responsibilities to Stony Brook University.
Most outside professional activities do not constitute a Conflict of Commitment. The purpose of disclosure and institutional review is to promote transparency, identify situations that may require coordination or management, and support productive research while maintaining compliance with University policy, sponsor requirements, and research security expectations.
The Office of Research Security (ORS) coordinates the review of research-related Conflict of Commitment matters in collaboration with the Office of the Provost, Human Resources, the Office of Sponsored Programs, Export Controls, and other University offices, as appropriate.
What Is a Conflict of Commitment?
A Conflict of Commitment exists when outside professional activities or external commitments interfere—or reasonably appear to interfere—with an individual's ability to fulfill their responsibilities to Stony Brook University.
A research-related Conflict of Commitment may arise when outside activities:
- interfere with the time or effort committed to University responsibilities or sponsored research;
- create competing professional commitments to another institution or organization;
- affect a Researcher's ability to fulfill commitments made to research sponsors;
- require disclosure under University policy or sponsor requirements;
- create research security, export control, or other compliance considerations; or
- otherwise compromise the Researcher's ability to meet their institutional responsibilities.
A Conflict of Commitment does not imply wrongdoing. Many outside professional activities can be appropriately accommodated through disclosure, coordination, and, when necessary, implementation of management measures.
Managing Conflicts of Commitment
Most outside professional activities do not interfere with an individual's responsibilities to the University and do not require restrictions on those activities.
When the University determines that an outside professional activity may create a Conflict of Commitment, ORS works collaboratively with the Researcher, academic leadership, the Office of the Provost, Human Resources, the Office of Sponsored Programs, and other University offices, as appropriate, to determine whether additional coordination or management is necessary.
Depending on the circumstances, institutional actions may include:
- clarification of University responsibilities or effort commitments;
- documentation of outside appointments or professional activities;
- coordination with the appropriate academic or administrative office;
- sponsor disclosures, when required;
- modification of outside activities or University responsibilities;
- monitoring of approved arrangements; or
- other measures appropriate to the specific circumstances.
The objective is to support outside professional engagement while ensuring that Researchers remain able to fulfill their responsibilities to the University, research sponsors, students, and collaborators.
Common Activities That May Require Disclosure or Review
The following activities generally support research and scholarship but may require disclosure or institutional review depending upon the circumstances.
Outside Academic Appointments
Examples include:
- faculty appointments at another institution;
- adjunct or affiliate appointments;
- visiting professor or visiting scientist appointments;
- honorary academic appointments;
- research institute affiliations; and
- appointments with domestic or international research organizations.
Outside Professional Activities
Examples include:
- consulting related to your field of expertise;
- long-term consulting relationships;
- service on scientific or technical advisory boards;
- board of director or executive positions;
- leadership of startup companies; and
- leadership positions in nonprofit organizations.
International Activities
Examples include:
- foreign academic appointments;
- international research affiliations;
- visiting researcher appointments;
- participation in international research centers;
- foreign government-sponsored research activities; and
- participation in foreign talent recruitment programs.
Outside Research Support
Examples include:
- research support provided directly to a Researcher;
- in-kind research support;
- laboratory space or equipment provided by another organization;
- research personnel supported by another institution; and
- other externally provided research resources that may require disclosure to research sponsors.
Conflict of Commitment vs. Conflict of Interest
Although related, these concepts address different issues.
| Conflict of Commitment | Conflict of Interest |
|---|---|
| Outside professional activities or commitments | Financial or personal interests |
| Time and effort commitments | Equity, consulting income, royalties, or other financial interests |
| Outside appointments and affiliations | Financial relationships with external entities |
| Ability to fulfill University responsibilities | Potential for bias in research or institutional decision-making |
Some activities may involve both a Conflict of Commitment and a Conflict of Interest and may require review under both institutional processes.
Planning an External Activity? Contact ORS Early
Researchers are encouraged to contact ORS before accepting or participating in activities such as:
- appointments or affiliations with another academic or research institution;
- visiting scientist, visiting scholar, or honorary appointments;
- consulting related to their area of research;
- service on scientific advisory boards or research leadership positions;
- participation in a foreign talent recruitment program;
- acceptance of outside research support or research appointments;
- international research affiliations or appointments; or
- any outside professional activity that may affect sponsored research commitments, sponsor disclosure requirements, research security, export control requirements, or other institutional responsibilities.
Early consultation allows ORS to:
- identify applicable disclosure requirements;
- determine whether sponsor-specific requirements apply;
- coordinate review with appropriate University offices;
- evaluate research security and sponsor compliance considerations; and
- help avoid delays during proposal submission, award acceptance, international collaborations, or other research activities.
How ORS Can Assist
ORS works collaboratively with researchers and University partners to:
- explain University and sponsor disclosure requirements;
- identify research-related Conflict of Commitment considerations;
- coordinate review with appropriate University offices;
- evaluate sponsor compliance, research security, and export control implications;
- assist with sponsor disclosure requirements; and
- recommend appropriate management strategies, when necessary.
Most outside professional activities can be appropriately accommodated through disclosure, transparency, and institutional coordination.
Frequently Asked Questions
Visit the Frequently Asked Questions page for answers to common questions about:
- outside appointments;
- consulting activities;
- international affiliations;
- startup companies;
- sponsor disclosure requirements;
- foreign talent recruitment programs; and
- research-related Conflict of Commitment requirements.
Related Policies and Resources
University Policies and Guidance
- Disclosure of External Interests & Commitments Policy
- Provost's Office – Approval Process for Faculty Members Offered Appointments at Foreign and Domestic Institutions
- Provost's Office – Outside Consulting Work
- Policy on International Engagements
- Guidelines for Faculty Startup Companies (Agreements must be in place between a faculty member and student before student participation in a startup company begins.)
Federal Sponsor Guidance
Many federal sponsors require disclosure and institutional review of outside professional activities, appointments, affiliations, and sources of research support.
Relevant guidance includes:
- Department of Health and Human Services Federal Register notice of the revised Rules and Regulations effective August 25, 2011
- U.S. Department of Health and Human Services, Public Health Service regulations
Note: Some Non-PHS agencies have adopted the DHHS regulations