OUTSIDE ACTIVITY – an
outside activity performed in a personal capacity with or without compensation
and not considered directly related to NCI duty assignments. For further
clarification see: http://ethics.od.nih.gov/topics/outside.htm
NEES – NIH Ethics
Enterprise System
APPLICABILITY - All
FTE Employees
NOTE: Non-FTE fellows
continue to submit paper HHS 520 requests. Form located at: http://ethics.od.nih.gov/forms/HHS-520-1-06.pdf
BASIS OF REQUIREMENT –
Prior approval required under regulation for outside activities (5 CFR 2635.803
defined by 5 CFR 5510.106)
CHANGE IN SUBMISSION
PROCESS –
–
In the past, seeking approval
has been accomplished by submitting the hard-copy form HHS-520, Request for
Approval of Outside Activity.
–
The process for seeking
approval will now require the electronic submission and review of the HHS 520
form through the NIH Enterprise Ethics System (NEES).
–
Beginning April 15, NIH will
accept requests for approval of outside activities only if submitted through
NEES (the NCI Ethics Office already requires employees to submit requests for
approval using NEES).
–
All requests for approval of
outside activities that begin on or after June 1, 2008, must be submitted
through NEES.
TRAINING – We
encourage you to attend a NEES training session. Classes are scheduled by
CIT. To enroll in the hands-on training:
–
login to the CIT Training site
at: http://training.cit.nih.gov/coursepicfull.asp?cnumber=705&term=08G
–
Register for Course #705.
–
More classes are being added.
GETTING STARTED – The
NEES Community will continue to be a central repository for all ethics documents
developed by CIT when future NEES versions are released. To access the
NEES community:
–
Log onto the NIH Portal page at
https://my.nih.gov
–
Click on the gold “My
Communities” link at the top of the page.
–
Click on “Join
Communities.”
–
Type “Ethics” in the “Search
for Communities” box at the top/left of the page.
–
Find the link for “NIH
Enterprise Ethics System” (NEES) and check the box to the left.
–
At the top/right of the page,
click on the “Finish” box.
–
At this point, you should be
back at the NIH Portal page.
–
Click on the gold “My
Communities” link at the top of the page.
–
You should now have a link to
the NIH Ethics Enterprise System.
–
Click on “Launch
NEES.”
TO ADD YOUR FIRST HHS
520 –
–
Launch NEES from the
NIH Portal, by selecting NIH Ethics Enterprise System from “My
Communities” and clicking “Launch.”
–
You should now be on a page
called “Reports List.”
–
At the top right hand corner of
this page, you should see your name and your role as either “Filer” (OGE 450 or
SF 278 filer) or “Employee.”
–
On the arrow to the right of
the window called “Report Type” choose HHS.
–
Click on “Create
Report/Request.”
–
Under “Request Type” select
“Initial Request” (this is the default selection). (Although you may be
submitting a renewal 520, for this year only,
select “Initial Request.”)
–
Scroll down to the block for
“Office Contact Information” and check to ensure accuracy of information.
If the information is not correct, click on the “Update NED” link and update
with your current office contact information. CORRECT E-MAIL ADDRESS IS
ESSENTIAL
–
The system should guide you
through each of the frames.
–
Make sure you click “Save
and Continue” before moving to the next page.
–
Scan up your invitation
letter/contract or supporting documentation, NIH 2657 (if needed), and job
description.
–
Submit/dispatch the HHS
520 request.
If you attempt to submit the HHS
520 with less than a 60-day lead time (based
on dates input on the “TIME” page of the submission), the system will not
permit you to submit the report but will require that you submit a request for
an exemption from the lead time requirement to your Deputy Ethics
Counselor, Maureen O. Wilson, Ph.D.
Alternatively you may adjust the
start date to meet the 60-day lead time requirement. If an exemption
from the lead time requirement is required you may not submit your HHS 520
until Dr. Wilson has cleared the lead time request.
–
For additional information see
other resources located in the NEES Community:
* Slide handouts from the training
class for Employees and Supervisors on the HHS-520 process.
* Step-by-Step instructions on how
to prepare and submit an HHS-520 in NEES.
* Supervisor review instructions
for 520s.
* Training materials and user
documentation associated with the SF-278 preparation and review
process.