RESPECT | TRUST | INCLUSION | DISCOVERY | EXCELLENCE
The Two Job Problem:
Conflict of Commitment
An administrative staff employee holds a job at another institution performing similar work as in their Duke role. Their supervisor discovers this by accident though a social media posting. Around the same time, a coworker also finds this and notifies the Speak Up program of this external activity. The supervisor noticed the staff employee has missed the past few team meetings and has recently taken longer to respond to colleagues and stakeholders. Their Duke role includes acting as a resource for employees and students with certain hours required for interactions.
The staff employee had not provided information regarding these absences and has been sporadic regarding requesting or posting vacation time for these times. When approached by the supervisor, the staff employee admitted to holding an external role very similar to their Duke role at another institution. They indicated they were not aware they needed to disclose this and further did not understand the potential conflict.
We are all stewards of Duke’s resources and reputation, and we strive to conduct all business discussions, activities and decisions fairly and with appropriate transparency.
Relevant Policies:
Outside Activity Policy
Duke HR Workplace Expectations
Fact finding and intervention:
The appropriate Duke office reviewed the Speak Up concern and spoke with the employee’s supervisor to understand the Duke job expectations regarding time commitment, deliverables and expected availability. The employee’s job description was also reviewed.
Duke advised the supervisor to tell the employee they must report this external role through the outside interest (COI) form so the other role could be reviewed with full information. In addition, Human Resources supported the department in understanding policies and procedures surrounding job performance.
Resolution and action plan:
In the case of a second job, staff employee should report this both to their supervisor and through the relevant COI reporting form. The supervisor and area leadership must review this for conflict of commitment and, if the arrangement is acceptable and approved, the Duke Office of Audit Risk and Compliance will issue a management plan.
In this instance:
- The second job was not acceptable due to a conflict of commitment regarding availability and performance on deliverables.
- Performance issues should be documented and addressed by the department with support from the Office of Human Resources.
- Departments should ensure role requirements are clearly communicated to employees regarding hours, availability, deliverables, etc.
*This vignette is loosely based on real cases received through Duke’s Speak Up program and/or other investigatory offices. Creative license was taken to protect the identities of those involved.*