Managing Your Records & Outside Activities

 Access to Your Personnel Records

Your personnel file is maintained by UFHR Employment Operations & Records. This file includes important documents such as your application, benefit forms, offer letters, performance appraisals and any changes in work or personnel status. As a public record, your personnel file may be subject to public records requests, including information like home addresses, phone numbers, and education and employment details. Certain exemptions may apply to specific individuals and their spouses, depending on current and former employment classifications. To request a copy of your file or for more information, contact Employment Operations & Records at (352) 273-1079 or ufhr-employment@ufl.edu.

To update your personal information, such as your chosen or directory name, address or telephone number, visit ONE.UF. To update your legal name, please submit an updated copy of your Social Security card along with the Name Change Form.

 Outside Activities & Conflicts of Interest

The University of Florida encourages employees to engage in activities that support their professional growth, create new knowledge and ideas, and further the university’s mission of excellence in education, research, and service. However, your primary professional obligation is to the university to and you are expected to uphold the highest ethical and professional standards. Outside activities or interests must not conflict, or appear to conflict, with your professional duties at UF.

UF policy sets standards and requirements to protect the university’s financial well-being, reputation and legal obligations, and provides a system for identifying, reporting and managing real or apparent conflicts of interest and commitment. For more information, visit the Conflict of Commitment and Conflict of Interest Policy page.

Additional resources and guidance documents are available on the COI Program Website. For information on hiring policies, see the UFHR website.

Here’s what you need to know: Starting in August 2025, all employees must submit an annual disclosure in eDisclose. If you’re not involved in any outside employment or financial activities that conflict with your duties at UF, you will need to certify that you have nothing to disclose. However, if you are involved in any reportable outside activities, you must disclose them through the electronic disclosure system. Certain activities also require pre approval, in accordance with the Florida Code of Ethics.

For more information and instructions on how to disclose, visit the COI Program Website.

 Additional Employment

UF employees who wish to engage in additional employment within UF beyond their primary job must request prior approval using the Request for Approval of Additional University Employment form HR-600. For details, contact UFHR Classification and Compensation at (352) 392-2HRS (2477) or compensation@ufl.edu.

When in doubt about whether an outside job or activity requires disclosure, remember: “If in doubt, fill it out!” If you have any questions about outside activities or potential conflicts of interest, speak with your supervisor as soon as possible.