Work and ancillary activities

What are ancillary activities? 

Ancillary activities are activities that you perform – paid or unpaid – in addition to your main job at NWO-I. Having ancillary activities can make a positive contribution to the quality of your work. And that can be in the interest of NWO-I as an employer. Examples of ancillary activities include freelance assignments, voluntary work, running your own business, board positions at associations and teaching.  

Why this registration?  

It is important for NWO-I as an employer to know what ancillary activities its employees are doing, in order to prevent any (apparent) conflict of interest between the tasks and interests of NWO-I and those of the employee. The central register enables NWO-I to check if any organisation where an NWO-I employee is active, also is a supplier to NWO-I and whether this combination is objectionable. Assessment, registration and, where necessary, publication of ancillary activities are necessary to guarantee the impartiality and independence of NWO-I.  

Is registration mandatory?  

Our current Collective Labour Agreement Research Institutes (CAO-OI) and NWO Implementing Regulations (UVR) stipulate that employees of NWO-I and NWO must report their ancillary activities. Dutch universities have had such a registration and publication obligation since 1 January 2024. Until now, the reporting of ancillary activities within NWO-I has mainly been handled verbally and/or locally. 

What ancillary activities do I need to register?  

Not all ancillary activities need to be registered. At the bottom of this news item, you can read which ancillary activities you must register. 

Where do I register my ancillary activities?  

You can register via the Youforce staff portal. If you have any ancillary activities, we would like you to enter this information by 15 December 2025 at the latest. After that, you will receive an annual reminder to update your registered ancillary activities in Youforce. You are responsible for keeping your registration up to date.  

Will NWO-I also publish ancillary activities? 

In the interests of transparency and in line with the publication rules of the universities, NWO-I will publish the registered ancillary activities of a defined group of employees on the NWO-I website in the next phase of the project. The following information will be made public: name of the employee, job title, organisational unit and the nature of the ancillary activities. The publication requirement currently applies to the following job categories:  

• Scientific group leaders 
• Employees appointed as professors 
• Institute directors 
• Institute managers 

This is in addition to the existing publication of ancillary activities on the websites of the institutes.  

When will this be published? 

We will only take the step towards publication in the next phase of the project (mid-2026). More information will follow later. 

Can I object to publication?  

We realise that employees may have reasons for objecting to the publication of their ancillary activities. By the time NWO-I proceeds with publication, it will be possible to object to this with your director. If you are unable to reach an agreement with your director, you can invoke the NWO Implementing Regulations (UVR), more specifically UVR 12 - Right of complaint. More information about this procedure will follow in the next phase of the project (mid-2026).    

More information 

Would you like to know more about this regulation? You will find more information at the bottom of this webpage:  

• Frequently asked questions (FAQ) 
• Which ancillary activities do I need to register? 

If you have any questions, please contact the P&O department of your own institute. If you need help with registration and/or are experiencing technical problems in Youforce, please contact Ria Wemelsfelder at pab@nwo-i.nl .  

Frequently asked questions (FAQ) 

1. Do I still need to discuss my ancillary activities with my manager?  
   Yes. 

2. Will ancillary activities be included in the annual performance review? 
   Yes. Ancillary activities are also part of the annual review form. 

3. Are new employees also immediately asked to register ancillary activities?  
   Yes, this will be part of the onboarding process for new employees.  

4. Does NWO-I have to give permission for ancillary activities?  
   Yes, ancillary activities may only be undertaken with the employer's permission. Your manager will give their approval. If necessary, P&O will advise and the institute director will make a decision. 

5. Where can I find information about the objection procedure with regard to publication?  
   We realise that employees may have reasons for objecting to the publication of their ancillary activities. By the time NWO-I proceeds with publication, it will be possible to object to this with your director. If you are unable to reach agreement with your director, you can invoke the NWO Implementing Regulations (UVR), more specifically UVR 12 - Right of complaint. More information about this procedure will follow in the next phase of the project (mid-2026).  

Which ancillary activities do I need to register? 

For NWO-I, ancillary activities are 'all activities that the employee performs in addition to his/her job, regardless of whether these activities are performed during or outside the employee's working hours'. Please note! Unpaid ancillary activities that are only performed in your private time are not considered ancillary activities.  

Ancillary activities that you do not need to register:

a. That have no connection whatsoever with the work at NWO-I as described in the employee's job description, and
b. Where it is evident that they cannot harm the interests of NWO-I in any way, and 
c. It cannot compromise the proper and complete performance of your duties, and
d. Are performed outside working hours and
e. For which no remuneration of any kind is received.

Examples include: voluntary work for a local charity, provided that this is performed outside working hours and is unpaid, participation in a sports club, membership of the parent-teacher association at your child's school, unpaid consultancy work outside your own field of expertise, personal hobbies or participation in a neighbourhood committee. 
 

Ancillary activities that must be registered: 

• Professorship at a university. 
• Consultancy for external organisations: providing advice to external companies or institutions based on expertise gained at the research institute. 
• Setting up a start-up: starting your own business based on research results, in which the research institute may be involved as a partner or knowledge provider. 
• Membership of a municipal council. 
• Membership of supervisory boards and boards of commissioners.  

Is there also a 'grey area' of ancillary activities ?  

There are also examples of ancillary activities where, based on the above definition, it is not immediately clear whether they should be reported or not; the so-called 'grey area':  

• Participation in a scientific committee or consultative body. These are primarily activities that are part of the job. However, risks relating to conflicts of interest and scientific integrity may arise if, for example, it concerns membership of a committee dealing with scientific infrastructure or membership of one of the tables at ENW. 
• Membership of an advisory group for a ministry/KNAW/AWTI, etc.
• Membership of a board by virtue of the position. 
• Editor of a scientific journal. 
• Work for third parties. This may be part of the job (third-party funded research, contract research or membership of an accreditation committee), but in other cases it may count as ancillary activity. 

In these cases, it is advisable to consult with your manager to determine whether the ancillary activities should be reported. If you are unsure whether an ancillary activity should be registered, please contact your P&O department. In general, if in doubt, it is better to report it in the interests of transparency.