&EPA Committee on Integrity and Management Improvement (CIMI)
Bulletin 96-1
EPA 350-F-96-001
January 1996
EPA REGION VII IRC
065573
Participation in Professional Societies
and Associations
The policy statement entitled "Participation in Professional
Societies and Associations" dated November 26,1986,
established EPA policy on employees' participation in
professional societies and associations. EPA Ethics Advisory
92-04 discusses the ethical considerations regarding
participation. The purpose of this Awareness Bulletin is to
highlight policy expressed in these two documents. Active
participation in such organizations can benefit the Agency and
enhance professional and career development. Employees
should be aware that potential conflicts of interest can arise
when they are asked to hold office or serve on committees,
whether undertaken as an outside activity or as part of EPA
employment.
How Can Participation in Professional Societies
Benefit Me and EPA?
Professional societies and associations are organized entities
which engage in activities that enhance the skills and abilities
of their members. Employee participation contributes to the
Agency's overall mission by providing for a staff of skilled
employees who display a high degree of professionalism,
remain abreast of the latest developments in their fields, and
are recognized as leaders among their peers. Participation in
professional associations is a means to enhance individual and
organizational performance and morale. Finally, active
involvement creates an intellectually stimulating work
environment, which in turn, promotes the recruitment and
retention of a high quality, creative workforce.
Which Organizations Are Covered by the Policy?
EPA's policy applies to professional societies and associations
which have objectives appropriate to an employee's acquiring
and maintaining knowledge, skills, or professional standing of
importance to his or her organization and EPA's mission.
Does EPA Pay the Cost of Membership Fees and
Dues?
Employees are responsible for paying their own membership
fees and dues. In cases where an institutional membership may
be advantageous to the Agency, the Agency may obtain
membership in its own name.
May I Be Granted Administrative Leave to Attend
Association Meetings?
Employees appointed or elected to leadership roles may, in
consultation with their immediate supervisors, be allowed
reasonable amounts of time to attend or prepare for committee
meetings. Otherwise, employees are expected to perform work
concerning associations and societies on their own time,
without using EPA resources. Employees willing to expend
personal funds for travel and per diem may be granted
administrative leave to attend at least one meeting per year,
provided that the employee's supervisor determines that the
field of knowledge of the society or association is related to the
Agency's mission.
Does EPA Ever Pay or Authorize Official Travel for
Participation in Meetings?
Where an employee is officially representing EPA, travel will
be performed pursuant to an EPA Travel Authorization and
EPA will pay (unless an outside organization is paying under
circumstances discussed in EPA Ethics Advisory 92-26
Pecember24, 1992]). [NOTE: It is important to refer to
EPA Ethics Advisory 92-26 in determining when and how
travel expenses may be accepted from outside sources.]
Acceptance of travel expenses for non-official participation in
meetings is governed by 5 CFR 2635, subpart H, Outside
Activities. In general, employees may not accept non-official
travel expenses from organizations whose interests are affected
by their official duties or for any speaking or writing that
"relates to" their official duties. See 5 CFR 2635.807.
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Are There Any Conflict of Interest Considerations
Concerning Participation in Professional Societies
and Associations?
There are conflict of interest considerations which apply to
participation in any outside organization. The following
fundamental principles apply:
• Under 18 U.S.C. 208(a), Federal employees may not
participate "personally and substantially" in any "particular
matter" which affects the financial interest of an
organization in which they are serving as officers, directors
or employees. This includes non-profit organizations as
well as business firms.
• Even if an employee is not an officer of a professional
society or other organization, an employee's "active
participation" in an organization can raise concerns about
impartiality. It is therefore advisable for employees to seek
determinations by their Deputy Ethics Officials (DEOs)
before participating in any EPA matter which specifically
involves such an organization.
• Under 18 USC 205, employees are generally barred from
communicating with any department or agency of the U.S.
Government with the intent to influence on behalf of any
outside party. In addition, an employee who is likely to be
involved in communications between EPA and an outside
organization should be clearly designated as "EPA
representative to" or "EPA liaison with" the outside
organization to make clear that (1) the employee is not
representing the organization before EPA and (2) the
employee is not participating in EPA decisions that affect
an organization in which the employee is participating as an
outside activity.
Conclusion
EPA encourages employee participation in professional
societies and associations. However, employees must be aware
that actual or potential conflicts of interest can occur. If your
particular circumstance warrants clarification or if you have any
questions concerning participation in professional societies and
associations, you should contact your Deputy Ethics Official or
Ethics Assistant for your organization.
If you are aware of or suspect any fraud, waste, or abuse
pertaining to employee participation in professional societies
and associations, please contact the Office of Inspector General
(OIG) in Headquarters or the nearest Divisional Office of
inspector General. A telephone hotline to the OIG is also
available at 202-260-4977. Information is confidential.
As a step towards pollution prevention, one copy of this bulletin will be printed for every two
employees. This publication is also available via the Agency LAN Services Menu under
"Information Services"; CIMI-Prevention of Fraud, Waste and Abuse.
Recycled/Recyclable • Printed with Vegetable Based Inks on Recycled Paper (20% Postconsumer)
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