• General information
• Help options
• To review and approve individual REPA forms
• To batch approve multiple REPAs with no activities reported
• To make an individual your Alternate Approver
• If you are not receiving e-mail notifications regarding REPA forms awaiting your review
• Information for Collegiate Approvers

• Notification of forms awaiting review: If you are in the routing path for a REPA (Report of External Professional Activities) form, you will receive an e-mail notification when that REPA form is waiting for your review.

• Alternate Approvers: Alternate Approvers do not receive e-mail notification of REPAs waiting for review. As an Alternate Approver, you must monitor whether forms are waiting for your review. If you see a REPA form on your list as an Alternate Approver, do not review and approve the form unless you are asked to do so by the Approver, as the Approver may have more than one designated Alternate Approver.

• Forms with Questions 2, 3, 4 and/or 5 answered Yes: If Questions 2, 3, 4 and/or 5 are answered Yes, REPA form review/approval at the collegiate level must be performed by the dean (or equivalent) or associate dean of the college/unit.

• For policy-related REPA questions, contact the REPA Policy Helpline at (612) 626-1462.
• For technical EGMS questions, contact the EGMS Technical Helpline at (612) 624-1600.

• To contact the Helplines by e-mail, use repa@egms.umn.edu.

1. On the EGMS Home Page (http://egms.umn.edu), click on EGMS Forms.
2. Log in with your Internet ID and password.
3. Click on OK/Deny Requests on the Main Menu.

4. Select a REPA to review by clicking on its ok/deny hyperlink in the left-hand column.
5. Review the REPA data.
1. Check the form's reporting year.

In the fall of 2008, REPA forms filed to meet the annual end-of-year reporting requirement must have a reporting year of 2007 (for the period 08/26/07-08/25/08).

2. Review the answers to the REPA questions and the activities and interests listed.

When reviewing the REPA form's data, you should examine the external activities and interests reported to determine if:

• to the best of your knowledge, the activities and interests are reported accurately and fully reflect the external activities and interests that the employee has engaged in or held;
• to the best of your knowledge, the activities and interests reported have not interfered with the employee's teaching, research, service, administrative, or other professional responsibilities;
• the total time of service for the activities reported are in accordance with maximum time limits set either by the college or in the Regents Policy on Outside Consulting, Service Activities, and Other Work (48 days for an A term appointee; prorated in accordance with percent time or appointment term for all other appointees) and, if an employee has reported an individual activity that was engaged in for more than an average of one day a month in the term of appointment, the employee has on file a current, approved ROC form regarding that external professional activity; and
• the activities and interests reported either present no potential conflict of interest or represent potential conflicts of interest that have been managed to the University's satisfaction.

If all of these criteria are met, you may approve the REPA form.

For more information about review criteria, contact the REPA Policy Helpline at (612) 626-1462.

6. Process the REPA.
• If you want to approve the REPA:
Click the OK Request button (located below the form data entry area) to attach your electronic approval signature.
EGMS sends an e-mail message to the Preparer (and the individual whose activities were reported on the form, if different from the Preparer) that you have approved the form.
If the form has another Approver listed in the routing path, EGMS sends an e-mail message to that Approver, notifying the individual that this REPA is awaiting his or her review.
• If you do not want to approve the REPA, based on the information supplied:
• To return the REPA to the Preparer for changes:
1. Add comments in the Comments box on the REPA to inform the REPA's Preparer about why you are returning the form, and ask that he or she resubmit the form with the requested changes.
2. Click the Return Request button to return the unapproved REPA to its Preparer.

EGMS sends an e-mail message to the Preparer (and the individual whose activities were reported on the form, if different from the Preparer) that you have returned the form.

• To seek additional review before approving the REPA:
The Departmental Approver should contact the collegiate/unit office for more information prior to processing the form.
The Collegiate Approver should contact the Conflict Review Committee (CRC) office to inquire about CRC review.

Note: Alternate Approvers do not have the option to batch approve forms in the approval queue for their Approver.

1. On the EGMS Home Page (http://egms.umn.edu), click on EGMS Forms.
2. Log in with your Internet ID and password.
3. Click Make a Request on the Main Menu.
4. Click the 'REPABATCH-Batch Approval of REPA documents' line.
If you do not have 'REPABATCH' as an option, contact the EGMS Technical Helpline at (612) 624-1600 or repa@egms.umn.edu.
5. Click the Make Request button.
EGMS assembles a list of all the REPA forms awaiting your approval on which no external professional activities or interests have been reported.
6. Review the list of REPA forms.
• Check that each REPA form has the correct reporting year.
• Check that none of the forms on the batch list has been incorrectly completed; in other words, that it is a form for an individual who you know to have external professional activities or interests that is mistakenly marked "no" for Questions 1-5.
If you wish to defer approval of a particular REPA form on the batch list until later, click the Process later button next to that form.
7. Click the Submit Request button.
Your electronic approval signature is attached to those forms for which 'OK' was indicated. Forms marked as 'Process later' can be reviewed and approved at another time.

1. On the EGMS Home Page (http://egms.umn.edu), click on EGMS Forms.
2. Log in with your Internet ID and password.
3. Click on User Preferences on the Main Menu.
4. In the Alternate Approver fields, add the Internet ID of up to four individuals who you authorize to approve REPAs, ROCs (Request for Consultant or Outside Service Agreements), PRFs (Proposal Routing Forms), FNAs (FormsNirvana Access Requests), and MTARFs (Material Transfer Agreement Routing Forms) as your alternate.
An individual must be set up as an Approver in EGMS to be set as your Alternate.
5. Click the Ok button.

1. On the EGMS Home Page (http://egms.umn.edu), click on EGMS Forms.
2. Log in with your Internet ID and password.
3. Click on User Preferences on the Main Menu.
4. Click in the Yes circle for e-mail notification.
5. Click the Ok button.

Collegiate Approvers have the option to contact the Conflict Review Committee (CRC) office to inquire about CRC review of REPA data.

The CRC office contacts are:

• Twin Cities, Crookston, and Rochester: Meg Becker, bexxx001@umn.edu, (612) 626-1462
• Duluth: Steve Hedman, hedma001@umn.edu, (218) 726-8839
• Morris: John Schwaller, schwallr@mrs.umn.edu, (320) 589-6015