POL-U5410.01 Employing Family Members And Significant Others

The President delegates the role of Ethics Officer to the Assistant Vice President for Human Resources (AVP) giving the AVP responsibility of monitoring compliance and making all final determinations that fall under the purview of this policy.

The AVP reserves the right to determine if a relationship falls under the definition of “family” or “significant other” in order to ensure the protection of state resources and uphold its commitment to ethical and legal operations.

No additional description for this statement.

Employees who have a family member or a significant other relationship may work in the same department or other comparable administrative unit except where:

• A direct reporting relationship exists or
• Other circumstances present a conflict of interest that cannot be sufficiently mitigated with additional controls.

Job applicants must disclose a family or significant other relationship on their employment application. Employees must disclose a family or significant other relationship to Human Resources and their department chair or director when a potential conflict of interest (as described in section #3 above) has occurred or may occur because:

1. A family member or significant other has applied or will apply for a position, or
2. Their personal circumstances have or will change following employment (e.g. marry while employed or become romantically or financially involved with another employee). See POL-U1600.06 Prohibiting Consensual Intimate Personal Relationships Between Supervisors and Supervisees.

If, in the opinion of the AVP, a conflict of interest arises as a result of the relationship, efforts to implement sufficient controls will be made at the earliest practicable time following consultation with the appropriate vice president(s) or the President when applicable. If controls are not feasible, section #6 below will be followed.

Each supervisor is responsible for notifying Human Resources of known or possible conflicts of interest covered under this policy.

If it is determined that the individuals’ positions present a conflict of interest which cannot be removed, the employees themselves, upon mutual agreement, may recommend  which person will continue employment or be moved, if movement is possible. The final decision will be made by the AVP for Human Resources in consultation with the appropriate vice president (or President when applicable).

Employees are prohibited from engaging in any activity in the attempt to influence a decision or process that involves an immediate family member or significant other as it applies to section #3 above.

In regards to the selection process, a family member or partner may refer a family member or significant other, but may not take part in or influence in any way the evaluation or selection of candidates.

Human Resources will ensure regular University-wide communication on the Employing Family Members and Significant Others policy and procedures.