Faculty personnel actions

Faculty members are not allowed to be present for discussion nor are they allowed to vote on any of the following personnel actions for family or household members:

  • Appointment
  • Promotion
  • Reappointment
  • Merit Review

Hiring process

If you are recruiting a family member in your same unit, you may not participate in the following activities in the hiring process:

  • Reviewing resumes
  • Determining which candidates will be interviewed
  • Participating in the interview process
  • Participating in selection
  • Participating in any other activity that is part of determining whether candidates are qualified or will be hired for the position

Supervision

When family or household members are in the same unit, one may not hold a supervisory position over the other or otherwise influence decisions related to another family or household member's evaluation or compensation, including:

  • Providing feedback for performance evaluations
  • Participating in corrective action
  • Participating in decisions related to promotion
  • Participating in decisions related to merit increases or compensation
  • Participating in decisions related to performance management including discipline or dismissal
  • Entering or approving leave requests and timesheets
  • Approving expenditures of funds such as travel or training requests, travel reimbursements or bridge funding
  • Otherwise making or influencing decisions related to a family or household member's evaluation or promotion

Examples

Examples of conflicts of interest you want to report or seek advice on:

Scenario #1

You have a partner who lives in the same household working on your grant/contract. As the principal investigator you are responsible for approving leave requests and merit review. Can you approve leave requests or conduct merit reviews for the partner?

No – this would be considered a conflict of interest. An alternate supervisory structure is required.

Scenario #2

You want to hire a student helper in your laboratory or office and your college aged son/daughter interested in the job. Can you interview them? Can you hire them?

No –You cannot interview them, however, there may be an alternate supervisory structure that would allow a child to work in the same lab if they were deemed qualified for the position by an impartial supervisor. This would require advance review/approval by the Division Administrator or Department as applicable.

Scenario #3

You recently received an award in which you need to hire a collaborator for a clinical trial. Can you hire your spouse/partner to collaborate with you on this award?

Possibly, but only if the hiring of the spouse/partner is conducted by a neutral party and the recruitment is based solely on the merits of the candidate. An alternate supervisory structure would need to be established and approved in advance by the Division Administrator or Department as applicable.

Scenario #4

You have a family or household member that works in the same unit, can both family members have the same supervisor?

Yes, but the family members should not have influence over each other’s annual leave or payroll entries; or merit/performance review, e.g. 360 evaluation; nor should a faculty member participate in faculty votes on appointment/reappointment or promotion for a family/household member.

Documentation

The division must demonstrate and document that no conflicts of interest exist in the hiring or supervision of a family or household member consistent with the University's conflict of interest policies by developing a Conflict Mitigation Plan which will:

  • Document the hiring process and establish the employee did not participate in the hiring process for his or her family or household member
  • Document the alternative supervisory structure established to avoid a conflict of interest; and document any alternative review or approval structure for particular aspects of the position
  • Document that the employee did not participate in the discussion or voting of personnel matters of another family or household member.

The Conflict Mitigation Plan requires your signature and review approval by your division administrator.