What does this policy cover?

All staff must declare any potential conflict of interest they have.

This policy explains to staff:

• what a conflict of interest is;
• what to do if you think you have or could be seen to have a potential conflict of interest;
• how conflicts of interest are to be managed in UCC.

Who does this policy apply to?

This Policy applies to all University Staff, Members and committees and all others who work in the University, in any capacity (for example: retired staff who are still conducting research, teaching and working in the University, third party contractors, students involved in research, those who hold a UCC Honorary title).

What is a conflict of interest?

The policy defines a conflict of interest as a situation in which someone’s personal interests, obligations or loyalties could influence, or be seen to influence, the objective performance of their official University duties and responsibilities. This personal interest can be direct or indirect, and it can include the interests of parties connected to them.

In other words, a conflict of interest can arise when someone has personal interests or loyalties which could be, or could be seen to be, at odds with the interests of the University.  It also applies to the interests and loyalties of people or organisations which you have a close relationship with, for example, if you or a family member has interests in a company that provides services to the University.

What is a connected person?

A connected person is a person or organisation with which you have a close relationship.

A connected person includes:

• someone’s child, step-child, parent, grandchild, grandparent, brother or sister
• someone’s spouse/civil partner or the spouse/civil partner of any person listed above
• a friend, close acquaintance/ or in a close relationship;
• a person carrying on business in partnership with them or with any person listed above
• an institution which is controlled by them or by any person listed above
• a body corporate in which they or any person, listed in any of the first 3 points above, has a substantial interest
• a person that is a collaborator in a current project or work activity, where currency can be taken to span the preceding six years.

How do I know if I have a potential conflict of interest?

Think about whether someone would consider your interests, or the interests of someone connected to you, could conflict or appear to conflict with your University duties.  Ask yourself:

• Would I be happy if a colleague became aware of my involvement?
• Would I be happy if my involvement appeared in the media?
• If I saw someone else in a similar position, would I suspect that they might have a conflict of interest?

Why do I need to declare a potential conflict of interest?

Conflicts of Interest can and will arise.  As a public servant, you are obliged to declare any conflicts of interest you may have.  Declaring a possible conflict of interest means that the University can help establish whether a conflict exists and how best to manage it.  Most times simple disclosure and logging that no action is required is enough.

Who do I declare a potential conflict of interest to?

Generally, you should declare potential conflicts of interest to your Head of School/ Function/ Research Centre.  If this isn’t appropriate or you are the Head of School/ Function/ Research Centre, then see Disclosure Channels for further information.

I know there is no conflict but some people might think there is. Do I still have to declare it?

Yes. If others might see it as a potential conflict of interest, you should declare it to your Head of School/Function/Research Centre using this Conflict of Interest Form. If you are in any doubt, the best option is to declare.

What do I do if I think I might have a conflict of interest?

As soon as you think there might be or seem to be a potential conflict of interest, fill out this Conflict of Interest Form. Submit the form to the Conflict of Interest (COI) reviewer who will consider the matter and seek advice if needed. They will advise you of the next steps to be taken.

What will happen after I declare a potential conflict of interest?

The COI reviewer will, if necessary, consult with the appropriate people and decide on what is the best way to manage this. This can include:

• taking no further action;
• continuing with the activity but with modifications;
• desisting from the activity.

What types of modifications could there be?

Examples of some modifications are:

• letting relevant people know about the matter;
• abstaining from any related decision-making, for example, if you have an interest in a company supplying goods to the University then you may be asked to abstain from any University decision making regarding the supply of those goods;
• removal from any related approval processes;
• another person reviewing/overseeing any decision-making, for example, if one of your students is your child then another person may be assigned to assess their work;
• reducing or stopping involvement in the activity, for example, if you are involved in a programme with another higher education institute that is in competition with one of the University’s programmes, you may be asked to stop being involved in the competitive programme;
• monitoring of the activity and any relationships, for example, if your research is being sponsored by a company who might benefit from a particular result being achieved;
• withdrawing from discussing or voting on a particular item of business at a meeting, for example, you may be asked to withdraw from a meeting item which is discussing whether to invest in property that is owned by your sibling;
• placing restrictions on access to information, for example, where information available in the University might give you an unfair advantage in personal business dealings;
• temporary transfer of specific responsibilities for the duration of the Conflict of Interest.

I am a Head of School and someone has declared a potential conflict of interest to me. How do I determine if the potential conflict of interest is manageable?

Ask yourself the following questions:

• Is the activity in the best interest of the University?
• How potentially material is the conflict?
• Is there any gain, financial or otherwise, to the individual or someone they are connected to?
• Is the activity compatible with the individual’s University responsibilities?
• Can the activity be kept separate from the individual’s University responsibilities?
• Is the potential conflict straightforward to manage?
• Could there be any reputational risk to the University?

What happens if I was involved in preparing the documentation relating to a post that I now want to apply for?

There is potential for a Conflict of Interest in relation to drafting the documentation relating to the post or the information for candidates, for instance, where a staff member, or a Connected Person, subsequently applies for a position where they have been involved in preparing the documentation relating to the post or the information for candidates.

In these circumstances, the process shall be recommenced without that individual’s involvement.

Conflict of professional or personal interest or potential Conflicts of Interest should be declared, via the disclosure channels, prior to the preparation of the recruitment documentation.

Can there be a conflict of interest in relation to the assessment of a candidate for selection or promotion?

In relation to the assessment of a candidate for selection or promotion, a Conflict of Interest will be deemed to exist for a selection committee/promotions board member in the following circumstances:

• The selection committee/promotions board member is a collaborator with an applicant in a current project;
• The selection committee/promotions board member has supervised or is supervising an applicant when they were a post graduate student;
• The selection committee/promotions board member is related to the applicant (i.e. spouse, parent, child, sibling, uncle or aunt, first cousin, niece or nephew, fiancée or grandparent or grandchild) has or has had a personal relationship with an applicant;
• The selection committee/promotions board member has a family or social connection with the applicant, for example the applicant is a neighbour, or their children go to school together etc;
• The selection committee/promotions board member has been named as a referee by a candidate;
• Any other reason as considered relevant by the selection committee/promotions board member.

 In all of the above examples the selection committee/promotion board member must make a declaration, via the disclosure channels, prior to the commencement of the selection/promotion process or at the earliest opportunity thereafter.

What happens with the information when I declare a conflict of interest?

The information regarding the conflict of interest will be held on a local Register of Conflicts of Interest within your School/ Function / Research Centre.  Authorised people will have access to the data.

Conflicts of Interest relating to Intellectual Property and/or spinout companies will be notified to OCLA after they have been through the COI reviewer. OCLA will prepare an annual report at the end of each academic year on all potential Conflicts of Interest in respect of IP commercialisation and the establishment of spinout companies. This annual report will be provided to the ULT and the Governing Authority.

Who should I report to?

See our Disclosure Channels page for info.