Purpose:
To provide employees information about institutional requirements for reporting the existence of any relationship that may create a conflict of interest, specifically a relationship involving a relative who is also a university employee or an allowable consensual relationship with another university employee.
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- Disclose the employment of close relatives and consensual relationships through your Workday profile.
- Navigate to “Personal” under the left navigation pane of their worker profile (see screenshot).
- Select "Additional Data":
- Scroll down to “Nepotism and Consensual Relationship Declaration(s)"
- Choose “Edit” and enter the relationship type, name of employee, affiliate, or student, the individual’s EID, their CSU and Department, and any additional comments.
- Employees must then discuss with their supervisor to determine whether a mitigation plan is required.
- If a mitigation plan is required, or if there is concern a mitigation plan might be required, employees and supervisors will contact COLA HR to initiate the mitigation plan. A mitigation plan is most likely to be required when the employees involved are something other than peers and in the same departmentGenerally speaking, if the relationship precedes the employment, and if there is no supervisory or evaluative relationship between the individuals, the disclosure itself will prove sufficient. If supervision or evaluation (or similar) are involved, then the employee(s) shall consult with their supervisor(s) regarding alternate supervision and/or evaluation.
- Employees declaring a consensual relationship will need to notify their supervisor(s), per HOP 3-3050, and work with them on a mitigation plan, as needed.
Screen shot of Additional Data field in WD:
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Q: I received an email from Workday saying "REVIEW REQUIRED: Academic Workers with Declared Nepotism and/or Consensual Relationship(s)". Do I need to do anything?
A: Yes. The email includes instructions for follow-up and includes this note: "NOTE: Only users with the HR Associate, HR Executive, or HR Partner role in Workday may make updates to the Nepotism and Consensual Relationship Declaration(s) section on behalf others. If you do not hold one of these roles, please coordinate with the appropriate staff in your unit to make any needed updates for the workers listed above. The employee as self may also update their own declaration in Workday."
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Policies
HOP 5-1260: Employment of Close Relatives (Nepotism)
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