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.
Relevant Definitions:
Nepotism: When used on campus, this word refers to the process of declaring close relatives so as to avoid conflicts of interest or the appearance of conflicts of interest; i.e., "nepotism" refers to the process of "avoiding/preventing nepotism".
Close relative: Please refer to HOP 5-1260 for the complete list, but common sense will also aid you in this determination.
Consensual Relationships: There is a whole policy on this.
Mitigation Plan: Please refer to the policy on consensual relationships.
Process:
- All university employees must disclose any close relative who is also a university employee and/or disclose any allowable consensual relationship with another university employee.
How to Update Nepotism Information in Workday:
- 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 department.
Screen shot of Additional Data field in WD:
FAQ:
Q: My spouse works for UT and already added our nepotism information – doesn't that fulfill the requirement?
A: No. Every employee is required to disclose this information in Workday.
Policies
HOP 5-1260: Employment of Close Relatives (Nepotism)
HOP 3-3050: Consensual Relationships