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Regulations & Policies

Human Resources

I. OBJECTIVE & PURPOSE

The purpose of this regulation is to prevent conflicts of interests, actual or perceived, regarding the employment of relatives at the University.

This Regulation applies to all individuals employed by the University regardless of the classification of their position, including but not limited to full-time, part-time, and OPS positions, as well as temporary OPS student employees, student assistants, graduate assistants, and research assistants.

II. DEFINITION

1. "Conflict of Interest." For purposes of this Regulation, a "conflict of interest" exists when there is any conflict between an individual's interests and his/her obligations to the University such that an independent observer may reasonably question whether the individual's actions or decisions are partially or wholly influenced by considerations other than the best interest of the University.
2. "Employment Decision." For purposes of this Regulation, an "Employment Decision" includes, but is not limited to, recruitment, hiring/selection, appointment, assignment, compensation, performance review, tenure, promotion, demotion, transfer, retention, and separation.
3. "Relative." For purposes of this regulation "Relative" means individuals who are related as father, mother, son, daughter, brother, sister, uncle, aunt, first cousin, nephew, niece, husband, wife, grandparents, father-in-law, mother-in-law, grandparents-in-law, son-in-law, daughter-in-law, brother-in-law, sister-in-law, stepfather, stepmother, stepson, stepdaughter, stepbrother, stepsister, half brother, or half sister, domestic partner, or fianceé.
4. "Supervisory Relationship." For purposes of this Regulation, a "supervisory relationship" exists when a Relative is responsible for supervising, directing, evaluation, or influencing the work activities, or job performance of another Relative, directly or indirectly, or is in the same chain of command as the Relative.

III. STATEMENT OF REGULATION

A. Prohibition Against Employment of Relatives in Certain Circumstances

1. The University is committed to ensuring that Employment Decisions are based on the qualifications, skills, and abilities of those desiring to work in the University community. Being a Relative of an employee is neither an advantage nor a disadvantage in Employment Decisions, so long as the requirements of this Regulation are met.
2. Employment of any Relative may create an actual or perceived conflict of interest. Therefore, unless granted an exception, the University will not permit employment of Relatives in the following circumstances:
   1. A Relative may not be employed within a single unit, department, college, or division where there is a supervisory relationship with another Relative.
   2. A Relative may not be employed in any situation which places Relatives in a foreseeable conflict of interest between the University and the Relatives.
3. A Relative may not participate in an Employment Decision or committee in which a Relative is being considered. In such a scenario, employees must disclose their relationship to the chair of the committee or Human Resources at hr@unf.edu prior to the candidate's consideration and recuse themselves from any deliberations regarding their Relative.

B. Mandatory Disclosure of Relationship Status

1. Every employee or prospective employee must fully disclose information about a Relative employed at the University to the Office of Human Resources. Each employee must inform their supervisor of changes in relationship status with another employee. Examples include becoming a Relative of another employee through marriage, or new supervisory conflicts created by changes in organizational structure. Failure to properly disclose Relative relationships may be grounds for an adverse employment action, up to and including termination of employment.
2. Applicants must disclose their relationship status in the employment application. Current employees must disclose relationship status via the Conflict of Interest Disclosure form.

C. Requests for Exceptions

1. If a Relative would be employed in a matter that violates this Regulation, a request for an exception must be approved by the appropriate Vice President or designee and Human Resources.
2. A request for an exception is also required when an individual is already employed, but due to a change in relationship status or change in organizational structure a potential violation of this Regulation would occur without an exception.
3. All requests for exceptions must include a management plan signed by the Relatives and the appropriate Vice President or designee. The purpose of the management plan is to outline supervision and evaluation procedures that will mitigate actual and perceived conflicts of interest. The management plan must address reporting relationships, supervision, and evaluation that will assure that there will be no Employment Decision based upon status as a Relative. The plan must address how expenditures and travel will be reviewed and approved to preclude any potential appearance of nepotism or conflict of interest.
4. To ensure continuity and appropriateness, the appropriate Vice President and Human Resources must review previously approved management plans annually, and upon any change in reporting relationships.

Authority: BOG 1.001

Approved by the BOT as amended 10/14/21.

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