The University of Wolverhampton recognises that personal relationships may develop between colleagues.
The University does not seek to interfere in the private lives of staff. However, where a relationship may create an actual, potential or perceived conflict of interest, it is important that appropriate disclosures are made and professional boundaries are maintained.
This guidance is intended to help staff understand their responsibilities following disclosure of a relationship under the Personal Relationships Policy.
Why Disclosure Matters
Disclosure is not an indication that a relationship is inappropriate.
Instead, disclosure enables the University to:
- identify potential conflicts of interest;
- maintain fairness and transparency;
- protect professional integrity;
- support objective decision-making;
- reduce the risk of allegations of favouritism;
- protect both individuals and the wider University community.
Most disclosed relationships can be managed successfully through openness and appropriate professional boundaries.
Maintaining Professional Boundaries
Whilst at work, your primary role is that of a University employee.
Professional responsibilities should always take precedence over personal relationships when carrying out University duties.
You should seek to ensure that:
- decisions remain objective;
- professional judgement is not influenced by personal relationships;
- colleagues are treated fairly and consistently;
- others do not perceive favouritism or unfair advantage.
Recognising Conflicts of Interest
A conflict of interest may arise where your relationship could influence, or appear to influence, your professional judgement.
Examples may include:
- recruitment decisions;
- promotion recommendations;
- workload allocation;
- performance management;
- annual reviews;
- approval of leave, expenses or development opportunities;
- disciplinary or grievance processes.
The existence of a conflict does not necessarily mean that wrongdoing has occurred.
The important consideration is whether the conflict has been recognised, disclosed and appropriately managed.
Professional Conduct in the Workplace
Staff are expected to maintain professional conduct at all times.
This includes:
- treating colleagues respectfully;
- avoiding behaviour that may cause discomfort to others;
- maintaining professional standards during meetings and events;
- avoiding behaviour that could undermine confidence in decision-making.
The workplace should remain a professional environment for all staff.
Advocacy and Representation
Staff should take care not to use their professional position to advocate for a partner, family member or close personal contact within University processes.
Examples may include:
- seeking preferential treatment;
- influencing recruitment outcomes;
- influencing promotion decisions;
- intervening in grievance or disciplinary matters;
- using professional relationships to gain advantage.
Where support is required, appropriate University processes should be followed.
Confidentiality
Staff must continue to respect confidentiality obligations.
This includes:
- not sharing confidential information obtained through your role;
- not accessing information without a legitimate business reason;
- not discussing confidential University matters outside appropriate settings.
The existence of a personal relationship does not change professional confidentiality requirements.
Working Within the Same Team
Where colleagues work within the same department, team or reporting structure, additional care may be required.
You should consider:
- how decisions may be perceived by others;
- whether management responsibilities create conflicts of interest;
- whether alternative arrangements have been agreed;
- whether circumstances have changed since the original disclosure.
Where concerns arise, seek advice at an early stage.
When Circumstances Change
Relationships and organisational structures can change over time.
You should seek advice if:
- reporting lines change;
- one individual becomes responsible for managing the other;
- promotion or role changes occur;
- new conflicts of interest emerge;
- the relationship ends and workplace difficulties arise.
Early discussion often helps prevent more significant issues developing.
If a Relationship Ends
Relationship breakdowns can be difficult and may sometimes affect workplace relationships.
Staff are expected to:
- continue behaving professionally;
- maintain respectful communication;
- avoid involving colleagues in personal disputes;
- seek support where required.
If a relationship breakdown creates difficulties within the workplace, advice should be sought from your line manager or Human Resources.
Seeking Advice
If you are unsure whether a situation may create a conflict of interest or professional boundary concern, support is available.
You can seek advice from:
- your line manager;
- your Director or Dean;
- Human Resources;
- safeguarding@wlv.ac.uk where safeguarding concerns or abuse of power issues may arise.
Seeking advice early is always preferable to managing uncertainty alone.
A Useful Reflection Tool
When considering a situation, ask yourself:
Would I make the same decision if this person were not personally known to me?
Could a colleague reasonably perceive favouritism?
Would I be comfortable explaining my actions to an external auditor, regulator or investigator?
Am I acting in my professional role or my personal role?
Have I disclosed any conflict of interest that may arise?
If the answer raises any uncertainty, further advice should be sought.
Remember
The vast majority of workplace relationships can be managed successfully through openness, professionalism and appropriate boundaries.
Disclosure is not about restricting personal relationships.
It is about protecting individuals, maintaining trust and ensuring that University processes remain fair, transparent and free from inappropriate influence.