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 personal relationships create actual, potential or perceived conflicts of interest, these must be disclosed and managed appropriately.
The purpose of disclosure is to promote transparency, fairness and professional integrity, whilst protecting both individuals and the wider University community.
Why Does the University Require Disclosure?
Personal relationships between colleagues can sometimes influence, or appear to influence:
- recruitment decisions;
- promotion opportunities;
- performance management;
- allocation of work;
- access to opportunities;
- disciplinary processes;
- grievance procedures;
- decision-making responsibilities.
Even where no actual favouritism exists, perceived conflicts of interest can undermine confidence in workplace processes.
Disclosure enables the University to identify and manage risks appropriately.
Who Must Disclose?
Staff must disclose personal relationships where there is:
- a direct management relationship;
- a supervisory relationship;
- involvement in recruitment or selection;
- involvement in promotion decisions;
- involvement in performance management;
- involvement in disciplinary or grievance processes;
- any other situation where professional judgement could be influenced or perceived to be influenced.
The requirement applies whether the relationship is:
- intimate;
- familial; or
- another close personal relationship that may create a conflict of interest.
What Relationships Need to Be Declared?
Examples may include:
Intimate Relationships
- spouses
- civil partners
- partners
- individuals in a romantic relationship
Familial Relationships
- parents
- children
- siblings
- step-relatives
- other close family members
Close Personal Relationships
Relationships that may reasonably create a perception of bias, favouritism or conflict of interest.
The key consideration is not the label attached to the relationship, but whether it could affect professional responsibilities.
When Should Disclosure Be Made?
Disclosure should take place as soon as reasonably practicable where:
- a relationship develops;
- employment commences;
- reporting lines change;
- management responsibilities change;
- a conflict of interest becomes apparent.
Staff should not wait until a problem arises before making a disclosure.
Examples of Situations Requiring Disclosure
Example 1
A manager enters into a relationship with a member of staff who reports directly to them.
Disclosure is required.
Example 2
Two colleagues in different departments enter into a relationship and have no management or decision-making responsibilities affecting one another.
Disclosure may not be required immediately, but advice should be sought if circumstances change.
Example 3
A member of staff is asked to sit on a recruitment panel for a role being applied for by their partner.
Disclosure is required and alternative arrangements should be made.
Example 4
A staff member becomes responsible for approving leave, expenses or performance reviews for a family member.
Disclosure is required.
Managing Conflicts of Interest
Once disclosed, the University may consider measures such as:
- changing reporting lines;
- reallocating decision-making responsibilities;
- appointing an independent manager;
- removing involvement in recruitment processes;
- introducing additional oversight arrangements.
Any measures implemented should be proportionate to the identified risk.
Professional Boundaries
All staff are expected to:
- maintain professional conduct at work;
- avoid favouritism;
- avoid placing colleagues in difficult positions;
- separate personal and professional responsibilities;
- maintain confidentiality.
Professional standards apply regardless of personal relationships.
What Happens After Disclosure?
Disclosures will normally be reviewed by:
- the relevant line manager;
- Human Resources; and
- other appropriate parties where required.
The aim is to determine whether any actual, potential or perceived conflicts of interest need to be managed.
Most disclosures can be addressed through straightforward and proportionate arrangements.
Failure to Disclose
Failure to disclose a relationship where a conflict of interest exists, or may reasonably be perceived to exist, may result in:
- conflict of interest review;
- management action;
- formal investigation;
- disciplinary action where appropriate.
The University takes a particularly serious view where non-disclosure compromises the fairness, integrity or transparency of University processes.
Seeking Advice
If you are unsure whether a relationship should be disclosed, you are encouraged to seek advice at an early stage.
Advice can be obtained from:
- your line manager;
- Human Resources; or
- safeguarding@wlv.ac.uk where safeguarding or boundary concerns may arise.
Remember
Disclosure is not an indication of wrongdoing.
It is a professional responsibility designed to protect individuals, maintain public confidence and ensure that University decision-making remains fair, transparent and free from inappropriate influence.