University Policy
Title
University of North Carolina at Chapel Hill Policy on Nepotism and Interpersonal Relationships
Introduction
Purpose
This policy serves to uphold the University’s high standards of professional and ethical conduct. The purpose of this policy is to ensure that individuals are objectively supervised, instructed, and evaluated free from improper favoritism and conflicts of interest. This policy defines the types of interpersonal relationships in academics and the workplace that create an inherent conflict of interest that inhibits objective supervision, instruction, or evaluation. This policy also addresses conduct with respect to interpersonal relationships among faculty, staff, and students.
Scope
This policy applies to University:
- Employees (SHRA, EHRA faculty and non-faculty, post-doctoral scholars; permanent, temporary, part-time, full-time, and student employees);
- Students;
- Applicants for University Appointments; and
- Unpaid volunteers, interns, and visiting scholars.
Policy
I. Policy Statement
The University requires everyone participating or attempting to participate in academics or employment to be selected, evaluated, and supervised based on individual merit and without reference to factors unrelated to academic and professional qualifications and performance.
II. Prohibited Conduct
Academics and Interpersonal Relationships with Students
University Employees may not engage in a Romantic Relationship with any Student, other than a spouse, who is a minor under the age of 18.
Additionally, University Employees may not Evaluate or Supervise, either directly or indirectly, any Student:
- with whom they have or had a Romantic Relationship; or
- who is a Related Person.
University Appointment and Employment Decisions
Employees, either independently or as a member of a committee or group, may not engage in the following activities with respect to an Employee, applicant, unpaid volunteer, intern, or visiting scholar with whom they have a Related Person relationship:
- occupy a position of influence or authority over Employment Decisions or other related management decisions;
- participate in Evaluation or Supervision; or
- influence or attempt to influence Evaluation or Supervision.
A University academic department or administrative unit must not appoint a Related Person of an incumbent employee in that department or unit to a position if the professional qualifications of other candidates for the available position are demonstrably superior to those of the Related Person.
These prohibitions will continue to apply after the termination of the relationship until such time as the University determines that there is no effect upon, or perception of, impartiality.
III. Duty to Disclose
Specific individuals are required to disclose actual or potential conflicts of interest created by a Related Person relationship as defined in this policy. In addition, individuals who are concerned that a Related Person relationship is affecting the workplace or academic setting may report their concerns.
Required Disclosures
1. Disclosures in the Appointment Process
The following individuals must disclose Related Persons working at the University and identify their departments in the University Appointment process:
- applicants for employment; and
- unpaid volunteers, interns, and visiting scholars.
2. Disclosures of Existing and New Relationships
At any time, Employees, unpaid volunteers, interns, and visiting scholars must immediately disclose existing or new relationships that may create an actual or potential conflict under this policy to their department HR Representative.
Optional Reporting of Concerns
Individuals may, but are not required to, report concerns about a Related Person relationship that is affecting the workplace or academic setting.
IV. Lack of Influence and Conflict Management
Appointment Process
The department head is responsible for verifying management relationships for new University Appointments to ensure compliance with this policy. If Related Persons are considered for a University Appointment, the department head must work with the department's HR representative to certify a Lack of Influence or create a Conflict Management Plan.
Disclosures for Existing and New Relationships
Upon disclosure of a Related Person relationship, the affected department must work with the Office of Human Resources to address the issue, which may include developing, approving, and monitoring a Conflict Management Plan to avoid a policy violation.
V. Enforcement
Violation of this policy, including failure to disclose a relationship covered by this policy and failure to adhere to an approved Conflict Management Plan, may subject an individual to disciplinary action, up to and including termination of employment or unpaid assignment, in accordance with relevant University policies.
Definitions
Conflict Management Plan: a written plan outlining appropriate, situation-specific measures designed to address any concerns arising from Related Persons in academics or the workplace, including, but not limited to, actual or perceived conflicts of interest, concerning power dynamics, and potential workplace or educational disruptions.
Evaluate or Supervise: to directly or indirectly (a) assess, determine, or influence one’s academic performance or employment, progress, or potential or one’s entitlement to or eligibility for any University-conferred right, benefit, or opportunity; (b) oversee, manage, or direct one’s employment, academic, or other institutionally-prescribed activities, benefits, or services; or (c) oversee, manage, or direct one’s participation in a University program or activity.
Employee: for the purposes of this policy, Employee refers to all University Employees, including SHRA, EHRA faculty and non-faculty, post-doctoral scholars, permanent, temporary, part-time, full-time, and student employees.
Employment Decision: a decision regarding the search, selection, or appointment of an individual to employment; establishing the terms and conditions of employment or benefits; determining job classification/compensation or benefits of employment; evaluating work performance; voting or otherwise participating in processes for reappointment, promotion, tenure, or post-tenure review; issuing disciplinary action; or any other action that assess, determines, or influences an individual’s work performance or career progress.
Lack of Influence: the Related Person relationship will not result in an individual Evaluating, Supervising, or having any authority over Employment Decisions, including but not limited to promotion, salary administration, performance management, or any other violations of the Policy.
Related Person: The following relationships are sufficiently immediate to be considered a Related Person under this policy:
- Parent or child;
- Sibling;
- Grandparent and grandchild;
- Aunt and/or uncle and niece and/or nephew;
- First cousin;
- Current or former spouse or domestic partner;
- Step-, half, and in-law relationships of the above;
- Guardian and ward;
- Romantic relationships, as defined by UNC Policy Manual 300.4.1 Policy on Interpersonal Relationships among Faculty, Staff, and Students; and
- Anyone whose relationship is so closely identified with another person in either an academic or employment setting that the relationship suggests a conflict of interest, including other persons in the same household who share a relationship comparable to family members.
Romantic Relationship: as defined by UNC Policy Manual 300.4.1 Policy on Interpersonal Relationships among Faculty, Staff, and Students
Student: Any individual enrolled in a full or part-time course of study for academic credit at the University.
University Appointment: Selection as an employee, or unpaid volunteer, intern, and visiting scholar, including hires, transfers, and reclassifications.
Related Requirements
External Regulations
University Policies, Standards, and Procedures
Contact Information
Reports of Related Persons in the Workplace
Office: Office of Human Resources, Employee and Management Relations unit
Email: emr@unc.edu
Disclosures or Reports of Romantic Relationships between Employees and Students
Office: Equal Opportunity and Compliance Office, Report and Response Managers
Email: reportandresponse@unc.edu
Disclosures or Reports of Faculty Evaluating Related Students
Name: Office of the Provost
Email: facultyaffairs@unc.edu
EHRA appointments
Office: Office of Human Resources, EHRA Human Resources unit
Email: ehranf@unc.edu
SHRA and unpaid volunteer, intern, and visiting scholar appointments
Office: Office of Human Resources, Employment & Staffing unit
Email: employment@unc.edu
Postdoctoral appointments
Office: Office of Postdoctoral Affairs
Email: opahr@unc.edu