Nepotism and Interpersonal Relationships Procedure

University Procedure

Title

University of North Carolina at Chapel Hill Procedure for Nepotism and Interpersonal Relationships

Introduction

Purpose

The purpose of this Procedure is to outline the process for the disclosure, reporting, and oversight of Related Persons in academics and the workplace and Romantic Relationships between Employees and Students as defined in the Policy on Nepotism and Interpersonal Relationships (“Policy”).

Scope

Please refer to the “Scope” section in the Policy.

Procedure

I. Academics and Interpersonal Relationships with Students

Romantic Relationships Between Employees and Students

Disclosures and reports of Employees engaging in Romantic Relationships with Students in violation of the Policy should be made to the Equal Opportunity and Compliance Office (“EOC”) at reportandresponse@unc.edu.

Evaluation and Supervision of Students in Academics

Disclosures and reports of faculty evaluating and supervising a Student who is a Related Person in violation of the Policy should be made to the Office of the Provost at facultyaffairs@unc.edu .

II. Optional Reporting of Related Persons in the Workplace

Reports of Employees Evaluating, Supervising, or having authority over Employment Decisions of Related Persons in violation of the Policy should be made to the Employee and Management Relations unit in the Office of Human Resources (“OHR”) at emr@unc.edu.  

III. Required Disclosures of Related Persons in the Workplace

Multiple units oversee this section of the Procedure, including but not limited to OHR Employment and Staffing, EHRA Human Resources, and Employee and Management Relations units and the Office of Postdoctoral Affairs. Departments must complete the steps outlined in this section when Related Persons are disclosed, including during the appointment process and when new or existing relationships are disclosed.

When there is a disclosure of a Related Person relationship:

  1. The department HR Representative must gather:
    • information required for the ConnectCarolina Nepotism eForm (“eForm”);
    • a copy of the organizational chart for the Employee/appointee's primary department;
    • a copy of the organizational chart for the Related Person's primary department; and
    • if applicable, other department organizational charts for secondary roles the Employee/appointee and the Related Person may occupy.

When the Related Person is assigned to a different department, the HR Representative must contact the other department to request a copy of the Related Person’s department organizational chart.

  1. The HR Representative must then complete the eForm and select the appropriate department head to route the form to.
    1. For permanent and temporary SHRA and EHRA disclosures, hires, reorganizations, transfers, and reclassifications: the HR Representative must attach the required organizational chart(s) to the eForm. The HR Representative may complete requirements in the applicable process while the remaining steps in this procedure are completed.
    2. For unpaid volunteers, interns, or visiting scholars: the HR Representative must also complete the ConnectCarolina Unpaid Request eForm and indicate the appointee has a Related Person relationship with another individual at the University. The HR Representative must attach the required organizational chart(s) to the Unpaid Request eForm.
  2. Upon receipt of the submitted information, the department head must review the eForm,  attest to a Lack of Influence or address the influence by proposing a resolution or creating a Conflict Management Plan, and submit the eForm. These materials will route to the appropriate managing office (OHR Employment and Staffing, EHRA Human Resources, or the Office of Postdoctoral Affairs).
  3. The managing office will then review the eForm, organizational chart(s), and if applicable, Conflict Management Plan to ensure they are complete and correct. If the request is missing information or documentation:
    • The managing office will send the eForm back to the HR Representative, and
    • The HR Representative must correct and resubmit the eForm.
  4. The managing office will either approve the request or escalate the eForm for further review by an OHR manager or designee. ConnectCarolina will generate an automatic email notification to the HR Representative if the request is approved.
  5. When a request is escalated to an OHR manager, the OHR manager may:
    • determine there is a Lack of Influence and approve the request;
    • determine there is an influence and consult with the affected department to create a Conflict Management Plan that eliminates the identified influence. The Conflict Management Plan will include individualized modifications for the situation, including but not limited to an alternative reporting relationship and/or TIM approver for the applicant/appointee. The final Conflict Management Plan must be signed by all required parties. The Conflict Management Plan must be attached to the eForm and submitted for review by the appropriate OHR senior director(s); or
    • determine there is an influence that a Conflict Management Plan will not sufficiently address and escalate the request to the appropriate OHR senior director.
  6. When applicable, the OHR senior director(s) will review and either approve or deny the request. ConnectCarolina will generate an automatic email notification to the HR Representative if the eForm is approved.
  7. If the request is denied, the request will be forwarded to the OHR Employee and Management Relations unit for intervention.
  8. If an approved Conflict Management Plan requires a change in the reporting relationship, the HR Representative must initiate an ePAR action in ConnectCarolina to change the reporting relationship and resubmit the eForm with updated department organizational chart(s).
  9. When a Conflict Management Plan is submitted by the affected department, the managing office will:
    • Confirm the HR Representative correctly implemented the Conflict Management Plan, and
    • Complete the final approval of the request.

IV. Monitoring Conflict Management Plans

Supervisors are responsible for overseeing compliance with Conflict Management Plans and monitoring their effectiveness. The supervisor(s) will review and update, as necessary, Conflict Management Plans annually. OHR will send an email to remind supervisors to review Nepotism Conflict Management Plans annually.

V. Recordkeeping

The department will maintain all records in accordance with the University of North Carolina General Records Retention and Disposition Schedule and applicable law. The University will abide by reporting requirements in applicable state and UNC System Office policies.

Definitions 

Please refer to the “Definitions” section in the Policy.

Related Requirements

Please refer to the “Related Requirements” section in the Policy.

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

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