Procedure

5.1 Members of staff are required to declare an interest to their Head of Department/Institution or line manager if they are working with a relative or if a relative is an applicant in a recruitment process that the member of staff is involved in. When an interest has been declared, Heads of Department/Institution or line managers are required to take steps as described below to prevent against favoritism, nepotism or unfair practice and to ensure that all staff are treated fairly and equitably.

5.2 When a member of staff does not declare a relationship as defined in this policy and the Head of the Department/Institution or line manager becomes aware of such relationship, the Head of Department/Institution or line manager will raise the matter with the employee concerned and take necessary action to comply with this policy in consultation with HR.

5.3 Where another member of staff believes there has been favoritism, nepotism or unfair practice and wishes to make a complaint they should raise the matter with their line manager in the first instance. If it is not possible to resolve the matter informally they should raise a complaint under the Dignity at Work or grievance procedure.

The following sets out the roles and responsibilities for members of staff when working with relatives.

Members of Staff

5.4.1 No member of staff may be involved in the recruitment process, including for work experience or youth placements, where a relative is a candidate. Members of staff are required to declare an interest if they are involved in the recruitment process where an applicant is a relative and withdraw from the process.

5.4.2 Members of staff are required to declare a conflict of interest to their Head of Department/Institution or Line Manager if they are working with a relative or a relationship develops within the institution.

Recruiting Managers

5.5.1 Recruiting managers should ask interview panel members to confirm whether they have any declarations of interest.

5.5.2 If a member of staff in their reporting line, reports to a relative of a candidate or is a close colleague of a candidate's relative they should not be solely involved in the interview process. They may however be part of the panel, provided they have declared the reporting relationship to the interview panel.

5.5.3 Recruiting managers should ensure that where any member of an interview panel has a line management report who is a relative of a candidate, there should be an independent person appointed to the assessment panel e.g. an HR Business Manager or Adviser.

Heads of Department/Institution or Line Managers

5.6.1 When a member of staff declares they are working with a relative or a relationship develops, a review of responsibilities and line management should take place, led by the Head of Institution/line manager in consultation with the relevant HR Business Manager or Adviser.

5.6.2 Heads of Department/Institutions or line managers should try to ensure that there are not line management relationships between relatives wherever possible, whether it is in a direct or indirect sense. If this situation exists or develops a review of the management structure should be carried out, in consultation with the relevant HR Business Manager or Advisor, and alternative arrangements considered. This may include changing reporting relationships or individuals changing their jobs or changing location.

5.6.3 Heads of Department/Institutions should try to ensure that decisions with regards to staff matters are not taken by relatives. If this is not possible alternative arrangements should be put in place so that a senior, unrelated manager has oversight of these decisions.

5.6.4 Heads of Department/Institutions should ensure that members of staff do not bring their children into work to carry out their normal work.