F. Conflicts of Interest in University Business

1. It is the responsibility of every staff member of the University involved in the supply of goods or services, to or for the University, to declare in writing all relevant interest that the staff member may have in any proposed transaction. Please consult the Human Resources Policy and Procedures manual for items concerning Outside Professional and Consultative Work and Consultancy/Contract Work for further details.
2. A staff member shall be deemed to have a relevant interest for the purpose of these rules if staff members or their immediate family is or could be the proposed supplier of goods or services, or if staff members or any of their immediate family has some interest whether as proprietor, shareholder, director, partner or otherwise in any firm, company or other business entity which is or could be the proposed supplier of the goods or services, other than an interest as a shareholder in a publicly listed company.
3. Proposed transactions include Tenders and Invitations to Tender for the supply to the University of goods and services.
4. All proposed transactions subject to such declarations shall be directed to the Executive Director, Finance and Resources, in the first instance. The Executive Director, Finance and Resources may refer them to the Vice-Chancellor for approval in writing.

Payments to Family Members of Staff

These payments are generally not allowable except when the family member carries out official duties on behalf of the University eg. as an invited guest accompanying the staff member. It is the responsibility of any staff member who holds signing authorities to incur expenditure on behalf of the University and who is negotiating a transaction with a staff member on behalf of the University to:

• Acquaint such staff with this rule, and
• Initiate action required stated previously.

Conflicts of Interest - Members of University Committees

The "conflict of interest rules" also apply to:

• Students and members of staff who are members of University committees involved in discussing, recommending or making decisions binding the University for the supply of goods or services to or for the University should ensure that they declare all relevant interest they may have in relation to the supply of such goods and services.
• Such declaration should also be made in relation to matters directly affecting the staff member's employment by the University or the student's course of study.
• It is the responsibility of a student or staff member to inform the chair, preferably in writing, that such interest has arisen, as soon as the student or staff member first becomes aware of it. Once aware of the relevant interest, the student or staff member:

a) Should not be present during any debate or discussion by the committee of the transaction or matter;

b) Should neither be present nor vote upon the matter whilst the vote on the transaction or matter is being taken;

c) Should not influence other members of the committee in relation to the debate or vote upon the transaction or matter; and

d) Should ensure that the minutes of the first relevant meeting note the declaration of interest.

• Members of all committees (and their sub-committees) of the University are subject to these rules.
• It is the responsibility of the chair or secretaries of committee to ensure that incoming committee members are aware of these responsibilities.