The Committee on Conflict of Interest in Employment is charged by policy (Operations Manual, section III.8) with reviewing and making recommendations on employment situations involving related individuals (as defined in OM, III.8.1) that may involve a conflict of interest. The following describes actions the Committee may take with regards to such employment situations. While recognizing that every situation is in some ways unique, there are general steps typically taken, depending on the type of hire and when the situation is brought to the attention of the Committee. The list of possible actions is followed by a brief description of the main types of situations encountered and the most probable actions for each.
Possible actions the Committee may take:

1. recommend that the related individual be removed from any search committee and hiring decision
2. ask for strong rationale if the related individual is to be hired over others
3. ask for a management plan
4. recommend that a search be conducted to open the applicant pool
5. suggest that the partner use the services of the dual career network
6. recommend an extended search in terms of time and/or scope (where ads are placed)
7. review the hiring process, and make recommendations for the future
8. recommend that the DEO attend an information session about the Conflict of Interest in Employment policy and procedures
9. notify upper level administrators that correct procedures were not followed
10. monitor the management plan more closely than usual
11. monitor other hires in the department

Different situations to which these actions might be applied:

• Temporary hire of a related individual; Committee learns about it before the hire (candidate who is related to someone in the department has applied for the position)
  Possible actions: 1, 2, 3
• Permanent hire of a related individual; Committee learns about it before the hire
  Possible actions: 1, 2, 3, 4, 6
• "Package deal," two related individuals with a pre-existing working relationship; Committee learns about it before the hire
  Possible actions: 3
• Two related individuals applying to same department, no pre-existing working relationship; Committee learns about it before the hire
  Possible actions: 2, 3, 4, 5, 6
• Candidate has relationship to someone in the department; Committee learns about it during the hire (after search committee has been assembled, advertising done, interviews conducted and search committee wants to hire the related individual)
  Possible actions: 1, 2, 3, 6, 7, 8, 9, 10, 11
• Related individual has been hired; Committee learns about it after the hire
  Possible actions: 3, 7, 8, 9, 10, 11
• Two University of Iowa related employees move into a work arrangement where one is supervisory to the other (e.g., DEO appointment, professional or merit staff reclassification); Committee learns about it within 90 days the new arrangement taking effect.
  Possible actions: 3
• Two University of Iowa related employees move into a work arrangement where one is supervisory to the other (e.g., DEO appointment, professional or merit staff reclassification); Committee learns about it more than 90 days after the arrangement takes effect.
  Possible actions: 3, 8, 9, 10, 11
• Two University of Iowa, non-related employees where one is supervisory to the other, enters into a relationship; Committee learns about it within 90 days after commencement of the relationship.
  Possible actions: 3
• Two University of Iowa, non-related employees where one is supervisory to the other, enters into a relationship; Committee learns about it more than 90 days after commencement of the relationship.
  Possible actions: 3, 8, 9, 10, 11

Conflict of Interest in Employment Management Mechanism Template

The following elements need to be included in all management mechanism plans that are submitted for review by the Committee on the Conflict of Interest in Employment.

1. Identification of related individuals unless exempted as described in (Operations Manual III 8.4c). Include names and job title/status.
2. Identification of unit or department and division or college.
3. A description of the proposed reporting structure (s) (include names and titles) to eliminate a real or perceived conflict related to hiring, salary, working conditions, working responsibilities, evaluation, promotion, and termination decisions.
4. Two organizational charts of the immediate area including all relevant student employees, staff and faculty. The first chart should display current supervisory relationships (pre-management plan). The second chart should display future supervisory relationships (post-management plan).
5. Assurance that staff and faculty in the unit or department will receive notification that a management mechanism has been developed and notification of a designated neutral person to whom to bring concerns to regarding a conflict or a perception of a conflict.
6. Assurance that the departmental executive officer will provide a written report to the Conflict of Interest in Employment Committee no later than one year following the approval date of the management plan regarding the effectiveness of that plan.