Printed on: 11/20/2018. Please go to http://policy.umn.edu for the most current version of the Policy or related document.
Appendix

Template of an Agreement to Comply with the Board of Regents Policy: Nepotism and Personal Relationships

Appendix to Policy

This agreement is to document compliance with Board of Regents Policy: Nepotism and Personal Relationships.  A copy of the policy is attached and has been read by all persons signing this agreement.  [Party #1] is [position] in [department].  [Party #2] is [position] in [department].  [Briefly describe how work intersects/where conflict of interest may arise].  [Briefly identify personal relationship (e.g., spouses, parent/child, etc.)].  [Party #1] and [Party #2] have consulted with the Office of Equal Opportunity and Affirmative Action (EOAA) as provided for in the policy.  The following agreement has been reached:

  1. [Party] will formally report to [applicable responsible party name and/or position], although some day-to-day direction may be provided by [Party], as appropriate. [Applicable responsible party] will handle all formal supervisory duties for [Party], including performance evaluations, salary decisions, professional development opportunities, and expense reimbursement.
  2. Neither [Party #1] nor [Party #2] will participate in any formal or informal performance evaluation for the other or serve as a reference for each other.
  3. Neither [Party #1] nor [Party #2] will participate in the supervision or allocation of research or other programmatic funds to be used by the other.
  4. [Party #1] and [Party #2] agree to respect the separate nature of their personal and professional roles. For example:
    1. They agree to make best efforts to keep their personal relationship from having a negative impact on the work and/or academic environment and on co-workers and/or students, including by maintaining appropriate boundaries in the workplace.
    2. They agree to do their best to avoid any conflicts of interest. For example: [Party #1] and [Party #2] will take appropriate steps to avoid a conflict of interest if one is serving on a committee or participating in another group that is making decisions, including by vote, that has a personal impact on the other. In potential conflict of interest situations, [Party #1] and [Party #2] should consult with [applicable responsible party] about the potential conflict and appropriate steps to avoid it.
  5. If significant changes in their personal relationship or work responsibilities occur that have an impact on the work and/or academic environments, [Party #1] and [Party #2] agree to consult with [applicable responsible party], Human Resources, and/or with the Office of Equal Opportunity and Affirmative Action, as needed.
  6. [Party #1] and [Party #2] understand that a violation of this agreement could lead to disciplinary action.
  7. [Applicable responsible party] is responsible for overseeing compliance with this agreement, monitoring its effectiveness, and updating it as appropriate.
  8. [Applicable responsible party] and Human Resources will share the information contained in this agreement with others on a need-to-know basis. [Applicable responsible party] and Human Resources will develop a communication plan to inform third parties who could be negatively impacted by an actual or potential conflict of interest arising out of [Party #1] and [Party #2]'s relationship and/or who are otherwise in a position to know whether preferential treatment is occurring between them. This communication plan will inform staff, faculty, students, and other affected individuals that they should contact [applicable responsible party] about any concerns.
  9. [Applicable responsible party] will address significant disputes, persistent disagreements, or conflicts of interest between [Party #1] and [Party #2] that affect the workplace and/or the academic environment.
  10. The parties’ supervisor(s) and Human Resources will receive a copy of this agreement, and a copy will be retained in the parties’ personnel files.

______________________________________________     
[Party #1]</td>

_______________________
Date

______________________________________________     
[Party #2]

_______________________
Date

______________________________________________
[Applicable Responsible Party]

_______________________
Date

______________________________________________
[EOAA Representative]
Office of Equal Opportunity and Affirmative Action

_______________________
Date

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