Common questions

Examples of close associates who constitute a direct or indirect conflict of interest (COI) and must be disclosed include:

Family

Family members include an individual's spouse or domestic partner, children, siblings or parents. In general, if someone from a staff member's family has a direct or indirect interest in a matter, then the staff member will have a conflict of interest in that matter.

Relatives

Relatives are all those related to a staff member who are only once or twice removed. These may include extended family members (e.g. cousins, aunts, uncles, nieces and nephews), step-relatives, in-laws. In general, if a staff member's relative has a direct or indirect interest in a matter, then the staff member will have a conflict of interest in that matter.

Friends

'Friends' is a difficult term to define in the context of deciding whether or not a conflict of interest exists due to the varying degrees of closeness 'friendship' can refer to. There may be situations where a staff member may be unable to decide on a matter impartially if a friend is particularly close and has an interest in the matter. In such instances, the staff member is responsible for declaring a personal conflict of interest and taking the appropriate action to rectify the situation.

Business associates

Similar to friends, the term business associates can be widely interpreted as well. A staff member would have a conflict of interest if they are in a position to make a decision on a matter which could have a positive or negative effect on someone the staff member has business dealings with if the decision is decided a particular way.

Household members

A household member includes any person who lives with a staff member or shares all or part of his or her residence (e.g. housemates, boarders). In general, if a person the staff member lives with has a direct or indirect interest in a matter, then the staff member will have a conflict of interest in that matter.

Examples of COIs involving a close associate

It is not possible to list all instances in which private interests and relationships with close associates may impinge on a staff member’s performance of their duties.

Some examples of perceived, potential or actual indirect COIs involving a close associate:

• Your child is a student of the University and your position does or may require you to tend to their student records or enquiries.
• A close friend has enrolled in a course or subject for which you are able to influence or affect their assessment marks or subject grades.
• Your cousin has applied for a scholarship and you are on the selection panel.
• Your spouse/de facto/partner is applying for a job at the University and you are on the interview panel.
• You must oversee an investigation into the academic conduct of a student who is also a former colleague or prospective employer.
• Your close friend is a major shareholder in a company which the University is in the process of entering into a purchasing agreement with and you have the power to decide whether or not the deal goes ahead.
• Your housemate works for a competitor of the University and you are responsible for developing a business plan to beat that competitor.

Complete a Conflict of Interest Declaration form

You must refuse gifts of cash and gifts that could be perceived as being provided to influence your decision-making. If you are not in a position to refuse a gift or benefit, you must immediately pass it on to your supervisor.

Otherwise, depending on the nature or value of the gift or benefit, it may still be appropriate to refuse the gift or declare receipt of it to your supervisor and DPC. All gifts with a value in excess of $100 must be declared no later than 30 days after the receipt of the gift (or no later than 30 days of returning to Australia for gifts received overseas).

If you are in any doubt about whether a gift or benefit should be refused or reported, you may like to ask yourself the following questions contained in the GIFT Test.

Giver

• Who is providing the gift or benefit and what is their relationship to me?
• Could the person or Charles Sturt University benefit from a decision I make or influence?

Influence

• Are they seeking to influence my impending or future decisions or actions?
• Has the gift or benefit been offered to me publicly or privately?
• Is it a courtesy, a token of appreciation or have a value in excess of AUD$100?

Favour

• Are they seeking a favour in return for the gift or benefit and would accepting create obligation?
• Has the person or organisation offered several gifts or benefits over the last 12 months?

Trust

• Would accepting the gift or benefit diminish others’ trust in me or in the university?
• How would I feel if the gift or benefit became public knowledge?
• What would other staff, my family or friends think?

Complete a Declaration of Receipt of Gift form

To guard against conflicts of interest, Charles Sturt University continuing and fixed term employment contracts prohibit staff engagement in any trade, business or occupation without written approval.

You must seek approval from your supervisor and Band 7 leader before engaging in any form of employment outside the University. You will need to email your completed secondary employment form to dpc@csu.edu.au.

Complete a Request for Approval for Secondary Employment form