Conflicts of interest at UTS

You are required to disclose any actual, perceived and potential conflicts of interest. 

Conflicts of interest can occur from time to time during the course of your normal university work, studies or duties. While the presence of a conflict of interest does not constitute corrupt or improper conduct, a conflict may become an issue if it is not disclosed and managed appropriately. For this reason, all actual, perceived and potential conflicts must be disclosed. 

What is a conflict of interest?

The Conflicts of Interest Disclosure Policy (the policy) defines a conflict of interest as a conflict between the personal or professional interests of an individual and their work, duties, activities, responsibilities or functions at UTS. Interests can include, for example, financial investments, professional responsibilities, personal relationships and professional relationships.  

Conflicts of interest can:

• be actual, perceived or potential
• directly or indirectly compromise the performance of your work, duties, responsibilities or functions
• directly or indirectly influence decision-making.

It is important that you identify and disclose a conflict of interest as soon as it arises. This enables UTS to: 

• work with you to address and avoid any issues of potential bias before it becomes a problem
• protect your reputation and the reputation of the university and its systems and processes
• appropriately record, resolve and manage the conflict.

Do all interests present a conflict?

No, not all interests will present a conflict. 

However, as interests can change over time, it is important to be aware of and document any interests that may have the potential to present a conflict either for you or for the university. 

How do I know if an interest presents a conflict?

To help staff identify their interests, and any potential conflicts, UTS provides training and requires staff to read the Conflicts of Interest Disclosure Policy. 

Fixed-term and continuing staff are also required to complete the Disclosure of Initial Interest Statement (Service Connect). This process allows staff to identify their interests, and determine whether or not these interests may result in a conflict. This should be done annually as part of the workplanning process. 

The NSW Independent Commission Against Corruption (ICAC) has resources, guidance and information on conflicts of interest. Examples of conflicts are also provided in the policy.

It is not always clear when an interest presents a conflict. You must come forward with anything that you think is or might be a conflict. When in doubt, be proactive and disclose. 

I think I have a conflict of interest. What do I do?

All staff, affiliates, university leaders, graduate research students and student leaders must declare any actual, perceived or potential conflicts of interest in line with the policy. 

You must speak to your supervisor and disclose your conflict as soon as possible using the declaration of interest form (SharePoint). You can also speak to the People Unit (email DeclarationsOfInterest@uts.edu.au) for advice.

When you complete the form you and your supervisor will:

• assess the risk of the disclosed conflict
• consider whether the conflict is an immediate problem to manage, or something that may become a problem in the future
• consider and agree how to manage the conflict, and
• develop a management plan in line with the policy.

All forms completed by staff and affiliates must be submitted to the People Unit for inclusion on a central register. You should advise the People Unit if the nature of a conflict changes or if the conflict no longer exists. Refer to the policy for further documentation requirements. 

Depending on the nature of the conflict you may need to make additional declarations (refer Other mandatory disclosures).

Keep your management plan up to date 

Your management plan must be implemented, actively maintained and reviewed to ensure it continues to manage the interest and to reflect any changes to the nature of your interest or the circumstances. 

You and your supervisor must check in at least once a year on the plan’s progress. 

Other mandatory disclosures

In addition to disclosing conflicts of interest via the declaration of interest form, staff and affiliates may be required to make other mandatory disclosures, including but not limited to:

• disclosures about outside work for projects or engagements, and annually if the outside work is ongoing in line with the Outside Work Policy
• receipt of a gift or benefit under the Gifts and Benefits Policy
• a mandatory declaration under the Gender-based Violence Prevention and Response Policy
• annual and real-time disclosures for other potential conflicts including, for example, foreign affiliations, foreign appointments (refer International Collaboration and Engagement Portal (SharePoint)) and talent program participation (SharePoint). 

These and other types of disclosures are also outlined in the policy and support UTS in managing many potential conflict risks, meeting individual and university compliance obligations and providing assurance to research funding agencies and other partners.