
Conflict of interest (COI)
It's normal for University Officers to have conflicts of interest in a large organisation like UWA. Identifying and disclosing a conflict of interest isn't a judgement on anyone's character or actions – it's simply the first step towards managing the conflict.
A COI occurs when a University Officer’s private interests compete with their obligations to UWA, and therefore could improperly influence, or be perceived to improperly influence, how they perform their official University duties.
Private interests include:
- your own personal, professional and business interests, and
- the interests of individuals and groups you associate with, including friends, relatives and competitors.
It is essential that all University Officer read the Conflicts of Interest Policy and its associated procedures and guidelines. This will explain the importance of declaring any conflicts, and where appropriate, working with a relevant Officer to work out how to manage the COI. You can seek advice from line-management, specialist work areas, and staff in Human Resources on what you may have to declare, any management plan, and how to declare this to the University.
FAQs
Example Scenarios
Recruitment
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I’ve been asked to be on a recruitment panel for a position in my division. A good friend of mine plans to apply for the job. I believe I can remain on the panel and be impartial. Could you advise?
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My office has some menial work that needs doing on an ad hoc basis, such as stuffing envelopes and data entry. I don’t want to advertise because I’ll be inundated with applications. Can I just employ my child to do the work? I know they’ll do a good job.
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A researcher’s child wishes to do project work in my team in a similar area to their parent. Are they able to?
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A new research project is awarded and a team member’s partner is identified as the best person to fill the new research position. Can they be employed?
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Can a staff member appoint a family member to a casual appointment and approve their casual time sheets?
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I am a lecturer for the School of Engineering and notice a vacancy in the School of Medicine that I think may suit my brother. If my brother applies, do I need to disclose a conflict of interest?
Employment
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My wife and I are employed in the same school as part-time academic staff. Some of our teaching is within the same course. Should we disclose a potential conflict of interest?
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I currently work at UWA and also study at UWA. Is this a conflict of interest?
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I have a part-time job at UWA and a home business in a related area. Sometimes more work is needed at the UWA job, but I can’t do the extra hours because I need child care. I could do the extra hours if I could do them through my business and therefore work at home and look after my children at the same time. Can I do this?
Outside work
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I am a fractional appointee. Is it OK for me to continue to run a private practice? Do I need to disclose this?
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As part of my UWA role I see patients at a UWA clinic. Can I refer these patients to my private clinic for related services that can’t be provided at the UWA clinic?
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Can a part-time staff member (paid a salary via payroll) also be paid for casual work via an invoice in their company’s name?
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I am employed as a part-time tutor in the School of Dentistry 3 days a week. On the other 2 days I am employed as a dental hygienist for a private practice. Do I need to disclose a conflict of interest or lodge an 'outside business interests' form?
Procurement
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I have some funding available within my grant to engage a person to build a website. My brother can do this for me. Is this a problem?
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I am on the board of directors for company ‘ABC’. Can I get ‘ABC’ to do some consultancy work for my work unit at UWA?
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Can I purchase equipment from a family business because I will be given a discount?
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I am a full-time employee at UWA. I also have a private company that supplies goods to UWA. Is this OK?
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My parents own and operate a chemical supplies company that has been supplying UWA with products for years. I have secured a research assistant role in the School of Music. Do I need to disclose a conflict of interest?
Research
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I am a Research Integrity Advisor and an issue of academic integrity has been raised with me. The researcher who is the subject of the enquiry is a relative of mine.
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I am on the scientific advisory panel of ‘XYZ’. Can I apply for funding from ‘XYZ’ for my research at UWA?
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I am the sole director of a private company that is commercialising my IP, generated at another university. Can I use this IP at UWA for research purposes?
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I do research into obesity. Can I accept funding from a company that sells fast food or confectionery?
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I am on a scientific advisory committee for a foundation that funds research. UWA researchers regularly apply to this foundation for funding. Can I be part of the application review and funding decision process?
Travel and gifts
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I have been invited to speak at an interstate university in the department where my partner works. Can I use my consultancy or strategic funds to cover the cost of my trip?
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I visited an overseas university and my hosts wanted to give me cash to thank me for visiting. They were already paying all my expenses, so I didn’t accept it. Is it appropriate for me to accept cash in these circumstances?
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I have been discussing a research collaboration with a potential new industry partner. We don’t have a formal agreement or project established. They have offered me an all-expenses paid trip overseas to finalise the project details. Can I accept their offer?
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I have been seeking tender responses from IT companies to provide computers and develop software for my research project. One of the companies has invited me to their company and will pay for all my travel and accommodation. Can I accept this offer?
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I’m employed in the student services area of UWA and am working on a project about the level of facilities provided for students. I will be travelling to other universities to examine their facilities. My sister works in the student services area of one of the universities I’m visiting. Do I need to disclose a conflict of interest?
Student supervision, placement and assessment
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I'm an HDR student and have started dating my principal supervisor's housemate. Because of this, I see my supervisor socially quite often. Should my boyfriend move out? Can my supervisor continue as my supervisor? Does it make a difference if my boyfriend is not an academic at UWA?
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A clinical educator has asked me to offer a placement to a student who is a family friend. Can I offer the placement to the student?
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My daughter is enrolled in a program where I work. Are there limitations on my involvement in program activity because of this?
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A student found me on social media and asked to be my friend. Is that OK? Does it matter whether I’m a professional or academic staff member?
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I manage academic programs for the School of Education. My daughter wants to apply for a scholarship offered by the School of Music. Do I need to disclose a conflict of interest?
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I am a PhD student and I have just started casual teaching at UWA. I have several friendship groups and some people are now in my class do I have to stop being friends and block them on social media?