University Policy 6.14
Avoiding Nepotism
Policy Introduction
This policy outlines the university’s expectations for maintaining equal employment opportunity by preventing the occurrence of or potential for favoritism or nepotism in employment decisions involving an employee’s family member or an individual with whom an employee has a personal relationship. As a close-knit community, we must uphold standards for a fair and ethical workplace.
To Whom This Policy Applies
All university faculty, staff, and student employees (excluding Weill Cornell Medicine) are subject to this policy, and required to disclose potential, actual, or perceived conflicts to the appropriate university representative.
Note: Weill Cornell Medicine (WCM) faculty, staff, and student employees are subject to separate policies regarding nepotism:
- Academic employees should refer to the WCM Academic Staff Handbook (Section 2.46 for Faculty and Section 5.16 for Non-Faculty, Academic Staff).
- Non-academic employees should refer to WCM Human Resources Policy 225.
1.0 Policy Principles
This policy and its principles apply to pre-existing family and personal relationships, as well as those that commence during the course of employment.
1.1
The university provides equal employment opportunity to all persons including those related to one another as family (as defined below) and those with personal relationships (also defined below).
1.2
To avoid the occurrence of or potential for nepotism:
1.2.1
Family ties or personal relationships are not permitted to influence an employee’s judgments on work performance or employment decisions, including but not limited to, hiring, promotion, termination or other terms or conditions of employment.
1.2.2
Absent an approved Conflict Management Plan (CMP), no employee should supervise directly, or indirectly, nor participate in employment decisions affecting a member of that employee’s family, or an individual with whom they have a personal relationship.
1.3
Relationships covered under this policy must be disclosed and made subject to a Conflict Management Plan.
1.3.1
In such a relationship, the individual with supervisory authority has an affirmative obligation under this policy to disclose the relationship. The required disclosure must be made before initiating the activity that poses the possible employment conflict or otherwise promptly upon discovery.
1.4
The university may take disciplinary action, up to and including termination, if an individual is found to have violated this policy or an approved Conflict Management Plan. This policy is implemented consistent with existing Human Resources and disciplinary processes for faculty and staff.
2.0 Responsibilities
The major responsibilities each party has in connection with this policy are as follows:
2.1 Responsible Office:
Office of the Vice President and Chief Human Resources Officer
2.2 University Management (Unit Head):
Unit heads are responsible for unit compliance with this policy, including ensuring that employment decisions are made objectively, in the university’s interest, and are not influenced by the occurrence of or potential for nepotism based on the direct or indirect reporting line of authority over an employee.
Unit heads must consult with their supervisor, as necessary, and local HR representative to evaluate whether a potential violation of this policy may or will exist. Unit heads are responsible for establishing effective Conflict Management Plans.
2.3 Individuals:
Individuals are responsible for discharging their university duties in a manner that is free from real or apparent bias motivated by self-interest and for reporting any relationships to their immediate supervisor and unit head that could impact their compliance with this policy. Individuals are responsible for adhering to any Conflict Management Plans that are put in place.
Individuals should report possible nepotism situations that they become aware of to their unit head or local HR representative.
3.0 How to Report a Concern
Individuals should report possible, actual, or perceived conflicts to their unit head and/or local HR representative.
Other reporting options are available, including the Cornell Ethics and Compliance Hotline that allows individuals to confidentially or anonymously report ethics, integrity, or compliance concerns to the university.
4.0 Record Retention
Records associated with this policy shall be maintained by the individual or Unit engaging in the activity. Records shall be retained or disposed of in accordance with University Policy 4.7, Retention of University Records.
5.0 Compliance
University Compliance, University Audit, and others may audit or investigate to assess compliance with this policy. Non-compliance with university policies is addressed in accordance with applicable policies and procedures and is subject to progressive disciplinary action up to and including termination.
7.0 Definitions
| Term | Definition |
|---|---|
| Conflict Management |
Measures taken to address the risk of bias or the appearance of bias when members of the university community have real or apparent conflicts of interest. |
| Conflict Management Plan (CMP) |
Written Plan detailing the measures for Conflict Management. |
| Employment Decisions |
Personnel actions that occur at the university, including, but not limited to, decisions related to recruitment, hiring, supervision, discipline, performance evaluation, promotion, demotion, transfer, conditions of work, approval of time-off, approval of training or development opportunities, work assignments, compensation (including merit increases, rates of pay or similar financial decisions), retention, duration of employment, termination, or any other terms, conditions, or privileges of employment. |
| Family |
An individual, and persons related to that individual by blood, marriage, domestic partnership, adoption, guardianship or other legal action; persons living in the individual’s household, persons who are the individual’s in-laws; and/or persons whose close association with the individual is the equivalent of a family relationship. |
| Nepotism |
Favoritism, bias, or the appearance of or potential for bias shown on the basis of a familial or personal relationship, including with those with whom one is having a consensual relationship (defined in University Policy 6.3 Consensual Relationships). |
| Personal Relationship |
Personal Relationship means a close and substantial connection of the type normally viewed as likely to induce partiality, such as individuals who are in or have been in past romantic or sexual relationships. A personal relationship for the purpose of this policy does not include professional relationships such as colleagues, professional organization members, co-authors, co-grantees, etc. |
| Unit |
A college, research center, institute, program, business service center, office, or other operating entity of the university. |
| Unit Head |
A chair, director, or administrative lead (or their designee) in an operating unit of the university and/or the campus Human Resources professional, who, individually or together shall be responsible for ensuring unit compliance with this policy, which may include supervising a conflict management plan. In the event the chair, director or other leader is the subject of concern at issue, that person’s immediate supervisor shall serve in their stead. |
8.0 Responsible Office and Policy Administration
| Policy Clarification and Interpretation | Contact | Email/Web Address |
|---|---|---|
| All Colleges and Units except Weill Cornell Medicine | Human Resources Representative | Find Your HR Rep |
| All Colleges and Units except Weill Cornell Medicine | Office of the Vice President and Chief Human Resources Officer | hrpolicy@cornell.edu |
9.0 Responsible Executive
| Unit | Title |
|---|---|
| Responsible Executive | Vice President and Chief Human Resources Officer |
10.0 Revision History
| Date Issued: | September 11, 2024 |
|---|---|
| Date of Full Review: | September 4, 2024 |
| Date Last Updated: | September 11, 2024 |
| Revision Notes: | Initial policy |