Interpersonal Relationships Among Faculty, Staff, and Students

1. Introduction

This policy sets forth that current and prospective faculty, staff, and students shall be selected, evaluated, and supervised on the basis of individual merit and without reference to any other factors unrelated to professional qualifications and performance. This policy applies to all ECU faculty, staff, and students to address interpersonal relationships that may unduly affect the academic career of students or the employment of faculty, staff, or students.

It upholds the university’s high standards of professional and ethical conduct, specifically with respect to interpersonal relationships among faculty, staff, and students. The intent of this policy is to provide assurance that all faculty, staff, and students can work in an environment where they can be objectively supervised and evaluated.

This policy defines the types of interpersonal relationships among faculty, staff, and students that by their very existence create an inherent conflict of interest that affects the ability for them to be objectively supervised or evaluated. This policy also proscribes specified conduct with respect to employee interpersonal relationships and provides for disciplinary action for violations of this policy.

2. Definitions

• A decision that includes, but is not limited to, one relating to:
  • 2.1.1. The search, selection, or appointment of an individual to employment
  • 2.1.2. Establishing the terms and conditions of employment
  • 2.1.3. Determining job classification/compensation or benefits
  • 2.1.4. Evaluating work performance
  • 2.1.5. Voting for or otherwise participating in the processes for reappointment, promotion, tenure, or post-tenure review
  • 2.1.6. Issuing disciplinary action
  • 2.1.7. Any other action that assesses, determines, or influences work performance or career progress (e.g., work assignments, allocations of space, etc.)
• 2.2. Evaluate or supervise means to assess, determine, or influence an individual’s academic or professional performance, progress, or potential, or their entitlement to or eligibility for any institutionally conferred right, benefit, or opportunity; or, to oversee, manage, or direct the individual’s academic, professional, or other institutionally prescribed activities.
• 2.3. Related persons – anyone whose relationship is so closely identified with another person in either an academic or employment setting that the relationship suggests a conflict of interest.
• For purposes of this policy, related persons include:
  • 2.3.1. Spouse or Domestic Partner
  • 2.3.2. Parent or Child
  • 2.3.3. Grandparent or Grandchild
  • 2.3.4. Sibling
  • 2.3.5. Guardian or Ward
  • 2.3.6. Aunt/Uncle and Niece/Nephew
  • 2.3.7. First Cousins
  • 2.3.8. Anyone living in the same household or whose relationship is so closely identified with another as to suggest a conflict, or
  • 2.3.9. Ex-, Step-, Half-, and In-Law relationships as appropriate based on the above list.
• The prohibited conduct in this policy applicable to related persons shall continue after the termination of the relationship (e.g., divorce) until such time as there is no effect upon, or perception of, impartiality.
• 2.4. Romantic Relationship
• A romantic relationship means a relationship not identified as marriage or domestic partnership where the parties involved are consenting adults in a romantic (or intimate) relationship, regardless of whether or not the relationship has been consummated sexually.
• 2.5. Undue Influence
• A situation in which an individual is able to persuade another’s decisions due to the relationship between the two parties.

3. Prohibited Conduct

• 3.1. Employment Decisions
  • 3.1.1. A University employee may not supervise, evaluate, or have authority for employment decisions over a person with whom they have or had a romantic relationship or who is a related person as defined in this policy. The prohibited conduct in this policy applicable to related persons shall continue after the termination of the relationship (e.g., divorce) until such time it is determined that there is no effect upon, or perception of, impartiality.
  • 3.1.2. With respect to proposed employment decisions that would result in the concurrent service of related persons within the same academic department or employing unit, a person related to an incumbent employee may not be employed if the professional qualifications of other candidates for the available position are demonstrably superior to those of the related person or persons involved in a romantic relationship as defined in this policy.
  • 3.1.3. With respect to the concurrent service within the same academic department or employing unit involving related persons or individuals who have had or have a romantic relationship, neither related person or individual shall be permitted individually or as a member of a committee to participate in or otherwise influence an employment decision for the other related person or individual person (including promotion, job classification/compensation, tenure, reappointment, and post tenure review). The prohibited conduct in this policy applicable to related persons shall continue after the termination of the relationship (e.g., divorce) until such time it is determined that there is no effect upon, or perception of, impartiality.
  • 3.1.4. A University employee shall not influence or attempt to influence those involved in employment decisions regarding the related person or persons involved in a romantic relationship as defined in this policy.
• 3.2. Improper Relationships with Students.
  • 3.2.1. University employees are prohibited from evaluating or supervising, either directly or indirectly, any enrolled student with whom they have or had a romantic relationship or any enrolled student who is a related person as defined in this policy.
  • 3.2.2. University employees are prohibited from engaging in a romantic relationship with any enrolled student, other than his or her spouse, who is a minor under the age of eighteen.

4. Duty to Disclose

All employees have a duty to disclose actual or potential conflicts of interest created by a romantic relationship or related persons relationship as defined in this policy to their supervisor and the Department for People Operations, Success, and Opportunity in order to avoid a potential violation of this policy. An EHRA employee must also disclose such a relationship to the Office of Research Integrity and Compliance as a potential or actual conflict to the extent required by East Carolina University’s PRR on Conflict of Interest and Commitment and as required by the UNC Policy on Conflict of Interest and Commitment.

• 4.1. New Employee
• Upon hire, all new employees have a duty to disclose any actual or potential conflicts of interest created by a romantic relationship or related persons relationship as defined in this policy by contacting the Department for People Operations, Success, and Opportunity.
• 4.2. Change in Status
• A change in an employee’s status (i.e. employment, or personal relationship) that would establish an actual or potential violation of this policy (where one did not exist previously) creates a duty to disclose the actual or potential conflict of interest by contacting the Department for People Operations, Success, and Opportunity. For example, an employment action (i.e., new hire, promotion, position reclassification, reassignment of job responsibilities) or a decision of two employees to begin dating may result in a potential violation of policy as described in section 3.1.
• 4.3. Failure to disclose an actual or potential conflict of interest or failure to disclose in a timely manner shall constitute a violation of this policy.

5. Conflict Management Plan

Upon appropriate disclosure pursuant to section 4 and where determined to be appropriate, the Department for People Operations, Success, and Opportunity will oversee the development, approval and monitoring of a conflict management plan to avoid a violation of this policy. Conflict management plans will be reviewed and approved by the Department for People Operations, Success, and Opportunity as well as the Office of Research Integrity and Compliance, if necessary. Failure to adhere to an approved conflict management plan shall constitute a violation of this policy.

6. Disciplinary Action

Employees who violate this policy will be subject to discipline, discharge, or related corrective action dependent upon the nature and circumstances of the policy violation. Such disciplinary action shall be conducted in accordance with existing University policies and procedures.

7. Faculty Spousal/Partner Hiring Compliance

This policy is not intended to impede hiring of faculty spouses/partners as outlined in the Faculty Spousal and Domestic Partner Hiring Standard Operating Procedure. Hiring of faculty spouses/partners must be in compliance with this policy.

8. Reporting

The Chancellor, or their designee, shall report annually to the Board of Trustees concerning all specific cases during the preceding year in which violations of this policy were identified and how they were addressed.