>1.0 CONFLICT OF INTEREST
1.0 CONFLICT OF INTEREST 2017-02-08T18:27:02+00:00

Purpose

Eva’s Initiatives is a non-profit organization funded by government as well as by donations from individuals and corporations. The organization has a responsibility to be and appear to be fair in all its business dealings and relationships.

Scope:

This policy applies to the employees, Board Members and Board Committee Members, students and volunteers of Eva’s Initiatives.

Policy:

In some situations, the personal and/or business activities and interests of an employee, Board Member, Board Committee Member, student or volunteer may be perceived to be in conflict with those of the organization. It is an individual’s responsibility to identify and to report any possible or actual conflict of interest.

Definitions:

Conflict of Interest: Conflict of interest for Board Members, Board Committee Members, students, volunteers and all staff exists when an individual’s access to information and/or their participation in decision making may bring the individual actual, potential, direct or indirect benefit

Family member: for the purposes of this policy, family members shall be defined as; a spouse, child, father, mother, brother, sister, aunt, uncle, niece, nephew, father-in-law, mother-in-law, son, daughter, stepson, stepdaughter, son-in-law, daughter-in-law, sister-in-law, brother-in-law, grandparent, grandchild, ward or guardian, Perceived Conflict of Interest: means that there is a perception that an Eva’s employee/Board Member/Board Committee Member, or his/her close family or friends, derives or could derive a actual, potential, direct or indirect benefit from a matter in which the course of his or her Eva’s duties, the employee/Board Member/Board Committee Member, is in a position to influence

Potential Conflict of Interest : means that there is a potential that a situation might become an actual or perceived conflict of interest. . Although it is not possible to set out all conceivable situations which could give rise to (potential) conflicts, the examples listed below provide useful guidance to managers and employees when reviewing specific facts or events. Examples of potential conflict of interest include, but are not limited to:

  • using privileged or confidential information for personal gain
  • use of Eva’s equipment, services, materials, personnel for personal gain
  • accepting or offering personal rewards to influence business transactions
  • participating, without prior approval, in actions that would deprive Eva’s of time and attention of staff that is required to perform their duties properly
  • engaging in any activity which may result in an actual, potential or perceived conflict between the staff and the interest of Eva’s and/or the clients of our services

“Spouse” means a spouse as defined in section 1 of the Family Law Act, and for greater certainty, means either of two persons who;

  1. are married to each other
  2. have together entered into a marriage that is voidable or void, in good faith on the part of the person relying on this clause to assert any right, or;
  3. live together in a conjugal relationship outside marriage

Employment of Relatives

Eva’s Initiatives will not employ or contract with partners or family members of current employees. Eva’s Initiatives will not employ or contract with partners or family members of the Board of Directors during the Board Member’s term of office. Employees, partners or family members will not be eligible to serve on the Board of Directors.

Clients/Residents
See Former Clients Becoming Employees of Eva’s Initiatives HR Policy 9.14

Romantic Relationships

Eva’s strongly discourages our employees from engaging in romantic relationships within the organization. While Eva’s recognizes that personal relationships that occur in the workplace may take place without incident, this policy will assist the organization with the management of any issues raised by inter-organizational relationships either potential, real or perceived.

Eva’s strictly prohibits romantic or sexual relationships between a management or other supervisory employee and his or her staff (an employee who reports directly or indirectly to that person), as these relationships often create compromising conflicts of interest, or the appearance of such conflicts. These types of relationships may give rise to the perception of favoritism or bias in employment decisions, affecting the subordinate employee.

Eva’s does not allow employees involved in a romantic relationship to work together on the same projects, committees, report to one another or create situations that may compromise integrity and/or objectivity.

Employees involved in a romantic relationship with other employees, funders, and/or partners must disclose this information to Human Resources, including if any potential conflicts exist. HR, in consultation with the Executive Director will assess the nature of the relationship to ensure that there are no reporting obligations between the involved parties. HR and/or the Executive Director may also determine the necessity to move one or both of
the individuals to another job or department.

Employees engaging in romantic relationships and employees that become married or live in the same household may continue their employment with Eva’s provided there is neither a direct or indirect managerial/subordinate relationship between the employees, or a conflict of interest, real or imagined, as result of the relationship.

Declaration

Staff members, members of the Board, members of Board committees and staff must declare conflicts as defined in this policy in writing and shall refrain from discussion, decision making and voting.

Procedure:

    1. Every employee, volunteer and board member has a duty to notify his/her supervisor and/or Human Resources as soon as possible when a situation arises that involves an actual, potential, or perceived conflict of interest, and to disclose the details of the conflict of interest. If an employee is unsure if a potential for conflict exists he/she must err on the side of caution and discuss the matter with HR. Every employee must complete and submit a conflict of interest declaration prior to the commencement of his/her employment.
    2. Eva’s seeks to resolve claims of conflicts of interest as expediently as possible. An investigation will be conducted in a timely and effective manner. Following the completion of the investigation, the individual(s) will be personally advised of the findings and the conclusions that have been reached.
    3. When considering situations identified by employees. The Executive Director shall consider a wide range of options including:
      • determining that no conflict exists
      • acknowledging the conflict, but requiring no further action
      • directing the employee to divest herself of the conflicting interest
      • transferring the employee to other duties or another department or location
      • declaring the conflict and removing the employee from activities related to the conflict
      • temporarily transferring the employee from the duties giving rise to the conflict
    4. Failure to comply with this policy may result in the termination of contract, employment or
      appointment at Eva’s Initiatives.