Employment of Near Relatives

I. Policy Summary

Subject to the approval of the AVC of Staff Human Resources the employment of near relatives in the same department may be permitted when such concurrent employment would be in the best interest of the University.

For the purpose of this policy, a near relative is defined as a spouse, domestic partner, parent, child (including the child of a domestic partner), or sibling. In-laws and step-relatives in the relationships listed, including relatives of the domestic partner who would be covered if the domestic partner were the employee’s spouse, are also defined as near relatives.


II. Related Policies, Contract Articles and References

  1. Personnel Policies for Staff Members (PPSM) - employees not covered by a collective bargaining agreement:

    • PPSM 21.G-Near Relatives


III. Authority

The employment of near relatives within the same unit requires the approval of the AVC of Staff Human Resources.


IV. Criteria

The employment or hire of near relatives in the same department is permitted when it is in the best interest of the University. Approval is required when the familial or work relationship of current employees changes such that the employees become near relatives in the same department or in the case of a hire, approval is required prior to employment if the near relatives would be employed in the same department and would have:

  1. A direct or indirect supervisory relationship

  2. The same immediate supervisor

  3. A close working relationship in such that either of the near relatives are in the position of making economic decisions that have material financial impact on their near relative, such as:

    • Performance evaluations;

    • Decisions regarding hiring, transfers, promotions, layoffs, reduction in pay;

    • Merits, performance and recognition awards, and other pay decisions;

    • Reclassifications and job descriptions;

    • Hours of work and workload for hourly employees;

    • Overtime and other bonus pay decisions;

    • Approval of reimbursements and personal payments, including but not limited to: approval of training and travel arrangements


V. Process Overview

  1. The candidate or current employee notifies the supervisor of the possible near relative situation.

  2. The Hiring Manager (HM) or current Manager consults with their Employee & Labor Relations (ELR) Assistant Manager.

  3. The HM or current Manager submits an e-mail request for approval to their ELR Assistant Manager.

  4. The ELR Assistant Manager reviews the request, consults with Internal Audit, and makes a recommendation to the AVC of Staff Human Resources.

  5. The AVC of Staff Human Resources approves or disapproves the request.

  6. In the case of a current employee, if request is not approved, ELR Assistant Manager continues to work with the Manager to address issues of risk in order to obtain approval.


VI. Forms/Resources

Resources

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Revised March 2011: A.26