Business Policies and Procedures Manual
Chapter 60: Personnel

Nepotism

BPPM 60.14

For more information contact:
   Human Resource Services
   509-335-4521

1.0  Overview and Purpose

The University generally prohibits employees from holding positions of academic or professional authority or engaging in other institutional decisions affecting family or household members. In some cases, a written conflict management plan may be entered into when the relationship is promptly disclosed and management is feasible, in accordance with Section 4.2. (Refer to BPPM 60.13 regarding consensual relationships.)

The purpose of this policy is to minimize the potential for conflict of interest.

In certain situations where there is overlap in work responsibilities, a conflict of interest may exist even when neither party holds a position of academic or professional authority over the other. In those situations, the conflict of interest provisions in the University Ethics Policy (EP45, Section 4.0) apply.

2.0  Definitions

 2.1   Family Member

For the purposes of this policy, family members are defined as the employee’s:

  • Spouse or partner;
  • Parent, child, grandparent, grandchild, sibling, half-sibling, step-sibling, sibling-in-law, parent-in-law, child-in-law, stepchild, stepparent, aunt, uncle, niece, nephew, first cousin, the spouse or partner of any of these.

2.2   Household Member

Household members are defined as persons who reside in the same home and who have reciprocal duties and provide financial and/or emotional support for one another. This term includes, but is not limited to, foster children and legal wards. The term does not include persons sharing the same general house when the living style is primarily that of a dormitory, boarding house, or commune.

2.3   Position of Academic or Professional Authority

An employee has a position of academic or professional authority over another person when the employee has or may reasonably anticipate a future responsibility for the following actions involving another:

  • Supervising;
  • Directing;
  • Overseeing;
  • Recommending;
  • Instructing;
  • Coaching;
  • Mentoring;
  • Compensating;
  • Evaluating;
  • Grading;
  • Advising;
  • Disciplining; and/or
  • Providing benefits to, or having some other control or influence on:
    • Employment;
    • Educational status;
    • University-owned housing; or
    • Professional future.

This definition applies to off-campus, curricular, co-curricular, and extracurricular activities.

3.0  Applicability

This policy applies to all WSU personnel, full-time and part-time, including:

  • Staff;
  • Faculty (all ranks, including emerit);
  • Officers;
  • Student employees (graduate, professional, and undergraduate);
  • Residence Life staff;
  • Coaches;
  • Contingent workers;
  • University personnel assigned to WSU-affiliated entities; and
  • Volunteers.

For purposes of this policy, the terms “University employees” and “University personnel” include all these categories and are used interchangeably.

4.0  Requirements

 4.1   Prohibited Conduct

Employees:

  • May not hold a position or academic or professional authority over a family or household member; and
  • Are required to recuse themselves from participating in any institutional decision that may materially affect the status or interest (academic, financial, professional, personal, or otherwise) of their family or household member.

4.2     Disclosure and Management Plan

In some cases, conflicts of interests based on family or household relationships can be managed. The employee in the position of academic or professional authority is required to promptly disclose the relationship to their supervisor (department chair or director, for faculty). The supervisor consults with Human Resource Services (HRS) and the next level supervisor (typically the college dean for faculty) to evaluate the disclosure. The supervisor may also consult with the WSU Ethics advisor to help determine whether a management plan would:

  • Adequately address actual and potential conflicts of interest; and
  • Be consistent with EP45 (University Ethics Policy).

If it is determined that management is feasible, the supervisor issues a written conflict management plan to:

  • The individuals involved;
  • The next level supervisor(s);
  • Other WSU offices involved in the matter;
  • HRS; and
  • Provost’s Office (if involving faculty).

The plan must address the actual or potential conflicts of interest and other issues that may arise. The plan may:

  • Change reporting lines;
  • Adjust responsibilities (including teaching and related assignments); or
  • Require other actions that provide for the protection of individual and University interests. 

Adjustments are not guaranteed, and alternatives may not be available. The management plan may be declined or discontinued if at any time it becomes apparent that the relationship cannot be managed without potential harm/negative impact to individuals or the functioning of the unit or University.

Approval of a management plan does not permit an employee to participate in decisions affecting a family or household member.

HRS maintains the management plan in the employee(s)’ official personnel file. The department maintains the management plan in the departmental file for nonemployees.

5.0     Reporting and Noncompliance

Supervisors are required to promptly report possible violations of this policy within their units to HRS. Others are strongly encouraged to report possible violations to HRS.

Alleged violations of this policy are handled in accordance with the applicable employee manual, handbook, or rules and may result in corrective or disciplinary action. University employee manuals, handbooks, and rules include:

University employee manuals, handbooks, and rules include (cont.):

Student employees in positions of professional or academic authority who violate this policy may be subject to sanctions under the Standards of Conduct for Students (WAC 504-26).

6.0     Retaliation

Retaliation against any individual because that person has made a report or assisted with a report or investigation under this policy is prohibited and may constitute an independent basis for corrective or disciplinary action. Retaliation includes:

  • Threats;
  • Coercion; or
  • Any adverse action that impacts or is intended to impact the individual.

Retaliation is handled in accordance with the applicable employee manual, handbook, or rules, or the Standards of Conduct for Students, and may result in corrective or disciplinary action.

7.0     Resources and Related Policies

7.1     Resources

Questions or concerns regarding this policy, disclosures, or reports of noncompliance may be made to HRS; e-mail hrs@wsu.edu; telephone 509-335-4521.

7.2     Related Policies

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Revisions:  June 2024 (Rev. 629); June 2010 (Rev. 361); Jan. 2009 (Rev. 334); Jan. 2002 (Rev. 201); Oct. 1977 – new policy (Rev. 21).