Conflict of Interest Policy
Not A Phase Conflict of Interest Policy
Not A Phase is committed to ensuring that all decisions and actions taken by its trustees, staff, and volunteers are free from conflicts of interest. This policy outlines how to identify and manage conflicts of interest to ensure transparency and integrity in all our activities.
The purpose of this policy is to:
- Protect the integrity of Not A Phase’s decision-making process.
- Enable stakeholders to have confidence in our integrity.
- Protect the integrity and reputation of trustees, staff, and volunteers.
This policy applies to all trustees, staff, and volunteers of Not A Phase.
Definitions
- Conflict of Interest: A situation in which a person has a private or personal interest sufficient to appear to influence the objective exercise of their official duties.
• Personal Interest: Includes direct interests as well as those of family, friends, or other organisations a person may be involved with or have an interest in.
Identifying Conflicts of Interest
All trustees, staff, and volunteers must declare any potential or actual conflicts of interest. This includes:
- Completing a declaration of interest form upon appointment and annually thereafter.
• Declaring any potential or actual conflicts of interest as soon as they arise.
Managing Conflicts of Interest
When a conflict of interest is identified:
- It must be recorded in the minutes of the meeting where the conflict arises.
- The individual with the conflict should not participate in any discussions or decisions where the conflict exists.
- If necessary, the individual may be asked to leave the meeting while the matter is being discussed.
• The conflict must be documented in the charity’s conflict of interest register.
Procedures for Handling Conflicts
- At Meetings: If a conflict of interest arises during a meeting, the individual must declare the nature of the conflict immediately and withdraw from the discussion and decision-making process.
- Outside of Meetings: If a conflict of interest arises outside of a meeting, the individual must declare it to the Chair or relevant senior manager as soon as possible. The Chair or manager will then decide how to handle the situation.
Breaches of this Policy
Failure to disclose a conflict of interest may result in disciplinary action. Trustees, staff, and volunteers who breach this policy may be subject to removal from their position within the organisation.
Review and Monitoring
This policy will be reviewed annually and updated as necessary to ensure it remains relevant and effective.
Contact Information
For further information or to report a conflict of interest, please contact:
• Conflict of Interest Officer: Dee Humphreys: dee@notaphase.org