For full details, please read the University of Newcastle’s Conflict of Interest Policy and Procedure.

You can also visit the Staff Code of Conduct SharePoint page for useful tools and resources for declaring and managing conflicts of interest.

Academic staff, professional staff HEW8+ and Council members are required to make an annual declaration of interests. These staff will receive an automated email and link to a survey called a Statement of Interests Declaration. In this form, staff will be asked a series of questions regarding their personal interests, outside work, and gifts and benefits and be directed to complete additional forms, including a Personal Interest Declaration, if required.

Personal interests that are required to be declared, include, but are not limited to:

1. sources of income from outside work;
2. interests (including shareholdings, bonds, or other beneficial or financial interests) and positions (such as directorships) in corporations, business ventures (such as a start-up company, spin-out company or partnership) or other organisations including, but not limited to, where the corporation, business venture or other organisation is conducting business with the University or is funding research at the University;
3. national and international academic appointments, including non-remunerated appointments, at academic and other organisations not affiliated with the University;
4. significant shareholdings of more than 5% of a company’s voting rights;
5. investments in real estate;
6. positions or membership in professional or business associations;
7. other beneficial interests which may, to a reasonable person, be considered relevant to the University;
8. relationships of a nature which give rise to an actual, perceived, or potential conflict of interest with a person's public duties or responsibilities at the University;
9. any of the above held by a close family member, partner, or significant other, or an associate which may, to a reasonable person, be considered relevant to the University; and
10. in the case of Researchers, any affiliation with any organisation or industry group that may be affected by their research.

A close family member includes, but is not limited to:

• your children
• your spouse or domestic partner
• children of your spouse or domestic partner
• dependants of you, and
• dependants of your spouse or domestic partner.

‘Children’ include step, adoptive, dependant, non-dependant, adult children and children not living at home (unless they are estranged).

‘Spouse or domestic partner’ includes married, de facto, civil union partnerships, but excludes separated or divorced spouses or partners.

‘Dependants’ are any family members who are financially supported by you or your spouse or domestic partner and may include elderly dependants or disabled family members.

Close family members excludes siblings, parents and other extended family, unless they may be expected to influence, or be influenced by, your dealings with the University of Newcastle or its controlled entities. This may arise where they are a dependant as defined above, living in your household or where you have shared business interests.

If you are unsure whether a person is a close family member under this definition, we strongly recommend you include their details in your declaration, for completeness.

An entity is controlled or jointly controlled typically when you and/or any close family members exercise effective control (whether singularly or combined) through the shareholding and/or voting power in the entity.

Examples of entities controlled or jointly controlled by you and/or any close family members could be:

• A company where you and/or close family members control more than 50% of the voting power
• A company where you have a 30% shareholding and your spouse has a 30% shareholding
• A company where you have a 40% shareholding and the remaining shareholding is widely dispersed
• A partnership of two people where your spouse is one of the partners
• A superannuation fund self-managed by you or your spouse (including through a corporate trustee)

Examples of entities not controlled or jointly controlled by you and/or any close family members could be:

• A company where you have a 25% shareholding and your spouse has a 5% shareholding
• A partnership of three people where your spouse is one of the partners
• A large consultancy practice with multiple partners where your son is a partner
• Blind trusts

Any paid work including:

• private consultancy or private practice related to professional or academic expertise
• clinical academic work (e.g. NSW Health) and/or
• unrelated work (e.g. refereeing, band member, online retail business)

Any directorships and board memberships whether paid or unpaid.

Any common academic work remunerated above $1,000, or that may impact on your teaching and research obligations at the University,or pose reputational risk for the University.

You will need to complete an Outside Work declaration and have it approved retrospectively by your manager.

Seek guidance from your manager or delegated officer to retain any gift or benefit, before using the gift or benefit.

If you are offered money, gift cards or gifts from students, you should politely decline and explain these gifts are prohibited under university policy. If you nonetheless receive these gifts, you should declare and discuss with HRS and your manager on how best to deal with the gift. Options might include donating the gift to a social club or social function.

You must complete a declaration as soon as reasonably practicable, but within 7 working days.