1. Policy Statement
Family Promise of Puget Sound (FPOPS) is committed to maintaining a fair, ethical, and professional work environment free from actual or perceived conflicts of interest and favoritism. This policy addresses the employment of relatives and individuals with close personal relationships to ensure that all employment decisions, including hiring, promotion, supervision, and compensation, are based solely on merit, qualifications, and the best interests of the organization. Our aim is to prevent situations where personal relationships could undermine objectivity, create unfair advantages, or lead to conflicts of interest.
2. Purpose
The purpose of this policy is to:
* Ensure fair and equitable treatment of all applicants and employees.
* Prevent conflicts of interest or the appearance of conflicts of interest.
* Maintain objectivity and impartiality in all employment-related decisions.
* Foster a professional work environment free from favoritism.
* Protect the integrity and reputation of Family Promise of Puget Sound.
* Comply with all applicable laws and regulations.
3. Scope
This policy applies to all paid employees, unpaid staff, volunteers, and board members of Family Promise of Puget Sound. It covers all employment-related decisions, including recruitment, hiring, transfers, promotions, compensation, performance evaluations, disciplinary actions, and termination.
4. Guiding Principles
* Fairness and Equity: All employment decisions will be made based on qualifications, performance, and the needs of the organization, without regard to personal relationships.
* Objectivity: Decisions will be free from personal bias or the appearance of bias.
* Integrity: Uphold the highest standards of integrity in all employment practices.
* Transparency: Processes for addressing potential nepotism will be clear and communicated.
* Accountability: Individuals are accountable for adhering to this policy and disclosing relevant relationships.
5. Definitions
* Relative: For the purpose of this policy, a relative includes, but is not limited to, spouse, domestic partner, child (natural, adopted, foster, or step), parent (natural, adoptive, foster, or step), sibling (natural, adoptive, foster, or step), grandparent, grandchild, aunt, uncle, niece, nephew, and first cousin. This also includes individuals related by marriage (e.g., in-laws).
* Close Personal Relationship: A relationship that is not familial but involves a significant personal bond or a financial interdependence that could reasonably be perceived as influencing objective decision-making (e.g., romantic partners, fiancés, roommates, close friends, or business partners).
* Employment Decision: Any decision related to an individual’s employment, including hiring, promotion, transfer, compensation, performance evaluation, disciplinary action, and termination.
6. Policy Guidelines and Procedures
6.1. Prohibited Reporting Relationships
* Direct Supervision Prohibited: No employee shall directly supervise, or be directly supervised by, a relative or an individual with whom they have a close personal relationship. This includes direct reporting lines, as well as situations where one individual has direct influence over the other’s employment terms, conditions, or performance.
* Indirect Influence: Even where direct supervision is not present, FPOPS will strive to avoid situations where a relative or individual with a close personal relationship holds a position that could exert undue influence over employment decisions affecting the other (e.g., involvement in compensation reviews, promotion decisions, or disciplinary actions).
6.2. Hiring and Recruitment
* No Direct Hiring of Relatives/Close Relationships: Relatives or individuals with close personal relationships to current FPOPS employees, volunteers, or board members are generally not eligible for employment in positions where a direct or indirect reporting relationship would exist, or where one individual would have significant influence over the other’s employment.
* Fair Consideration: If a relative or individual with a close personal relationship applies for a position where no prohibited reporting relationship or undue influence would exist, their application will be considered solely on merit and qualifications, following the standard Recruiting and Hiring Policy (FPPS-RH-001). The relationship must be disclosed during the application process.
* Recusal from Hiring Process: Employees, volunteers, or board members who have a relative or close personal relationship applying for a position must recuse themselves from any involvement in the recruitment, interviewing, or hiring decision process for that position.
6.3. Existing Relationships
* If a relationship (familial or close personal) develops between employees that would create a prohibited reporting relationship or conflict of interest under this policy, the individuals involved must immediately disclose the relationship to their supervisor or the CEO.
* FPOPS will work to resolve such situations promptly, which may involve:
* Reassigning one or both employees to different departments or positions.
* Adjusting reporting structures.
* Other appropriate measures to eliminate the conflict or appearance of conflict.
* If a suitable resolution cannot be found, one or both employees may be required to seek alternative employment.
6.4. Disclosure Requirements
* All employees, volunteers, and board members must promptly disclose any existing or newly formed familial or close personal relationships that could potentially create a conflict of interest under this policy to their immediate supervisor or the CEO.
* Job applicants are required to disclose any such relationships with current FPOPS employees, volunteers, or board members during the application process.
7. Consequences of Violations
Failure to comply with this Nepotism Policy, including failure to disclose a relationship or attempting to influence employment decisions based on a personal relationship, may result in disciplinary action, up to and including:
* Verbal or written warning.
* Reassignment or transfer.
* Demotion.
* Termination of employment or service.
The severity of disciplinary action will depend on the nature and severity of the violation and any prior incidents.
8. Responsibilities
* All Employees, Volunteers, and Board Members: Responsible for understanding and adhering to this policy, and for promptly disclosing any relationships that may fall under its scope.
* Hiring Managers and Supervisors: Responsible for ensuring compliance with this policy in all hiring and management decisions, for identifying potential conflicts, and for consulting with the CEO/HR when relationships are disclosed.
* CEO/HR: Responsible for the overall administration, interpretation, and enforcement of this policy, for reviewing disclosed relationships, and for determining appropriate resolutions.
* Board of Directors: Responsible for ensuring the CEO adheres to this policy and for addressing any potential conflicts involving board members.
9. Policy Review and Revision
This policy will be reviewed annually by the CEO and Board of Directors, or more frequently as needed, to ensure its continued effectiveness, relevance, and alignment with organizational needs, best practices, and legal requirements. Any revisions will be communicated to all relevant personnel.