Senior UCL staff members must submit an annual declaration of interests each year through the ‘Manage Conflicts and Declare Interests’ system.
The submission year runs from 1 August to 31 July, so you should submit your declaration for this year by 31 July.
As senior staff (see definition below), you must submit a new declaration each year, even if your interests have not changed since your previous submission.
If you have no interests to declare, you must still make a submission through the system, stating ‘Nothing to declare’.
If your interests remain unchanged from last year, you should update your previous entry in the system to reflect this.
How to declare interests
Interests should be declared via the UCL Manage Conflicts and Declare Interests module.
Access this at www.ucl.ac.uk/myhr (you’ll need to be logged into the VPN or remote desktop if not on campus).
Read our guide on how to make or update your annual declaration of interests.
Definition of ‘senior staff' who need to make an annual declaration of interests
Those senior staff required to submit an annual declaration include:
- heads of divisions and departments
- everyone with a delegated authorisation limit of £75,000 or above
- everyone grade 10 or above
- the Provost, Vice-Provosts and Vice-Presidents
- members of the Provost’s senior management team
- directors of subsidiary companies of UCL
Responsibility for ensuring staff comply with the policy
The following are responsible for making sure staff within their faculty, division or department have made their annual declaration of interests:
- Deans of faculties
- Heads of division
- Heads of department
- Heads of Vice-Provosts offices
- Heads of professional services
What qualifies as an external interest
An external interest is where a member of staff is involved with any organisation or person not legally associated with UCL, where they have one of the following:
- a remunerated position
- an honorary position
- a material financial interest
- a consulting arrangement
Interests are categorised as:
- business positions (for example executive and non-executive directorships, partnerships, ancillary employment in other businesses)
- appointments (for example trustees in charitable organisations, school governors, appointments with a funding body or in other organisations)
- consultancies (whether through UCL Consultants or any other route)
- investments (shareholdings [including spinout companies] or beneficial interests in shareholdings, trusts/nominee companies, other assets or significant sources of income)
- gifts (for example reportable gifts such as substantial travel, hospitality or other forms of valuable benefit)
- other personal interests which could constitute a potential conflict of interest situation
All declarations will be treated in line with GDPR. They will not be shared beyond those who need to see the entry for oversight and management purposes.
Conflicts of interest: disclose these as they occur
In addition to making an annual declaration of interest, all staff must also disclose any conflicts of interest as and when they arise. Read our Disclosure of Conflict and Declaration of Interest Policy guidance for more details.
Help and support
For step-by-step guidance on using the system, download the Declaration of interests user guide (Word).
For help understanding UCL's Disclosure of Conflict and Declaration of Interest Policy, read our policy guidance or access the online training.
Queries about the system should be sent via RemedyForce.
General enquiries about the policy and process should be sent to firstname.lastname@example.org
If you do not have access to the ‘UCL Manage Conflicts and Declare Interests’ system via ucl.ac.uk/myhr (e.g. contractors and staff of UCL subsidiaries), please contact us via RemedyForce.