Disclose a conflict of interest
This guide tells you how to disclose an actual, potential or perceived conflict of interest.
Before you start
All staff are required to disclose any actual, potential or perceived conflict of interest. To help you understand what a conflict is you can:
You’ll need to be logged into the VPN or remote desktop (if not on campus).
You may find it helpful to download the system guide and have it open while you making your disclosure.
- 1. Access the system
Access the ‘UCL Manage Conflicts and Declare Interests’ system.
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Log into www.ucl.ac.uk/myhr using your UCL credentials.
Select the Menu button in the top left-hand corner. From your list of options, select ‘UCL Manage Conflicts and Declare Interests’ then ‘Disclosure of Conflicts’.
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- 2. Add details of the new conflict
Enter details about the conflict. You can save and return to add more details before you submit.
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- Select ‘Disclose New Conflict’.
- Add as much information as possible:
a) Select a ‘Start Date’ and ‘End Date’. Even if the conflict is long-running and open ended, an end date must be provided. (A notification will be sent out when the end date is approaching and you'll be able to extend the end date if required.)
b) Select the magnifying glass for ‘Conflict type’ to use the search function. To see all options, ensure that the search box is blank and click ‘Go’. Select the appropriate type of interest from the list.
c) Enter a description of the conflict in the ‘Description of Conflict’ field.
d) Enter any suggested actions to manage the conflict in the ‘Conflict Management Suggestions’ field.
e) For ‘Reviewer’ you should select your Head of Department, or the next relevant level of authority. - Select ‘Save’
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- 3. Submit the new conflict
Once you have added all the details and selected a reviewer you can submit the conflict.
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- If you are not already editing the new conflict, click to ‘Review/Update’ it from the list of conflicts.
- Check the information is accurate and select ‘Submit’ in the top right corner.
- A pop up confirmation box will appear. Select ‘Yes’ to submit the conflict.
- 4. Agree a conflict management plan if necessary
If your reviewer determines that there is a conflict, they’ll contact you about developing and agreeing a plan for managing the conflict.
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After your conflict has been reviewed, the reviewer will either:
- ask you for additional information to help decide if there is a conflict
- close the conflict because they’ve determined there is no conflict
- contact you about creating a conflict management plan, if they determine there is a conflict
If the reviewer determines there is a conflict, a conflict management plan must be put in place before they can approve the conflict. The reviewer will work with you to agree a plan and upload it into the system. They may also add a review date for the plan.
If a management plan cannot be agreed, you’ll need to stop the activity from which the conflict arises.
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