Accessibility statement

Procedures for declaration of interests

The University operates two routes for the declaration of interests:

  • A centrally-held Register of Interests. All staff involved in significant decision making on behalf of the University must make an annual electronic return to this Register (including in the form of a ‘nil return’ if applicable). See the tab below for further details.
  • Any other staff who have relevant interests to declare should do so via a locally held departmental/professional service register. For this group of staff, only those who have interests to declare are expected to submit a return.

Formally declaring an interest does not necessarily mean that any potential or actual conflicts of interest have been satisfactorily addressed.

Any potential or actual conflicts of interest must be actively managed on a case by case basis in line with the University’s Policy on Declaring Interests, Managing Conflicts of Interest, and Gifts and Hospitality, in order to protect your good standing as an individual, and the integrity of the University’s activities.

Central Register of Interests

Central Register of Interests

The following staff must make an annual electronic return to the University’s Central Register of Interests, managed by the Governance and Assurance Office:

  • Heads of Department (Academic and Professional Support) and their senior decision making teams*
  • Operations Managers
  • Members of University Committees (Council, Senate, UEB and their subcommittees)  
  • Members of staff who are on the board of directors or who act as company secretary for wholly or majority owned subsidiary companies or joint ventures
  • Staff who in their normal role are involved in negotiating or have a material influence on, or have access to, highly sensitive and commercial information (including contracts for goods or services) or partnerships on behalf of the University (eg Finance, Procurement, Legal Services, OPPA).*

*Precise details to be confirmed at departmental level

There is an option within the pro-forma to record a ‘nil return’ as necessary.

Your department/professional service will circulate the annual request for returns to you at the start of the academic year, including a link to the online proforma, and confirm the roles which need to complete a declaration. If you are taking up one of these roles part way through an academic year you will need to complete or update your return at this point, and you should receive a reminder to do so from your department/professional service or the relevant Committee secretary. Council and UEB members will be notified separately by the Governance and Assurance Office.

You are asked to complete your return by the end of October for the academic year in question.

Please ensure that your record is kept up to date by reporting any substantive additions or alterations promptly. To do this, you will need to make a new entry to the Register. The link to this year's proforma is available from your departmental admin team, or via the Governance and Assurance Office. Please complete Section 1 of the form in full, and then just note your changes as appropriate in the subsequent sections: there is no need to fill out the whole thing again.

In addition to completing a declaration, if you have any interests which raise concerns, you should inform the person/people responsible for oversight of the relevant area, so that they are aware. You are asked to confirm that you’ve done this as part of your annual return. Should any conflicts of interest arise on the ground, these should be actively managed in line with the University’s policy.

Local registers

Local registers

Your department/professional service will keep a local register to record declarations from members of staff who do not fall within the core group reporting to the central Register, but have interests to declare. Please ask your administration team for details.

In addition to completing a declaration, if you have any interests which raise concerns, you should inform the person/people responsible for oversight of the relevant area, so that they are aware. Should any conflicts of interest arise on the ground, these should be actively managed in line with the University’s policy.

Please ensure that your record is kept up to date by reporting any substantive additions or alterations promptly.

What do I need to declare?

What do I need to declare?

An individual’s ‘interests’ are defined as any activity or association which has a potential or actual bearing on matters relating to the business and activity of the University. They include both the direct interests of the person employed by or appointed to act on behalf of the University, and those of their family, partner or spouse and close personal friends, or other internal or external associates. Interests may be financial or non-financial in nature.

  • A financial interest refers to anything of non-trivial monetary value, including but not limited to: pay, commission, consultancy, equity interest, forgiveness of debt, property, licensing income, honoraria.
  • A non-financial interest refers to any benefit or advantage including but not limited to: potential enhancement of an individual’s career, education or professional reputation, access to privileged information or facilities and property, Intellectual Property rights.

All pecuniary, family or other personal interests which have a potential or actual bearing on matters relating to the business and activity of the University, including its subsidiary companies or joint ventures, must be declared. The form itself provides prompts on the information to be provided, and the table below indicates the sort of information you should be including as relevant to your situation.

All required information must be provided in full. Declarations should describe the interest clearly, and where it carries financial interests, state whether these are direct or indirect. However, where a member or officer wishes to disclose the existence of an interest but is prevented on contractual or other grounds from disclosing specific information, they may choose to declare the broad category and nature of interest without necessarily naming the body or company concerned.

Category of Interest

Information to be disclosed

Paid employment

Nature of employer and position held

Self-employment

Nature of business

Directorship of commercial companies, including University subsidiaries

Names of companies

Significant share holdings

Names of companies in which the corporation member owns 5 per cent or more of the issued share capital

Investments in University subsidiary companies

Name of company and extent of investment and/or shareholding

Elected office

Name of authority and office held

Trusteeships or participation in the management of charities and other voluntary bodies

Name of body and nature of office held

Public appointments (paid or unpaid)

Name of body and office held

Membership of professional bodies

Name of body

Interests which may influence University procurement decisions

Name of relevant supplier(s) and name of any relevant staff members involved

Consultancy undertaken as a private individual

Organisation name, nature or the relationship and indication of whether paid or unpaid

Family members, friends or close associates who are University of York employees or students

Names and details (including current, former or known future employees or students)

Advice

Dr Alice Wakely
Senior Governance and Assurance Officer

Supporting information