The system
The Declaration of Interests (DoI) system has two parts:
- An online form for people to record their interests in different categories
- A Review and Manage app for reviewers that allows each interest to be reviewed and a mitigation recorded.
Together they form a complete historical record of what interests were declared, how they were mitigated and when this happened.
The process
1. Membership review
The Chair of the relevant committee or the Head of the relevant School, or their nominated delegate (such as a Secretary), will receive an email before the annual review cycle to check and amend the membership of their decision-making body in the 'Review and Manage' app. The membership review may also be requested at another time of the year to ensure committees are kept up to date.
2. Declaration
Heads of Institutions, plus members and regular attendees of the University’s principal, central decision-making bodies, are required to declare any personal, financial or other interests (and/or those of their close personal contacts) that constitute existing or potential conflicts with their University duties annually via the online declaration of interests (DoI) form. Declarations from the previous academic year are carried forward, so declarers just need to make any necessary amendments or additions to bring their record up-to-date.
3. Mitigation
Once all the declarers have completed the DoI form, their interests are listed for review on the 'Review and Manage' app by the Chair of the relevant committee or the Head of the relevant School, or their nominated delegate, such as a Secretary.
4. Confirmation
At the end of the annual update process when all the mitigations have been completed, a summary document (PDF) of their declared interests and the associated mitigating actions is sent to each declarer for information.
5. Updates
Declarations and associated mitigations from the previous year are carried forward, so reviewers just need to make any necessary amendments or additions to bring their register up-to-date.