Template: Conflict of interest disclosure in recruitment

Published

How to use this template

This template is a guide to assist APS Agencies develop templates and processes that meets their obligations under the Public Service Act 1999. The use of this template is not mandatory, it is designed to demonstrate the minimum information an agency should capture to ensure a conflict of interest in recruitment is documented and addressed in a way that is consistent with the merit principle. Agencies may decide to include additional information in their templates, depending on their internal policy requirements and agency priorities.

Overview

Agencies should require the completion of conflict of interest disclosures as part of their standard recruitment process. Conflicts should be declared before the panel reviews applications, or otherwise as soon as a conflict is identified. A conflict of interest form should be completed by any person who is part of a selection panel. Completion of a conflict of interest disclosures reduces the risk that conflicts aren’t identified and mitigated. Documentation should be retained on the recruitment file for the selection process.

Recruitment process details

Guidance note

This section should identify the recruitment process and individual making the declaration.

Section 1 – Details of Recruitment Process
Position/Reference Number: Group/Division:
Position Title: Classification:
Date vacancy notified:  
Section 2 – Selection panel member details
Name: Position title:
Classification: Role in selection process:
Section 3 – Type of conflict of interest

I declare an:

☐ actual
☐ perceived

conflict of interest in the recruitment process.
 

☐ I have no perceived or actual conflicts

Apparent conflicts could include:

  • family or friendship relationships with an applicant
  • family or friendship relationships between panel members
  • current or previous working relationship with a candidate, and
  • financial interests (either in an applicant or the outcome).
Section 4 – Conflict of interest details
Please provide brief details as to the nature of the conflict of interest:

 
Section 5 – Proposed management of the conflict of interest

Please provide brief details as to how you propose to mitigate the conflict of interest:

Guidance note

There are a number of ways the conflict of interest can be managed. It may be decided that the person should not be part of the selection process, or that they may not take part in the assessment of the applicant that the conflict of interest refers to. Alternatively the Chair or delegate may decide that the conflict of interest, once documented, will not impact on the selection process.

 
Section 6 – Selection Chair’s recommendation

Please provide a recommendation on management of the conflict of interest:

Guidance note

In this section the chair should document their recommendation and the reasoning. For example, the chair may note: After considering the information I recommend that Staff member X will remain on the selection panel but will not take part in the assessment of Applicant Y. If the chair is making the declaration, it considered directly by the delegate and this section is not applicable.
☐ Conflict has been declared to the selection panel.

Reason for the recommendation:
Name: Signature:
Date:  
Section 7 – Delegate’s Approval
I have reviewed the attached information regarding the above conflict of interest and endorse the recommendation of the Selection Chair.
Name: Signature:
Date:  

Guidance note

Some agencies may require a Branch Head or equivalent to sign off on a declaration of a conflict of interest. It’s best to check with your agency HR team on your agencies policies and arrangements.

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