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Conflict of Interest Policy

1. Summary

This conflict of interest policy has been adopted by the Society of Land Referencers (the Society) to protect the interests of the Society and of those agents acting on its behalf.

 

Adopted by the board: 14 December 2022.

2. Purpose

The purpose of this policy is to protect the integrity of the Society of Land Referencers (the Society) decision-making process, to enable our members and stakeholders to have confidence in our integrity, and to protect the integrity and reputation of any Agents of the Society.

As a not-for-profit organisation, the Society of Land Referencers is administered and represented by members acting as Agents of the Society. The Society will strive to avoid any conflict of interest between the interests of the Society on the one hand, and personal, professional, and business interests on the other. This includes avoiding actual conflicts of interest as well as the perception of conflicts of interest.

In the regular course of fulfilling the Society’s objectives, Agents of the Society may have the opportunity to advance their own personal interests with or against the interests of the Society. Acting in such a manner is unacceptable and poses a risk to the reputation of the  Society and its ability to fulfil its objectives.

2. Definitions

  1. Agent: board members, directors, committee members or other third-parties in a position to act on behalf of the Society

  2. Financial Interest: The interest that any individual may have in the monetary transactions of the Society. In particular, any interest that could have a direct bearing on the financial gain/ loss of the said individual

3. Examples of Conflicts of Interest

  1. Any situation in which an Agent’s personal interests or responsibilities they owe to another body, may, or may appear to influence the Agent’s decision making

  2. An Agent who:

    1. is also on the committee of another organisation that is competing for the same funding

    2. has shares in a business that may be awarded a contract to do work or provide services for the Society

    3. is employed by an organisation which is registered to deliver end-point assessment (EPA) for the Level 4 Land Referencer apprenticeship standard

    4. is employed by an organisation which is registered as an apprenticeship training provider for the Level 4 Land Referencer apprenticeship standard

    5. is employed by an organisation associated with another organisation that offers apprenticeship training or end-point assessment

    6. has a financial or other personal interest in the outcome of the external quality assurance (EQA) activity for the Level 4 Land Referencer apprenticeship standard

    7. is employed by an organisation providing end point assessment (EPA) services for the Level 4 Land Referencer apprenticeship standard

    8. receives any kind of monetary payment, non-monetary gift or incentive (including hospitality) from any organisation due to have external quality assurance (EQA) activity carried out

    9. is canvassing, or negotiating with any person with a view to entering into any of the arrangements outlined above

    10. has a member of their family (including unmarried partners) who fall into any of the categories outlined above

    11. is involved in the development of the standard

    12. is employed by an end-point assessment organisation’s (EPAO’s) competitor

    13. is teaching on a course created by another EPAO or an awarding organisation

    14. has connections with assessors carrying out EPA for a particular standard

    15. has any personal, professional or financial connection with an apprentice who is currently in training with any of the training providers that are due to have EQA activity carried out

4. Procedure

1. Disclosure

Upon appointment each Agent will make a full, written disclosure of interests, such as relationships, and posts held, that could potentially result in a conflict of interest. This written disclosure will be kept on file and will be updated as appropriate.

 

In the course of meetings or activities, Agents will disclose any interests in a transaction or decision where there may be a conflict between the Society’s best interests and the Agent’s best interests or a conflict between the best interests of two organisations that the Agent is involved with.

 

After disclosure, I understand that I may be asked to leave the room for the discussion and may not be able to take part in the decision depending on the judgement of the other committee members present at the time. Any such disclosure and the subsequent actions taken will be noted in the minutes.

2. Investigating potential conflicts:

When a possible conflict of interest arises, the board of directors will collect all of the pertinent information and may question any concerned parties. If the board determines that a conflict exists, steps will be taken to address the conflict. If no conflict exists, the inquiry may be documented but no further action will be taken.

3. Addressing conflicts of interest:

​When an actual conflict of interest is found, any transactions that may have been affected will be reviewed retroactively. Affected parties both within and outside of the business, including shareholders, directors, employees, and contractors will be notified. An investigation will also be conducted by the board of directors to determine the extent of the conflict and the intentions of the parties involved.

 

If the conflict in question involves a member or members of the board of directors, such a member will be excused from the deliberations.

Our published Conflict of Interest Policy can be found here.

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