Conflict of Interest Policy
Submitters Collective is committed to conducting its activities with integrity, transparency, accountability, and in the best interests of the organization and the communities it serves.
This Conflict of Interest Policy is intended to help identify, disclose, and appropriately manage situations where personal, financial, professional, or other interests could conflict, or appear to conflict, with the interests of Submitters Collective.
1. Purpose
The purpose of this policy is to:
- Protect the integrity and reputation of Submitters Collective.
- Ensure decisions are made in the best interests of the organization.
- Identify potential or actual conflicts of interest.
- Encourage timely disclosure of conflicts.
- Establish a fair process for reviewing and managing conflicts.
2. Who This Policy Applies To
This policy applies to individuals involved in the management, governance, or activities of Submitters Collective, including:
- Board members
- Officers
- Directors
- Employees
- Volunteers
- Committee members
- Key representatives
- Other individuals who have significant decision-making responsibilities
3. What Is a Conflict of Interest?
A conflict of interest may occur when an individual’s personal, financial, family, business, or professional interests could influence—or appear to influence—their ability to make objective decisions on behalf of Submitters Collective.
Examples may include:
- Having a financial interest in a company doing business with Submitters Collective.
- Participating in a decision that could provide a personal financial benefit.
- Using organizational information or resources for personal benefit.
- Awarding a contract to a family member or closely associated business.
- Receiving gifts or benefits that could influence organizational decisions.
A conflict does not necessarily mean that improper conduct has occurred. The purpose of disclosure is to ensure that potential conflicts can be reviewed and appropriately managed.
4. Disclosure of Conflicts
Individuals covered by this policy are expected to promptly disclose any actual, potential, or perceived conflict of interest.
Disclosures should be made to the appropriate organizational leadership or governing body.
When appropriate, individuals may be asked to complete a conflict-of-interest disclosure form periodically.
5. Review and Management
When a conflict is disclosed, Submitters Collective may review the circumstances and determine appropriate steps to protect the organization’s interests.
Depending on the situation, appropriate measures may include:
- Requiring the individual to provide additional information.
- Removing the individual from discussions involving the conflict.
- Requiring the individual to abstain from voting or decision-making.
- Assigning the decision to individuals without a conflict.
- Declining or modifying a proposed transaction.
- Taking other reasonable steps to address the conflict.
6. Financial Interests
Individuals covered by this policy should disclose significant financial interests that could reasonably affect their judgment when acting on behalf of Submitters Collective.
Transactions involving individuals with a financial interest should be reviewed carefully to ensure that they are fair, reasonable, and in the best interests of Submitters Collective.
7. Gifts and Favors
Individuals should not accept gifts, payments, favors, discounts, or other benefits that could improperly influence—or appear to influence—their decisions on behalf of Submitters Collective.
Reasonable and customary items of nominal value may be accepted when appropriate and permitted by applicable law and organizational policy.
8. Confidential Information
Confidential information obtained through involvement with Submitters Collective must not be used for personal benefit or for the benefit of another individual or organization.
Individuals are expected to protect confidential organizational, donor, financial, and operational information.
9. Personal and Family Relationships
Individuals should disclose relationships that could create an actual, potential, or perceived conflict of interest.
Submitters Collective may take appropriate steps to ensure that personal or family relationships do not improperly influence organizational decisions.
10. Records
Submitters Collective may maintain appropriate records of disclosed conflicts and the actions taken to manage them.
Such records will be handled in accordance with applicable privacy requirements and organizational policies.
11. Compliance
Individuals covered by this policy are expected to act honestly, responsibly, and in the best interests of Submitters Collective.
Failure to disclose a material conflict or intentionally violating this policy may result in appropriate corrective action.
12. Questions
Questions regarding this Conflict of Interest Policy should be directed to:
Submitters Collective
Email: info@submitterscollective.org
13. Policy Review
Submitters Collective may periodically review and update this policy to ensure that it remains appropriate for the organization’s activities and applicable legal requirements.