CUASA Conflict of Interest Policy

Adopted on December 18, 2025

Approval Authority: CUASA Council

Overview

1. The purpose of the Conflict of Interest Policy is to ensure the proper handling of actual, perceived, or potential conflicts of interest in an effort to protect the integrity of the Association and to ensure that the membership’s trust and confidence is maintained.
2. CUASA has a responsibility to act in the best interests of the membership, and to maintain the integrity and reputation of the Association in its dealings with the University administration, students, staff, and the public. CUASA representatives are bound by the Association’s Constitution, Bylaws, and Policies, and hold a fiduciary responsibility to the Association. Representatives shall act fairly, equitably and ethically, and shall be aware of and conduct themselves so as to avoid conflicts of interest.

Scope

1. This policy applies to any CUASA member volunteering for, or acting on behalf of, the Association. This includes, but is not limited to, members of the Steering Committee, the Council, internal standing committees, or joint committees with the University.
2. This policy also applies to the Executive Director.

Definition and Examples of Conflict of Interest

1. Conflicts of interest – actual, potential, or perceived – include private or familial financial gain or advancement, professional interests, conflict of commitment, inappropriate relationships, improper use of information, receipt of gifts or gratuities, use of position to influence others, making decisions based on personal rather than institutional interests, and inappropriate use of Association resources.
2. A conflict of interest may arise in many circumstances, including:
   •  when the private interests of a Representative influence or may be seen to influence their decision-making on CUASA matters;
   • where there may be monetary advantage to a Representative;
   • where a Representative is directly involved in both sides of a transaction;
   • where a Representative has a close relationship with a person dealing with CUASA so that the true independence of that Representative may be challenged.

Policy and Procedures

1. CUASA representatives shall at all times:
   • maintain the highest standard of integrity;
   • act in good faith and in the best interests of the Association;
   • ensure that they loyally discharge their duties to the Association, including their fiduciary responsibilities;
   • be aware and vigilant of the need to avoid conflict of interest situations;
   • not use their position with the Association for personal gain;
   • not use resources of information of the Association for personal gain; and
   • avoid participation in or voting on any decision-making process in which they have a conflict of interest.
2. Whenever a potential conflict of interest arises, the person who is first aware of the situation shall immediately inform the President and the Executive Director, and the relevant party or parties (in writing, upon request) of the potential conflict, with the goal of resolving the matter in an open and collaborative manner.
3. Whenever a reasonable person looking at the relevant facts and circumstances of the particular case thinks that there is a real, sensible possibility of conflict, there is a duty to disclose the potential conflict.
4. The existence of an actual or potential conflict of interest does not preclude the involvement of the person in the situation in which the conflict has arisen or may arise, but it does mean that the conflict must be resolved. Resolution of a conflict is situation-specific and depends on the circumstances. Resolution options include refraining from voting, refraining from participation in discussion, or being absent from discussion.
5. If the President (or designate) determines that a conflict of interest exists, the President (or designate) shall determine the appropriate resolution of the conflict. Should the conflict involve the President, then the Steering Committee as a whole shall be empowered to determine the appropriate resolution.
6. Any disputes related to the implementation of this policy shall be referred to an Investigatory Council under the terms of the Member Conduct Policy.
7. The President shall maintain records of any disclosures of potential conflicts of interest, and any determinations and resolutions of conflicts of interest. The President may rely on the support of the Executive Director in maintaining said records.