AAU Handbook

Personal affiliation between manager and staff members

Rules pertaining to staff members with close personal affiliation

Published: 26.02.2018 (Last revised: 14.07.2020)

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Content

All staff members at Aalborg University are subject to a basic legal principle of disqualification. Further information on this subject is available in the Code of Conduct in the Public Sector, Chapter 5. The rules of disqualification are important in the decisions that a manager makes in relation to a staff member’s employment if there is a close personal affiliation between the manager and the staff member.

In addition, the fact that a manager and a subordinate staff member in the same workplace have a close personal relationship may affect the work environment, moreover, suspicions may arise that the staff member closely affiliated with the manager is the recipient of preferential treatment.

Therefore, no close personal affiliation must exist between a manager and staff members, who have an organisational reference relationship with the manager. This also applies in cases where there are several management levels between the manager and the subordinate staff member closely affiliated with the manager. For example, a dean's son cannot be employed as an administrative officer in a department affiliated with the faculty managed by the dean as this entails an organisational reference relationship. On the other hand, the dean's son may be employed in a department under another faculty.

Definition of close personal affiliation

Close personal affiliation means that the individual in question has a familial relationship with a person or that circumstances exist that may question the impartiality of the manager, for example, a close friendship.

Definition of management

Management means that personnel administration has been delegated to the individual in question in accordance with the Rector's scheme of delegation. In addition, management also includes the responsibility of conducting annual staff performance reviews and follow-up interviews in connection with staff absence.

Obligation to notify superior

Managers are under the obligation to notify their superior if a close personal affiliation with a subordinate staff member exists or arises. If the manager is in doubt as to his/her impartiality, the manager must inform his/her superior in order to settle the matter.

Organisational reference relationship

Should an organisational reference relationship arise between a manager and a subordinate staff member closely affiliated with the manager, e.g. due to promotion or reorganisation, the manager's superior is obligated to enter a written agreement with the parties involved, which, by finding a new position for one of the parties, ensures that there will no longer be an organisational reference relationship between the manager and the staff member with the close personal affiliation.

Close personal relationship

If a close personal relationship arises between a manager and a subordinate staff member, the manager's superior will look in to the possibility of finding a new position for one of the parties in order to ensure that no organisational reference relationship exists between the manager and the subordinate staff member. If it is not possible to find a new position for one of the parties, a decision is made on how to handle the specific situation. A possible solution could be an offer of outplacement assistance for one of the parties involved. If, after an agreed period of time, the party concerned is yet to find alternative employment and has terminated his/her position at Aalborg University, a dismissal case may be initiated.

Existing close personal relationship at the time the rule comes into force

If a close personal relationship between a manager and a subordinate staff member already exists at the time that this rule comes into force, the parties must inform the manager's superior. The manager's superior must enter a written agreement with the parties involved, which, by finding a new position for one of the parties, ensures that there will no longer be an organisational reference relationship between the manager and the staff member with the close personal affiliation. In special circumstances, the manager's superior may alternatively come to a specific agreement with the parties on how to deal with the challenges in relation to the rules of disqualification.

Origin, background and history

Approved by the Main Joint Consultation Committee 12 February 2020.

Purpose and delimitation

The following rule states the rules regarding staff members with close personal affiliation. 

Contact and responsibility

If you have any questions on the above, please contact Camilla Skjødt Jacobsen og Camilla Vinther Sørensen.

 

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