Close Personal Associations and Relationships Guidance - June 2026
In this section
- 1. Introduction
- 2. Scope
- 3. Principals
- 4. Roles and Responsibilities
- 5. Definition of Close Personal Associations / Relationships
- 6. Defining a Relevant Team or Establishment or Work Area
- 7. Recruitment and Appointment of Employees
- 8. Requirement to Disclose a Close Personal Association
- 9. Where there is a Relationship Between Applicant and Manager or Team Colleagues
- 10. Authority to Appoint
- 11. When Issues Cannot be Managed Effectively
- 12. When a Relationship Breaks Down
- 13. Conduct or Performance Issues
- 14. Close Personal Associations between an Employee and a Child / Young Person or Vulnerable Adult
- 15. Colleagues Affected by a Close Personal Association
- 16. Provision of References
- 17. Financial Regulations
- 18. Associations with Contractors or Potential Contractors
- 19. Failure to Disclose a Close Personal Association
- 20. Ensuring Equality of Opportunity
- APPENDIX 1 - Officers' Declaration of Personal Interests
- APPENDIX 2 - Relationship Protocol
4. Roles and Responsibilities
Line Managers will:
Deal promptly and sensitively with issues involving close personal associations / relationships at work.
Conduct matters involving close personal associations / relationships at work in a fair and reasonable way.
Maintain confidentiality where possible.
Deal with any matter requiring formal disciplinary action using the Disciplinary Procedure.
Employees will:
Ensure that any close personal associations / relationships at work do not interfere with or prejudice their employment.
If a close personal association / relationship at work interferes with or prejudices their employment s/he will co-operate under this procedure to resolve the situation.
Ensure that the declaration form is completed where appropriate (Appendix A).
Raise concerns with their line manager promptly.
HR Teams will:
Provide advice and guidance to Managers and employees relating to close personal associations / relationships at work.
Ensure consistency in the application of this policy and procedure.
Maintain confidential records in accordance with Data Protection Principles.