► Conflict of interest policy

The Advice & Representation Centre aims to support all Sussex & BSMS students on an equal, impartial basis. Every effort is made to provide full access tithe service. There are certain circumstances where the Advice & Representation Centre will withdraw/refuse access. One of these is where a conflict of interest is identified. The others are detailed in the withdrawal and refusal of service policy.

In this policy references to ‘Advice & Representation Centre staff’ and ‘advice worker’ refer to all Advice & Representation Centre staff, the Education Officer and Welfare Officer unless otherwise stated.

A conflict of interest may arise for two reasons:

1. A student approaches the Advice & Representation Centre regarding a matter, which the Advice & Representation Centre Manager believes the service cannot deal with in an impartial manner.  For example, they may be complaining about a member of staff who works closely with theAdvice & Representation Centre, or wish to undertake a course of action that would be damaging to the services provided by the University of Sussex Students’ Union.

The Advice & Representation Centre makes every effort to remain impartial in all matters but in these circumstances it should explain to the client that there could be a perceived conflict of interest and give them the option of alternative and appropriate support.

In addition the established Advice & Representation Centre staff who provide advice (namely the Advice & Representation Centre Manager, the Money Adviser and Generalist Advisers) will only provide information about the complaints procedure to students wishing to make a complaint about any aspect of the University’s provision, rather than advice and/or representation. This is because these staff are University employees and therefore there could be a perceived conflict of interest.

In such circumstances the student will be referred to the Education or Welfare Officer (as appropriate to the nature of the complaint) for advice and/or representation.

2. Students often approach the Advice & Representation Centre regarding disputes with other students. In these circumstances it is inappropriate for the Advice & Representation Centre to advise/represent both parties involved in the dispute.

The Advice & Representation Centre will operate on a first come first served approach and offer the second party information regarding a range of alternative services which can act on their behalf.

In order to identify a potential conflict of interest and avoid breaches of confidentiality, the following procedure will be used:

i) Where a student approaches the service and a potential conflict of interest is identified this will be explained to the student.  They will be given the choice of continuing to use the service, with it being explained to them that doing so may lead to a breach of confidentiality if the other party approaches the service.  The decision to continue using the service constitutes an explicit acceptance of a breach of a client's confidentiality in these circumstances.
  
They will be given the alternative option of a referral to a range of appropriate services who can assist them.  It will be made clear that this option will not involve any breach of confidentiality.

ii) Where a student approaches the Advice & Representation Centre and it is identified that they are the other party or parties to approach the service regarding a dispute, our actions will depend on the decision of the first party.  They will either be offered alternative support or advised as normal, with no mention made of the first parties' use of the service, if the first party chose alternative support to avoid a breach of confidentiality.

iii) In the event that a conflict of interest is not immediately identified, then upon doing so the first party will be contacted as soon as possible.  It will be explained to them that a potential conflict of interest has been identified, but no mention will be made of the second party approaching the service.  The procedure in sections i) and ii) will then be followed.

The Advice & Representation Centre has a reciprocal agreement with the University of Brighton Students’ Union that in both the circumstances outlined above, our two services will be available to each other as an alternative independent source of support. Where appropriate details of other services will also be given to students.

This policy should be made available to all students involved in a conflict of interest. Advice & Representation Centre staff members will be introduced to it via induction and training.