How are conflict reviews conducted?
The graduate admission application asks Ohio University employees to disclose their employment status and provide the name and email address of their supervisor.
The Conflict of Interest Review includes input from multiple perspectives:
- The employee applicant answers questions about their university employment and any potential intersections between their work responsibilities and proposed academic program.
- The employee's supervisor receives an electronic form to assess whether the employee's job duties, reporting relationships, or workplace responsibilities could create an actual or perceived conflict with enrollment in the graduate program.
- The academic program completes a separate review addressing whether the employee's role may intersect with the program's faculty, students, admissions, advising, instruction, evaluation, or other academic activities.
The Graduate College collects and this information as part of the admission process, and Graduate Council members review and identify any actual or perceived conflicts of interest and determine whether they can be adequately mitigated. This review must be completed before an admission recommendation can be finalized and an offer of admission can be confirmed.
What is considered a conflict of interest?
A conflict of interest may exist when an employee's work responsibilities overlap with their academic role in a way that could influence, or appear to influence, academic decision-making, evaluation, supervision, or access to opportunities.
Does every employee application require Conflict of Interest Review?
Yes. All university employees applying for graduate admission are reviewed to determine whether dual employee/student status creates an actual or perceived conflict of interest.
Will a conflict of interest automatically prevent admission?
Not necessarily. Graduate Council evaluates whether a conflict exists and whether it can be mitigated.
What happens if Graduate Council identifies an unresolved conflict?
Graduate Council will solicit additional information from all parties to determine if resolution is possible. If an actual or perceived conflict cannot be adequately mitigated, admission may be denied.
How long does the review process take?
Graduate Council reviews employee applications on a monthly basis during the fall and spring semesters. Because this review occurs separately from academic admission review, employees should apply by the designated employee deadlines.
Can I be admitted before the conflict review is completed?
No. Admission cannot be finalized until the conflict review process is complete. During summer periods, temporary or provisional admission may be granted if timing prevents a full Graduate Council review before registration.
Can I enroll in a graduate program within my own department?
It depends on your role and responsibilities. Graduate Council will evaluate whether your employment relationship creates an actual or perceived conflict of interest.
An employee who has supervisory responsibility or authority to make decisions about financial resources of the program or unit housing the program cannot seek terminal degree in that program.
Can faculty members earn graduate degrees in programs where they teach or supervise students?
No.
Faculty members seeking master's degree or non-degree enrollment cannot enroll in a program where they teach or supervise students.
Faculty members seeking a terminal degree must enroll in a program outside the college in which they are employed.
Faculty can appeal for an exemption from the terminal degree receipt prohibition and/or enrollment prohibition by following the Faculty Grievance Committee procedures of the Faculty Handbook. This appeal should be complete and a decision rendered in writing to the Graduate College before an application is submitted. Conflict of Interest review will only be possible after the conclusion of an appeal.
Can senior administrators pursue a terminal degree from a program within their own college?
No. Senior administrators seeking a terminal degree must enroll in a program outside their employing college.
What happens if my employment duties change after I am admitted?
Employees should notify the Graduate College if their job responsibilities change in a way that may create a new conflict of interest. Additional review may be required.
Can my supervisor approve an exception to the conflict of interest policy?
No. Conflict determinations are made through the Graduate Council review process. Supervisory approval alone does not override Graduate Council requirements.
Is this review related to educational benefits?
No. Conflict of Interest Review is part of the graduate admission process. Educational benefits are administered separately through Human Resources and require a separate request process after admission.
Can I receive a graduate assistantship while employed by the university?
Benefit-eligible employees may not receive a graduate assistant tuition scholarship or stipend.
Can I be a full-time graduate student while working at Ohio University?
Generally no. Educational benefits policy limits enrollment during periods of employment, and faculty and staff are ordinarily expected to remain employees first rather than full-time students.
If my application is denied due to a conflict of interest, can I appeal?
Generally no. If additional mitigations can be identified, the review can be revisited by Graduate Council.
Why are employee application deadlines earlier than some program deadlines?
Employee applications require both academic review and Graduate Council conflict of interest review. Earlier deadlines provide sufficient time for all required reviews before the intended enrollment term.
How can a conflict of interest be mitigated?
When a potential conflict is identified, Graduate Council evaluates whether appropriate safeguards can separate the employee's university responsibilities from their role as a graduate student. Examples of mitigation strategies may include:
- Enrolling in a program outside the employee's department, school, or college.
- Removing the employee from supervisory, instructional, advising, admissions, or evaluative responsibilities involving the program in which they are seeking to enroll.
- Ensuring the employee is not taught, advised, mentored, or evaluated by individuals within their direct reporting line.
- Establishing alternative academic advisors, committee members, or evaluators.
- Implementing administrative reporting structures that maintain independence between the employee's work responsibilities and academic progression.
- Limiting access to information or decision-making authority that could create an unfair advantage or the appearance of preferential treatment.
Employees and their supervisors are encouraged to discuss possible areas of conflict and identify possible mitigations. These can be recorded on the Conflict of Interest form filled out by the supervisor.
Academic programs are encouraged to consider where an employee's work responsibilities might intersect with the desired academic program, and identify possible mitigations on the program's Conflict of Interest form.
Graduate Council reviews each situation individually. Some conflicts can be mitigated through these or similar measures, while others may be determined to be unresolvable. Admission cannot be approved when an actual or perceived conflict cannot be adequately mitigated.
What are examples of conflicts that may be difficult to mitigate?
Examples may include situations in which an employee:
- Teaches courses in the degree program they wish to enter.
- Serves on graduate committees within the program.
- Has authority over admissions, funding, curriculum, or academic decisions affecting the program.
- Would be supervised academically by an individual they supervise as an employee, or vice versa.
- Holds a leadership role that creates an ongoing conflict between employment responsibilities and student status.
In such cases, Graduate Council may determine that enrollment in a different program, department, or college is necessary, or that admission cannot be approved.
Who decides whether a mitigation plan is sufficient?
Graduate Council is responsible for determining whether an actual or perceived conflict exists and whether proposed mitigation measures adequately protect the integrity of both the academic and employment relationships. Each case is reviewed individually based on the applicant's specific employment duties and academic program.