Nepotism Policy for Extramural Grants & Contracts

UW-La Crosse ensures that campus practices do not create situations such as conflicts of interest or favoritism. This extends to practices that involve employee hiring, promotion and transfer. Close relatives (e.g., spouses, father-in-law, mother-in-law, grandfather, grandmother, son, son-in-law, daughter, daughter-in-law, uncle, aunt, nephew, niece, brother, sister, brother-in-law, sister, sister-in-law, step relatives, and cousins), domestic partners, those in a dating relationships, or members of the same household are not permitted to be in positions that have a reporting responsibility to each other.

This policy specifically addresses nepotism transparency, disclosure, and reporting requirements related to extramural grants and contracts. These requirements are established in addition to UWL’s institutional standards outlined in UWL HR's nepotism policy.

Special cases may occur where a project proposed for extramural funding requires the PI to create a team with special skills to fulfill the work of the award, and the best qualified personnel may be a close relative with specific professional expertise (e.g., credentials, knowledge, or skills) that is not readily available. In such cases, with advance campus review and approval prior to submitting the extramural proposal, terms and conditions may be outlined that would allow a short-term employment or project commitment of a close relative with campus oversight. It is expected that these cases would be rare and determined on a case-by-case review.

To initiate review of such a request, the PI is responsible for completing the following steps prior to proposal submission, and in accordance with the UWL grant submission timeline requirements:

  1. Complete and sign the Grant/Contract Nepotism Disclosure & Special Personnel Request Form.
    1. If the requested personnel is a close relative of a co-PI/PD, the co-PI/PD must also sign the form.
  2. Submit the form with the application narrative, budget, and budget justification to the HR or Risk Management representative (as appropriate) and ORSP representative.
    1. For requested personnel who are current or proposed new UWL employees, an HR representative signature is required. For requested personnel who are external collaborators or consultants, a Risk Management representative signature is required.
  3. Follow-up to ensure the form is signed by all representatives and submitted to ORSP before proposal submission. 

The form will be retained in ORSP as part of the complete application file according to UW System and UWL record retention policies.