Conflict of Interest (COI) Policy

Purpose

The purpose of this policy is to protect the integrity, transparency, and impartiality of the UK Organization for Biotechnology and Computational Science (UKABCS). It ensures that all decisions relating to grant-making, partnerships, and governance are free from undue influence or bias arising from personal, financial, or professional interests.

Scope

This policy applies to:

• Trustees and members of the Board
• Advisory Board members
• Staff and volunteers involved in grant-making or partnership decisions
• Peer reviewers and external evaluators
• Any other individuals engaged in UKABCS governance or decision-making processes

Definition of Conflict of Interest

A conflict of interest occurs when an individual’s personal, financial, or professional interests could improperly influence—or appear to influence—the impartial performance of their responsibilities at UKABCS.Examples include, but are not limited to:

• Financial interests in applicant organizations or partner entities
• Professional collaborations with applicants or partners under review
• Supervisory or mentoring relationships with applicants
• Family or close personal relationships with applicants or beneficiaries
• Any situation where impartiality could reasonably be questioned

Disclosure Requirements

• All individuals covered by this policy must complete a Conflict of Interest Declaration upon joining their role and update it annually.
• Conflicts must also be disclosed ad hoc, as soon as they arise in relation to a specific decision, grant, or partnership.
• Declarations will be recorded in a Register of Interests, maintained by UKABCS and subject to review by the Board of Trustees.

Management of Conflicts

When a potential conflict is declared:

• The individual must recuse themselves from deliberation, review, or decision-making on the relevant matter.
• The chairperson or designated officer will ensure that the conflict is documented and that the individual has no undue influence over the outcome.
• In cases of uncertainty, the Board of Trustees will determine whether a conflict exists and the appropriate mitigation measures.

Confidentiality and Transparency

• All disclosures will be treated confidentially but managed transparently to ensure trust in the process.
• Summaries of COI management practices may be included in annual governance reports.
• Records will be maintained for audit purposes and may be shared with funders such as UKRI to demonstrate compliance.

Consequences of Non-Compliance

Failure to declare a conflict of interest may result in:

• Removal from decision-making responsibilities
• Disciplinary action (for staff or volunteers)
• Termination of role or contract (for reviewers or advisors)
• Reporting to relevant regulatory or professional bodies where appropriate

Review and Updates

This policy will be reviewed regularly and updated in line with international best practices, charity governance standards, and requirements from UKRI and other research funders.