Aimez-vous Academy

Register

Conflict of Interest Policy

1. Introduction

Aimez-vous Academy is committed to ensuring integrity, transparency, and fairness in all aspects of our operations. This Conflict of Interest Policy outlines our approach to identifying, declaring, and managing conflicts to safeguard the quality of education and uphold regulatory requirements.

2. Purpose

This policy aims to protect the integrity of assessments, decision-making, and learner outcomes by managing actual, potential, or perceived conflicts of interest among staff, learners, and associates of the Academy.

3. Scope

This policy applies to:

  • All teaching, assessment, and administrative staff
  • Contractors and external consultants
  • Internal and external quality assurance personnel
  • All learners enrolled with Aimez-vous Academy

4. Definition of Conflict of Interest

A conflict of interest occurs when personal, financial, or professional interests could compromise or appear to compromise the objectivity of decisions or actions taken on behalf of Aimez-vous Academy.

Examples include:

  • Assessing or teaching a family member or close friend
  • Personal relationships affecting recruitment or learner grading
  • External work conflicting with academy responsibilities
  • Financial interests in the outcome of assessments or learner performance

5. Roles and Responsibilities

Director/Principal: Oversees conflict management and maintains the Conflict of Interest Register

Staff and Contractors: Must declare any conflicts or potential conflicts at the earliest opportunity

Internal Quality Assurer (IQA): Reviews declarations and implements mitigating actions where necessary

Learners: Are expected to declare any personal situations that may impact assessment or learning outcomes

6. Declaration Process

  • All conflicts must be declared in writing using the Conflict of Interest Declaration Form
  • Declarations are submitted to the Director or Centre Manager
  • Each case is reviewed individually, and appropriate steps are taken to manage the conflict
  • A central register is maintained for audit and quality assurance purposes

7. Management Measures

Where a conflict is declared, the Academy may take one or more of the following steps:

  • Reassigning assessors or tutors
  • Increasing internal verification or external moderation
  • Withdrawing individuals from certain responsibilities
  • Monitoring specific assessments more closely

8. Breaches of Policy

Failure to disclose a conflict of interest, or failure to comply with management instructions, may result in disciplinary action, which could include:

  • Verbal or written warnings
  • Termination of employment or contract
  • Notification to awarding organisations (e.g., Nqual) or regulatory bodies

9. Staff Training and Awareness

  • All staff receive induction training on this policy
  • Refresher training and reminders are issued annually
  • Managers are responsible for promoting a culture of transparency and accountability

10. Monitoring and Review

  • The Conflict of Interest Register is reviewed annually or as required
  • Any emerging risks or patterns are flagged to senior management
  • This policy is reviewed annually or following any significant incident or regulatory change

Date of Issue: 1st June 2025