Part of the ASF policy framework, aligned with the equivalent PHIG policy. To raise a concern: see the ASF Complaints and Reporting Channel.
A conflict of interest is not wrong in itself; hiding it is. Every actual, potential or perceived conflict must be declared in writing before any decision is taken. Owner: Ethics Focal Point.
Definition: a situation where a personal, family, financial, professional or political interest could influence — or appear to influence — a decision made for ASF.
Situations that must be declared
| Area | Examples |
|---|---|
| Family and close relations | Hiring, supervising, evaluating or contracting a relative or partner |
| Business interests | Owning shares in, working for or advising a supplier, grantee or competitor |
| Industry funding | Payments, travel or gifts from pharmaceutical, supplement, medical device, food, alcohol or fitness companies |
| Research and publishing | Reviewing, editing or evaluating work by a close colleague, relative or someone you have a dispute with |
| Accreditation | Any role in preparing a facility that ASF’s partners later assess |
| Media | Commissioning or approving content about a product or company you have an interest in |
| Public roles | Advising a government body on a matter where ASF or you have an interest |
Interests connected to ASF’s own leadership
ASF works alongside organisations its leadership founded or leads, including the Public Health Institute of Georgia, the Georgian Medical Journal and the Sheni media network. These relationships are declared publicly on the ASF website and in every funding proposal. Any contract or payment between ASF and one of these organisations must be approved by a Board member with no interest in it and recorded in the conflict register.
Procedure
- Declare on the Conflict of Interest Disclosure Form (Annex B) on joining, every year by 31 January, and whenever a new conflict arises.
- Recuse from the discussion, decision and approval — do not attend that part of the meeting.
- Decide: the Ethics and Compliance Officer decides how to manage it within 10 working days: no action, safeguards, reassignment or ending the activity. Conflicts of the the Board Chair or a Board member are decided by the Chair; conflicts of the Chair by the other Board members.
- Record every declaration and decision in the confidential conflict register, kept for seven years.
Breaches
Failing to declare a conflict, or taking part in a decision while conflicted, is a disciplinary matter. Contracts entered into through an undeclared conflict may be cancelled and any loss recovered.