Florida International University
Guidelines for Employment of Intradepartmental Related Individuals
The employment of related individuals in the same department or unit is discouraged by university policy. All possibilities of
employment in other areas of the university should be pursued first. If none are available, then the vice president/or designee of the
Division of Human Resources, in conjunction with the vice president of the hiring department, or provost, will evaluate such a request
when the related individual possesses unique skills required to fill the position and/or skills that cannot be easily obtained in order to
meet the needs of the unit, department or project.
The following guidelines shall apply where two related individuals, as defined in Florida International University’s Division of Human
Resources Nepotism Policy, will be or are currently employed in the same department or unit:
Primary requirement
• The employee shall possess unique skills required to fill the position and/or skills that cannot be easily obtained to meet the
needs of a particular project.
Reporting Structure
• The employee shall not be under the direct or indirect supervision or control of a related individual.
• The employee shall report to a supervisor at a higher level than the related individual who is able to supervise and evaluate the
employee’s day to day responsibilities. For example, in the area of Contracts and Grants, if the related individual is a principal
investigator, the employee will report to a chair, dean/designee or center director.
Supervisor Responsibilities
• The employee’s supervisor shall make all decisions regarding salary, performance evaluations, promotions, university travel
and time-off.
• Joint university travel between the related individuals shall not be permitted unless it is critical for the completion of an
assignment. The travel authorization must clearly state that joint travel is being undertaken and must provide justification of its
criticality.
• The employee’s supervisor shall make decisions regarding expenditure of funds including, without limitation, the purchase of
capital equipment, directed at the related individual. In the area of Contracts and Grants, it shall be the supervisor’s
responsibility (with the assistance of the Office of Sponsored Research Administration) to become familiar with the grant’s
terms and conditions.
Monitoring
• The supervisor shall refer to the Division of Human Resources for further evaluation and follow up on any questions or
concerns raised by a faculty member, staff member or student regarding the work environment resulting from working in the
same unit, department or division with two or more related individuals.
• The Division of Human Resources shall solicit an evaluation, conducted by the employee’s supervisor, of the team’s working
environment when two or more individuals who are related work in the same unit, department or division. This evaluation will
be conducted at least annually and a copy of the results shall be forwarded to the vice president of the Division of Human
Resources.
• An evaluation may be initiated prior to the annual review as deemed appropriate by the university.
• In the area of Contracts and Grants, prior to the renewal of the grant or start of a new grant, approval of a Nepotism Disclosure
Form is required.
These guidelines do not negate the requirement of completing a Request to Employ a Related Individual Form or a Nepotism Disclosure
Form.
Any existing cases of related individuals employed in the same department or unit for which the Nepotism Disclosure Form was not
submitted for approval will require completion and approval of this form.