Policy on Intimate Personal Relationships and Conflicts of Interest
Applies to Employees, Contractors, Student Ambassadors, and Residents
1. Purpose
This policy establishes expectations and procedures for managing intimate personal relationships that may create actual, potential, or perceived conflicts of interest within our student living community. Yugo aims to ensure:
A safe, respectful environment for residents
Professional boundaries between employees, student ambassadors, and residents
Transparency and fairness in decision-making
Protection from power imbalances, coercion, or perceived preferential treatment
2. Scope
This policy applies to:
All employees and contractors
All student ambassadors and peer leaders
All residents living in the community
Any person in a position of trust or authority within the residence
It covers intimate personal relationships including dating, sexual relationships, domestic partnerships, and any relationship that may reasonably give rise to a conflict of interest.
3. Definitions
Intimate Personal Relationship
A romantic, sexual, or domestic relationship that goes beyond a casual friendship or professional interaction.
Conflict of Interest
Any situation where personal interests could improperly influence—or appear to influence—professional judgement, decision-making, or access to benefits, opportunities, or information.
Power Imbalance
A relationship dynamic where one party has authority, influence, or access to information that could affect the other’s wellbeing, safety, privileges, or housing experience.
4. Policy Statements
4.1 Employees and Student Ambassadors
Employees and student ambassadors must not enter, pursue, or continue intimate personal relationships with residents where a power imbalance exists, including but not limited to:
Supervisory, disciplinary, supportive, or mentoring responsibilities
Access to confidential information affecting the resident
Influence over room allocation, services, opportunities, or student ambassador selection
Roles that may impact the resident’s housing experience
Where a relationship has formed or previously existed, it must be disclosed immediately using the Conflict of Interest Disclosure Form.
4.2 Resident-to-Resident Relationships
Residents are free to engage in consensual relationships with one another, provided that:
They do not create harassment, safety issues, or disruptions to the community
They are not exploitative or coercive
They do not involve individuals in student ambassador or leadership roles without disclosure if a conflict arises
If a relationship creates welfare concerns or a perceived conflict, the organisation may take reasonable steps to manage it.
4.3 Prohibited Relationships
The organisation strictly prohibits any intimate relationship that:
Is non-consensual
Exploits a power imbalance
Violates safeguarding, child protection, or harassment policies
Involves an employee or ambassador attempting to influence or reward a resident due to the relationship
Violations may result in disciplinary action, up to and including termination or removal from the student ambassador programme.
5. Disclosure Requirements
5.1 Mandatory Disclosure
Employees, and residents (in student ambassador roles) must disclose any intimate relationship that may present a conflict of interest as soon as reasonably possible.
Disclosure is required when:
A relationship already exists
A relationship has recently begun
A previous relationship may still create perception issues
There is potential for role-based influence or authority
Disclosures must be made confidentially to:
The General Manager, Residence Manager, or
People & Culture (for employees and contractors)
6. Managing Conflicts of Interest
Once disclosed, the organisation will assess the nature of the conflict and implement reasonable management steps, which may include:
Altering supervision or reporting lines
Adjusting student ambassador duties or reassigning responsibilities
Restricting access to certain information or systems
Modifying living arrangements, where appropriate and feasible
Providing guidance or warnings regarding professional boundaries
The aim is not to prohibit relationships but to ensure fairness, safety, and professional conduct.
7. Confidentiality and Privacy
All disclosures will be handled:
Confidentially
With respect for the individuals involved
In compliance with applicable privacy and employment laws
Information will only be shared with personnel who have a legitimate need to know in order to assess and manage the conflict.
8. Consequences of Non-Compliance
Failure to disclose an intimate relationship that may create a conflict of interest may result in:
Disciplinary action (employees including student ambassadors)
Removal from student ambassador programmes
Housing contract review for residents
Termination of employment or contract where appropriate
Misuse of authority in the context of an intimate relationship will be treated as a serious policy violation.
9. Safeguarding and Wellbeing Considerations
Where there is any concern about coercion, harassment, or abuse, the matter will be managed under the organisation’s safeguarding, harassment, or gender-based violence policies. Individuals may be referred to support services where appropriate.
10. Review of Policy
This policy will be reviewed annually or as required due to changes in:
Legislation
Organisational structure
Residence operations
Safeguarding expectations