Effective Date: September 17, 2025

Last Updated: September 17, 2025

Last Update by: @Al-Hussein Saqr, @Jaime RV

1. Purpose and Scope

This policy ensures romantic and sexual relationships in the workplace are properly disclosed and managed to prevent conflicts of interest, protect all parties involved, and maintain professional integrity.

2. Disclosure Requirements

2.1 Mandatory Disclosure for Managers

Managers must disclose romantic or sexual relationships within their reporting line at the earliest possible time to:

• CEO or
• Research Director

Timing: Within 48 hours of relationship beginning or immediately upon becoming a manager if relationship pre-exists.

2.2 Mandatory Disclosure for All Employees

All employees must disclose romantic or sexual relationships that create actual or perceived conflicts of interest to the designated contacts above.

Relationships that MUST be disclosed or require recusal:

(i) Hiring and Internships:

• Decision-makers or active stakeholders in hiring/internship processes with applicants, work trialists, or interns
• Action: Must disclose OR recuse from entire hiring process

(ii) Grantmaking:

• Grant decision-makers with individual grantees
• Grant decision-makers with leadership of grantee organizations