Introduction:
Conflicts of interest (COIs) are recognized as inherent aspects of Connected Minds governance structures, reflecting the complexity of relationships within our communities. Our approach to conflict of interest resolution is rooted in practices which prioritize transparency, accountability, and consensus-building.
Declaration of Relationships:
In accordance with traditional Indigenous governance principles, all members participating in decision-making processes must openly disclose any relationships or interests that may influence their judgment or decision-making. This includes personal, professional, or financial connections with individuals, organizations, or entities involved in the matter under consideration.
Resolution of Relationships:
If a relationship is acknowledged, the governing body or designated authority responsible for overseeing the decision-making process will address it promptly and transparently. Efforts will be made to seek consensus among members in resolving conflicts, with a focus on preserving the integrity and harmony of the community and balancing the achievement of the goals of the program. Resolving the conflicted relationship can include:
- Disclosure and Transparency: Members who identify a conflict of interest must disclose it openly to the group and chair of the meeting (e.g. co-published with an applicant or has a current or former trainee in the pool of applicants). However, these situations do not necessarily require automatic recusal from decision-making. By transparently acknowledging the conflict, members can maintain
their involvement in discussions while ensuring that others are aware of the potential for bias. - Community Consensus Building: When conflicts of interest arise, members may engage in consensus-building processes to collectively address the issue and determine a course of action. By facilitating open dialogue and discussion, the group can work towards resolving conflicts in a way that upholds the community’s values and program objectives.
- Ethical Reflection and Decision-Making: Members who identify conflicts of interest can engage in ethical reflection and decision-making processes to evaluate the implications of their involvement. This may involve reflecting on their values, responsibilities, and obligations to the community while considering how their actions may be perceived by those outside the decision-making process.
- Input Mitigation Strategies: Instead of recusing themselves entirely from the decision-making process, members can work with the group to develop mitigation strategies that address the conflict of interest. This may involve implementing measures to minimize the influence of the conflict on the decision or seeking input from independent advisors or experts.
Circumstances for Recusal:
If during the declaration of relationship, it is openly acknowledged that a relationship exists that would influence on the reviewer’s ability to participate impartially in discussions or decisions, the individual/group may also consider if the conflicted member should be removed from part or all of the decision making. The conditions of the recusal will be determined by group consensus.
Upon determination of recusal, the member voluntarily removes themselves from the decision-making process for the duration of the discussion or adjudication of the matter in question. This may involve stepping out of the meeting room or being placed in a virtual waiting room if the meeting is conducted remotely.
Depending on the circumstances and the nature of the conflict of interest, the recusing member may have the option to observe the discussion from a distance or rejoin the meeting after the conflicted matter has been deliberated and decided upon. However, they should continue to abstain from participating in any decisions related to the matter. Members are encouraged to prioritize the best interests of the community and uphold ethical standards in their actions.
The recusal declaration and subsequent actions taken by the member should be documented in meeting minutes or other official records to ensure transparency and accountability.
Transparency and Accountability:
All instances of conflict of interest, recusal decisions, and actions taken to address conflicts will be documented and made accessible to community members. Transparency and accountability are essential principles guiding our governance practices, ensuring trust and confidence in decision-making processes.
The Connected Minds conflict of interest policy embodies our dedication to Indigenous values and ways of knowing, promoting transparency, accountability, and integrity to enhance community well-being. Alongside proactive measures such as disclosure, and community consensus-building, members uphold ethical conduct and prioritize the community's best interests in decision-making processes. This approach aligns with the unique context and values of Connected Minds governance, ensuring decisions are made in a good way.