1. Duty to disclose:
a) All elected ISRHML Executive Committee members, including the past-president will annually submit a Disclosure Form detailing all actual and potential conflicts of interest to the ISRHML executive office by March 1st. Members continuing in elected leadership roles will be asked to update their existing Disclosure form.
b) Prior to election, all candidates for ISRHML Executive Committee Membership will submit a Disclosure Form detailing all actual and potential conflicts of interest along with their CV and statement of interest.
c) Those who organise ISRHML events and activities will also be required to submit a Disclosure Form at the time of submitting the proposal for the event/activity to the Executive Committee.
2. Review Process:
a) The forms will be reviewed by the ISRHML COI Oversight Committee
b) The COI Oversight Committee will consist of three previously elected officers of the society, who are appointed by the ISRHML President for 3-year terms. Members can be renewed for 1 additional terms.
3. Determining Whether of Conflict of Interest Exists:
a) After disclosure of the potential conflict of interest and all material facts, the COI Oversight will determine whether additional information is needed, including a discussion with the interested person, they will determine whether an actual or perceived COI exists. If they determine that a conflict of interest exists, it will be presented to the Executive for discussion. The remaining board or committee members shall decide if a conflict of interest exists
4. Procedures for Addressing the Conflict of Interest
In most circumstances, the disclosure of financial, affiliated or other interests or relationships that pose potential COI likely will be sufficient in addressing the potential conflict. If, however, in the view of the ISRHML Executive Committee disclosure of such interests or relationships alone is not adequate to ensure the integrity and credibility of the ISRHML, the affected individual may be asked to resolve the conflict by either withdrawing from the outside conflicting interest or relationship or withdrawing from participation in some or all ISRHML activities. Alternatively, the Executive Committee may provide for other means to resolve the conflict. The following are steps that may be taken to resolve a conflict of interest.
a) An interested person may make a presentation at the ISRHML Executive Committee, but after the presentation, he/she shall leave the meeting during the discussion of, and the vote on, the transaction or arrangement involving the possible conflict of interest.
b) The President of the ISRHML shall, if appropriate, appoint a disinterested person or committee to investigate alternatives to the proposed transaction or arrangement.
c) After exercising due diligence, the ISRHML Executive Committee shall determine whether ISRHML can obtain with reasonable efforts a more advantageous transaction or arrangement from a person or entity that would not give rise to a conflict of interest.
d) If a more advantageous transaction or arrangement is not reasonably possible under circumstances not producing a COI, the ISRHML Executive Committee shall determine by a majority vote of the disinterested directors whether the transaction or arrangement is in ISRHML’s best interest, for its own benefit, and whether it is fair and reasonable. In conformity with the above determination it shall make its decision as to whether to enter into the transaction or arrangement.
5. Violations of the Conflicts of Interest Policy
a) If the ISRHML Executive Committee has reasonable cause to believe a member has failed to disclose actual or possible conflicts of interest, it shall inform the member of the basis for such belief and afford the member an opportunity to explain the alleged failure to disclose.
b) If, after hearing the member’s response and after making further investigation as warranted by the circumstances, the ISRHML Executive Committee determines the member has failed to disclose an actual or possible conflict of interest, it shall take appropriate disciplinary and corrective action which may include removal from any participation or service to ISRHML.