Near Relatives

Definition: Near relative--spouse, domestic partner, parent, child, or sibling, an in-law or step-relative, in one of these relationships. Also, a relative of a domestic partner in one of these relationships or a person residing in the same household as the employee or the familial or changes to work relationship of two current employees so that the employees become near relatives in the same department.

Department Responsibilities:

  • During the recruitment process, evaluate each individual based on his/her qualifications without consideration to near-relative factors.
  • The employment of near relatives in the same campus department or UCDHS division is permitted when it is in the best interest of the University. 
  • Follow internal department protocols prior to submitting the near relative hire request. Using a letter format, include the near relative's name, the relationship, the employment situation (e.g., supervisory relationship, mutual supervisor, close working relationship), and an analysis of possible conflict of interest or other possible disadvantages, including steps that will be taken to prevent or overcome those disadvantages. Also include how the hire would be in the best interest of the University. 
  • There must be two levels of departmental review and signatures prior to the  review and approval/denial of Human Resources.  The first signature should be from the Supervisor/Manager of the position, the second signature is the Department Head/Manager or higher depending upon the relationship. This approval must be obtained PRIOR to making an offer of employment.
  • Example: Near Relative issue is between a staff member and the Department Head.  Supervisor requests and signs off on Near Relative request. Second sign off would be the manager/supervisor of the Department Head. 

  • Approval from your Employment and Outreach Services Consultant/Recruiter is required if a near relative is selected as the best candidate outside of and prior to the completion of the Hire Decision in the PeopleAdmin system.   Note, obtain approval from your Employment and Outreach Services Consultant/Recruiter prior to making a hiring commitment.
  • Ensure that no University employee has participated or is participating in the process on any matter concerning appointment, promotion, salary, retention, or termination of a near relative.

Employment Consultant/Recruiter Responsibilities:

  • Review the request and approve if appropriate. Verify that no University employee has participated or is participating in the process on any matter concerning appointment, promotion, salary, retention, or termination of a near relative.
  • Provide consultation to departments on student near relative hires although approval by policy is delegated to the hiring department.
  • Tracks new relative hires.
  • Retain near relative request/letter in the central HR employee(s) file.

Department Responsibilities:  

  • Make notation of the request and approval granted when initiating a Hire Decision in the PeopleAdmin system.
  • Keep a copy of the near relative letter submitted to Employment for the department personnel files.

The following letters, with the appropriate departmental approvals, must be provided to Human Resources to request approval of employment of near relatives in the same department. Two levels of departmental review and approval must be obtained using the forms below before submission to your Employment Consultant/Recruiter for hiring actions and your Employee and Labor Relations consultant in the case of a restructure/reorganization that affect the reporting relationship.  Approval from Human Resources is required prior to offer of employment. 

The forms deal with the following situations:

  • Near relative request for new hire employment
  • Near relative request for change of relationship of employees in the same department;


For more information about the use of these documents please contact your Employment Consultant/Recruiter or your Employee and Labor Relations Consultant.

Near Relative Request for New Hire Employment

Near Relative Request for Change of Relationship of Employees in the Same Department

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