Conflict of Interest Policy 

ASEY Network Conflict of Interest Policy

Adopted by: ASEY Network

Effective from: 01.07.2025

Last reviewed: 01.07.2025

Applies to: All ASEY member organizations, employees, contractors, volunteers, and project partners.

1. Purpose

The purpose of this policy is to preserve the integrity, transparency, and credibility of ASEY Network and its members by ensuring that all decisions and activities are made solely in the best interest of the organization and its beneficiaries — not influenced by personal, financial, or other private interests.

This policy also supports ASEY Network’s commitment to the principles of fairness, inclusion, and accountability as promoted under the Erasmus+ and European Solidarity Corps programmes.

This policy applies to all individuals involved in ASEY Network coordination and project implementation, including members, staff, volunteers, consultants, and representatives of partner organizations.

3. Definition of Conflict of Interest

A conflict of interest arises when an individual’s personal interests, relationships, or external activities could improperly influence, or appear to influence, their decisions, actions, or professional judgment within ASEY Network or its associated projects.

Conflicts of interest may include, but are not limited to:

-        Personal or family financial gain from ASEY contracts, projects, or funding decisions

-        Dual roles in partner organizations that may influence project selection or evaluation

-        Favoring a particular organization, supplier, or individual due to personal relationships

-        Using ASEY resources, data, or reputation for personal or political benefit

-        Situations where a volunteer, staff member, or board member may receive undue advantage from insider information.

4. Policy Statement

All members of ASEY Network must act with integrity, impartiality, and transparency in every professional context. Decisions must always prioritize the mission and collective interest of ASEY Network and its beneficiaries over any personal or institutional advantage.

Individuals are required to disclose any potential or actual conflicts of interest as soon as they arise and must refrain from taking part in decisions where their impartiality could reasonably be questioned. Transparency must be maintained in all financial, administrative, and partnership-related processes.

5. Disclosure Procedure

All individuals covered by this policy must complete a Conflict-of-Interest Declaration upon joining ASEY Network or at the start of a project. Any conflicts arising must be reported immediately to the relevant supervisor, project coordinator, or the ASEY Coordination Board. The Board will document all disclosures, review potential risks, and record mitigation measures to ensure transparency and accountability.

6. Managing Conflicts of Interest

Upon receiving a disclosure, the ASEY Coordination Board will review the situation and determine whether a conflict exists and, if so, the appropriate response. Measures may include:

-        Recusal from specific decision-making processes

-        Reassignment of duties

-        Adjustment or termination of contractual relationships

The Board will provide written guidance to ensure the conflict is effectively managed or eliminated. Confidentiality will be maintained throughout the process, while ensuring that decisions are transparent and appropriately documented.

7. Non-Compliance

Failure to disclose or appropriately manage a conflict of interest constitutes a breach of this policy and ASEY Network’s Code of Conduct.

Depending on the severity, corrective measures may include removal from decision-making responsibilities, reassignment of duties, suspension from ASEY activities or committees, or termination of membership in serious or repeated cases.

8. Training and Awareness

ASEY Network will provide regular guidance and awareness sessions to help members identify, prevent, and manage conflicts of interest. All network partners are encouraged to adopt equivalent internal procedures to ensure consistency with this policy.

9. Review and Updates

This policy will be reviewed annually by the ASEY Coordination Board to ensure ongoing alignment with EU good governance principles, Erasmus+ and ESC quality standards, and relevant legal requirements.

10. Declaration

All individuals involved in ASEY Network governance, administration, or project implementation must sign a Conflict-of-Interest Declaration, confirming that they:

-        Have read and understood this policy;

-        Will disclose any actual, potential, or perceived conflicts; and

-        Commit to acting in the best interests of ASEY Network at all times.