Code of Conduct to Avoid Conflict of Interest for Publications, Awards, Challenges and Supports in the CinC Scientific Board of Directors

Version: 2025-03-13

1. Purpose

The purpose of this Code of Conduct is to establish guidelines to prevent conflicts of interest in the awarding of prizes, grants, papers selection or any other forms of support within the CinC scientific board of directors. It aims to ensure fairness, transparency, and integrity in decision-making processes, thereby maintaining the credibility of the board and fostering trust within the scientific community.

2. Scope

This Code of Conduct applies to all members of the board of directors, including committee members, staff, and any individuals involved in the selection, evaluation, or approval processes for awards, grants, papers selection and promotion, etc .

3. Definition of Conflict of Interest

A conflict of interest occurs when a member of the board has a personal or professional interest that could improperly influence or appear to influence their decisions or actions regarding the papers selection, allocation of awards, grants, or support. Conflicts of interest may be actual, potential, or perceived.

Examples of conflicts of interest include, but are not limited to:

• A board member has a direct or indirect financial interest in an entity or individual being considered for an award or support.

• A board member has a personal relationship (e.g., family, friendship, or romantic) with an applicant.

• A board member is a co-author, collaborator, or has a professional relationship with an applicant for an award.

• A board member is involved in a competing interest that could affect their impartiality.

4. Disclosure of Conflict of Interest

• When not obvious, all board members must disclose any actual, potential, or perceived conflict of interest as soon as it arises or becomes known.

• Disclosures should be made in writing to the President of the board.

5. Recusal and Abstention

• A board member with a disclosed conflict of interest must recuse themselves from any presentations, discussions, evaluations and its related process (replaced by a substitute), or voting related to the matter in question.

• The recusal must be documented in the meeting minutes, and the member must abstain from participating in any related decisions.

• If a conflict of interest is discovered after a decision has been made, the board will review the situation to determine if the decision needs to be revisited.

6. Confidentiality

• All board members must maintain the confidentiality of discussions and documents related to awards, grants, or support processes.

• Board members must not use privileged or confidential information obtained through their role for personal gain or to benefit others.

Conclusion

Adherence to this Code of Conduct is essential for maintaining the integrity and reputation of the board. It is the responsibility of all board members to act in the best interest of the organization and the scientific community, free from conflicts of interest.