Amorous Relations Policy

Applies to:	Original Policy Date:	Date of Last Review:	Approved by:
All Florida Tech Employees and Associated Third-Parties (e.g., Vendors and Contractors)	August 2024	September 2026	Dr. John Nicklow, President

Policy Owner: Office of Human Resources

Policy Purpose

Florida Institute of Technology ("University") is committed to maintaining a professional, ethical, and respectful educational and work environment.

Amorous Relationships may create actual, potential, or perceived conflicts of interest, favoritism, coercion risks, and harm to the integrity of academic, employment, research, and professional decision-making, particularly where a Power Differential exists.

This Policy establishes expectations regarding Amorous Relationships, prohibits certain relationships, requires disclosure of potential conflicts, and provides for the review and management of such conflicts.

Policy Scope

This Policy applies to all University employees, including faculty, staff, administrators, and student employees acting in an official capacity, as well as non-employees acting on behalf of the University, including contractors, vendors, and volunteers.

This Policy applies to conduct occurring on or off campus where such conduct affects the educational, research, employment, or University environment.

Conduct that falls within the scope of the University’s Title IX Sexual Harassment Policy or other applicable University policies may be addressed under those policies, as appropriate.

Policy Statement

Prohibited Relationships

The University prohibits Amorous Relationships where one individual has or is reasonably expected to acquire through their University responsibilities, direct or indirect supervisory, instructional, evaluative, advising, research, financial, professional, or other authority over the other individual.

This prohibition applies regardless of whether the relationship is consensual and includes situations where authority is formal, informal, indirect, contextual, or reasonably foreseeable.

Employees may not participate in, influence, or make decisions affecting the academic, employment, research, financial, disciplinary, or professional interest of an individual with whom they have an Amorous Relationship.

Prohibited relationships include, but are not limited to:

• Faculty and students whom they teach, advise, mentor, supervise, evaluate, or may reasonably be expected to supervise in the future.
• Employees and individuals over whom they exercise supervisory authority.
• Relationships involving graduate assistants, teaching assistants, research assistants, laboratory assignments, internships, clinical placements, student employment, or similar appointments where authority or influence exists or may reasonably arise.
• Relationships involving individuals who serve on committees or otherwise influence employment, academic, research, funding, promotion, disciplinary, scholarship, assistantship, or award decisions affecting the other individual.

Students

The University prohibits Amorous Relationships between employees and students over whom the employee has, or may reasonably be expected to have, instructional, evaluative, advising, mentoring, research, financial, supervisory, professional, or other authority.

This prohibition applies to undergraduate and graduate students and includes, but is not limited to, teaching, grading, advising, thesis or dissertation supervision, research supervision, laboratory assignments, student employment, funding decisions, committee service, and disciplinary matters.

For undergraduate students, relationships with employees where no current Power Differential exists are strongly discouraged and may be reviewed where actual, potential, or perceived conflicts of interest arise. Special consideration may be required for relationships involving graduate assistants and other graduate student employees because such individuals may simultaneously occupy student, instructional, research, supervisory, and employment roles.

Conflicts of interest may arise even where no direct supervisory relationship exists, including within departments, academic units, laboratories, research groups, and assistantship structures, and may be reviewed where actual, potential, or perceived conflicts of interest arise.

Disclosure Requirements

Employees must disclose any Amorous Relationship covered by this Policy as soon as practicable, and no later than ten (10) business days after becoming aware that a conflict of interest, Power Differential, or potential conflict exists. Disclosure does not authorize or excuse a prohibited relationship. Upon disclosure, the University will determine whether reassignment or other action is necessary to eliminate the conflict.

This requirement applies to:

• Existing relationships;
• Newly-formed relationships; and
• Relationships that later become subject to this policy due to changes in reporting structures, job duties, instructional responsibilities, research activities, advising responsibilities, and other circumstances.

Disclosures shall be made in accordance with the University’s Conflict of Interest and Commitment Policy and applicable procedures. Employees may not delay disclosure pending the implementation of mitigation measures or the resolution of the conflict.

Failure to disclose a covered relationship constitutes a violation of this policy.

Conflict Management

Where an Amorous Relationship is not prohibited but creates an actual, potential, or perceived conflict of interest, the University may require a documented Conflict Mitigation Plan. Conflict Mitigation Plans shall be approved by the Office of Human Resources in consultation with the appropriate Vice President, Dean, Provost, or other responsible administrator. Compliance will be monitored, and failure to adhere to an approved plan constitutes a violation of this policy.

Approved Conflict Mitigation Plans shall be reviewed periodically and revised as necessary when reporting relationships, academic responsibilities, employment duties, or other relevant circumstances change.

Conflict Mitigation Plans may include measures such as removal of supervisory, instructional, or evaluative authority; alternate supervision or oversight; reporting-line modifications; third-party review of decisions; restrictions on decision-making; monitoring requirements; and other measures deemed necessary by the University.

Conduct that is non-consensual, unlawful, or otherwise prohibited under applicable local, state, or federal law, or under the University policies (including the Title IX Sexual Harassment Policy), shall be addressed pursuant to relevant policy or, where appropriate, referred to law enforcement.

Retaliation

Retaliation against any individual for making a report, providing information, participating in a review, or otherwise exercising rights under this Policy is prohibited.

Procedures

Reports, disclosures, and concerns under this policy shall be submitted through the processes established under the University's Conflict of Interest and Commitment Policy, Human Resources procedures, or other applicable reporting channels.

The University may implement interim measures, conflict mitigation measures, or other administrative actions during the review process as appropriate.

Allegations under this policy shall be addressed through the University's established employee review and disciplinary procedures. Where allegations intersect with Title IX, nondiscrimination, student conduct, or other University policies, the appropriate offices will coordinate to determine jurisdiction and the applicable process. Reviews will be conducted in a prompt, fair, and impartial manner consistent with University policy and applicable law.

To the extent reasonably possible, disclosures and reviews under this Policy will be handled in a manner that protects privacy and limits information sharing to those with a legitimate business need to know.

Applicability

If there is any uncertainty as to whether a relationship falls within the scope of this policy, individuals are expected to disclose the relevant facts to and seek guidance from the Vice President of Human Resources.

Pre-Existing Relationships

Pre-existing Amorous Relationships that later result in a Power Differential or conflict of interest must be disclosed immediately upon the employee becoming aware of the conflict. Such relationships are not automatically exempt from this Policy and remain subject to review and the implementation of a Conflict Mitigation Plan.

Limited exceptions to the prohibition on Amorous Relationships may be considered where the relationship existed prior to the development of supervisory, instructional, evaluative, advising, research, financial, or other professional authority over the other individual. For such an exception to be provided, the employee must disclose the relationship to the Office of Human Resources as soon as practicable, and no later than ten (10) business days after becoming aware that a conflicting relationship exists, and an acceptable conflict mitigation plan must be implemented. The existence of a pre-existing relationship does not guarantee approval of an exception and may require reassignment of duties, removal of authority, or other measures necessary to eliminate or mitigate the conflict.

Executive Leadership and Governing Board Relationships

Relationships involving members of Executive Leadership, the President, or members of the Board of Trustees shall be disclosed and reviewed in accordance with applicable Board governance procedures and conflict of interest requirements.

Definitions

Amorous Relationships – A consensual romantic, dating, intimate, or sexual relationship between individuals. An Amorous Relationship may occur in person or through electronic communications and may or may not involve physical contact. Whether an Amorous Relationship exists will be determined based on the nature of the interactions and surrounding circumstances, rather than solely on how the individuals characterize the relationship.

Conflict Mitigation Plan – A documented plan designed to eliminate or mitigate actual, potential, or perceived conflicts of interest arising from an Amorous Relationship.

Consent – Shall have the meaning set forth in the University's Title IX Sexual Harassment Policy.

Employee – Faculty (including graduate assistants, instructors, adjuncts, and visiting faculty), staff, and administrators.

Power Differential – A situation in which one individual has, is perceived to have, or may reasonably acquire authority, influence, or control over another individual's academic, employment, research, financial, professional, or participation outcomes.

Professional Responsibilities – Job-, appointment-, or role-related responsibilities that place an employee in a position to influence, support, recommend, or affect a student’s or another employee’s academic progress, professional development, research opportunities, financial support, career advancement, or participation in University programs or activities. Professional responsibility may exist independent of formal supervisory or instructional authority.

Retaliation – Intimidation, threats, coercion, or discrimination that interferes or intends to impede an individual from making a report or complaint, testifying, assisting, or participating or refusing to participate in any manner in an investigation, proceeding, or hearing under this policy.

Student – Any individual enrolled in, registered for, participating in, one or more credit-bearing or non-credit educational programs, courses, clinical experiences, research activities, internships, or other academic activities offered, sponsored, or administered by the University. The term includes undergraduate students, graduate students, and certificate program participants.

Supervisory, Instructional, or Evaluative Authority – Authority to direct work, assign duties, teach, advise, mentor, supervise research, assess performance, evaluate academic work, influence decisions, recommend opportunities, or otherwise affect another individual’s academic, employment, research, or professional status.

Enforcement

Failure to disclose a covered relationship or failure to comply with a Conflict Mitigation Plan constitutes a violation of this policy. Violations of this policy may result in disciplinary action, up to and including termination of employment, in accordance with applicable employment review procedures. Violations by non-employees may result in termination of the contractual or affiliate relationship.