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MS 0025* (1) Volume 1 – General Administration MS 0025* - 10/1/19 – OMTL-553 Employee Related Case Processing Confidential cases, such as those involving Department for Community Based Services (DCBS) employees, an employee’s relative, any individual in which a conflict of interest may arise, any individual that resides at same physical residence as a DCBS employee and/or any other individuals with whom an employee has a close personal relationship are required to be processed and maintained by a supervisor or designated staff member. This is done to avoid any conflicts of interest and to ensure privacy. A. A relative is defined as “a parent, foster parent, parent-in-law, child, spouse, brother, foster brother, sister, foster sister, grandparent, grandchild, son-in law, brother-in-law, daughter-in-law, sister-in-law, cousin (up to first cousin), or other family member who resides in the same household.” B. A conflict of interest exists whenever employees are placed in a position where, for some advantage gained or to be gained personally, they find it difficult, if not impossible, to devote themselves with complete energy, loyalty, and singleness of purpose to the general public interest as represented by their employment with the department. C. Close personal relationships may include, but are not limited to: 1. Dating or co-habiting relationships; 2. Relationships in which business transactions are regularly conducted; 3. Personal friendships that transcend a casual acquaintance, such as: a person whose home is frequently visited by the employee, or vice-versa, or a person with whom the employee socializes “one-on-one” on a regular basis; 4. Individuals who reside at the same physical residence of the employee; or 5. Relatives as defined in item A. Any DCBS employee should remove themselves from acting on any official matter which involves a relative, close personal relationship, or their own records. When potential conflicts arise, the DCBS employee must immediately alert his/her supervisor or appropriate manager to the conflict of interest. D. Workers cannot take or process an application of an individual who is a relative as defined in item A, or close personal relationship as defined in item C. The worker is responsible for advising supervisory staff if an applicant is a relative or close personal relationship. The worker cannot provide case status information or inquire about the case for a relative. In addition, Family Support employees may not act on behalf of a payee by