All MCCCD employees must make known any actual or potential conflicts of interest by completing the form entitled, "Disclosure of Substantial Interest." The responsibility to keep this form updated lies with all MCCCD employees and elected officials. Notice will be distributed annually, reminding all employees and Governing Board members of their need to complete this form. It is the responsibility of each person to keep the disclosure form current.

All Governing Board-Approved employees shall annually complete and submit a conflict of interest form and shall submit an acknowledgement that they have read and understand the District’s Conflict of Interest Policy. Updated disclosures shall be made during the year by the employee as needed if circumstances change. Other employees may also be required by the Vice Chancellor of Business Services to annually complete these forms, given the nature of their job responsibilities and the potential for conflicts of interest.

Any MCCCD employee who has, or whose relative has a substantial interest in any contract with, sale to, purchase from or service for the District shall refrain from participating in any such contract, sale, procurement, or service. Participation includes initiating, signing, or acting in a decision-making role.

The procurement of supplies, equipment, or services from any employee of the District is not authorized unless it is made through public competitive bidding. The Purchasing Department is not required to request competitive bids for procurement of small dollar value merely to allow District employees to bid.

The Purchasing Department shall maintain the listing of disclosure forms and shall refer to it as part of the normal purchasing and contracting procedures. This is done to identify all potential conflicts of interest. All related party transactions shall be recorded in the Purchasing Department. Copies of the records shall be provided to the Controller's Office. Transactions shall be subject to periodic review by the Internal Audit Department.

The basis for this department procedure is the Governing Board Policy on Procurement Conflict of interest.

Administrators-- For this policy, means Chancellor, Vice Chancellors, President and Provosts, Deans, Associate Deans, Assistant Provosts and Administrative Directors.