Disclosure and Management of Conflicts of Interest Policy for AOA Standing Committees, Candidates for Slated Positions, Officers, and Executive Committee Members (Revised 11/09, Effective 1/1/10, Revised 3/21/13, 6/27/18, 10/1/2025)

1. Purpose

This policy ensures that the American Orthopaedic Association (AOA) operates with integrity, transparency, and in the best interest of its members and the public. It is intended to identify, disclose, and manage potential or actual conflicts of interest, particularly those arising from professional relationships, including but not limited to, medical industry, research activities, royalties, patents or other intellectual property or financial interests, and leadership roles in organizations that have, or may have, business relationships with the AOA and/or that offer competitive programming or products.

2. Scope

This policy applies to all AOA officers, board members, standing committee and subcommittee members, reviewers, candidates for slated positions, and other formal representatives acting on behalf of the AOA.

3. Definition of Conflict of Interest

A Conflict of Interest (COI) exists when an individual’s external interests—financial or otherwise—could compromise, or appear to compromise, their professional judgment, objectivity, or duty to the AOA and its members.

4. Disclosure Requirements

• Annual Disclosure: All individuals participating on the AOA Executive Committee and on AOA Committees (“Committees”) must complete a COI Disclosure Form annually.
• Committee Agendas: All AOA Committee agendas will include COI disclosures from all Committee members without financial information. Individuals who do not complete such COI disclosure requirements on a timely basis may be dismissed from the Committee.
• Event-Based Disclosure: Full oral disclosure of all new or updated COI will continue to be provided at the beginning of each Committee meeting.
• Event-Based Disclosure: Full oral disclosure of all new or updated COI will continue to be provided at the beginning of each Committee meeting.
• Real-Time Updates: Individuals must promptly verbally update disclosures if new potential conflicts arise.
• AOA Slate: Candidates for the AOA slate should disclose in a written document to the Nominating Committee all actual or potential COI before the slate is formed.
• Committee Chairs: Candidates identified as potential Committee Chairs should disclose in a written document to the appointing Officer(s) all actual or potential COI before the appointment decision is made.

5. Management, Confidentiality, and Recordkeeping

• Committee Chairs have an obligation to manage real and potential COI of their Committee members in real time during Committee meetings.
• Disclosures and decisions regarding COIs will be kept confidential to the extent appropriate and in accordance with legal requirements.
• Disclosures without financial information will be included in the committee agenda book for reference.
• Reporting period for all COI will be defined as the immediately preceding calendar year and should be due upon a designated date that is consistent with committee appointment cycle.
• Financial reporting information will be destroyed at the end of each calendar year following the relevant committee year cycle.

The First Past President, Second Past President, and current President, with assistance from the Executive Director, are charged to manage real‐time conflicts that present during Executive Committee meetings. Each of these individuals will review agendas in advance to help identify potential conflicts prior to meetings in an attempt to manage/resolve the conflict. The First Past President serves as lead for this group and task.

6. Management/Procedures for Nominating Committee

Candidates for Slated Positions Nominees for elected AOA positions should provide all COI and full disclosure of 3rd party relationships and all financial amounts received as a part of accepting the considered position and must be presented to the Nominating Committee as part of the candidate’s dossier.

7. Non-Compliance

Failure to disclose or manage a conflict of interest by the individual may result with any of the following actions, as determined by the AOA President and immediate two Past Presidents:

• Removal from leadership position
• Disqualification from presenting or publishing
• Other disciplinary action as deemed necessary by the Executive Committee

8. Policy Review

This policy will be reviewed at least once every four (4) years by the Executive Committee and updated to remain aligned with best practices in healthcare and nonprofit governance.

Conflict of Interest Policy Regarding AOA Resources

An AOA employee, officer, director, or professional service provider may not commit or direct AOA resources of personnel, time, money, or property for personal or professional use to external organizations or programs wherein he/she stands to derive a direct or indirect financial or other benefit, has a financial interest, has personal control of the resources, or has the appearance of a conflict of interest or commitment. Direct financial benefits also extend to spouses, children, parents, siblings, or partners of AOA employees, officers, and directors.

Where such a relationship exists, the directors, staff and service providers agree that each of the following activities, without limitation, is expressly prohibited under this policy:

  • Participate in, or influence the selection process for a subcontract for which the external organization would be considered
  • Prepare an evaluation of the technical capabilities or performance of the outside technical organization
  • Prepare an evaluation of the technical capabilities or performance of a competitor of the outside organization
  • Participate in any contract activity, such as determination or award fee evaluation involving the outside organization or its competitors
  • Receive information regarding work that could be performed by the AOA and direct that work to the outside organization
  • Direct AOA resources to an outside organization in which he/she has direct control of the resources

Revised 11/09; Effective 1/1/10
Revised 3/21/13
Revised 6/27/18