Code of Conduct Procedure

Section 500, Proc. 580
Related Policy: HR0580, FI0125
Related Forms: Conflict of Interest Form
Effective: 05/21/08

Objective:

To establish a procedure to uphold the Code of Conduct policy of the university.

Who is affected:

All employees are expected to abide by the Code of Conduct found in Human Resources (HR) Policy 0580. The policy is illustrative in its contents, but is not an exhaustive list of potential ethics violations. Violations of the Code of Conduct set out therein may result in disciplinary action up to and including termination.

Procedures:

The Code of Conduct set out in HR Policy 0580 is intended to guide university employees in identifying and resolving issues of appropriate and ethical conduct that may arise in their employment. It is designed to guide employees in dealing with colleagues, students, the university, the national and international community. Each employee shall complete a Conflict of Interest Form and should complete a new form if outside financial and/or other interests change during the course of employment.

Conflicts of Interest

Since conflict of interest is not mentioned in HR0580, the following guidelines are offered for staff members when the question of a conflict arises:

  • Employees should avoid, or deal with, any situation in which they may have (or seem to have) a conflict of interest due to their relationship with another employee or student. Particularly, employees should avoid situations where they will be required to supervise or assess a student with whom they have (or have had) a personal, commercial, familial, or other significant relationship. The same considerations should apply to the supervision of other employees. Employees must also ensure their financial and other interests and other actions do not conflict or seem to conflict with the obligations and requirements of their university position.

The following situations are offered as a partial list of activities or actions which should be carefully examined by all staff members to determine whether they create a material conflict of interest that should be managed appropriately, disclosed, and/or eliminated.

  • Consulting activities;
  • The purchase of goods or services for the university from businesses in which the employee, or his or her family, has a financial interest, or as a result of such purchase, may directly benefit;
  • Receipt of gifts, gratuities, loans, or special favors (including trips or speaker’s fees) from research sponsors or vendors;
  • Holding of an ownership interest by the employee or the employee’s family in any real or personal property leased or purchased by the university;
  • Holding of an equity, royalty, or debt instrument interest by the employee or the employee’s family in an entity providing to the university financial support, including research or other support or services, when such support will benefit the employee or persons supervised, directly or indirectly, by the employee;
  • Receipt, directly to the employee from non-university sources, of cash, services, or equipment provided in support of the employee’s university activities;
  • Some memberships on board of directors, committees, advisory groups (or similar bodies) of governmental, for-profit or not-for-profit entity; and
  • Use of information received as a university employee for personal purposes.