Code of Conduct
CODE OF CONDUCT FOR MEMBERS AND VOLUNTEERS OF WORLD ORTHOPAEDIC CONCERN UK June 2018 Code of Conduct 3 Overview and Context The purpose of this Code is to state World Orthopaedic Concern (WOC) UK’s commitment and define conduct which is ethical, legal, and consistent with the organisation’s values, mission and professional standards. In addition, this Code outlines and gives general guidelines to all Feet First volunteers and employees for conducting themselves in a manner that upholds and maintains our values and objectives, in serving to improve the quality of life of persons with disabilities in the poorest countries of the world by facilitating the education of local orthopaedic care providers. This Code applies to all WOC UK volunteers and members worldwide. It also applies to family members accompanying members stationed abroad. It also governs the appropriate conduct for WOC UK executive committee members and Third Parties (i.e. donors, VIPs, celebrities, free-lancers, volunteers, consultants and media, etc.) on WOC UK related business. Thus, this Code applies only in the context of the relationship with WOC UK and third parties acting as its representatives. The Code of Conduct is in line with current international and UK standards, such as: • Universal Declaration of Human Rights • Humanitarian Charter • Accountability Charter of INGO (International Non-Governmental Organisations) • Code of Conduct of IFRC (International Federation of Red Cross and Red Crescent Societies) • WOC UK Safeguarding Children Policy Guiding Principles 1) WOC UK opposes and does not act as a willing party towrongdoing, corruption, bribery or other financial impropriety, or illegal actsin any of its activities. Feet First ensures accountability and transparency to its donors and stakeholders. 2) WOC UK takes prompt and firm disciplinary action whenever and wherever wrongdoing of any kind is found among itspersonnel. 3) WOC UK members and volunteers are expected to conduct themselves in amanner that reflects honesty and integrity, and that maintains the effectiveness, values and mission of the organisation. These standards of conduct are maintained despite possible prevailing contrary practices elsewhere. 4 Code of Conduct Standards of behaviour While it is not possible to list all the forms of behaviour that are considered acceptable or unacceptable, the following is a partial list of the kinds of behaviour or conduct that are expected: • Treating others with respect, dignity and impartiality regardless of gender, ethnicity, religion, sexual orientation and whether or not they have a disability1; • Ensure adherence to disability inclusive practices; • Avoid practices which force or infer exclusion; • Behaving in an honest, trustworthy and ethical manner; • Trustworthy handling of confidential and sensitive informationand data; • Showing respect and adherence to the culture and law of the host country, whether professional or private, and avoiding anybehaviour which may be considered offensive or even jeopardise the safety of colleagues, family members and/or oneself; • Adhering to applicable laws and WOC UK policies; • Adhering to safety, security and health rules and standards; • Wearing appropriate attire (clothing, accessories, etc.) thatrespects local custom; • Properly managing WOC UK assets, funds or other property; • Aiming to achieve environmental best practice (eg in terms ofwaste disposal, energy use); • Besides following these standards personally, WOC UK members are also held accountable for the behaviour of others where they act as hosts, receiving and entertaining guests or visitors in WOC UK rented premises (residence and office) or make use of Feet First vehicles or other assets. 1 Article 18 of Universal Declaration of Human Rights: Everyone has the right to freedom of thought, conscience and religion; this right includes freedom to change his religion or belief, and freedom, either alone orin community with others and in public or provide, to manifest his religion or belief in teaching practice, worship and observance. 5 Code of Conduct Examples of Unacceptable Behaviour Some forms of behaviour that are considered unacceptable, such as the partial list indicated below, may result in disciplinary action, up to and including termination of employment: • Unlawful or dishonest activities; • Financial impropriety in any form, including (but not limitedto) bribery; • Threatening violence or engaging in violent behaviour inthe workplace; • Theft, misappropriation or inappropriate removal or possession ofany assets, funds or other property belonging to WOC UK, an employee or a vendor; • Showing favouritism in the workplace (for example, showing an improper preference or allowing inappropriate factors to influence decisions regarding dealings with others, including suppliers, vendors, contractors and employees); • Hiring relatives, friends, or members of one’s ethnic group to the exclusion of other qualified persons and/or without following established WOC UK policies and processes; • Falsification of records; • Being on WOC UK premises or at a WOC UK project or activity under the influence of substances such as alcohol, drugs, etc., such that it impairs one’s ability to function, puts the employee or others at risk, and/or has the potential to negatively impact Feet First as anorganisation; • Use and/or possession of any illegal substances; • Negligent or improper conduct leading to damage of WOC UK orthird party property; • Behaving in a disrespectful manner by, for example, using inappropriate language, harassing or causing physical harm; • Possession of dangerous and unauthorized materials, such as explosives, firearms, or other weapons. • Any unauthorised absence. • Unauthorized use of telecommunications, including but not limitedto telephones, mobile phones, fax machines, internet, video systems, mail system, Feet First letterhead stationery or other employer-owned equipment; • Using software without a valid licence, or copying programmes or work related data in order to make non-business use of them or pass them on to third parties. 6 Code of Conduct Protection of Vulnerable Persons The following principles of sexual behaviour outline international standards for safeguarding of vulnerable people and are considered an integral part of this guideline and in line with WOC UK‘s Safeguarding Children Policy: • Sexual relations with and exploitation of children are considered inappropriate and harmful to WOC UK’s work and reputation; • Sexual exploitation and abuse by any WOC UK volunteer or visitor constitute acts of gross misconduct and are, therefore, grounds for termination of employment and/or legal action; • Sexual activity between any WOC UK volunteer or visitor and a child (personunder the age of 18) is strictly prohibited, regardless of the age of majority or age of consent locally. In such cases, mistaken belief by any WOC UK member or visitor regarding the age of a child is not a defence against disciplinary action, termination of employment and/or legal action; • Exchange of money, employment, goods, or services for sex (including sexual favours or other forms of humiliating, degrading,or exploitative behaviour) is strictly prohibited and is a reason for termination of employment; • Sexual relationships between any WOC UK member or volunteer and beneficiaries are not acceptable and will not be tolerated since they are based on inherently unequal power dynamics. • Where a WOC UK member or volunteer develops concerns or suspicions regarding sexual abuse or exploitation by a fellow employee,whether in the same agency or not, s/he must report such concerns to the organisation‘s responsible officer. All WOC UK members and volunteers are obliged to create and maintain an environment that prevents sexual exploitation and abuse and promotes the implementation of WOC UK’s Code of Conduct. All WOC UK members and WOC affiliated persons (including volunteers) shall be free, and in fact are encouraged, to report evidence of conduct which violates or is inconsistent with the standards described in these guidelines, and WOC UK will adhere to policies and practices to guide their investigation of reported conduct and any resulting disciplinary action. Such policies and procedures ensure that this reporting can be done confidentially and without retaliation to the reporting person. These standards of conduct are provided for your information. WOC UK reserves the right to determine, based on international standards and this document, whether a member or volunteer has engaged in inappropriate conduct or behaviour that may warrant disciplinary action up to and including termination. 7 Code of Conduct Conflicts of Interest between WOC UK Work and Outside Activities WOC UK relies on employees using their good judgment in gauging their involvement in outside activities, and if necessary, raising any potential for conflicts of interest with their line manager. What May Constitute a Conflict of Interest? These examples may help you think through whether any potential exists for a conflict of interest: • Will your involvement negatively impact your performance for WOC UK? • Does it involve anything that competes or conflicts with your work for WOC UK? • Does it involve owning or leasing property that you know WOC UK has an active or potential interest in? • Does it involve lending to or borrowing from a partner,beneficiary, donor or supplier of WOC UK? • Will you receive any gift (more than a nominal value) or any entertainment / favours beyond what is associated with accepted business practice, or of any commission or payment of any sortin connection with your work for WOC UK? • Are you using WOC UK’s name in such a way as to lend weight or prestige to your sponsorship of a political policy or cause, or totheir endorsement of the product or service of another organisation? • Are you using any WOC UK documents (e.g. partner, beneficiary,donor or employee lists) for furthering private interests? • Are you using your association with any educational, professional, philanthropic, social or recreational activities to the detriment of WOC UK’s interests or reputation? • Are you using WOC UK funds or assets to lobby a political party or candidate? If, after considering any potential for conflict of interest, you want to use WOC UK’s name in endorsing a cause or product, or use the fact of your association with WOC UK for private purposes, please register the interest you have and your rationale with the executive committee of WOC UK before you proceed. Acts that violate this Code of Conduct and that are not mentioned to your line manager will be considered outside the scope of employment and may result in disciplinary action and legal sanctions being taken against those who breach them, including, where appropriate, the immediate termination of employment. 8 Code of Conduct Reporting and Incident Management There are various channels for external stakeholders and WOC UK affiliated persons to report on any breach of this Code of Conduct. While WOC UK encourages everybody to report a violation or inconsistency in observance of the Code of Conduct, for all WOC UK volunteers and members this is a duty, if reasonable in the respective case. To ensure reporting without any fear of consequences, discretion and professionalism will be exercised at all times. The incident management is described in the guidelines of each feedback and alarm system. Conclusion No set of specific rules can anticipate or capture every possible instance in which an ethical issue may arise. Instead, all of us must be guided by the overarching principle that we are committed to fair and honest conduct and use our judgement and common sense whenever confronted with an ethical issue. Our reputation depends, to a very large measure, on individuals taking personal responsibility for maintaining and adhering to the policies and guidelines set forth here. Our continued cooperation in this regard is vit