Subject: Code of Business Conduct
Approved by: The President
Approval date: July 17, 2007
Effective date: July 17, 2007
Administered by: Vice-President, Administration
1 — POLICY
Mount Allison University is committed to meeting the highest standards in all that it does. As a result, all University employees are expected to ensure that their conduct is consistent with the following statements about how the University intends to conduct its business activities. This policy does not derogate from any right that a member of faculty or staff has under a collective agreement.
2 — COMPLIANCE WITH LAWS, POLICIES AND PROFESSIONAL STANDARDS
We will conduct all our activities in compliance with the law, University policies and applicable professional standards
3 — CONFIDENTIALITY
We will handle all information given to the University in confidence in accordance with applicable legal, ethical and professional standards.
3.1 Educational Records
We will not disclose Information in an educational record without the student’s consent, which consent may be implied, or as required by law.
3.2 Personnel Information
We will treat salary, benefit and other information relating to employees as private and confidential; maintain personnel files, payroll information, disciplinary matters, and similar information to ensure their confidentiality; and take care to prevent the release of such information beyond those persons who require it to do their jobs.
3.3 Personal Information
We will maintain in confidence personal information provided to the University by anyone including donors, employees, students, potential students, and their families unless the individuals consent to its release. This includes social insurance numbers, birth dates, credit card numbers, bank account numbers, and any financial information (provided, for example, along with financial aid applications or donations).
4 — BUSINESS ETHICS
We will carry out our responsibilities in accordance with high ethical standards.
4.1 Honest Communication
We will not knowingly make false statements to students, employees, Regents or those doing business with the University.
4.2 Financial Reporting
We will accurately, clearly and completely represent both orally and in writing the relevant facts and the true nature of any transactions on all financial reports, accounting records, research reports, expense accounts, time sheets, and other financial documents.
4.3 Professional Conduct
We will perform our duties in compliance with any codes of conduct that apply to us because of our membership in a profession.
5 — CONFLICTS OF INTEREST
We will not place ourselves in situations where there are conflicts between our personal interests and the interests of the University.
We will disclose any conflicts between our personal interests and the interests of the University.
5.2 Personal Profit
We will not use our positions to profit or to assist others in profiting at the expense of the University.
5.3 Work for Those doing Business with the University
We will not perform work or render services for any organizations with which the University does business without the approval of the University.
5.4 Gifts and Gratuities
We will not accept gifts, favors, services, entertainment, or other things of value in any situation where decisions affecting the University might be influenced. The receipt by faculty members of text books from publishers is not a violation of this statement.
5.5 Supporters of the University
We will enter into contracts for the purchase of goods and services solely on the merits of the transactions, and not for any other reason including the vendor’s relationship with or support of the University.
6 — PROTECTION OF ASSETS
Since the University’s assets are for the benefit of current and future generations of students and faculty, we will strive to preserve, protect, and enhance those assets by making prudent and effective uses of them and we will not convert or use those assets for personal gain.
7 — PROCEDURES FOR QUESTIONING FINANCIAL INFORMATION AND COMPLIANCE WITH THIS CODE
We give special emphasis to the importance of compliance with this Code and to the accuracy of financial information.
Therefore, all of us directly or indirectly involved in the maintenance, preparation and presentation of financial information will accept personal responsibility for the accuracy and adequacy of that information.
In the event that we are concerned that this Code has been violated, or that any financial information, whether in preparation or in final form, might not be accurate or complete in any material respect, we are responsible for bringing the matter promptly to the attention of the appropriate dean, director, or vice-president. In the event that we are not satisfied by the response, we will bring the matter to the attention of the President.
Any concerns regarding possible violations of this Code or regarding questionable accounting or auditing matters can be confidentially and anonymously directed in writing addressed to the Chair of the Audit Committee, Mount Allison University, 65 York Street, Sackville, N.B. E4L 1E4 and marked "Confidential Communication". That letter will be delivered to the Chair unopened, and the Chair will ensure that the source of the complaint or concern, if identified in the letter, will not be revealed to University management.
The University will not retaliate against anyone who in good faith raises or helps to resolve an integrity concern at Mount Allison.