CODE OF CONDUCT CONFIDENTIALITY 1. In the course of work, staff will have access to confidential information regarding the organization and clients. It is a prime responsibility that staff do not discuss, reveal, or divulge any confidential information that the member has accrued and that staff must only use such information in the performance of their duties. 2. Staff members who become aware of an illegal incident or wrong doing in either the workplace or outside the work place must provide a report to the CEO. 3. Divulging of confidential information will result in immediate disciplinary action that could lead to the termination of employment. DEALING WITH ICAN CLIENTS AND THE GENERAL PUBLIC It is important that all ICAN staff understand and practice the necessity of maintaining good relationships with clients and the General Public. To achieve this, the following must be observed and practiced; 1. Staff must be respectful and polite at all times to our clients/general public. 2. Staff must put forward their “best image” such as ; Neatness and cleanliness of dress clothing Show keen interest in their discussion/s Show interest and professionalism in their job Show willingness and a co-operative attitude Treat clients and the general public with respect and dignity Show an interest in community affairs. REPRESENTATION 1. The CEO will identify and endorse a staff member to act as an ICAN representative at any meeting, conference or function. 2. Where a staff member attends a meeting, conference or function on behalf of ICAN, all important and relevant information gained at such meeting/s will be passed on to other staff where appropriate. It is expected that the attendee will bring forward and discuss the meeting at the next available staff meeting. PROTOCOL All staff are required to give at least two weeks notice to a community Mayor/Chairperson/Chief Executive Officer prior to any visit to that community. Information on the proposed date of a visit and the purpose of the visit will be incorporated in the notice. HOUSEKEEPING 1. Smoking Smoking is not permitted in the office nor in any vehicle owned or hired by the company. 2. Sexual Harassment a. It is the policy of ICAN to strictly prohibit any conduct which constitutes sexual harassment and to discipline any staff of committing such conduct. b. Sexual harassment is defined as unwelcome sexual advances, requests for sexual favours and any other unwelcome conduct of a sexual nature [including sexually explicit language, jokes etc] by which a reasonable person would be offended, humiliated or intimidated. c. Any staff who believes that they have been subjected to sexual harassment shall immediately report the conduct to the CEO or if deemed appropriate to the Chairperson of the Board.. Such report may be required in writing. d. Any reported sexual harassment shall be promptly investigated by the CEO [or the Chairperson of the Board] or his/her nominee. e. Any staff who has been found by the investigation to have sexually harassed another staff will be subjected to appropriate sanctions depending on the circumstances. This can be from a official warning up to termination of employment. 3. Security 1. Office keys are the property of the organization. Keys will be provided to most employees. Staff entrusted with the custody of office keys will acknowledge this in writing in a permanent record 2. An employee holding keys will not at any time permit such key to leave their personal possession until such time as they are relieved of the responsibility and the records amended. 3. All staff who enter or leave the building during hours other than normal working hours must “sign on” and “sign out” in the attendance book. 4. Each staff is responsible for the safety and security of their own personal belongings. 4. Office cleanliness There are certain responsibilities which fall directly to the staff employed by ICAN: i. Individual staff are responsible to provide all their own food and drinks to be consumed within the office. ii. Individual staff must wash their own cups, crockery and utensils etc. iii. Conference room should be tidied after each use to enable immediate use by the next person/group. i. The whole office must be kept clean and tidy as a suitable presentation to visitors and clients. PERSONAL TELEPHONE Personal telephone calls during business hours, both incoming and outgoing should be confined to those which are absolutely necessary and should be kept to a minimum. Arrangements can be made to have the cost of personal STD and International calls paid for by the individual. Reverse charge calls will not be accepted. ACCEPTABLE USE OF COMPUTERS, INTERNET & EMAIL Introduction ICAN recognises that staff need access to email systems and the Internet to assist in the efficient and professional delivery of services. ICAN supports the right of staff to have access to reasonable personal use of the Internet and email communications in the workplace. Purpose This policy sets out guidelines for acceptable use of the computer network, including Internet and email by employees of ICAN. The primary purpose for which access to the Internet and email is provided to ICAN staff is to assist them in carrying out the duties of their employment. Authorisation Board of Directors Indigenous Consumer Assistance Network Ltd Policy Staff may use the Internet and email access provided by ICAN for: Any work and work-related purposes Limited personal use (see below) More extended personal use under specific circumstances (see below) Procedures Limited personal use Limited personal use is permitted where it: Is infrequent and brief Does not interfere with the duties of the employee or his/her colleagues Does not interfere with the operation of ICAN Does not compromise the security of the ICAN systems Does not impact on [name of ICAN’s electronic storage capacity Does not decrease ICAN’s network performance (e.g. large email attachments can decrease system performance and potentially cause system outages) Corresponds to the procedures outlined in the Email Maintenance and Archiving Procedures document Conforms to the practices for file management and storage outlined in the current Technology Procedures Manual Does not incur any additional expense for ICAN Does not violate any laws Does not compromise any confidentiality requirements of ICAN Examples of what would be considered reasonable personal use are: Conducting a brief online bank transaction Paying a bill Sending a brief personal email, similar to making a brief personal phone call Permitted extended personal use It is recognised that there may be times when staff need to use the internet or email for extended personal use. An example of this could be when a staff member needs to use the Internet to access a considerable amount of materials related to study they are undertaking. In these situations it is expected that: The staff member advise and negotiate this use with the Manager The time spent on the Internet replaces all or part of a staff member’s break/s for that day, or that they adjust their timesheet accordingly for that day. It is not expected that staff need to advise or negotiate with the Manager for personal use that would be reasonably considered to be of a limited nature. Unacceptable use Staff may not use Internet or email access (including internal email access) provided by ICAN to: Create or exchange messages that are offensive, harassing, obscene or threatening Visit web sites containing objectionable (including pornographic) or criminal material Exchange any confidential or sensitive information held by ICAN (unless in the authorised course of their duties) Create, store or exchange information in violation of copyright laws (including the uploading or downloading of commercial software, games, music or movies) Use internet-enabled activities such as gambling, gaming, conducting a business or conducting illegal activities Create or exchange advertisements, solicitations, chain letters and other unsolicited or bulk email. Staff may not use the computers to play games in work time. Related Documents To be updated.