Code_Of_Conduct - Indigenous Consumer Assistance Network

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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:
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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:
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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:
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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:
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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:
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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.
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