Publication

Code of Conduct – July 2012

TABLE OF CONTENTS

• MESSAGE FROM THE SECRETARY
• BACKGROUND AND OBJECTIVE OF THE CODE
• OUR CORE VALUES
  • Value #1 – EXCELLENCE
  • Value #2 – RESPECT
  • Value #3 – INTEGRITY
• APPLICATION OF THE CODE: A SHARED RESPONSIBILITY
• USING THE CODE OF CONDUCT

MESSAGE FROM THE SECRETARY

Every day I see how we all try to do our best in preserving CICS’s excellent reputation. Our culture, commitment and conduct as an organization are founded on the values we all share together, and how these are expressed in our day-to-day behaviour. It is important for us all to know how we can continually strengthen our collective commitment to each other and to our mandate.

The first step is being explicit about what our values are. The second step is to understand how to best apply them through our behaviour in the workplace. Finally, we need to support each other in sustaining our commitment to our shared values, and resolving ethical issues.

CICS has developed this Code of Conduct (Hereinafter called our Code) to promote ethical and professional behaviour. This Code is designed to help management and employees uphold our core values within a positive work environment. Use it to guide your judgment and help you better understand the expected behaviours and ethical situations you may need to resolve in your work.

Please review this document carefully to ensure that you understand it fully. You play an important role in representing our organization and in advancing our reputation. Let us continue to demonstrate the character and personal integrity that will allow us to maintain our tradition of excellence.

André M. McArdle,
Secretary

BACKGROUND AND OBJECTIVE OF THE CODE

In general, an organizational Code of Conduct serves to embody values and ethics, which are well-founded standards of right and wrong in the workplace. It acts as a guide in terms of desired behaviors. Also, possible situations where ethics can be compromised are identified to prevent wrongdoing.

As an agency operating under federal statute, CICS falls under the requirements of the Public Servants Disclosure Protection Act (PSDPA), which requires public sector organizations to establish codes of conduct consistent with the Values and Ethics Code for the Public Sector (VECPS)

The VECPS sets forth the general values and ethics of public service to guide and support public servants in all their professional activities. The following values are specifically promoted:

• Respect for democracy
• Respect for people
• Integrity
• Stewardship
• Excellence

The VECPS also specifies Conflict of Interest and Post-Employment Measures that include the requirement to disclose “real, apparent or potential” conflict of interest.

CICS has developed this Code of Conduct by following the intent and spirit of the VECPS, making it relevant to our mandate and keeping it in line with good management practices. Its intent is to revitalize our standards, reinforce our commitment to our values and formalize them in current practices so they are more than just general compliance objectives.

This Code identifies and translates the values of CICS into a standard for professional conduct and ethical obligations. Employees are expected to use their good judgement when faced with situations that will challenge their values and ethics. Use of the Code is encouraged as a guide in addressing and responding to ethical concerns and at all times, any issues should be discussed with immediate supervisors or managers.

CICS also has a Senior Officer whose mandate is to promote a positive environment and develop a supportive values and ethics program to sustain the values and expected behaviors inherent in our Code. The Senior Officer is also an alternative and confidential source for disclosure of wrongdoing. There is also a Values and Ethics Officer available to assist employees with questions, and provide clarification and guidance.

Contact Person:

Our mandate involves meeting several requirements

CICS was established to provide administrative services for the planning and conduct of intergovernmental conferences. This requires a commitment to client service that is balanced with the demands inherent in being both a federal agency and an intergovernmental body, as follows:

• As a Federal Agency, meeting the legislated and Central Agencies requirements for the management of financial and human resources, including establishing this Code of Conduct and demonstrating expected behaviours required for all public servants;
• As an Intergovernmental body, acting in a neutral manner and ensuring a representation of provincial and territorial employees amongst its staff; and
• Achieving excellence for service delivery to sustain client satisfaction and thereby, preserving CICS’s excellent reputation.

OUR CORE VALUES: EXCELLENCE, RESPECT AND INTEGRITY

For CICS to effectively balance its mandate for client service delivery and its obligations as a public agency, excellence in teamwork, as well as maintaining respect and integrity in professional behavior is required. This is embodied through the following core values:

The following provides a description of our core values. It also identifies expected behaviors for professionalism and excellence and explains how to deal with ethical dilemmas. Links to existing central agency and CICS policies and procedures will provide further information regarding the expectations of employee conduct.

Value #1 – EXCELLENCE
We strive to fulfill the requirements of our mandate through teamwork

Description:

This value represents a collective engagement to strengthen mutual respect and team spirit in order to improve our methods, meet our clients’ expectations and balance the requirements of our mandate. This involves adopting a professional attitude at all times, working in a cross-functional manner and achieving a high level of competence and capability.

Putting Professionalism and EXCELLENCE into Practice by:

Practicing Teamwork to Achieve Successful Completion of all the Requirements of our Mandate

Employees are expected to achieve excellence in their individual work and to contribute to the success of their group and of CICS as an organization. To achieve this standard of excellence, we shall demonstrate teamwork by:

• Working together as an organization in a spirit of openness that encourages engagement, collaboration, sharing of information and clear and positive communications.
• Flexibility, adaptability and willingness to help each other across teams. This recognizes a number of factors present at CICS:

• There is a shared responsibility for our mandate and objectives
• Work is cyclical (conferences are held in peak periods and there is capacity to use conference staff in other activities in off-peak periods)
• In meeting the requirement for neutrality, half of the conference staff are employees from provincial/territorial governments and are employed on a rotating basis for 3-4 years
• It is a small organization operating in a resource-constrained environment.

Our reality as a small organization requires us to mobilize colleagues at all levels, to work in a cross-functional manner and help each other in balancing client service with the requirements of being a publicly funded agency.

• Fostering a work environment that promotes consensus building, compromise, encouragement, tolerance and respect for all contributions. This also means giving credit where it is due and accepting, as well as giving, honest and fair professional criticism.
• Understanding that teamwork involves learning together and acknowledging that we all make mistakes. It is important to admit mistakes, resolve problems, and build on lessons learned to build a culture of continuous improvement.
• Providing opportunities to continuously develop skills and competencies to achieve personal and professional development and fostering teamwork.

Responding to Client Needs

At the core of our mandate is client service. Our expertise and experience, is used to its greatest potential by being proactive in managing client expectations and by anticipating and clarifying client needs and requirements. It also means completing our work promptly and thoroughly and being committed to results.

All services and written materials prepared and distributed by CICS reflect on the reputation of the Secretariat and must meet high standards for quality and timeliness.

Open and Timely Communications

We communicate openly, frequently, honestly, and objectively with the aim of achieving the timely exchange and sharing of information required to make good decisions and provide clear direction. Effective information exchange is supported by up-to-date information technology, which enables continuous contact and access to data and other operational information. Direct face-to-face contact is also an integral part of information exchange. Regular staff meetings are held to discuss issues of importance and recommended courses of action in a frank and transparent fashion, drawing on everyone’s input. Follow-up and feedback will ensure that efforts are being made to ensure that best opinions and advice are being heard and acted upon.

Having a Professional Image and Behaviour At All Times

Employees are expected to portray a respectable and positive image to colleagues, members of our client group and the general public. This applies both in our office environment and when representing CICS at conferences. When on conference site, it is recognized that employees have the right to make personal choices outside of regular office hours. However, please ensure that your appearance, dress and behaviour reflect the professional image of CICS and the public service.

Value #2 – RESPECT
We offer a collegial and rewarding work environment that fosters trust, civility, dignity and fairness

Description:

The value of respect ensures trust and confidence in the management and efforts of our workplace. In all our relationships, people are treated with civility, dignity, equity and fairness.

Putting RESPECT into Practice by:

Having a Positive and Rewarding Workplace

CICS acknowledges and values the importance of every employee and his or her professional needs. Employees are expected to treat supervisors, colleagues and clients with civility, dignity, fairness and courtesy and in an atmosphere of trustful interactions. Fairness must govern through the application of the merit principle in staffing and other management processes. CICS seeks to cultivate a workplace that is representative of the Canadian population, meets official language requirements and has working conditions conducive to the occupational health and safety of all employees.

Tactful and Diplomatic Conduct in Official Duties with Clients

Employees will avoid making commentary and contacts with clients that may be perceived as partisan or that could reflect negatively on the neutrality of our operations and the objectives of the Secretariat. This means all employees must be objective, impartial, courteous, diplomatic and tactful in their official duties, as they interact with clients from different levels, jurisdictions and political affiliations.

If in doubt about the nature of your contact you are strongly encouraged to discuss the matter with your supervisor or manager.

Being Civil Towards One Another

At all times, you must be courteous and respectful, managing your emotions even under difficult conditions such as in times of stress, tight deadlines or in the face of provocation.

Maintaining the dignity and self-esteem of others is essential in our relations with one another. You must never make abusive, derisive, threatening, insulting, offensive or provocative statements or gestures to or about another person, either directly in an open confrontational manner or indirectly, behind a person’s back to others.

Refraining from Gossip

Gossip is idle talk or rumours about the personal or private or professional affairs of others. This can occur in person or through email, instant messaging or online posts. Gossip is a form of social bullying that excludes others. An employee who engages in gossip about the organization, co-workers or clients, decreases productivity and causes stress at work. People may be reluctant to work with someone who gossips because they fear this person cannot be trusted, may take sides, and may cause misunderstandings. Employees should remain discreet at all times, and refrain from participating in or escalating this subversive behaviour if it happens. Gossip and rumours are unacceptable and should be addressed directly with the offending individual(s) and/or with a supervisor or manager.

Knowing how to Prevent and Resolve Conflict

CICS is committed to fostering openness, acceptance and responsibility in the workplace through the implementation of effective conflict prevention, management and resolution strategies. All employees are expected to listen to one another with an open mind, and to seek to understand others as a basis for constructive work relationships. Collaboration can be enhanced by addressing and resolving conflicts and workplace issues early, before a situation escalates. CICS promotes training and access to confidential and informal conflict management processes to assist you anytime you are in doubt or need to resolve an issue.

Having a Work Environment Free from Harassment and Discrimination

Treasury Board defines harassment as any improper conduct by an individual, that is directed at and offensive to another person or persons in the workplace, and that the individual knew or ought reasonably to have known would cause offence or harm. Harassment can be any objectionable act, comment or display that demeans, belittles or causes personal humiliation or embarrassment, or any act of intimidation or threat. It also includes harassment on a prohibited ground of discrimination within the meaning of the Canadian Human Rights Act.

CICS is committed to ensuring that every person is treated fairly in the workplace, in an environment free of harassment. Employees can report an incident or concern that is perceived as harassment to any delegated manager or to the Senior Officer, Values and Ethics and your bargaining agent representative. For further information consult the Treasury Board Policy on the Prevention and Resolution of Harassment in the Workplace.

We do not discriminate on the basis of race, national or ethnic origin, colour, religion, age, sex, sexual orientation, marital status, family status, disability or conviction for an offence for which a pardon has been granted. For further information on harassment and discrimination, please consult Section 2: Canadian Human Rights Act.

Recruiting and Promoting People who follow our Values

CICS’s staffing activities follow a merit-based process that respects the staffing values of fairness, representativeness, transparency and access, linked to Public Service legislation and policies. An important factor in selection will be to find people that best fit our core values and expected behaviours. CICS staffing policy applies also to the provincial and territorial staff it employs, and aims to have balanced regional representation from provinces and territories.

Commitment to Employment Equity and Diversity

We are mindful in developing a workplace that is representative of the Canadian population, free from barriers to employment. CICS makes appointments and promotions on the basis of merit where the person selected meets the essential qualifications of the position. We focus efforts on using assessment processes and tools that are fair and do not create systemic barriers. We promote an inclusive work environment that respects the diversity of people in a broad sense; we tap into our different ideas and perspectives to come up with more creative approaches and solutions in our work.

Constructive Performance Management

Performance management at CICS is intended to be objective and fair, with the goal of being a motivating, constructive and positive experience for employees. Performance discussions create opportunities for managers and employees to plan for the employee’s career development, and to address performance not meeting CICS standards.

The VECPS recommends that values and ethics are assessed as part of Performance Measurement. This means your performance will include an assessment of your behaviour with respect to our Code of Conduct. During your annual review, you will also be required to review this Code of Conduct and sign it to ensure you continue to understand its requirements and obligations for behaviour. Performance Management (Treasury Board)

Demonstrated Use of Official Languages

The CICS workforce reflects the presence of both Official Languages communities. As an organization, we actively offer to communicate with members of the public in their language of choice. Management is committed to creating a work environment conducive to the use of both English and French, in keeping with both the spirit and the letter of the Official Languages Act.

Following Established Protocol when Speaking on Behalf of CICS

The Secretary has sole authority to speak on behalf of CICS. Any employee engaging in public communications, such as to the media and in formal CICS documents, will follow CICS procedures for public versus classified information/documents. When in doubt employees should consult their supervisor or manager to ensure the communication is consistent and acceptable with CICS requirements.

Observing Occupational Health and Safety Requirements in All Locations

It is CICS’s policy to foster a healthy and safe work environment and working conditions conducive to the occupational health and safety of all employees. Unique to CICS’s work environment is that occupational health, safety and environmental standards apply not only to CICS’s corporate office in Ottawa but also to off-site conference venues.

Employees should be familiar with, and observe workplace health and safety standards and procedures in accordance with Part II of the Canada Labour Code; the Canada Occupational Health and Safety Regulations, the Refusal to Work Directive and other Treasury Board policies and directives.

Value #3 – INTEGRITY
We conduct ourselves in an ethical, honest and transparent manner and with financial probity

Description:

We conduct ourselves honestly, in a manner that will bear the closest public scrutiny; understanding when our actions may be illegal or not comply with policy or represent a real or perceived conflict with our professional duties as public servants. We are stewards of CICS resources, recognizing that these are public resources to achieve the mandate and activities of our organization. We safeguard the confidentiality and privacy of personal and official information in the conduct of our duties. Integrity is the cornerstone of good governance, and by upholding the highest ethical standards; we enhance public confidence in the impartiality of our services.

Putting INTEGRITY into Practice by:

Complying with Legal and Financial Obligations

Employees must comply with all legal provisions and related policies governing financial matters and safeguard against any potential situations of fraud or inappropriate use of funds as stated in the Financial Administration Act and the Criminal Code. It is prohibited to conspire or collude to defraud the Crown or provide another person with an opportunity to do so, or to intentionally permit a person to contravene the law. Employees should report to their manager immediately if they are aware of any violation or fraud.

Prudent Use of Government Money and Value for Money

Established procedures and reasonable standards need to be followed in accounting for safeguarding and using government money, credit cards or any type of item having a financial value (such as phone cards). Employees must report immediately if monies, credit cards or any type of item having a financial value are misplaced, lost or stolen while in their care. Also, if in doubt about accounting for expenses or overtime, you are strongly encouraged to discuss the matter with your supervisor or manager.

Proper Use of Government Property and Assets

We are entrusted to use and care for public resources responsibly. CICS assets are to be used only for lawful and proper purposes and employees are expected to use CICS property for the conduct of CICS business only, and to protect it from theft, misuse or damage. Employees are required to return all CICS property when employment ends, or when they are requested to do so. If any item is lost, stolen or damaged, immediately report the incident to your manager.

Knowing How to Authorize Access and Respect Privacy of Information

The Access to Information Act and the Privacy Act govern how CICS collects, uses, stores and disposes of certain information. The Access to Information Act gives Canadian citizens and permanent residents access to information in federal government records. CICS expects employees to ensure they do not destroy, alter, falsify or conceal a record in contravention of the Act.

Improper disclosure of classified client information prepared before, during and after a conference can cause harm. Every employee is required to respect the confidentiality requirements of any information obtained through their position.

CICS expects employees to comply with the Privacy Act, which gives Canadians the right to access their own personal information held by federal agencies but protects against the unauthorized use or disclosure of that information.

Proper Use and Access to CICS Electronic Network

If you have access to, or use the CICS computer systems, equipment or software, you must make every effort to protect CICS from any possible threats to security by, in particular:

• guarding against accidental or deliberate destruction of data and equipment;
• not disclosing of sensitive information, access identification or passwords to your system; and protecting against exposure to viruses; theft and corruption;
• respecting access restrictions to data banks and the posting of information;
• following procedures regarding the purchase and use of software and other systems, including complying with security restrictions; and
• reporting any breach of computer security, policies and standards to your manager.

Proper Use of CICS Systems

CICS’s computer systems are for authorized business purposes. However, limited personal use of the Internet, intranet and e-mail is permitted provided it complies with all related legislation, policies and guidelines, does not affect your productivity or that of your colleagues, and imposes no storage burden on the CICS computer systems.

Being Neutral and Non-Partisan

Equal loyalty to all our clients defines our actions as professionals. You may hold views on particular matters that differ from those of the government body and/or elected officials, but such views must not interfere with the performance of your duties. Your goal is to provide responsive neutral and non-partisan service regardless of whether they are from the federal, provincial or territorial governments and irrespective of their political opinions and which political party or parties are in office.

Neutrality in Political Activities

CICS follows the Public Service Employment Act (PSEA) that recognizes the need to balance the rights of employees to engage in political activities with the principle of an impartial public service. CICS employees can participate in political activities as private citizens during non-working hours as long as they keep these separate from the employee’s association with CICS. Employee participation in political activity must not jeopardize their impartiality as employees of a federal Agency nor interfere with their capacity to perform their duties as employees of CICS. Employees are strongly encouraged to discuss political participation with their manager and/or the Values and Ethics Officer. See the guidance tools published by the Public Service Commission to help you make reasonable decisions about your involvement in political activities in light of specific circumstances.

Avoiding and Disclosing Potential Conflict of Interest

Employees are expected to avoid situations that may lead to a real, potential or perceived conflict of interest. In particular, employees are not allowed to use CICS suppliers to obtain personal discounts, which are not available to the general public. Conflict of Interest Obligations

In adhering to the Code, employees are encouraged to read and observe Chapters 2 and 3 of the Values and Ethics Code for the Public Sector, entitled Conflict of Interest and Post-Employment Measures. Adherence to this Code minimizes the possibility of conflicts arising between an employee’s private interests and his or her official duties and responsibilities with CICS. See Policy on Conflict of Interest and Post-Employment – Values and Ethics Code for the Public Sector

Never Solicit or Accept Gifts, Hospitality and Other Benefits

We must never use our official role to obtain inappropriately an advantage for ourselves, or to advantage or disadvantage others. At no time should employees solicit or accept gifts, hospitality, other benefits or transfers of economic value from a person, group or organization in the private sector who has dealings with the government. More specifically employees shall not accept free golf tournaments, luncheons or gifts offered by individuals, companies or other organizations. In the case of fundraising, employees should ensure that there is prior authorization from management and/or the Values and Ethics Officer before soliciting donations, prizes or contributions in kind from external organizations or individuals.

Never Engaging in Bribery

Under no circumstances will CICS employees knowingly receive, give or offer a bribe, either in a direct or indirect manner. Bribery is defined as money or favours given or promised in order to influence the judgement or conduct of a person in a position of trust. Employees should consult the Values and Ethics Code for the Public Sector, Chapter 2 regarding their obligations.

Appropriate use of authority

Managers and supervisors have a responsibility to provide clear and consistent direction, to address issues in an impartial manner, showing no favouritism, and to communicate the rationale of decisions that have a direct impact on employees.

Coming Forward in Disclosing Wrongdoing in the Workplace

CICS employees are encouraged to disclose information concerning wrongdoing in the workplace. Wrongdoing is defined as a contravention of any act of Parliament or of any regulations made under any such act, a misuse of public funds or a public asset, a gross mismanagement in the public sector, an act or omission that creates a substantial and specific danger to the life, health or safety of persons or to the environment, or a serious breach of a code of conduct.

CICS encourages its employees to come forward if they have reason to believe that a serious wrongdoing has occurred in the workplace. The Public Servants Disclosure Protection Act (PSDPA)protects employees against reprisal and provides a fair and objective process for those accused of wrongdoing. Affected employees may consult with any trusted manager at CICS and are encouraged to seek further information or advice from the Senior Officer for Disclosure of Wrongdoing.

APPLICATION OF THE CODE: A SHARED RESPONSIBILITY

Employees

This Code of Conduct applies to all CICS indeterminate and termemployees, including secondments of provincial employees. As public servants, it is a condition of employment and could result in disciplinary measures if violated.

It is everyone’s responsibility to be familiar with the Code and its related policies; to use these to exercise good judgement in personal actions, and to evaluate the risks and impacts of personal decisions. To ensure its continuous application, all employees will be required to sign annually their acknowledgement and agreement confirming their understanding of the Code of Conduct and also the Values and Ethics Code for the Public Sector, and their responsibility for compliance. Employees must sign a declaration indicating that they have read this document and related policies, that they understand the expected values and behaviours and are aware that they can discuss it with their immediate supervisor, and also get clarification from other key contact persons.

Managers

The CICS management team has a particular responsibility to exemplify the values of the public sector. As the organization’s leaders, they need to exhibit sound management principles, which includes establishing and championing a code of conduct for their organization and fostering a positive culture of values and ethics. They ensure that employees are aware of their obligations under the Code. They also ensure that employees can obtain appropriate advice within CICS on ethical issues impacting their work, including potential conflicts of interest.

They must also promote a culture in which a wrongdoing can be disclosed in good faith without fear of reprisal. Employees are encouraged to speak to their immediate supervisors and managers to seek advice or to report wrongdoing.

Values and Ethics Officers

The Assistant Secretary, in the role of Senior Officer, Values and Ethics is responsible for promoting a positive environment and establishing a supportive values and ethics program to sustain the core values and behaviours that are in this Code of Conduct. The Senior Officer is also the alternative point of contact with whom employees can raise concerns about serious wrongdoings and ethical dilemmas.

For information, clarification or any questions on values and ethics, employees can seek the guidance and advice of the Values and Ethics Officer.

Contact Person :

USING THE CODE OF CONDUCT

This Code of Conduct was created to guide your conduct as a public servant and as a CICS employee. It is a tool that can help all of us be positive role models in our day-to-day interactions. However, it is impossible to cover all the situations that arise in the performance of our duties. When faced with a circumstance which you feel may go against the intent or wording of this Code, you should ask yourself the following questions to help you make the right decision:

• Is what I want to do legal and consistent with CICS and government employment policies?
• Is what I want to do consistent with CICS’s values?
• What are the consequences of the action I am about to take or the decision I am about to make?
• If I do it, will I feel comfortable?
• How will the media or general public perceive this action?

Remember:

• If you know it is wrong, or it “feels” wrong, don’t do it!
• If you are not certain, ask questions of your manager or the Values and Ethics Officer. The Officer is there to give you confidential advice, without fear of reprisal.
• Continue to ask until you get an answer.

By striving daily to implement the values expressed in this Code, CICS’s professionalism will be maintained and we will create a workplace that builds trust, team spirit and excellence in all our activities.

It would be unreasonable to think that conflicts and ethical dilemmas will never arise at CICS. However, if we follow this Code of Conduct, we will be in a better position to prevent and respond to such matters. Moreover, through endeavouring to implement, on a daily basis, the values conveyed in this code, we will create a work environment that will uphold CICS’s tradition of excellence.