Membership Code of Conduct

Membership Code of Conduct PDF Download

Membership Code of Conduct

Definitions

i. “Members” refers to the institutions that comprise Science Atlantic.

ii. “Institutional Representative” refers to an individual (usually the Dean of Science or

equivalent) representing a Member Institution.

iii. “Membership” refers to: members of Science Atlantic’s Board of Directors (henceforth

referred to as “Directors”), Institutional Representatives, Committee Chairs, and

members of Science Atlantic committees.

The Membership is committed to observing and promoting the highest standards of ethical

conduct in the performance of their responsibilities. The Membership pledges to accept this

Code as a minimum guideline for ethical conduct.

Representing the Organization

The Membership is expected to advocate for the organization and its mission within the public

sphere. The Board of Directors should always speak with one voice. Any differences of opinion

within the Board or a committee should be settled through discussion and voting by the entire

membership of that body, and should not be disclosed to those who are not members of that

body. It is considered misconduct to speak out against Science Atlantic, fellow members, staff,

volunteers, or conference attendees to those outside of the organization. The Membership is

expected to uphold the standards and values of Science Atlantic by supporting student

endeavours affiliated with the organization in all capacities. See also: Duty of Care.

Duty of Care

The Duty of Care refers to the level of competence that is expected of the Membership and is

here defined as “the duty of care that an ordinarily prudent person would exercise in a like

position and under similar circumstances.” The Duty of Care requires the Membership of

Science Atlantic to exercise reasonable diligence and due care in conducting Science Atlantic’s

affairs. At a minimum, they must fulfill the duties of their job descriptions and stay informed of

the activities of Science Atlantic by regularly attending their required meetings and

understanding how Science Atlantic functions under its bylaws and this Code of Conduct. Board

Directors must act in good faith as they make decisions and seek always to avoid the misuse or

waste of Science Atlantic’s assets. See also: Attendance and Participation.

Use of Authority

The Membership of Science Atlantic must adhere to the details of individual position

descriptions, as well as the policies and bylaws of Science Atlantic as they relate to those

positions. Individuals within the Membership should recognize their authority and not overstep

into the authority of the Executive Director with staff or with external partners. For more

information on the job descriptions of specific Membership positions, see Job Descriptions.

Treatment of Other Members, Staff, and Volunteers

Science Atlantic is committed to providing an environment of safety and respect for its

Membership, volunteers, employees, and participants. The Membership is expected to comply

with this Code of Conduct, and in doing so, agrees not to discriminate based on any of the

prohibited grounds of discrimination, as outlined by the Canadian Human Rights Act.

Discrimination is defined as adverse treatment against an individual or group based on one or

more of these grounds.

Communications among the Membership, staff and volunteers should be respectful,

constructive and professional at all times.

Furthermore, harassment, interpreted as unwelcome conduct, comment, gesture, contact, or

intimidating and offensive behaviour likely to cause offence or humiliation, is not to be tolerated.

Harassment may be based on the grounds listed above, or may be personal.

The following are examples of inappropriate conduct that may be in violation of this Membership

Code of Conduct:

● Derogatory or inappropriate comments, teasing, bullying, innuendoes or taunting.

● Display or circulation of inappropriate, derogatory or offensive written materials, cartoons

or pictures.

● Inappropriate physical contact.

● Physical or verbal abuse.

● Refusing to communicate, converse or work with an individual.

● Sexual assault/abuse.

● Suggestive looks, leering, staring or gestures.

● Unwelcome and unsolicited sexual advances.

● Reprisal or threat of reprisal for the rejection of a sexual advance.

If someone within the Membership criticizes the professional work or research of other

individuals, including students and other conference participants, such criticism should be fair

and should be communicated constructively, respectfully, and professionally. Individuals must

also adhere to Science Atlantic’s Student Support Policy.

In order to contribute to an environment free from discrimination and harassment, Science

Atlantic’s Membership is expected to treat all people fairly and with dignity. If you are unsure

whether a remark, action or written comment may be considered offensive, do not make it.

The Membership is urged to speak up against harassment and discrimination. If you encounter

misconduct of any nature, please report the incident immediately. The process for reporting

issues of concern is outlined at the end of this Code of Conduct.

Confidentiality

Science Atlantic’s Membership must maintain the highest standards of confidentiality regarding

information obtained directly or indirectly through involvement with Science Atlantic. This

includes information about volunteers, Board Directors, committee members, member

organizations, funders, donors, partners, conference attendees, and employees, as well as

projects and initiatives of Science Atlantic. The Membership must avoid inadvertent or

intentional disclosure of confidential information through casual or public discussion, which may

be overheard or misinterpreted.

Conflict of Interest

Science Atlantic recognizes that there is an inherent conflict of interest for committee members

given that they are also members of their home institution. In the case of a conflict in policy

between Science Atlantic and the home institution of someone within the Membership, the

institution is the overriding authority, and the conflict shall be addressed via the Institutional

Representative (the institution’s Dean of Science or equivalent). The institution that a committee

member belongs to also has the overriding responsibility for that committee member.

The Membership must act in the best interest of the organization and actively avoid situations

where personal interests or relationships interfere with acting in good faith on behalf of the

organization. The Membership may not engage in activities that are in conflict with the interests

of Science Atlantic, that may negatively impact the reputation of Science Atlantic, or that

interfere with job performance. The Membership must disclose any involvement with other

organizations, businesses or individuals where such a relationship might be viewed as a conflict

of interest. Disclosure should be to the Chair of the Board or the next available authority figure

and must occur as soon as is reasonably possible once the conflict of interest surfaces. Written

disclosure is preferable; should the conflict of interest surface arise in a meeting, it will be

recorded in the meeting’s minutes. The Membership must place the interests of Science Atlantic

above personal self-interest in all dealings with Science Atlantic, and may never use information

obtained through the Membership for personal gain.

Attendance and Participation

The responsibilities of the Science Atlantic Membership differ according to each position, but in

general, individuals within the Membership are expected to attend the meetings required of their

positions and maintain active involvement in Science Atlantic and its endeavours. Details on the

requirements of specific Membership positions are available here *link job descriptions page*.

Failure to participate adequately in a Science Atlantic Membership role is considered a form of

misconduct. If an individual within the Membership misses two consecutive meetings, the Chair

of the Board will discuss options to ensure their active contribution. If a solution cannot be

reached, after four missed meetings, that individual will be removed from their position.

If a committee member is not participating adequately, the Chair of that committee should

inform a Board Director.

See also: Duty of Care.

Whistleblower Policy

This policy is intended to encourage Board Directors or committee members, employees,

volunteers, and others to report suspected or actual occurrence(s) of illegal, unethical, or

inappropriate events, behaviours, or practices within Science Atlantic without retribution.

A Whistleblower should promptly report the suspected or actual event, anonymously or not, to

either the Executive Director of Science Atlantic or the Chair of the Board of Directors. Should

the report concern either or both of the individuals occupying these positions, the report can be

made to the Chair of the Policy Overview Committee. The Whistleblower shall receive no

retribution for a report that was provided in good faith (that was not done with malice to damage

another person or Science Atlantic). Crimes against person or property, such as assault, rape,

burglary, etc., should immediately be reported to local law enforcement personnel.

The Executive Director or Board Chair who receives the report must promptly act to investigate

and/or resolve the issue. The Whistleblower shall receive a report within five business days of

the initial report regarding the investigation of the issue.

The identity of the Whistleblower, if known, shall remain confidential to those persons directly

involved in applying this policy, unless the issue requires investigation by law enforcement, in

which case members of the organization are subject to subpoena.

Reporting Complaints and Concerns

The chain of reporting a perceived illegal, unethical, or inappropriate occurrence, including a

violation of this Code of Conduct, is as follows:

1. Executive Director (lois@scienceatlantic.ca)

2. Chair of the Board of Directors (email)

If necessary:

3. Chair of the Policy Overview Committee (email)

Breach of Policy

Failure to adhere to this Code of Conduct or any of the policies of Science Atlantic may result in

disciplinary action ranging from a written notification to dismissal from the organization in the

case of Board Directors or committee members. In the latter case, a vote supporting a motion to

dismiss by 2/3 of the Board will be required to ratify the decision. If the individual in question is a

Board Director, they will not be permitted to vote on the issue of their dismissal. For more

information on the removal of individuals within the Membership from their positions, see the

Removal of Officers or Directors Policy.

As outlined in Attendance and Participation, failure to adequately participate in a Science

Atlantic Membership role may result in dismissal from that position.

A violation of Science Atlantic policy may also result in disqualification from the Science Atlantic

Hall of Fame and the service pin program, which are only available to individuals within the

Membership who are in good standing.