Policy Section:   Operational –                          Human Resources		Policy Number:  OHR-5
Policy:   Code of Conduct		Date Approved:  June 13, 2003
		Last Date Reviewed: Nov 2007
		Last Date Revised: Jan 2006
		Number of Pages: 6

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Upholding the Law

Every AWNA employee will, at all times, abide by the law and respect the best interests of our members, clients, employees, and Board of Directors.

Inside Information
In the course of your work, you may become privy to confidential information concerning the affairs of AWNA, a member, a client, a vendor, or other companies.  This knowledge is considered “inside information” when two specific conditions are met:

- the information has not been generally disclosed to the public
- the information is “material”

“Material” refers to information that could influence decisions about whether or not to continue business relations with a particular company.

Possession of inside information is legal; however, misuse of it is illegal.  Those who have access to inside information must be able to recognize the difference.

As an employee you are restricted from sharing inside information unless the exchange is necessary for business purposes.

Workplace Safety
Safety and health in the workplace are a joint responsibility of AWNA and its employees.   AWNA is responsible for ensuring all employees are aware of any potential work hazards and are trained in safe work practices.  Employees are responsible for taking all reasonable and necessary precautions to ensure their own safety and those of their co-workers. 

The Executive Director and/or supervisor’s approval is to be obtained before alcohol can be served on company premises or at any event sponsored by AWNA.  The approved host and/or organizer of the event must ensure that all applicable permits have been obtained and that employee safety is maintained.

As an employee you are forbidden to possess or use illegal drugs on company premises and company functions, nor are you to be under the influence of illegal drugs or misuse of prescription drugs.
You are not to threaten, intimidate or endanger anyone associated with AWNA, either verbally or non-verbally.
You are not to possess any weapons or an object that could be used as a weapon, while engaged in company activities or on company premises.

Confidentiality

Clients, members, and employees have the right to privacy and to the security of their personal information.  AWNA and its employees will respect and safeguard this right.

Member/Client Privacy
Respect for the privacy of the members and clients of AWNA will be upheld at all times.

As an employee you are expected to respect the privacy of all members and clients at all times.  If in your position you have access to private information, you must ensure that consent is granted, by an authorized person, before sharing such information.

Employee Privacy
Employees have the right to privacy.  Personal information about an employee is to be protected in the same manner as any member or client. 

As an employee you are expected to maintain the privacy of all employees, past and present, at all times.  If in your position you have access to private information, you must ensure that proper consent is granted before sharing such information.

Protection of Company Information
Certain information regarding the plans, methods, practices and activities of AWNA is classified.  These include: client lists and information, as well as third party contracts.

As an employee you are not to access, use or disclose any such information without proper authorization.  Requests for this type of information should be addressed to the Executive Director and/or supervisor.
You are not to remove this type of information from the company premises without authorization.
Should you leave AWNA as an employee, you are expected to continue to safeguard this information - including names, lists, data, etc. - and ensure the information is not used in subsequent employment.

Solicitation

Employees should be able to enjoy a work environment free of solicitation from others that is unrelated to their work.
 
As an employee you are not to solicit any non-AWNA-related business on company premises or during company activities, without approval from the Executive Director and/or supervisor.

Fairness

AWNA strive to treat all people fairly, in all business relationships.

Equal Opportunity

AWNA promotes equal opportunity in all dealings with its members, clients, vendors, employees, and others.

AWNA follows the non-discrimination and human rights legislation. These laws prohibit discrimination that includes; race, colour, religion, age, gender, sexual orientation, martial status, and disability.  This is not a complete list, therefore, all employees are expected to familiarize themselves on those that apply to their jurisdiction.

As an employee you are expected to perform your work free of discriminatory practices and stereotypes that may establish barriers.

Free Competition

AWNA supports free competition and does not engage in any agreements, actions, or practices that restrict fair competition.

As an employee you are to avoid any collusive, anti-competitive agreements with others.
Sales staff are to use only fair and honest sales and negotiating methods, while refraining from any client coercion into obtaining a product or service.

Honouring Our Trust in You

The funds, assets, information and services entrusted in our care belong to AWNA and are not to be used carelessly, inappropriately, or for personal gain.

Misappropriation

AWNA is expected to protect the assets of itself, its members and clients and to protect them from all forms of misuse.

Misappropriation includes theft, fraud, embezzlement, and unauthorized borrowing.

As an employee you are restricted from misappropriation of funds, property, assets, or knowingly assisting another individual to do so. 
You are not to convert assets that do not belong to you or use them for the benefit of yourself or anyone other than the rightful owner.
If you have access to an expense account, you are only to claim those expenses eligible for reimbursement under the policies of AWNA.
If you have access to bank accounts, you are only to use or direct funds that relate to company business transactions.

Electronic Mail/Internet Use

Internet access and e-mail use is to be conducted for business purposes.  All electronic equipment including cell phones, wireless devices, as well as data stored on those devices, remain the property of AWNA and the company reserves the right to monitor employee usage.
As an employee you are expected to use all computer or electronic equipment for the purpose of company business.
You are not to participate in any online forums or chat rooms, and send or display any material that can blemish the reputation of the companies.
You are not to access or download any offensive material.
You are not violate any copyright, trademark, or patent laws.

Reporting of Wrongdoing and Dishonesty

AWNA employees share in the responsibilities to make certain honesty and integrity exist in the workplace.

Employees are protected from any adverse repercussions arising from reporting irregularities.

As an employee, if you become aware of any practices or activities performed by another employee or management, that may result in misappropriations, conflict of interests, or waiver of this Code of Conduct, you are required to report those to the Board of Directors, Executive Director and/or your supervisor.  This reporting may be done in person or in writing.

Compliance of Instructions

Employees of AWNA are expected to perform the work assigned to them, within the guidelines and policies established by the companies.

As an employee you are expected to do your work within the boundaries of which you have been giving authority for.
You are expected to comply with all instructions given by your supervisor, unless they violate the polices or Codes of Conduct established by AWNA, or could result in a health or safety risk.

Objectivity

Judgments made as an employee will be independent of personal interests.

Payments, Gifts, Entertainment

Gifts and entertainment should be received or given to promote business relationships and in no way creates a situation where one could feel a sense of obligation to the other.  The consideration exchanged should be viewed as modest.  If in doubt of the intentions, value, or suitable gesture, guidance should be given from a supervisor as to whether to give or receive the invitation. 

The same considerations should be given towards employees where it could be perceived as an attempt to influence.

As an employee you should not be involved in any action where it could be viewed as seeking, receiving, or giving a bribe, kickback, or questionable payment.  This is unethical and usually illegal.
Considerations should:
•    not result in a situation where it could be viewed as a bribe or improper gesture.
•    not tarnish the reputation of AWNA.
•    conform with generally accepted ethical and legal standards.

Conflict of Interest

AWNA employees’ business loyalty should be primarily focused on the best interests of the companies and should avoid situations that could result or be perceived as a conflict of interest.

As an employee your decisions should be based on the best interests of the companies and should not be affected by any personal gains for you or any person associated with you.
Business relationships with family or friends must not conflict with the goals of the companies and need to be approved by the Executive Director and/or supervisor.
Activities or relationships with companies in direct competition with AWNA, must be avoided.

Directorships

Employees who are invited to sit on the board or accept appointments, may do so providing they follow the established AWNA by-laws and guidelines and have received approval from their supervisor.

As an employee, before accepting any directorships, you must declare any conflicts to the companies.
Carefully judge whether your employment warrants a withdrawal from any deliberations on AWNA’s financial business.

Integrity

All representatives of AWNA are truthful in all communications and do not mislead others directly or indirectly.

Telling the Truth

AWNA employees are expected to engage in communications that are true and would not be considered, in any form, as misleading.

As an employee you are to tell the truth in all communications and provide full, accurate, and timely disclosures while avoiding errors or misunderstandings in statements issued.

Integrity of Records

The financial and non-financial records of AWNA are to be maintained with meticulous integrity and accurately reflect all business dealings.

As an employee you are responsible for documenting and reporting all transactions accurately, timely, and are in accordance with the policies of AWNA.
All financial records and accounting practices are to follow the standards of Generally Accepted Accounting Principles.

Employee Character

AWNA requires employees whose integrity is beyond reproach.

As an employee you are expected to avoid any association, either inside or outside of work, which could bring your honesty, integrity, or trustworthiness into question, or which could be detrimental to the reputation of the companies.

 

As responsible people, we treat others with respect and free of exploitation.

Harassment
Employees have the right to work in an environment that is free from harassment.  Harassment involves the conduct that disrupts the climate of the organization and mutual respect of each person.  It undermines the honor of employment relationships and erodes morale.  Examples of harassment include, but are not limited to:

•    verbal abuse or threats
•    unwelcome remarks, invitations, jokes or gestures
•    displaying pornographic, racist, or other pictures or material
•    practical jokes that could cause awkwardness or embarrassment

Any complaints will be dealt with promptly and with confidence.

As an employee you will refrain from engaging in any behavior that is offensive or harassing.  If you are the victim of harassment, you may lodge a complaint to your supervisor or through legislative channels such as the Human Rights Commission.