Healthy Families Healthy Futures believes that guidelines and standards for workplace conduct are an integral component of sound operational practices, leading to an effective organization. HFHF strives to develop and maintain a pleasant, efficient, and fair work environment that fosters cooperation and understanding. In turn, HFHF expects its employees and volunteers to demonstrate ethical behaviour, cooperation, self-discipline, efficiency, and productivity.

Definition

Workplace shall include the places that HFHF employees and volunteers conduct their business including the offices and places that HFHF rents or leases and the community venues and private homes and vehicles in which HFHF business is conducted.

Policy

• Always act with fairness, honesty, integrity and openness; respect the opinions of others and treat all with equality and dignity without regard to gender, race, color, creed, ancestry, place of origin, political beliefs, religion, marital status, disability, age, or sexual orientation.
• Promote the mission and objectives of HFHF in all dealings with the public on behalf of HFHF.
• Provide a positive and valued experience for those receiving service within, and outside, HFHF.

Accountability

• Act with honesty and integrity and in accordance with any professional standards and/or governing laws and legislation that have application to the responsibilities you perform for or on behalf of HFHF.
• Comply with both the letter and the spirit of any training or orientation provided to you by HFHF in connection with those responsibilities.
• Adhere to the policies and procedures of HFHF and support the decisions an directions of the HFHF Board and its delegated authority.
• Take responsibility for your actions and decisions. Follow reporting lines to facilitate the effective resolution of problems. Ensure that you do not exceed the authority of your position.

Conflict of Interest

Conflict of interest arises when a person participates in a decision about a matter (including any contract or arrangement of employment, leasing, sale, or provision of goods and services) which may benefit, or be seen to benefit, that person because of his/her direct or indirect monetary or financial interests affected by, or involved in, that matter. It is the duty of any person taking part in the operations of HFHF to adhere to the Conflict of Interest Policy at all times. In the event that such a matter arises, the person shall formally disclose the interest, refrain from attempting to persuade or influence other persons participating in the decision, and shall not cast any vote on the matter.

Gifts, Gratuities, Fees, or Other Personal Benefits

• Employees, family members of an employee, and/or contractors must not accept, offer, and/or give gifts, gratuities, fees, or a personal benefit that could directly, or indirectly, be seen as influencing or rewarding a particular course of action. Employees will not accept gifts from clients, other than small tokens of appreciation (valued at less than $25).
• Employees, family members of an employee, and/or contractors may accept gifts that are:
  • Consistent with customary business practices
  • Not excessive in value. Gifts such as business diaries, calendars, moderate entertaining, or any promotional items of a small intrinsic value are normally considered acceptable. Employees are to discourage and refuse items of a greater value.
• Employees, family members of an employee, and/or contractors may not accept gifts or personal benefits that:
  • Violate any laws or regulations
  • Are a cash gift
• Any article received, or picked up, by employees from any source in the ordinary course of operations becomes the exclusive property of HFHF. Employees must not solicit or retain any item for their benefit under any circumstances, even with the consent of the donor.
• Employees who consult, lecture, counsel, and/or advise outside individuals or organizations on behalf of HFHF must return all fees, donations, or cash honoraria to HFHF. The Employer must give permission before employees enter into an agreement for such services.

Information, Knowledge, and Use of Resources

• Employees must not use confidential information or special knowledge gained as a result of their relationship with HFHF for personal gain. Employees will avoid personal activities in which they could use, or appear to have the opportunity to use, such information or knowledge.
• Employees must not disclose non-public information concerning HFHF’s intentions, investments, or purchasing.
• Employees must not use any HFHF resources for their personal benefit, or for the benefit of any other person.

Outside Employment, Consultation, or Business Activity

• Employees must avoid outside employment, consulting, and/or business activity that involves activities and/or duties that may conflict, or appear to conflict, in any way with HFHF’s interests.
• Employees must provide full disclosure, in writing, of any business, financial enterprise, or activity in which they are involved that might influence, or appear to have the ability to influence, their decisions or actions on HFHF matters.

Alcohol and illegal or prescription drugs

• All employees are expected to be fit for duty when reporting to work and remain fit for the duration of the day. This implies that employees must not be impaired by alcohol, illegal drugs, or prescription drugs. If an employee is required to take prescription drugs, these drugs should not inhibit their ability to proficiently perform their job functions.
• Employees are not to have alcohol, drugs, or drug paraphernalia in their possession while in the work place.
• Possession, use, or selling of alcohol, drugs, or drug paraphernalia on HFHF property is prohibited.
• Use of alcohol for social functions or any circumstances related to organizational business may be permitted when approved by HFHF. Approval must be obtained to ensure the use of alcohol does not contravene the intent of this policy.
• Should an illness or disability be present, HFHF deems to work with the employee towards a goal of rehabilitation and the duty to accommodate under the Human Rights Code.

Compliance with the Code of Ethics

• Each employee must sign the Compliance with the Code of Ethics form (Appendix K), indicating that he or she has read, understands, and is willing to comply with this policy.
• Employees are expected to cooperate with internal investigations of misconduct.
• No employee, client or board member who in good faith reports a violation of business or personal ethics shall suffer harassment, retaliation or adverse consequence within the control of the organization.
• An employee or board member who retaliates against someone who has reported a violation in good faith is subject to discipline up to and including termination of employment.

Procedures

• Employees who believe that their conduct or activities may conflict with this policy in any real or perceived way must disclose the details of their situation to their supervisor. The disclosure must be in writing, and include:
  • The nature of the conflict and/or the relationship
  • The real and/or potential impact of the employee’s involvement
• HFHF encourages employees to talk to supervisors about unethical and/or illegal behavior that they observe or perceive, in order to understand which courses of action may be taken.