Code of Conduct - frequently asked questions
- Most staff members have already read and acknowledged the Code of Conduct. Why do they have to do this again?
- What are the differences between this version and the previous version of the Code of Conduct?
- Who is covered by the Code of Conduct?
- Why do we have a Code of Conduct?
- Do other organisations have a Code of Conduct?
- Where will acceptances of the Code of Conduct be recorded and who will have access to this information?
- Do new staff members have to read and acknowledge the Code of Conduct?
- Do casual staff have to read and acknowledge the Code of Conduct?
- What happens if a staff member does not read and acknowledge the Code?
- What happens if a staff member is on extended leave - for example, maternity leave, long service leave or leave without pay, etc. Will they be given an opportunity to acknowledge the Code on their return?
- What if a staff member does not have access to a computer or is not computer literate?
- What if a staff member has difficulty reading English?
- Where can the University’s Register of Gifts and Benefits be found?
- What is a conflict of interest?
- The Code of Conduct refers to several policies. Where can these policies be found?
- What if a colleague or manager is seen doing things that are in breach of the Code of Conduct?
- What if a staff member has an intellectual disability?
Most staff members have already read and acknowledged the Code of Conduct. Why do they have to do this again?
The Code of Conduct was reviewed last year and it is important that the University is in a position to be satisfied that all staff have read the latest version of the Code of Conduct and are aware of its importance.
What are the differences between this version and the previous version of the Code of Conduct?
The latest version of the Code of Conduct includes the same key principles as earlier versions. The most important changes are:
- Extension of the Code to cover honorary appointees (including clinical title holders), consultants and other contractors, and members of University Committees and Boards (referred to in the Code as “affiliates”) in connection with their University work; and
- Inclusion of new provisions concerning the acceptance of gifts and benefits, including a requirement to report any gifts or benefits received where the value exceeds $100.
Who is covered by the Code of Conduct?
It applies to continuing, fixed term and casual staff, as well as to all affiliates, for example, clinical title holders, contractors, volunteers, etc.
Why do we have a Code of Conduct?
The Code expresses the University’s core values, standards and staff responsibilities. It sets the tone for the University community and underpins the University’s governance which is reflected in its policy documents. The Code is a formal statement of the rights and obligations of staff and others who perform work for the University.
Do other organisations have a Code of Conduct?
Yes, this is a standard document for a majority of organisations and underpins their governance framework and policies.
Where will acceptances of the Code of Conduct be recorded and who will have access to this information?
The electronic acceptance will be recorded in the University’s HR database. Only HR staff and managers will have access to the information for HR management purposes. For example, managers will be able to check whether their direct reports have completed the electronic acceptance so that follow up action can be taken where necessary.
Do new staff members have to read and acknowledge the Code of Conduct?
Yes, it is a condition of employment for new staff that they read and agree to comply with the Code of Conduct. Acceptance of an offer of employment includes acceptance of the terms of the Code of Conduct.
Do casual staff have to read and acknowledge the Code of Conduct?
Yes, it is a condition of employment for new casual staff that they read and agree to comply with Code of Conduct, and acceptance of an offer of employment includes acceptance of this term. You may like to refer to the current casual staff offer of employment templates on the HR forms website. Casual staff with a Unikey will also receive the VC’s reminder email which will be sent out later this month.
What happens if a staff member does not read and acknowledge the Code?
All staff members are required to comply with the Code in respect of any activity that relates to or impacts the University, staff and students. The Code is a formal statement of the rights and responsibilities of every staff member and how they should expect to be treated. Staff members are encouraged to read and acknowledge the Code in the light of this. Where staff members refuse to read and acknowledge the code it may be helpful to discuss the reasons for refusal with them. HR Advisors may be contacted for further assistance in this regard.
What happens if a staff member is on extended leave - for example, maternity leave, long service leave or leave without pay, etc. Will they be given an opportunity to acknowledge the Code on their return?
Yes. We will be monitoring staff who are on extended periods of leave and they will be given the opportunity to respond at a later stage.
What if a staff member does not have access to a computer or is not computer literate?
Arrangements will be made for the staff member to acknowledge a paper version of the Code which should be sent to the HR Service Centre to be stored on their staff file and entered on the HR database. Download the paper acknowledgement form from the HR forms website.
What if a staff member has difficulty reading English?
The manager (or an appropriate person) should sit down with the staff member and go through the main features of the Code of Conduct with them. Once they have a good understanding of the Code they can acknowledge a paper version of the Code which should be sent to the HR Service Centre to be stored on their staff file and entered on the HR database. Download the paper acknowledgement form from the HR forms website.
Where can the University’s Register of Gifts and Benefits be found?
The Register of Gifts and Benefits can be found on the Office of General Counsel’s website. To register a gift or benefit, the Gift or Benefit Report should be completed.
What is a conflict of interest?
A conflict of interest may occur when an activity a staff member is involved in outside of their employment with the University impinges on their University employment in an unethical manner. Refer to the Conflicts of Interest policy on Policy Online for further information.
A conflict of interest involves a situation where a staff member’s duties and responsibilities as an employee could be improperly influenced, or appear to be influenced, by their private interests or relationships. A conflict of interest can involve gaining personal advantage, financial or otherwise, but need not do so.
Conflicts of interest can be actual, perceived, or potential:
- An actual conflict involves a direct conflict between a staff member’s duties and responsibilities and their private interests or relationships.
- A perceived conflict involves a situation where it may appear to others that private interests could improperly influence the performance of duties, even if it is not in fact the case.
- A potential conflict arises where private interests could conflict with official duties.
Examples of conflicts (including perceived and potential conflicts) include:
- Situations in which financial or other personal considerations may compromise, or may have the appearance of compromising, an investigator’s professional judgment in conducting or reporting research;
- Supervising staff or research students with whom the staff member has a personal relationship;
- Being involved in purchasing decisions where a potential supplier is a family member or friend or a business in which the staff member has an interest;
- Being involved in recruitment or performance assessment decisions where a staff member or potential staff member is a family member or friend;
- Receiving gifts, gratuities, loans, or special favours (including trips or speaker’s fees) from research sponsors or vendors;
The Code of Conduct refers to several policies. Where can these policies be found?
All University policy may be accessed on Policy Online.
What if a colleague or manager is seen doing things that are in breach of the Code of Conduct?
Staff should normally speak to their manager in the first instance, and managers should seek advice from HR in cases where conduct may have occurred that would potentially warrant disciplinary action.
Where a matter involves the conduct of the staff member’s manager, they should speak to a more senior member of staff (such as their Head of School, Head of Administrative Unit or Dean), an HR Advisor or Manager or the Director, Audit and Risk Management.
What if a staff member has an intellectual disability?
The manager (or an appropriate person) should sit down with the staff member and go through the main features of the Code of Conduct with them. Once they have a good understanding of the Code they can acknowledge a paper version of the Code which should be sent to the HR Service Centre to be stored on their staff file and entered on the HR database. Download the paper acknowledgement form from the HR forms website.
If it is not possible for the employee to acknowledge their understanding of the Code, their Manager or Supervisor should note that they have endeavoured to go through the main features of the Code with the staff member, and that they anticipate the staff member’s conduct will be commensurate with the intention of the Code. If this is not possible please contact the relevant Human Resources Advisor to consider appropriate, other arrangements.