Office of the General Counsel
Ethics Office
The
Office of the General Counsel is the University's Ethics Office. If
you have any questions regarding any specific provision of the University's
Code of Conduct and Ethics Policy (Code) or any other questions in general
regarding conduct matters not specifically stated in the Code, please
contact Marc Snow, Associate General Counsel, at (904) 620-2866 or via
email at msnow@unf.edu.
In the Code below we have provided hyperlinks to the state and federal
laws and other rules and regulations, including applicable collective
bargaining agreements that are the basis for the Code. Additionally,
we will be updating our website to add additional resources and training
information. (Please note that Academic Affairs is currently updating the Faculty Handbook, therefore, the links below do not work at this time.)
Power Point Presentation
A Power Point Presentation on
An Overview of the University's Code of Conduct and Ethics
The University of North Florida's
Code of Conduct and Ethics
(PDF File for Printable Format)
I. Introduction
The University of
North Florida’s Board of Trustees and the University’s administration
value high ethical standards. Thus, it is expected that all of the University’s
businesses, operations and interactions with those within and outside
the University community will be executed in a manner exhibiting the
highest degree of ethical standards and conduct. To provide the University
faculty, staff and representatives guidance and notice of their obligations,
this Code of Conduct and Ethics describes general expectations for achieving
and maintaining an organizational culture that affirms the University’s
responsibility to protect its resources, its employees, its students
and its reputation.
The University,
through its faculty, staff and representatives, including contractual
agents (hereinafter collectively “personnel”), is entrusted
by the public with financial resources and social responsibilities.
All University personnel play a key role in assuring that high standards
of ethical practice are utilized regarding the custody and use of these
resources. To accomplish this, it is expected that University personnel
observe and be faithful to the values embodied in this Code of Conduct
and Ethics so that all in the University community will enjoy a professional
and supportive work environment.
This Code, however,
is not intended to stand alone. Rather, it complements and serves as
a link with state and federal laws and other rules and regulations,
including applicable collective bargaining agreements that govern the
University’s operations and its personnel’s ethical conduct.
Further, this Code is described in a general manner and is not intended
to address every circumstance of expected ethical behavior. As such,
any member of the University community who may be confronted with an
ethical dilemma should first contact his or her immediate supervisor
or others in their supervisory chain, including the University’s
Ethics Officer, to seek guidance in addressing issues that are not directly
covered by this Code.
II. Compliance with
the Law
All University
personnel are required to observe and comply with all state and federal
laws applicable to the University. Any questions regarding the application
of law to situations, or the compliance requirements of the law, should
be referred by University personnel to their immediate supervisor or
any other individual in his or her supervisory chain. Should anyone
in the supervisory chain require assistance in interpreting the legal
requirements of compliance efforts, questions should be directed to
the Office of the General Counsel.
III. Discrimination,
Harassment and Mistreatment
The University
supports an environment that is free of discrimination, harassment or
mistreatment based on one’s membership in a protected class. Thus,
any University employee who believes he or she may have experienced
any form of discrimination, harassment or mistreatment based on such
class membership should contact the Office
of Equal Opportunity Programs to seek guidance and assistance in
addressing his or her concerns.
IV. Use
of the University Resources
The University’s
resources and facilities are for official and authorized use only and
in furtherance of the University’s mission and organizational
culture. Thus, University personnel should not misuse the University’s
resources and/or facilities and should not permit others to inappropriately
use these resources and/or facilities. The University understands the
occasional use of certain resources (e.g. computer and telephone) for
personal reasons; however, such personal use by University personnel
should not result in expense to the University or interfere with the
performance of required duties or the University’s
mission. Moreover, it is expected that University personnel will
not use any of the University’s resources and facilities for any
illegal or unauthorized commercial activities, or in any manner which
is inconsistent with the University’s
mission. University personnel also should not allow or assist others
in illegal or unauthorized commercial use of these resources.
V. Outside
Activity
All full-time University
personnel who desire to engage in outside activities must complete applicable
outside activity forms and obtain the required supervisory approvals
prior to commencing the outside activities. The requirements regarding
outside activities for selected University personnel are contained in
applicable collective bargaining agreements and those subject to such
agreements should refer to the applicable agreements for the specific
procedures for reporting outside activities. Information about disclosure
of outside activities and the required forms for such reporting purposes
are available from the University’s Office
of Human Resources.
VI.Confidential
Information
The University
of North Florida is subject to Florida’s “Government-in-the-Sunshine”
law meaning that most University-related documents, in any form including
e-mail, are subject to request and inspection by the public. However,
certain personal and official information regarding students, faculty,
staff and donors are confidential and cannot be disclosed to others
pursuant to federal and/or state laws, including but not limited to
the Family Educational Rights and Privacy Act (FERPA), the Americans
with Disabilities Act (ADA) and state law regarding limited access to
faculty evaluative information. As such, the University expects confidential
information about its students, faculty, staff and donors to be protected
in accordance with the provisions of these and other pertinent laws.
Any questions regarding what constitutes “confidential”
information and laws applicable to specific situations should be referred
by University personnel to their immediate supervisor or any other individual
in his or her supervisory chain. Similarly, should anyone in the supervisory
chain require assistance in regarding “confidential” information,
questions should be directed to the Office of
the General Counsel.
VII. Using
Organizational Status to Influence Business Decisions
The University
expects that its personnel who hold purchasing or other decision-making
positions will not attempt to use their University status to influence
business transactions which may result in their experiencing any personal,
financial, or material gain on behalf of themselves or others.
VIII. Nepotism/Reporting
Structure
University personnel
should avoid situations where they may influence the decision to hire
a family member at the University. A conflict of interest would exist,
for example, if personnel serve on a selection committee or in a decision-making
chain where a family member has applied for employment. In such a scenario,
University personnel should disclose their familial status to the chair
of the selection committee or the Director of Human Resources prior
to the candidates’ interview. Further, employees are not permitted
to supervise family members as a conflict of interest would exist if
a supervisor had to conduct a performance appraisal on a family member.
IX.
Purchase of Property from Board of Trustees
No University personnel
should enter into a personal agreement or a contract to purchase goods
or services, except those available to the general public, from a member
of the University’s Board of Trustees or the Trustee’s firm
without first discussing the transaction with the University’s
Office of the General Counsel. Transactions
of this type may have the appearance of impropriety and result in a
conflict of interest that at the very least may reflect poorly on the
individual, the Trustee and/or the University.
X. Gifts
and Honoraria
In accordance with
Section 112.3148, Florida Statutes, University personnel are prohibited
from giving, soliciting, or accepting any gift which may give the appearance
of influencing their objectivity with respect to the University’s
business arrangements. Generally, personnel, in conjunction with their
supervisors’ approval, may accept gifts with a value of no more
than $100 as a token of appreciation or as a “thank you”
for assistance with or support for a University-related program. However,
acceptance of such gifts would be prohibited if it were to result in
a conflict with an individual’s separate professional standard
of conduct or if accepting such gifts was not permitted by the bylaws
or regulations of other entities applicable to the conduct of University
personnel.
XI. Use
of University Intellectual Property, Copyright, Patents and Trademark
The University observes
all intellectual property, patent and copyright laws and expects all
University personnel to comply with the laws regarding the use of such
property. For example, the University’s trademark, seal, and letterhead
must only be used in relation to University-related activities and University
business matters. Any other use of the University’s intellectual
property is strictly prohibited. Should University personnel have any
questions regarding whether their intended use of the University’s
intellectual property may be in contradiction to “University-related
activities and University business matters” the individual should
consult their immediate supervisor or any other individual in his or
her supervisory chain. Should anyone in the supervisory chain require
assistance in interpreting whether the intended use of patents, copyrights
or trademarks falls within accepted University activities or business
matters, the supervisor should contact the University’s Office
of the Provost, the Division
of Sponsored Research, or Institutional
Advancement to seek guidance regarding any question that they may
have regarding the intended use of the intellectual property.
XII.
Lobbying and Political Activity
While personal political
advocacy on the part of University personnel is encouraged, only the
University’s registered lobbyists are authorized to lobby issues
as a representative of the University. Other personnel seeking to lobby
or express political views on behalf of the University must first receive
the express written approval of the President, in coordination with
the University’s Office
of Governmental Affairs, outlining the terms of the approved lobbying
or political activity. Further, should University personnel become engaged
in political advocacy or lobbying, they should make all reasonable efforts
to make those with whom they come in contact aware their activities
are personal endeavors and not expressed on behalf of the University.
University personnel
are strictly prohibited from taking an active part in a political campaign
while on duty or within periods of time during which University personnel
are expected to be performing services for which he or she receives
compensation from the University. Further, University personnel are
prohibited from using the authority of their University position to
secure support for, or oppose any candidate, party, or issue in a partisan
election or affect the results of such election. Similarly, University
personnel are prohibited from using a promise of reward or threat to
encourage or coerce any other University personnel to support or contribute
to any political issue, candidate, or party.
University personnel
who desire to seek public office while employed by the University are
required to first notify and obtain approval from the President. Approval
shall be based upon a determination by the President, in coordination
with the appropriate supervisor, department head, and division vice
president that such activity would not cause a prohibited conflict of
interest or interfere with the individual’s University service.
In situations where the individual holding or running for public office
would present a conflict or interfere with the full discharge of his
or her University duties, the President may require that the individual
take a leave of absence or resign his or her employment from the University.
Notwithstanding
the foregoing prohibitions, nothing in this provision shall be deemed
to prohibit University personnel from expressing their own opinions
on any candidate or issue or from participating in any political campaign
during the individual’s off-duty hours.
XIII. Use
of Human Subjects in Research
The University
encourages the use of research for the advancement of knowledge. However,
all proposed research involving the use of human subjects for testing
and obtaining data must be submitted by the primary investigator to
the University’s Institutional Review Board for review and approval
prior to commencing the research.
XIV.
Media and Public Inquiries
All media and public
inquiries for information that University personnel receive in their
capacity as University representatives should be coordinated with the
University’s Department of Media Relations so that all inquiries
result in a timely and accurate response. The University also expects
other forms of communication, such as speeches, press releases, and
reports made by individuals in their capacity as University representatives,
to be accurate and coordinated with the supervisor of the individual
communicating the information or others in his or her supervisory chain.
Should the information to be reported or released involve issues that
will potentially be subject to media coverage, the supervisor should
contact the Department
of Media Relations prior to the information being communicated or
released for that Department’s input, review and assistance. Notwithstanding
the foregoing, the University is aware that many personnel routinely
interact with the media and/or public in their capacity as University
representatives. In such public interactions, if University personnel
are providing personal or professional opinions that have not been authorized
in advance by the University, the personnel should take all reasonable
measures to make the public and/or media aware that the opinions expressed
are their personal or professional opinions and are not being made on
behalf of the University.
XV. Professional
Associations’ Codes of Ethics
All University
personnel who are members of professional associations external to the
University are expected to abide by their association’s code of
ethics and other membership guidelines. If University personnel are
found to have violated an external association’s code of ethics
or membership guidelines and such violation may negatively impact the
University or the individual’s employment at the University, such
personnel must report the alleged violation to their supervisor, or
other in his or her supervisory chain so that the impact of the alleged
violation may be evaluated by the appropriate University representatives.
VI. Alleged Violations
of Law
University personnel
are required to disclose to their supervisor or other in his or her
supervisory chain, any alleged violations of law or incidents of arrest
by a law enforcement official that could impact the individual’s
temporary or continued performance of their job duties. Such alleged
violations of law often impact the University and its reputation and
may place other University employees, students, or visitors at risk.
XVII. Procedures
for Alleged Violations
All employees are
responsible for complying with the University’s Code of Conduct
and Ethics and are required to report an alleged violation of this Code
to his or her immediate supervisor, anyone in their supervisory chain,
or the University’s Ethics Officer. The Ethics Officer in the
Office of the General Counsel is responsible for conducting a review
of the incident(s) in question and forwarding the information to the
appropriate University representatives for review.
XVIII. Conclusion
All University
personnel are required to become familiar with this Code and conduct
themselves in an ethical manner in the performance of their University
duties and responsibilities. Should any personnel require advice or
clarification regarding their obligations pursuant to this Code, they
should consult their supervisor or appropriate University representative
in order to gain an understanding of the requirements of this Code so
that the reputation of those covered by this Code, including the University,
continues to be held in high regard by all that with whom we interact.
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