for employees and lay members of Council

The University is a large complex organisation and its actions have an impact on the education and livelihood of thousands of people. It is responsible for spending considerable sums of money from the public purse, industry, charitable bodies and students. It is essential that all these interested parties have confidence that the University maintains the highest standards of conduct in handling money and in dealing with other issues. This can best be demonstrated by internal arrangements that guard against fraud and corruption and show that decision making is open and fair. Stringent procedural and audit arrangements are already in place but the proper conduct of individuals in the University, especially those in positions of trust, is also very important. This Code of Conduct sets out guidance which should be read and observed by all employees of the University. Parts of the Code will also be relevant to lay members of Council.

Outside work

The various Conditions of Service lay down procedures which must be followed in connection with paid outside work. The underlying principles of these rules are to ensure that work for the University does not suffer because of outside commitments.

Intellectual Property

Where appropriate the rights to benefit from inventions, discoveries and patents are clearly defined in the Conditions of Service. The procedures in the Conditions of Service must be followed at all times. The University has put in place facilities, through the Research Grants Office of the Finance Office, to maximise the potential benefits from such intellectual property.

Conflicts of interest

Many individuals will be in a position to place or to influence the placing of orders for work to be done for the University. In situations where they or any spouse, partner or close family member could gain direct personal, financial or other benefit from such transactions this interest should be declared to the Head of Department/Section before any orders are placed. This does not extend to the holding of shares in publicly quoted companies.

Gifts or inducements to purchase

Occasionally firms offer gifts or hospitality to individuals with purchasing authority to foster goodwill. Such offers should be treated with great care since the personal integrity of the individual might be called into question.

As a guide any hospitality accepted should not be significantly greater than that which could be reciprocated. Regular invitations from the same source which might create obligations or raise suspicions should be refused.

Gifts of a trivial or inexpensive nature are acceptable but those with an assessed value of more than £25 should not normally be accepted. Where a more valuable gift is offered it should be accepted on behalf of the University for display or disposal. Gifts of money should always be refused.

Individuals responsible for purchasing should take particular care to ensure that there can be no criticism that unequal treatment has been given to suppliers involved in a tendering process. Advice is available from the Purchasing Office.

Any personal inducements to place orders should be declined and the matter reported to the Director of Finance immediately.

Conflicts of interest

The highest standards of behaviour are also expected in all other areas of University life, especially where individuals are in positions to make decisions which may have significant impact on others. In all such cases it is important that decisions are taken in a fair and balanced way that could stand up to external scrutiny. Conflicts of interest should be identified so that individuals are not involved in decisions where their actions could be seen as biased. Examples of areas where difficulties could arise are: recruitment of staff, selection and assessment of students and involvement in promotion or annual review processes.

Access to confidential information

Although the University attempts to conduct its business in an open fashion there will be times when individuals, through their positions as members of committees, selectors/recruiters, line managers etc., become aware of confidential information, either about other individuals or in connection with the University’s commercial/academic activities. Individuals should be aware of the need to keep such matters confidential and to respect the proper channels of communication for such information.

Raising matters of concern

Individuals have a right and a duty to raise any matters of concern which they may have about the conduct of University business. This should normally be through their Head of Department/Section but in circumstances where this is not appropriate they may approach the Chief Operating Officer in confidence. No individual who expresses their views in good faith and in line with this guidance will be penalised for doing so.

Breaches of this code

Breaches of this Code by employees may result in disciplinary action being taken in accordance with the various Conditions of Service.

 

Author:  Human Resources