Chapter 8 Employee Conduct and Work Ethics

8.1 Customer relations

Customers are among our institution’s most valuable assets. Every employee represents the University to our customers and to the public. The way we do our job represents an image of our University. Customers judge our institution by the way they are treated with each employee contact. Therefore, one of our first priorities is to assist any customer or potential customer. Nothing is more important than being courteous, friendly, helpful and reactive to the needs of our customers.

AUI provides training in customer service and relations to all staff dealing directly with customers. Our contacts with the customers, our manners on the phone, are a reflection not only of ourselves but also of the professionalism of our University.

8.2 Business ethics and conduct

The reputation of AUI is built upon the fair dealing and ethical conduct of our employees. We require careful observance of all applicable laws and regulations, as well as scrupulous regard for the highest standards of conduct and personal integrity.

In general, the use of good judgment, based on high ethical principles, will guide employees with respect to lines of acceptable conduct. Once a situation arises where it is difficult to determine the proper course of action, the matter should be discussed openly with the immediate supervisor, and when necessary, with the Vice President of the division, for advice and consultation.

Compliance with this policy of business ethics and conduct is the responsibility of every AUI employee. Disregarding or failing to comply with this standard could lead to disciplinary action, including possible termination of employment.

8.3 Smoking

In keeping with AUI intent to provide a safe and healthful environment, smoking is prohibited in all closed spaces. The policy applies equally to staff, faculty, students and visitors.

8.4 Alcoholic beverage

The consumption and/or possession of any alcoholic beverage by any person are forbidden on campus. There will be no place on the AUI campus where alcoholic beverages are sold.  There will be no advertising of the sale of alcoholic beverages in any University publication. External organizations and visitors are not permitted to serve any alcoholic beverages on the University campus.

8.5 Drug-Free workplace

All unlawful manufacture, sale, distribution, possession or use of illegal drugs in or on any premises or property owned or controlled by the University is prohibited.

Any employee who is found guilty (including a plea of no contest) or has a sentence, fine or other penalty imposed by a court of competent jurisdiction under a criminal statute for an offense involving a controlled substance that occurred in or on premises or property owned or controlled by the University shall report such action to the HRM within five (5) days.

Any employee who unlawfully manufactures, sells, distributes, possesses or uses a controlled substance in or on premises or property owned or controlled by the University, regardless of whether such activity results in the imposition of a penalty under a criminal statute, will be subject to appropriate disciplinary action up to and including suspension or termination. AUI reserves the right to conduct drug/alcohol screening among applicants and employees.

8.6 Sexual harassment

AUI is committed to providing a work environment that is free from all forms of discrimination and conduct that could be considered harassing or coercive including sexual harassment. Actions, words, or jokes based on an individual’s gender, religion, origin, color, or disability are not tolerated.

If you experience or witness sexual or other unlawful harassment in the workplace, you are urged to report it immediately to HRM, or any other member of management. You can raise concerns and make reports without fear of retaliation or reprisal. 

Allegations will be discreetly investigated in a timely and confidential manner. Anyone engaging in sexual or unlawful harassment will be subject to disciplinary action, up and including termination of employment.

8.7 Littering

Littering is forbidden on campus. Anyone who drops paper, cigarette ends or any other garbage and does not use dustbins will be liable to pay a fine of 100 MDH.

8.8 Outside employment

It is the policy of the University that employees must not hold outside jobs as long as they are employed by AUI, unless authorized in writing by the President.

8.9 Personal appearance

Employees at all levels and job positions are representatives of AUI and, therefore, their dress, grooming, and personal hygiene contribute to the morale of employees and affect the image AUI presents to its customers and visitors.

During working hours or when representing AUI, employees are expected to present a neat and clean appearance. Employees should dress and groom themselves according to the requirements of their job position and accepted social standards. This is particularly true if the job involves dealing with customers or visitors in person.

Without restricting individual tastes, the following general personal appearance guidelines are to be followed. Employees are also cautioned to use good sense when "dressing down."

ØFaded and/or torn jeans; t-shirts displaying advertising or writing, shorts, Bermudas, jogging suits, hats, open-toed shoes worn by male employee, are not appropriate professional attire 

ØRevealing clothing do not represent an appropriate professional appearance

ØOffensive body odor and poor personal hygiene is not professionally acceptable

ØShaggy, unkempt hair, unshaven face or untrimmed moustaches and beards are not permissible

8.10 Return of property

Employees are all responsible for University property, equipment, or written information issued to them or in their possession and control. Employees must return all University property immediately upon employment termination. AUI may also take all action deemed appropriate to recover or protect its property.

8.11 Conflict of interest policy

Conflicts of interest occur when employees (staff and faculty) are in a position to influence decisions on policy or purchases where they may directly or indirectly receive financial benefit or give improper advantage to relatives and associates. Conflicts of commitment arise when employees are involved in outside activities that substantially interfere with their primary responsibility to the University.  

AUI expects all employees to exercise good judgement; professional commitment, and the highest ethical standards in their extramural activities if those activities can in any way affect the University.  Every employee has an obligation to avoid any activity, agreement, business investment or interest, or other situation that could be construed to be in conflict with the University's interest or to interfere with the employee's duty to serve the University. 

University members are expected to use good judgment, professional commitment, and ethics to protect themselves and the university from potential conflicts. Administrators and supervisors are expected to make employees aware of this policy and create, by example, an atmosphere consistent with the university's missions.

All university members are expected to make the fulfillment of their responsibilities to the university the focal point of their professional activities. University members should only become involved in extramural professional activities insofar as they advance the mission or prestige of the university and the activities do not interfere with their responsibilities to the university.

Faculty are traditionally allowed latitude in defining their professional agenda and their degree of involvement in outside activities. This tradition has served the university well. In many circumstances, involvement in outside activities promotes the university's missions and prestige. Consequently, the purpose of this policy is to offer overall guidelines, and not a list of particulars, for arranging outside activities and to provide a mechanism for resolving potential conflicts of interest or commitment.

Guidelines

The following guidelines provide examples of potential conflicts and processes for resolving them.

University members in a position to influence the outcome of an evaluation (hiring, promotion) for which they might grant benefit to family members should disclose the nature of the conflict to others involved in the decision. Whenever possible, those with potential conflicts should remove themselves from involvement in the decision. If the individuals should continue to participate in the decision process, discussion with supervisors and documentation of the potential conflict should be presented to the appropriate dean or department head, or Vice President.

University members in a position to influence a university business decision for which they might receive benefits directly or indirectly should disclose the nature of the conflict to others involved in the decision. Whenever possible, those with potential conflicts should remove themselves from involvement in the decision. If the individuals should continue to participate in the decision process, discussion with supervisors and documentation of the potential conflict should be presented to the appropriate dean or department head.

University faculty are regularly involved in consulting activities from which they profit financially. As a rule, involvement in these activities must strictly follow the policy on Faculty Involvement in External Consultations, and in no case dominate over the commitment to the university. The counsel of colleagues should be regarded as a valuable source of detached perspective on such conflicts of commitment.

The university actively encourages involvement in professional organizations, panels, advisory commissions, and government, charitable and community organizations. However, such involvement should not become so dominant that university members no longer effectively satisfy their responsibilities to the university. The counsel of colleagues should be regarded as a valuable source of detached perspective on such conflicts of commitment.

University members should not engage in the promotion of university competitors. For example, such a circumstance may arise when an individual solicits a research award for which the university is a competitor or would have been a competitor had the individual properly acted as an agent of the university, or a situation may arise when a member participate in events organized by competitors capitalizing the reputation of the university. In order to avoid such potential conflicts, the individual should consult the appropriate dean or department head.

Faculty members must exercise prudence in directing students and supervised employees toward activities from which the faculty might financially benefit. The potential conflict is obvious, and faculty are encouraged to consult their dean, department head or colleagues for an independent evaluation of the activities' educational merits.

Faculty should not undertake or orient university research at the expense of fulfilling the mission of the university to serve the needs of an outside organization.

University members cannot withhold from the sponsoring organization(s) for personal benefit any information that they have acquired in connection with their sponsored research.

8.11.1 Exceptions

Specific exceptions may be made by the President upon application in writing by the employee. Such exceptions shall be wholly discretionary and shall be adopted at such times and under such conditions as will serve the interests of the University.

8.11.2 Standards for compliance

Prohibitions of this policy should be construed broadly rather than narrowly. A conflict of interest may be deemed to exist even though it may not result in financial loss to the University, regardless of the motive of the employee involved. If a possible conflict of interest arises, the employee is encouraged to discuss the matter with the appropriate Vice President designated by the President to determine whether such a conflict in fact exists and, if so, how it may be resolved.

8.11.3 Reports and investigation

The President may give instructions to investigate any suspected violation of this policy by any University member.

Violation of this policy may be grounds for disciplinary action.  The University will make the final determination for disciplinary action. Many actions are available and may be taken consistent and commensurate with the nature of the proven acts of misconduct.  Examples include:

Probation

Suspension

Salary reduction

Rank reduction

Termination of employment                                                                                                                                                                                  

The vice president, dean or director of each division of the University shall be responsible for appropriate dissemination of this policy.

8.12 Code of ethics for computing

Because we are an academic community, the faculty, students and staff of AUI honour intellectual property, respect the privacy of data, and recognize the rights of others. Individuals who are given access to University computing resources incur the responsibility to use those resources in an ethical manner.

The code of ethics requires all computing activities performed on University equipment to be legal and ethical.  The code is based on adherence to copyright laws and respect for intellectual labour and creativity as vital elements of the academic enterprise.

The following list of violations expresses the essence of the ethics code.  Those who commit any of these violations may be subject to disciplinary action.

It is a violation of the AUI code of ethics for computing to:

ØSteal passwords or log onto someone else’s account;

ØAttempt to gain access to computing resources for which you are not authorized or via means not authorized;

ØGive others access (via password or other means) to computing resources to which they are not entitled;

ØRead, execute, modify, or delete any file belonging to someone else without explicit permission from the owner, even if the file is unprotected;

ØGain privileges or resources beyond your authorized limits; use a system for unauthorized purposes, such as advertising for a commercial organization or running a business;

ØIntroduce damaging software such as viruses;                                                                                                                           

ØDamage hardware, such as by pounding, kicking, or moving it to another location;

Ø Send mass electronic mailings. (This consumes large amounts of disk space.  There are alternatives far more efficient.  Any distribution to more than 25 recipients must be cleared in advance with ITS);

ØHarass others by sending annoying, obscene, libellous, or threatening messages;

ØSlow down any system by deliberately running wasteful jobs or playing games other than at authorized times;

ØAttempt to crash a system or exploit weaknesses in security; or

Make unauthorized copies of software that is copyrighted; unless you have explicit instructions from the owner.