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The Code of Conduct outlines principles,
policies and some of the laws that govern the activities of the college and to
which our employees (faculty, staff and students) and others who represent the
college must adhere. The Code provides guidance for professional conduct. The success
and reputation of the college in fulfilling its mission depends on the ethical
behavior, honesty, integrity and good judgment of each member of the community.
All employees (faculty, staff, and students) and other individuals representing
the college are expected to inform themselves about and comply with college policies
and regulations pertaining to them. Sources include, for employees, the Administrative
Staff Handbook and relevant union agreements and for faculty, the Code of Faculty
Legislation and Administrative Practice, the Policy of Appointment, Reappointment,
Promotion and Tenure and the document on Funding for Faculty Development.
Accuracy of Records and Reporting
The records, data and information owned, used
and managed by the college must be accurate and complete. The accuracy and reliability
of financial reports is of vital importance to the business operations of the college.
Therefore, all employees and individuals representing the college must record, allocate,
and charge revenues and costs accurately and maintain supporting documentation as
required by established policies and procedures. See also the Travel
and Entertainment Expense Policy.
Antitrust
Faculty and staff may not share information
with other entities (e.g., higher education institutions) in matters affecting the
financial or administrative decisions of the college for the purpose of encouraging
joint decision-making which may violate antitrust laws.
Compliance with Laws and Regulations
Employees and individuals representing the
college must transact college business in compliance with all federal, state, and
local laws and regulations related to their positions and areas of responsibility.
All employees and individuals representing the college should recognize that noncompliance
may have adverse financial and other consequences for them and for the college. Individuals
are responsible for keeping current with changes in applicable laws and regulations,
and managers and supervisors are responsible for monitoring compliance in their areas.
Compliance with Contractual, Grant, and Other Obligations
The college frequently enters into contractual
and other formal obligations with outside entities. These obligations may include,
but are not limited to, research and other grants and contracts, commercial contracts,
software licenses, gift indentures, and memoranda of understanding. All employees
and individuals representing the college are expected to act in good faith and adhere
to all obligations assumed by the college. See the Contracting
Guidelines and the Policy on Signature Authority on the web site of the General
Counsel and the Code of Conduct for
Smith College Vendors and Institutional Purchasers on the web site of the College
Council on Community Policy.
Computer Use and Copyright
The college provides computer resources, including
office computers, individual computer accounts, electronic mail, and remote access
to administrative information systems, to faculty and staff for their use while engaged
in college business. The college has established policies for the use of these resources
and expects community members to be familiar with and abide by them. Community members
are required by the college to comply with the copyright law as it applies to print
and electronic materials and be familiar with the principle of fair use. See the Copyright
Policy, Policy
on the Acceptable Use of Computer Resources, Electronic
Mail Policy, and the Remote
Access Policy for Administrative Information Systems.
Conflict of Interest
All employees and individuals representing
the college should strive to avoid the perception of or actual conflicts of interest
that might compromise their integrity and objectivity. Conflicts, including those
of a financial, personal, or professional nature, must be disclosed. Members of the
community should strive to eliminate or manage such conflicts in an appropriate manner.
See the Conflicts of Interest Policy in Section 105 the Staff
Handbook. Note: Members of the college’s Board of Trustees and investment committee
as well as officers of the college must disclose any and all conflicts.
Confidential Information
Members of the college community (including
former employees) may be privy to confidential information. Such information may
relate to students, job applicants, employees, finances, intellectual property, research
sponsors or future planning. All confidential information should be protected by
safeguarding it when in use, storing it properly when not in use, and discussing
it only with those who have a legitimate business need to know.
An employee should never release any confidential
information without clearance from her or his department head. Questions regarding
the release of confidential information should be directed to the department head
or the Office of Human Resources.
Consequences of Violation
Material violations of this Code, of federal,
state, or local laws and regulations, or of related college policies and procedures
may carry disciplinary consequences up to and including dismissal.
Drug-Free Workplace
The college is committed to providing a healthy
and productive work environment for all members of the community. See Alcohol
and Drug Problems in Section 211 of the Staff Handbook, the College
Policy on Alcoholic Beverages, the Smoking
Policy and the Policy on Substance Abuse and Substance Use.
Ethical Conduct
All employees and individuals representing
the college should conduct themselves ethically, honestly and with integrity. They
should act with due recognition of their positions of trust and loyalty to the college
and its students. When in doubt about the propriety of a proposed course of action,
they should seek counsel from colleagues, supervisors, or administrators who can
assist in determining the right and appropriate course. Also, see the Whistle-blower Policy.
Fair Employment Practices and Diversity
The college believes that diversity in our
faculty and staff is critical to our success as a global institution, and we seek
to recruit, develop and retain the most talented people from a diverse candidate
pool. Advancement at the college is based on performance. We are fully committed
to equal employment opportunity and compliance with the full range of fair employment
practices and nondiscrimination laws. In addition, retaliation against individuals
for raising claims of discrimination is prohibited.
Gifts and Gratuities
To avoid undue influence in decisions related
to contractual relationships with vendors or others, all employees and individuals
representing the college should not personally accept any material gift, gratuity,
or other payment, in cash or goods, of $25 or greater, from a vendor currently doing
business with the college or seeking to do so. If questions arise about the materiality
of a proposed gift or gratuity, the proposed recipient should seek advice from the
Controller or General Counsel. Note: Members of the college’s Board of Trustees
and investment committee as well as officers of the college comply with a similar
policy.
Harassment and Intimidation
The college prohibits sexual or any other kind
of harassment or intimidation, whether committed by or against a student, faculty
member, supervisor, co-worker, vendor or visitor. Harassment has no place in our
community, whether based on a person’s race, sex, color, creed, religion, national/ethnic
origin, age, handicap, sexual orientation or disabled veteran/Vietnam-era veteran
status. See also the Policy on Sexual Harassment in Section 104 of
the Administrative Staff Handbook and the Statement
of Principle on Sexual Relationships between Faculty and Students in the Code
of Faculty Legislation and Administrative Practice.
Internal Controls
Internal controls are a keystone of sound business
practices. These controls include adequate segregation of duties, diligent application
of preventive and detective control systems, and conscientious compliance with authorization,
reporting, and other established practices. Internal controls are critical to ensure
efficient operations, strong fiscal management, accurate financial reporting, asset
protection, and compliance with laws and regulations. All employees and individuals
representing the college are expected to maintain and support the college’s
internal control structures.
Lobbying
Smith encourages every employee to take an
active interest in government processes. Any participation in a political process,
however, is to be undertaken as an individual – not as a representative of
Smith. Employees must be specifically authorized to undertake any lobbying activities
on behalf of Smith, including attempts to influence the passage or defeat of legislation.
See also the Political and Campaign
Activities Policy on the Web site of the College Council on Community Policy
and the Solicitation Policy in Section 108 of the Staff Handbook.
Nepotism
The college does not prohibit the employment
of individuals with significant relationships within the college community. It does,
however, prohibit the supervision of an employee by an individual with a significant
relationship who has or may have the ability to influence wages, promotion, work
assignments or other working conditions. See the Conflict
of Interest, Employment of Relatives Policy in Section 105 of the Administrative Staff Handbook
and the Policy of
Appointment, Reappointment, Promotion and Tenure.
Obligation to Report Suspected Violations
Faculty, staff and students are strongly encouraged
to promptly report suspected violations of these standards, of laws and regulations,
or of related college policies and procedures, to their supervisor, the Associate VP of Human Resources and Administrative Services, the Provost/Dean of the
Faculty, the Director of Institutional Diversity, the Controller, or the Secretary to
the Board of Trustees, depending upon the
nature of the violation. Individuals who supervise others should ensure that their
direct reports have received adequate instruction with respect to their obligations
under this Code. Also see the Whistle-blower Policy.
Safeguarding/Protecting Assets
All employees and individuals representing
the college are responsible for safeguarding the tangible and intangible assets of
the college under their control. College assets, including those from the government
and donors, must not be used for personal benefit. Assets include cash, securities,
business plans, customer information, vendor information, intellectual property,
and physical property. Employee actions in the course of their work should reflect
and be consistent with the college’s tax-exempt status.
Safety in the Workplace
The safety of people in the workplace is a
primary concern of the college. The college must conduct its activities with all
of the necessary permits, approvals, and controls, especially in regards to the handling
and disposal of hazardous and regulated materials and waste. All employees and individuals
representing the college who work with or around these materials must be familiar
with all rules, regulations, and policies that apply to them. See the Campus Pet
Policy on the Web site of the Cross-Campus Safety
Committee.
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