Code of Conduct

Updated December 2019

  1. This Code of Conduct is based upon a fundamental and abiding respect for law and ethical practices and the realization that the overall interests of Empowering Youth Exploring Justice, and those acting on its behalf in serving the public, are best served by strict adherence to this Code of Conduct. The policy of Empowering Youth Exploring Justice with respect to conflicts of interest requires that persons acting on behalf of the Organization avoid any conflict or appearance of conflict between their personal interests and the interests of Empowering Youth Exploring Justice in dealing with organizations or individuals doing or seeking to do business with Empowering Youth Exploring Justice
  2. This Code of Conduct applies to every person acting on behalf of the Organization. The following definitions shall apply to this Code of Conduct:
    1. “Organization”: Empowering Youth Exploring Justice, the entire Non-Profit Organization, including all chapters, the National Office, and National Office and chapter sections, councils, committees and other constituent groups.
    2. “Representative”: every officer, director, trustee, delegate, committee member, employee, (full-time or part-time) or any other person acting on behalf of the Organization.
    3. “Associate”: (1) a member of a Representative’s immediate family; (2) any organization in which a Representative (or a member of a Representative’s immediate family) is a partner, or in which a Representative or a member of his/her family own more than 10 percent of any class of securities; or (3) a trust of which a Representative is a trustee, or in which a Representative or a member of his/her family has a beneficial interest.
    4. “Board”: the Board of Directors or Board of Trustees of the entity within the Organization most directly impacted by or involved in any actual or potential conflict of interest between a Representative and the Organization.
  3. Each Representative is responsible for compliance with this Code of Conduct and for taking steps to see that Representatives within his or her control comply fully. The primary responsibility of each Representative is to perform the duties of his or her position in a manner best suited to promote the interests of the Organization.
  4. While the following guidelines are not intended to cover every situation or take the place of personal integrity, they will indicate how Representatives are to conduct themselves in many cases. The absence of a specific guideline does not relieve any Representative of the responsibility for proper, legal, and ethical conduct at all times. Representatives in doubt should take up their problems with the responsible staff person, the Board, or an appropriate committee thereof.
    1. Personal Financial Interests: Without prior disclosure and a decision thereon as outlined in Paragraphs V and VI, no Representative shall personally or through any Associate have a direct or indirect investment in any business enterprise which is doing or seeking to do business with the Organization (unless that investment is in the equity securities of a publicly-owned corporation regularly traded in the open market), including the receipt of any grants, fellowships, or contributions from the Funds of the Organization.
    2. Gifts, Entertainment, or Other Favors: No Representative or any Associate shall solicit or accept gifts, cash, travel or lodging, unreasonable entertainment, loans, or any other gifts or favors from persons doing business with the Organization, including suppliers of goods or services, other than those of such nominal value that they cannot be regarded as placing the Representative under any obligation to the donor. Any payments (such as honorariums or participation fees) received by staff members for services related to Organization employment shall be assigned to the Organization.
    3. Giving Gifts or Entertaining: Organization funds or other assets shall not be used for improper payments to those doing or seeking to do business with the Organization. This prohibition covers direct payments or indirect payments through third parties, and reimbursement of Representatives for improper payments by them. However, Representatives may give gifts to or entertain others at Organization’s expense if such gifts, favors, or entertainment are of limited value, consistent with accepted practices, and are not in contravention of applicable law and generally accepted ethical standards.
    4. Outside Employment: Representatives who are employed by an organization or person that does business with the Organization shall disclose such fact and recluse themselves from participation in any decision involving or affecting the Organization’s relationship or dealings with their employer. Representatives who are Organization employees shall not engage in outside employment which conflicts with their work, scheduled hours, or performance of Organization assignments. Before an Organization employee accepts full or part-time employment with any organization or any person with which the Organization does business, that Representative shall submit in writing a description of the work assignment and expected duration of the work assignment to the responsible staff person, the Board, or an appropriate committee thereof, who will decide if there is a conflict of interest by responding in writing to the Representative.
    5. Employment by the Organization: No Associate of any Representative shall be a full or part-time employee of the Organization.
    6. Documentation: Appropriate documentation in the books and records of the Organization, including Board minutes where appropriate, concerning any question which may arise under or any interpretation which may be made of this Code of Conduct is encouraged as a protection to the Representative and the Organization. The confidentiality of patient and contributor records shall be maintained and limited to use by the Organization.
  5. It is recognized that situations will occur in which a Representative has an outside affiliation or an interest in a present or proposed transaction which might be in conflict with, or have the potential to be in conflict with, or be perceived as being in conflict with the interests of the Organization. When such situations arise, a Representative shall make full disclosure in writing to the responsible staff person or the Board as set forth below in paragraph VI.
  6. When any actual, potential, or perceived conflict of interest is relevant to a matter requiring action by the Board or a committee, the interested person shall call it to the attention of the Board (or committee) and such person shall not vote on the matter.

    Moreover, the person having a conflict shall retire from the room in which the Board (or committee) is meeting and shall not participate in the final deliberation or decision regarding the matter under consideration. However, that person shall provide the Board or committee with any and all relevant information.

    The minutes of the meeting of the Board or committee shall reflect that the actual or potential or perceived conflict of interest was disclosed and that the interested person was not present during the final discussion or vote and did not vote. When there is a doubt as to whether a conflict of interest exists, the matter shall be resolved by a vote of the Board (or its committee) excluding the person concerning whose situation the doubt has arisen.
  7. A decision on any potential or actual conflict shall be made by the responsible staff person, the Board, or an appropriate committee thereof. Such person or group shall use appropriate means at its disposal in order to render a decision, which may include review by an unbiased, disinterested person or group, including peer review of research projects with appropriate records being maintained on the matter. If the immediately responsible person or group decides that an unacceptable conflict does or would exist, then an opinion shall be so rendered and any necessary action shall be taken by the responsible person or group, which action may include, where appropriate, dismissal, recall, or other appropriate action with respect to the Representative involved, or revocation, rescission, or termination of a contract, return of monies, or other appropriate remedial action.
  8. A copy of this Code of Conduct shall be furnished to each Representative who is presently serving this organization. This policy shall be reviewed annually for the information and guidance of all Representatives. Any new Representatives shall be advised of the policy upon undertaking the duties as a Representative of the Organization.

Diversity Vision Statement

Empowering Youth Exploring Justice values diversity as essential to its mission and is committed to creating an inclusive environment where all Organization programs, materials, and activities are sensitive to those it serves and responsive to their needs; and where all Organization Representatives – volunteers, board members, staff, and others who support the Organization and share fully their talents, skills, and passions in pursuit of our mission.

Freedom from Discrimination and Harassment

Empowering Youth Exploring Justice is committed to providing a productive and professional environment in which Representatives work together with mutual respect and appreciation of their diversity to achieve the mission of the Organization. In keeping with this commitment, Representatives are held to a standard of conduct that reflects favorably on the reputation of the Organization and that avoids stereotyping or isolating people. Discrimination or harassment based on age, disability, sex, race, ethnic origin, religion, economic status, or sexual orientation will not be tolerated. Violation of this policy will result in disciplinary action that may include termination of employment or volunteer services.

CONFIDENTIAL

EMPOWERING YOUTH EXPLORING JUSTICE
CONFLICT OF INTEREST DECLARATION

For Members of the Board of Directors, Empowering Youth Exploring Justice


Name (please print):


Are you, or any of your immediate family, employed by, or affiliated with any vendor, supplier or service provider to Empowering Youth Exploring Justice? If so, please list the names of those businesses.







Are you, or any of your immediate family, or any firm with which you are employed by or affiliated with, compensated for services provided to Empowering Youth Exploring Justice (excluding reimbursement for out-of-pocket business expenses)? If so, please describe below the type of service and amount of fees or compensation received during the prior 12 months.







Are you, or any of your immediate family, or any institution with which you are employed by or affiliated with, applying for or receiving grant funding from the Empowering Youth Exploring Justice? If so, please list below the institutions and nature of your affiliation or details of your direct relationship.







Do you receive monetary compensation for providing any editorial or advisory services to Empowering Youth Exploring Justice or its publications? If so, please explain the nature and annual amount of compensation.







Are you familiar with the Organization’s Code of Conduct including your responsibility to abstain from voting on any committee or Board resolution which would create a potential conflict of interest for you and the Organization?







I have reviewed the policy on Code of Conduct of the Non-Profit Organization, Inc. and agree to abide by the terms of that policy.



Signature:


Date: