INTRODUCTION

The Board of ASHM is committed to high standards of ethical conduct and accordingly places great importance on making clear any existing or potential conflict of interest.

Whilst ASHM recognises that individuals hold a range of legitimate interests outside the immediate workplace, identifying and dealing with any such conflicts of interest is an integral part of establishing an ethical culture at ASHM.

To comply with good governance practice, to maintain its peak body status and to comply with the ACFID Code of Conduct, ASHM needs to be able to have transparent processes which demonstrate its independence to all relevant stakeholders.

PURPOSE

This policy has been developed to provide a framework for all board members, employees, committee members or contractors:

  • in declaring conflicts of interest; and
  • when determining how to deal with situations of conflict.

DEFINITIONS

A conflict of interest is a situation in which a person (an ASHM Bboard member, employee, committee member, contractor) can derive personal benefit from actions or decisions made in their official capacity.

A conflict of interest can be actual, potential or perceived.

Examples of relevant conflicts of interests that should be disclosed include, but are not limited to;

  • Holding shares in a company that ASHM is considering contracting for services
  • Presenting at a conference where Industry has sponsored your attendance
  • Sitting on the Board of another organisation in which ASHM has dealings

POLICY

  • all board members, employees, committee members and contractors must remain independent, impartial and unbiased in performing their duties
  • it is the responsibility of board members, employees, committee members and contractors to take reasonable steps to avoid creating a conflict of interest or a perception of a conflict of interest
  • where a conflict of interest may exist or arise, it is the responsibility of board members, employees, committee members and contractors to disclose any such conflicts of interest in a timely manner
  • if there is any doubt as to whether a conflict exists then, in order to protect the individual and ASHM, a disclosure should be made
  • if any board member, employee, committee member or contractor becomes aware of any non-disclosed conflict by another board member, employee, committee member or contractor, then they will notify the ASHM CEO.
  • If any board member, employee, committee member or contractor becomes aware of any non-disclosed conflict by the ASHM CEO then they will notify the ASHM President and also the Chair of the ASHM Finance, Risk Management and Audit Committee
  • ASHM will maintain a register of conflicts of interest across all programs and this register will be available for inspection by relevant stakeholders upon request.

This policy also relates to:

  • a partner or family member of a board member, employee, committee member or contractor
  • any partnership of which a board member, employee, committee member or contractor (or a partner or family member) is a member
  • any corporation in which a board member, employee, committee member or contractor (or a partner or family member) is a director or owns or controls 25% or more of the issued shares.

Conflicts of interest must be disclosed by a board member, employee, committee member or contractor in a timely manner as follows:

  • each new board member, employee, committee member or contractor will, at the time of their appointment, be required to provide ASHM with a signed declaration disclosing any current conflicts of interest. In addition, during the recruitment process, AHSM will seek information about conflicts of interests from applicants
  • Board members and committee members will also complete an annual declaration confirming their current conflicts of interest
    • failure to provide either of these signed declarations in a timely manner may forfeit the individual’s ability to remain in the position
  • once a conflict of interest, or a perception of a conflict of interest, arises for an employee or contractor they will advise their Division Manager as soon as possible
  • once a conflict of interest, or a perception of a conflict of interest, arises for a board member or committee member, they will advise their fellow board/ committee members as soon as possible and be directed by the Chair of the relevant Board/ Committee as to how to proceed. If the conflict arises for the Chair of the meeting, then the Deputy Chair will advise how to proceed
  • all Board and Committee meetings must commence with a standing agenda item for a declaration of any conflicts of interest.

 

AUTHORISATION

ASHM Board, April 2018

INTRODUCTION

This policy provides guidelines around the organisation’s aid and development and non-aid and development objectives and activities. ASHM is committed to ensuring that we accurately represent our activities to the people we work with, our donors and the public.

PURPOSE

This policy reflects accountability to all stakeholders, building trusting relationships with communities and honesty & transparency.

The purpose of this policy is to guide ASHM and our partners to make a clear separation between development and humanitarian and non- development objectives and activities. This policy addresses our ACFID compliance obligations when communicating with or soliciting donations from private donors and the public, including fundraising for restricted and unrestricted purposes from aid agencies, sponsors and supporters, and fundraising from the general public.

This policy is intended to apply to all ASHM activities. The policy is applicable to all ASHM employees and volunteers. The policy also extends to ASHM partners and associated implementing organisations.

DEFINITIONS

From ACFID’s Code of Conduct – Aid and development refers to activities undertaken in order to reduce poverty and address global justice issues.  In the non-government organisation sector, this may occur through a range of engagements that includes community projects, emergency management, community education, advocacy, volunteer sending, provision of technical and professional services and resources, environmental protection and restoration, and promotion and protection of human rights.

ASHM is committed to ensuring that funds and other resources designated for the purpose of aid and development are used only for those purposes. The concept of aid and development activities can be distinguished by the following principles:

a. Strengths based approaches which encourage people and communities to create solutions for themselves

b. Processes that seek to address the causes of poverty

c. Processes that seek to empower rights holders to claim their rights and ensure that duty bearers exercise their duties

d. Supporting systems and structures which enable people to move out of poverty

e. Humanitarian response and emergency relief, disaster recovery and meeting the immediate needs of refugees and internally displaced people.

POLICY

Funds and other resources designated for the purpose of aid and development will be used only for those purposes and will not be used to promote a particular religious adherence or to support a political party, or to promote a candidate or organisation affiliated to a particular party.

The separation of development activities from non-development activities will apply in each of the following areas:

  • Programming
  • Expenditure reporting
  • Fundraising
  • Advocacy campaigns
  • Communications
  • Choice for donors
  • Partners

This policy applies to ASHM and its sector partners and collaborators in either contracts or Memorandum of Understandings. ASHM will extend this policy and its attendant agreements to its development partners through MOUs or similar documents.

This policy provides a framework for ASHM’s compliance with the Commitment to accountability to our stakeholders in the ACFID Code of Conduct, in particular Compliance Indicator 7.3.2 which states that Members development initiatives constantly demonstrate the separation of development activities from non-development activities.

AUTHORISATION

ASHM Board, June 2018

INTRODUCTION

The purpose of this policy is to help eliminate the risk of anyone employed by ASHM being involved in child abuse or child pornography.  ASHM will conduct training each year, to ensure that all staff are aware of the requirements of this policy.

ASHM is committed to promoting and protecting the interests and safety of children. We have zero tolerance for child abuse.

Everyone working at ASHM is responsible for the care and protection of children and reporting information about child abuse.

ASHM's Child Protection Policy and Procedure reflects the principles and implementation of the Department of Foreign Affairs and Trade (DFAT) Child Protection Policy, October 2017. Any inconsistencies are unintended and in cases of policy implementation, the DFAT policy will be followed.

PURPOSE

The purpose of this policy is to:

  1. facilitate the prevention of child abuse occurring within ASHM.
  2. work towards an organisational culture of child safety.
  3. prevent child abuse within ASHM.
  4. ensure that all parties are aware of their responsibilities for identifying possible occasions for child abuse and for establishing controls and procedures for preventing such abuse and/or detecting such abuse when it occurs.
  5. provide guidance to staff/volunteers/contractors/visitors to projects as to action that should be taken where they suspect any abuse within or outside of the organisation.
  6. provide a clear statement to staff/volunteers/contractors/visitors to projects forbidding any such abuse.
  7. provide assurance that any and all suspected abuse will be reported and fully investigated.

DEFINITIONS

For the purposes of this policy, a child is defined as any person under the age of 18.

Child abuse is defined as “All forms of physical or mental violence, injury or abuse, maltreatment or exploitation, including sexual abuse”.

Child pornography is defined as “any representation, by whatever means, of a child engaged in real or simulated explicit sexual activities or any representation of the sexual parts of a child for primarily sexual purposes”.

POLICY

ASHM is committed to promoting and protecting at all times the best interests of children involved in its programs.

All children, regardless of their gender, race, religious beliefs, age, disability, sexual orientation, or family or social background, have equal rights to protection from abuse.

ASHM has zero tolerance for child abuse. Everyone working for ASHM is responsible for the care and protection of the children within our care and reporting information about suspected child abuse. 

Child protection is a shared responsibility between the ASHM, all employees, workers, contractors, associates, and members of the ASHM community.

ASHM will consider the opinions of children and use their opinions to develop child protection policies.

ASHM supports and respects all children, staff and volunteers. ASHM is committed to the cultural safety of Aboriginal children, and those from culturally and/or linguistically diverse backgrounds, and to providing a safe environment for children living with a disability.

If any person believes a child is in immediate risk of abuse, telephone 000.

ASHM is committed to the protection of children from harm, abuse and exploitation. Children have a right to survival, development, protection and participation as stated in the United Nations Convention on the Rights of the Child.

Risk Management

  • Criminal record checks will be required for Australia, and for any country in which an individual acting on ASHM's behalf has lived for 12 months or longer over the last five years. The results of these checks are for the sole use of ASHM and will remain confidential. In the case of an audit, ACFID may require proof that these have been completed. ASHM will not permit a person to work with children if they pose an unacceptable risk to children’s safety or wellbeing.
  • Child protection training will be provided if working directly and regularly with children is a major role.

Working directly or regularly with children

  • Any concerns about child abuse or child pornography relating to staff covered by this policy must be reported to the Chief Finance and Operations Officer or the CEO. All concerns and complaints will be treated seriously and confidentially.
  • There may be a number of steps involved in dealing with a potential breach of the Code of Conduct:
  1. Initial discussion with the staff member concerned
  2. Investigation by the Chief Finance and Operations Officer and/or CEO
  3. Determination to dismiss complaint or to affirm a breach of the Code of Conduct
  4. Determination to issue a warning, transfer to other duties or to dismiss the employee

Where the breach of the Code of Conduct involves possible criminal involvement in child abuse or child pornography, the CEO must consider the legal obligation to report offences.

AUTHORISATION

ASHM Board, April 2018
 

INTRODUCTION 

The Board of ASHM is committed to ensuring that fundraising activities are carried out in an ethical manner.  

This policy applies to the Board, casual, permanent and contract staff and volunteers. 

PURPOSE 

The purpose of this document is to identify ASHM’s position on fundraising practice and to document the standards expected in raising funds from the community.  

DEFINITIONS 

None 

POLICY 

ASHM’s guiding fundraising principle is that we will only use techniques that we would be happy to be used on ourselves. 

In doing so, the organisation will adhere to the following standards: 

  • Fundraising activities carried out by ASHM will comply with all relevant laws. 

  • Any communications to the public made in the course of carrying out a fundraising activity shall be truthful and non-deceptive. 

  • All monies raised via fundraising activities will be for the stated purpose of the appeal and will comply with the organisation’s stated mission and purpose. 

  • All personal information collected by ASHM is confidential and is not for sale or to be given away or disclosed to any third party without consent. 

  • Nobody directly or indirectly employed by or volunteering for ASHM shall accept commissions, bonuses or payments for fundraising activities on behalf of the organisation. 

  • No general solicitations shall be undertaken by telephone or door-to-door. 

  • Fundraising activities should not be undertaken if they may be detrimental to the good name or community standing of ASHM.  

  • Financial contributions will only be accepted from companies, organisations and individuals the Board considers ethical.  

  • Free, prior and informed consent will be obtained for use of all images and stories in fundraising activities. 

 

Acceptance or Rejection of Donations  

Any decision to accept or reject funds must be based on:  

  • the relevance of the donation to ASHM's objectives and  

  •  supporting our charitable purposes, where the donation is made as a tax deductible donation.  

To the extent to which it is possible to determine, ASHM will not accept funds which have been derived from:  

  •  illegal purposes,  

  • conduct which is not condoned by the organisation, including through the sale of tobacco, and  

  • other activities which the Board would deem to be out of step with ASHM philosophy, code of conduct or which might realistically be seen to be disreputable.  

Fundraising Materials 

All fundraising materials will be truthful and: 

  • Include the organisations identity, including name, address, ABN and purpose; 

  • Accurately represent the context, situation, proposed solutions and intended meaning of information provided by affected people; 

  • Clearly state if there is a specific purpose of each donation; 

  • Avoid material omissions, exaggerations, misleading visual portrayals and overstating the need or what the donor's response may achieve. 

If outsourcing fundraising activities, ASHM will ensure that: 

  • Contracts are in place which meet all relevant legislative and regulatory requirements; 

  • Specific expectations, responsibilities and obligations of each party are clear and in writing; 

  • ASHM is identified as the beneficiaries of the funds; and 

  • Contractors are clearly identified. 

Images and messages used for fundraising will not: 

  • Be untruthful, exaggerated or misleading; 

  • Be used if they may endanger the people they are portraying; 

  • Be used without the free, prior and informed consent of the person/s portrayed, including children, their parents or guardians; 

  • Present people in a dehumanised manner; 

  • Infringe child protection policies and in particular show children in a naked and/or sexualised manner; 

  • Feature dead bodies or dying people. 

AUTHORISATION 

ASHM Board, April 2018

INTRODUCTION 

This policy covers ASHM’s office-based operations as well as its development and humanitarian initiatives. ASHM’s Conference, Sponsorship and Events Division has a Green Events policy which governs the organisation of ASHM events and conferences, meetings and events ASHM is contracted to arrange for other organisations. 

The earth’s environment is under severe stress from uncontrolled human activity, threatening the survival of our society and the performance of ASHM’s mission.  

ASHM accepts that it must work to preserve the environmental sustainability of the planet, at all levels of its operations – in its own practice, as a participant in a community of practice, and as a participant in the Australian social discourse. 

ASHM aspires to minimise its impact on our environment and maximise the effective use of resources. We strive to achieve this by increasing communication and awareness of our efforts in accordance with this policy and fostering responsible environmental behaviour amongst staff, volunteers, and users at all levels.  

ASHM is committed not only to complying with applicable law in all of its operations but to minimise risks and impacts through the development of robust and documented systems to implement, measure, monitor, and disseminate excellent environmental performance both within its operations and to the broader community. 

PURPOSE 

This Environmental Management Policy aims to integrate a philosophy of sustainable development into all the organisation’s activities and to establish and promote sound environmental practice in our operations. 

DEFINITIONS 

None 

POLICY 

ASHM commits itself to minimising its impact on our environment through  

  • Providing a safe and healthful workplace;  

  • Having an environmentally sustainable aware culture, where responsibility is assigned and understood; 

  • Being an environmentally responsible neighbour in our community; 

  • Conserving natural resources by reusing and recycling; 

  • Using, in our own operations, processes that do not adversely affect the environment; 

  • Ensuring the responsible use of energy throughout the organisation; 

  • Participating in efforts to improve environmental protection and understanding; 

  • Taking steps to improve environmental performance continually; 

  • Conducting rigorous audits, evaluations, and self-assessments of the implementation of this policy; 

  • Working with suppliers who promote sound environmental practices; and 

  • Enhancing awareness among our employees, volunteers, and users – educating and motivating them to act in an environmentally responsible manner including walking or cycling to work.   

AUTHORISATION 

ASHM Board, April 2018
 

INTRODUCTION 

ASHM believes that all people should work in an environment free from bullying.  

ASHM understands that workplace bullying is a threat to the health and wellbeing of its staff, volunteers, advisors, interns, consultants and Board members.  

Accordingly, ASHM is committed to eliminating, so far as is reasonably practicable, all forms of workplace bullying by maintaining a culture of openness, support, and accountability. 

This policy applies to all employees of ASHM, unless otherwise specified. 

PURPOSE 

The purpose of this document is to communicate that ASHM does not tolerate any form of workplace bullying and to set out the process which is to be followed should any instances of workplace bullying be reported.  

DEFINITIONS 

Employee is defined as staff, volunteers, advisors, interns, consultants and Board Members. 

This policy also relates to, but is not limited to the following types of communication: 

  • Verbal 

  • Written 

  • Electronic - such as email, skype, social media and text messages 

“Bullying” is repeated and unreasonable behaviour directed towards a person or group of persons that creates a risk to health and safety. It includes behaviour that could be expected to intimidate, offend, degrade, humiliate, undermine or threaten. 

“Repeated behaviour” refers to the persistent nature of the behaviour and can involve a range of behaviours over time.  

“Unreasonable behaviour” is behaviour that a reasonable person, having considered the circumstances would see as unreasonable, including behaviour that is victimising, humiliating, intimidating or threatening.  

Examples of behaviour, whether intentional or unintentional, that may be considered to be workplace bullying if they are repeated, unreasonable and create a risk to health and safety include but are not limited to: 

  • abusive, insulting or offensive language or comments 

  • unjustified criticism or complaints 

  • deliberately excluding someone from workplace activities 

  • withholding information that is vital for effective work performance 

  • setting unreasonable timelines or constantly changing deadlines 

  • setting tasks that are unreasonably below or beyond a person’s skill level 

  • denying access to information, supervision, consultation or resources to the detriment of the worker 

  • spreading misinformation or malicious rumours 

  • changing work arrangements such as rosters and leave to deliberately inconvenience a particular worker, or workers. 

Workplace bullying can occur between workers (sideways), from managers to staff (downwards), or staff to supervisors/managers (upwards).  

Reasonable management action is not considered to be workplace bullying if it is carried out lawfully and in a reasonable manner in the circumstances. Examples of reasonable management action include but are not limited to: 

  • setting reasonable performance goals, standards and deadlines 

  • deciding not to select a staff member for promotion where a reasonable process is followed 

  • informing a staff member about unsatisfactory work performance in an honest, fair and constructive way 

  • taking disciplinary action, including suspension or terminating employment. 

Differences of opinion and disagreements are generally not considered to be workplace bullying.  

Bullying that directly inflicts physical pain, harm, or humiliation amounts to assault and should be dealt with as a police matter (see below).  

POLICY 

This policy is not limited to the workplace or working hours and covers all work-related events which includes, but is not limited to – lunches, meetings, conferences, as well as Christmas parties.  ASHM has a duty of care to provide a safe workplace, and ensure, so far as is reasonably practicable, that staff and other people are not exposed to health and safety risks.  

ASHM accepts and acts on its duty of care.  Any reported allegations of workplace bullying will be promptly, thoroughly, and fairly investigated. 

Bullying complaints will be handled in a confidential and procedurally fair manner. Where confidentiality cannot be guaranteed this will be clearly communicated to the relevant parties. 

All parties will be treated with respect.  

The person against whom the allegation is made has the right to natural justice (the right to know what is alleged against them, the right to put their case in reply, and the right for any decision to be made by an impartial decision-maker).   

AUTHORISATION 

ASHM Board, April 2018

INTRODUCTION 

This policy applies to all Board members, employees, consultants, mentors and contractors of ASHM, unless otherwise specified. 

PURPOSE 

ASHM may discipline any who engages in unacceptable behaviour. 

The purpose of this policy is ensure that employees are aware of behaviour that could amount to misconduct and that all relevant parties are aware of ASHM's policy for dealing with misconduct.  

DEFINITIONS 

For the purpose of this policy, all ASHM’s Board members, full time and part time employees, contractors, consultants, mentors and volunteers will be referred to as an ‘ASHM representative’. 

POLICY 

ASHM expects its representatives to observe acceptable standards of behaviour. 

ASHM representatives must not engage in behaviour that amounts to misconduct (including serious misconduct) at the workplace. This includes where representatives are working on site or off-site, attending a work-related conference or function, or attending a client or other work-related event, including retreats and social events. 

Misconduct 

Where an ASHM representative engages in misconduct or alleged misconduct, the processes in this policy will be followed.   

Behaviour amounting to misconduct includes, but is not limited to, the following: 

  • failing to obey lawful and reasonable instructions of ASHM; 

  • failing to follow defined policies, procedures and rules; 

  • failing to share relevant information with ASHM; 

  • unacceptable disruptive behaviour; 

  • unauthorised absence from the workplace; and 

  • repeatedly being late for work without lawful excuse.  

When proven, misconduct may provide a valid reason for termination of an ASHM representative's employment with notice.  

Serious misconduct 

Whether misconduct amounts to serious misconduct depends on the particular circumstances of a given case. Supervisors/managers should consider the circumstances fully as they apply to the particular representative when determining whether or not the representative has engaged in conduct that could be considered serious misconduct.  

Behaviour amounting to serious misconduct includes, but is not limited to: 

  • wilful or deliberate behaviour that is inconsistent with the representative's contract of employment; 

  • theft; 

  • fraud; 

  • assault; 

  • intoxication at work or at an ASHM related event; 

  • use of derogatory, violent or abusive language; 

  • fighting; 

  • failure to observe safety rules; 

  • concealment of a material fact on engagement; 

  • obscenity and other forms of sexual misconduct; 

  • dishonesty in the course of the employment; and 

  • criminal conduct including conduct that, if proven, renders the representative completely unfit for work. 

AUTHORISATION 

ASHM Board, June 2018

INTRODUCTION

This policy relates to the way in which ASHM deals with complaints by:

  • service users about its goods and services
  • ASHM members
  • other ASHM stakeholders. 

In addition, ASHM has a policy that specifically deals with complaints and grievances from students and a formal appeals procedure relating to assessment and accreditation in our prescriber programs. 

PURPOSE

ASHM welcomes constructive critical feedback on its activities, as well as formal complaints, to help improve delivery of services to service users.

A negative comment about any aspect of ASHM services is not a complaint unless the person making the complaint indicates this and follows the procedures in this policy for making a complaint. 

A negative comment in an informal setting, such as an anonymous negative comment on an evaluation sheet at a training course, is not a complaint for the purpose of this policy.  However, such comments will be entered on ASHM’s Continuous Improvement Register and appropriate action taken for the purpose of improving services. 

DEFINITIONS

None

POLICY

ASHM is committed to efficient and fair resolution of complaints by people in the organisation at all levels. ASHM acknowledges customers’ and stakeholders’ right to complain and we positively invite feedback from customers and stakeholders about the goods and services we provide.

In handling complaints we will be fair to both the complainant and the service or person against whom the complaint is made. Complainants will be treated courteously.

Any complaint or dispute about an aspect of ASHM's operations or practices will be dealt with confidentially, effectively and with the appropriate degree of urgency.

All complaints will be managed to ensure there is procedural fairness to all parties, there is no conflict of interest by either party, there is no victimisation or retaliation and confidentiality is assured throughout the process.

There is no fee for lodging a compliant or having it processed by Society staff.

AUTHORISATION

ASHM Board, April 2018