Ethics Connection The Value of Ethics & Standards in Linkdom

Selma Robinson-Ayers, Chair Ethics & Standards Committee

May 11, 2013

Ethics Connection – Workshop Overview

• Introduction• Who, What, When, Where, Why• The Code of Conduct• The Core Values• The Standards & Scenarios• Connecting the Dots … Awareness Test• The Process for Handling Complaints• Possible Sanctions for Ethics Violations• The Forms• Questions & Comments

Area Ethics and Standards Committee

 • Link Selma Robinson-Ayers, Chair

– St. Petersburg (FL) Chapter

• Link Tamara Y. Lee, Vice Director/Membership– Tuskegee (AL) Chapter

• Link Rosalind Fuse-Hall, Parliamentarian– Tallahassee (FL) Chapter

• Link Kiana Mitchell, – Pontchartrain (LA) Chapter

• Link Sia Baker-Barnes– West Palm Beach (FL) Chapter

 

WHO are we?

• The Links Foundation, Inc.• The Links, Incorporated• The National Headquarters of The Links,

Incorporated• The Central, Eastern, Southern and

Western Areas of The Links Incorporated• The 278 Chapters of The Links,

Incorporated• The 12,000+ Members of The Links,

Incorporated

We are the Links!

WHAT is Ethics & Standards?

• Ethics = A concept of moral principles and values that determine good and bad, or right and wrong (The essence of who we are inwardly)

• Standards = Agreed to norms that define acceptable conduct and expected behavior

• Code of Conduct = A set of guidelines based upon principles and core values that define the standards for acceptable actions, behavior, and conduct.

WHEN & WHERE is E&S Applicable?

Whenever and Wherever!In all things – at all times – and in all places!

• As members of The Links, Incorporated, our actions must always exemplify the Highest Standards of Ethics and Integrity

• Fostering sisterly friendship• Conducting business and providing services• Chapter and Committee Meetings• Area Conferences and National Assemblies• Programming Initiatives• Fundraising Activities• Civic Endeavors• Community/Public Relations

WHY is Ethics Important?

It’s all about our Reputation!

• Reputational Capital = The Value of our Reputation– The internet and news media headlines are filled with countless scandals

involving individuals and organizations charged with ethics violations.

• Proverbs 22.1 – “A good name is rather to be chosen than great riches and loving favor rather than silver and gold.” A Good Reputation is Priceless!

• Representatives & Ambassadors (Links Members)

• Accountability & Compliance – We’re in the big league now – we must be accountable – Compliance is a “must” – play by the rules– Adhere to Links Code of Ethics & Standards, Constitution and Bylaws,

Manual of Procedures, Financial Handbook and other Links governing documents

Reputations are forged over time, but can be destroyed in an instant!

Not the Kind of Publicity We Seek!Ethics in the Headlines – Protect the Links’ Reputation!

Alleged Violations Could Cost NAACP Millions in donations

- Dowjones Newswires

Insider Trading Scandal - Martha Stewart gets 5 months prison term

- CNN Money

Rep. Charlie Rangel found guilty of 11 ethics violations – steps down under pressure- The Washington Post

Nothing to see here: Maxine Waters cleared of House ethics violations

- The Wall Street Journal

Wesley Snipes turns 50 in prison but didn’t file false tax return…Snipes maintains that he was mislead by his advisors

- Forbes Magazine

FAMU in Hot Water Over Hazing Misappropriation of State Funds …Accreditation at Risk – Band Suspended

- Florida Times Union - Note

Convicted JWB executive forced to sell homesOther personal assets also go for fines, fee

- USA TODAYJessie Jackson, Jr. pleads guilty to campaign fraud…

- Chicago.tribune.com

UNCF Dismisses TwoExecutives For Violating Ethical Standards

- The Wall Street Journal

…The Links, Incorporated - National Treasurer - Misappropriated FedEx Funds… NO WAY!

The Core Values

• Friendship• Service• Legacy• Respect• Family Relations• Honesty/Truth• Confidentiality• Integrity• Courage• Responsibility & Accountability

The Code of Conduct

• Adhering to the Constitution and Bylaws, Manual of Procedures, The Links Organization Code of Ethics and Standards, and other official documents of The Links, Incorporated and The Links Foundation, Incorporated.

• Fostering the bonds of friendship.

• Implementing programs and activities in the program facets that meet our organizational mission and service requirements

• Serving the public in a trustworthy manner, dealing honestly with members of The Links Organization and the community at large.

• Abiding by applicable federal, state, and local laws and regulations.

• Adhering to international copyright and intellectual property laws.

• Guarding against conflicts of interest and avoiding the appearance of impropriety when using organizational funds and public resources and when giving and receiving gifts and awards.

The Standards

• Communications– Social Media Policy

• Financial Operations

• Intellectual Property

• Equal Opportunity

• Conflict of Interest

The Standards – Communications

• National President is official spokesperson

• Members MUST maintain privacy and confidentiality

• No harmful statements re the organization or its members

• No unauthorized written or electronic communications.

The Standards – Communications • Scenario:

– At a public community forum, held for the purpose of discussing measures to compensate for the general state of the economy, and the effects of recent congressional budget cuts to the local community (i.e. unemployment, youth education/entitlement programs; health-care issues, etc.) a chapter member states publically that The Links, Incorporated will lend financial support to several youth educational initiatives (i.e. financial support to causes).

• Related Core Values:– Responsibility and Accountability

• Applicable Code/Standard(s):– Standard 1: Communications, Section A . Designating the Official Organizational

Spokesperson. The National President or her designee is the official spokesperson for The Links Organization. The President must authorize all official statements or issuances of statements on behalf of the organization.

• Related Governing Documents::– Constitution and Bylaws; Manual of Procedures, Financial Handbook, Protocol Manual

• Complaint Process:– Chapter Level Ethics Complaint. Complaint is filed by a designated chapter member and is

handled by Chapter Ethics & Standards Committee in accordance with steps outlined in “PROCESS FOR RESPONSE TO COMPLAINT AGAINST AN INDIVIDUAL LINK”.

• Possible Sanctions/Corrective Actions: – Apology (A written apology from the sanctioned member to the Chapter expressing regret for

the action. Chapter President (official Chapter spokesperson) sends formal letter to appropriate entity/group(s) and rescinds offer to support the cause(s) financially.

The Standards – CommunicationThe Social Medial Policy

• Standard 1: Communications – Social Media

• “Appendix A” to the recently distributed “Social Media Policy” provides examples of inappropriate online conduct by members and chapters acting on behalf of, or in their capacity as, members of The Links, Incorporated on sites such as Facebook, LinkedIn, and other social media platforms which violates The Links Code of Ethics and Standards.

• Members are strongly encouraged to study The Code of Ethics and Standards and other governing documents for more complete review of current standards of conduct that should apply as we meet our mission of service through friendship and protect our Links brand.

• While the current revision of The Code of Ethics and Standards does not specifically address our recent social media presence, adherence to current rules and regulations, and an understanding of current Communications sanctions for inappropriate conduct, along with an awareness of the complaint and appeals processes, are expected.

Updates to the Code that pertain to social media activity are forthcoming.

The Standards – Financial Operations

• Use of Public Funds – Monies shall be used for the stated charitable activities and service projects, only

• Recusals – Links and immediate family members must recuse themselves from participation in sponsored public fundraising activities involving lotteries, silent and live auctions, awards, gifts and prizes

• No self-dealing or misappropriation of funds.

The Standards – Financial Operations • Scenario:

– Following a contentious discussion at the November meeting (and opposition by the Treasurer), the St. John Knitty Chapter of The Links, Incorporated voted to host its annual Christmas Party using funds that were “just sitting” in the Restricted Funds account, rather than assessing the 30 members a fee of $100 each to offset the costs. The party was a huge success; however, the matter was reported to the Area Director for review.

• Related Core Values:– Honesty/Truth, Integrity, Responsibility and Accountability

• Applicable Code/Standard(s):– Standard 2. Financial Operations – Section A. Use of Public Funds; and B.

Misappropriation of Funds

• Related Governing Documents:– Constitution and Bylaws; Financial Handbook,

• Complaint Process:– Area Level Ethics Complaint. Complaint is filed by Area Director (or her designee) and is

handled by Area Ethics & Standards Committee in accordance with steps outlined in “PROCESS FOR RESPONSE TO COMPLAINT AGAINST A LINKS CHAPTER”.

• Possible Sanctions/Corrective Actions: – Probation, Suspension, Expulsion– Other Corrective Action: “Restricted” funds account must be replenished ($3K)

The Standards – Intellectual Property

•No plagiarism or misuse of information

•Give appropriate credit for work done

•Adhere to all copyright and intellectual property laws.

The Standards – Intellectual Property • Scenario:

– Link Queen Foraday, of the Kings Court Chapter of The Links, Incorporated prepared a research paper on “Bullying in the Middle School” and presented it to several local schools in the Kings Court area. She later attended a Links Leadership Forum wherein the Program Chairperson from a neighboring Chapter (who is also an Area Officer) presented a Workshop which appeared to reference Link Foraday’s research, claiming it as her own document. When copies of the presentation were distributed, Link Foraday was astounded that her research work was being used and disseminated without permission or authorization.

• Related Core Values:– Friendship, Respect, Honesty/Truth, Integrity, Responsibility and Accountability

• Applicable Code/Standard(s):– Standard 3. Intellectual Property – Plagiarism and Misuse of Information. Ensuring that

others receive appropriate credit for their work and contributions. Serving the public in a trustworthy manner, dealing honestly with the members of The Links Organization and the community at large.

• Related Governing Documents:– Constitution and Bylaws, Financial Handbook

• Complaint Process:• Area Level Ethics Complaint. Complaint is filed by offended chapter member and is

handled by Area Ethics & Standards Committee in accordance with steps outlined in “PROCESS FOR RESPONSE TO COMPLAINT AGAINST AN AREA OFFICER ”

• Possible Sanctions/Corrective Actions: – Apology, Fine, Suspension.

The Standards – Equal Opportunity

• The Links Organization shall promote equal opportunity and diversity for all persons regardless of age, race, color, gender, religion, national origin, handicap, disability or any other characteristic protected by law, and shall make decisions based on merit, qualifications and abilities

• Make every effort to ensure reasonable accommodations.

The Standards – Equal Opportunity

• Scenario:

The Area Communications Committee and Public Relations are charged with recommending entertainment artists for the Area Conference. In the request for proposal, the Committee expresses preference for an ethnic minority jazz group. The Committee reviews the bids and makes recommendation to the Area Director. The Director rejects the lowest bid from a prominent local jazz band because the performers are Caucasian. The rejected band learns of the situation and lodges a complaint to the National President, The Links, Incorporated.

• Related Core Values:– Honesty/Truth, Integrity, Responsibility and Accountability

• Applicable Code/Standard(s):– Standard 4. Equal Opportunity and Diversity ; A) Promoting equal opportunity and diversity for all

persons regardless of age, race, color, gender, religion, national origin, handicap, disability or any other characteristic protected by law and shall make decisions based on merit, qualifications and abilities.

• Related Governing Documents:– Constitution and Bylaws, Financial Handbook, Area Conference Handbook

• Complaint Process:• National Level Ethics Complaint is filed by the President or a designated member of the National

Executive Council and is handled by National Ethics & Standards Committee in accordance with steps outlined in “PROCESS FOR RESPONSE TO COMPLAINT AGAINST AN EXECUTIVE COUNCIL/FOUNDATION BOARD MEMBER.

• Possible Sanctions/Corrective Actions: – Removal from Office, Suspension.

The Standards – Conflicts of Interest

• Members must refrain from Conflicts of Interest

• Recusals and Waivers of Conflict of Interest are required

• No unauthorized Awards or Recognitions

• Compensation/Salary paid to members or immediate family must be disclosed ($50+)

• Disclose Gifts/Compensation by Parties Seeking to Conduct Business

• Substantial Obligation/Beneficial Interest to Supplier of Goods and Services must be disclosed

• Disclosure must be made of Salaries or Gift Funds to the Links Organization.  

The Standards – Conflicts of Interest • Scenario:

– The Zillionaire Chapter of The Links, Incorporated hosted its annual “Diamonds & Dollars” fundraising gala wherein major corporations engaged in subtle philanthropic competition vying for Top Contributor. The ticket stub of a Chapter member’s daughter was selected during the evening’s drawing finale, making her the winner of a 10-day transatlantic cruise aboard the SS Queen Mary. The potential “Heir-o-Link”, sadly (yet graciously) went to the podium and stated “I am an immediate family member of a Link and as such am not qualified to accept such gifts and awards at Links sponsored public events,” etc.

• Related Core Values:– Respect, Honesty/Truth, Integrity, Family Relations, Responsibility and Accountability

• Applicable Code/Standard(s):– Standard 5. Conflicts of Interest; B) Recusals and Waivers. If a Link member (or a

member of her immediate family) recognizes a potential conflict of interest, the member or family members must recuse themselves from the action or activity.

• Related Governing Documents:– Constitution and Bylaws, Manual of Procedures, Financial Handbook,

• Complaint Process:• No compliant should be filed. The family member recused herself from the activity and

no ethics violation occurred.

• Possible Sanctions/Corrective Actions: – NO sanction imposed. There is awareness by chapter members and their families

regarding the Links Code of Ethics and Standards as pertains to Conflicts of Interest.

Connecting the Dots . . . Test Your Awareness Core Values………………Ethics & Standards………………Linkdom?

Test your awareness of ethical issues. Make the connection (connect the dots) between our values and responsibilities, and the (sometimes) challenges we face in Linkdom!

Core Values/Ethical Standards Ethics Issues in Linkdom

#1 Integrity/Courage . . . . . . . . . . . . . . . . . . A) Appending your Facebook page with Links logo Applicable Ethics Standard(s) ? Reporting a member for misappropriation of funds Communications/Financial Operations#2 Confidentiality . . . . . . . . . . . . . . . . . B) Making harmful statements against the organizationApplicable Ethics Standard(s) ? Sharing privileged information with non-Links

Communications#3 Friendship . . . . . . . . . . . . . . . . . . . . . C) Defaming the character of a member during a

meetingApplicable Ethics Standard(s) ? Filing a knowingly frivolous ethics complaint

Communications #4 Family Relations . . . . . . . . . . . . . . . . . . . D) Giving unauthorized awards and recognitionsApplicable Ethics Standard(s) ? Compensating a family member for professional

workConflict of Interest

#5 Honesty/Truth . . . . . . . . . . . . . . . . . . . . . E) Plagiarizing another’s work/not giving credit to others

Applicable Ethics Standard(s) ? Acting as Links spokesperson (in lieu of President) Intellectual Property/Communications#6 Responsibility/Accountability. . . . . . . . . F) Using restricted funds inappropriately Applicable Ethics Standard(s) ? Accepting personal gifts from sponsors and donors

Financial Operations#7 Respect . . . . . . . . . . . . . . . . . . . . . . . . . . G) Failing to afford all (diverse) persons equal

opportunity Applicable Ethics Standard(s) ? Devaluing the contributions of select members

Equal Opportunity

The Process – Complaint • Must be in writing• Must be submitted on appropriate form• Cannot be anonymous• Must be placed in an envelope and marked

confidential• Must be submitted to The Chapter, Area or

National Ethics and Standards Committee Chair, whichever is appropriate• Must be submitted to the Chapter President, Area

Director or National President, whichever is appropriate• Must be provided to alleged offender• Must be kept confidential• Must be sent by certified mail.

The Process – Response to Complaint

• Ethics and Standards Committee meets within 10 days to review complaint, initiate an investigation and plan for a hearing

• The alleged offender must be notified within 10 days of complaint and offered the opportunity to respond in writing

• The alleged offender must notify Committee in writing as to whether a written response will be provided.

Ethics Connection – The Investigation

• Contact presiding officer to ensure receipt of complaint

• Conduct interviews with accused offender, complainant and any other witnesses

• Attempt to resolve the issue at the lowest possible level

• Gather appropriate documents

• Work with presiding officer to schedule hearing

• Notify all parties of hearing via certified mail

• Maintain strictest confidentiality.

The Process – The Hearing

• Quorum includes the Ethics & Standards Committee Chair, Parliamentarian and Vice-President Membership

• All members present must have a signed Confidentiality form on file

• Presiding officer introduces herself and the members present

• Hearing is then called to executive session.

• Complainant and Respondent may have 3 total representatives (1 to present the case and 2 to assist in the presentation)

• Each side has 10 minutes to present case

The Process – The Hearing Cont’d.

• Documents may be presented but copies need to be available for all in attendance

• Witnesses are permitted if they were present when the alleged incident occurred (Links members only)

• Members and Complainant/Respondent may ask questions

• Members and the Committee then have an opportunity to ask questions for 5 minutes

• Complainant and Respondent have 5 minutes to present their final summaries.

The Process – The Hearing Cont’d.

• The Committee and members, outside of any parties, representatives or witnesses, deliberate for 10 minutes and come to a decision

• 2/3 affirmative vote is required to uphold complaint and/or impose sanctions

• The parties are notified in writing of the decision

• No legal representation is permitted.

The Process –Appeal

• Appeals are permitted to the Area, Executive Council and National Assembly

• 30 days allowed to appeal after notification of final decision

• Area conducts a hearing

• No hearing at Executive level

• All actions of the National Assembly are final.  

Possible Sanctions for Ethical Violations

• Apology – Oral or written statement by member who has committed an offense

• Censure, Reprimand – Written statement by Chapter

• Fine – Sum paid as a penalty for failure to comply

• Removal from Office – Permanent removal of member from elected or appointed position

• Probation/Chapter – Defined time period (NTE 1 year) during which chapters shall curtail activities to correct deficiencies

• Suspension/Chapter – Defined time period (NTE 1 year) during which chapter activities are suspended

• Suspension/Member – Temporary withdrawal of a member from all activity with the local Chapter, the Area and the Links, Incorporated for a defined period (NTE 1 year)

• Expulsion/Member – Total and permanent severance of a member’s relationship with The Links, Incorporated

• Charter Revocation/Chapter – Strictest discipline for most egregious violations – permanently withdraws chapter’s charter. (Most severe sanction.)

The Process – Forms

• Forms designed to follow Internal Revenue Service forms

• The back of each form contains instructions on how the form is to be completed and mailed

• All members should have signed the Acknowledgement Form

• Glossary of Terms – Key point is definition of immediate family member.

Ethics Connection – Forms Cont’d.

Code of Ethics (COE) Forms

– COE 61-1 Code of Ethics Member Acknowledgment Form– COE 61-1a Code of Ethics Employee Acknowledgment Form– COE 61-2 Conflict of Interest Disclosure Statement– COE 61-3 Confidentiality Form– COE 61-4 Complaint Form – Allegation of Ethical Misconduct– COE 61-5 Due Process Notification – Part 1– COE 61-6 Minutes of the Code of Ethics Hearing– COE 61-7 Notification of Hearing Results– COE 61-8 Ethics and Standards Transmittal– COE 61-9 Notice of Appeal– COE 61-10 Decision Upheld– COE 61-11 Decision Reversed

Ethics Connection – Take an “Ethics Check”

• A sound ethical culture is a key to avoiding scandal, safeguarding an organization’s reputation, and sustaining its brand value!

• Ethical conduct and behavior is everyone’s responsibility!– Do the right thing– Be open and honest– Seek awareness and ensure compliance – Accept responsibility for your actions

• When in doubt - "Take an ethics check!"– Check with your Chapter President, Chapter Ethics and Standards

Committee, Area Ethics and Standards Chair• Is it legal?• Is it right?• Does it foster Links Core Values?

• Does it enhance or diminish The Links’ Reputation?

Ethics Connection – Contact Information

Mail:Selma Robinson-Ayers, ChairSouthern Area Ethics & Standards

Committee6295 Bahia Del Mar Circle #307St. Petersburg, FL 33715

E-mail:Sayers324@tampabay.rr.com

Telephone:727-906-3373 (Home) 727-709-7420 (Cell)

Ethics Connection – Staying Connected

Questions &

Comments

Thanks for your participation!

Ethics Connection – Survey/Evaluation

Ethics Connection

HANDOUTS

Ethics Connection Awareness TestConnecting the Dots….

Survey/Evaluation Forms

Ethics and Standards ArticlesFeatured in “The Southern Area Advantage E-

zine”

Ethics Connection – Awareness Test Core Values………… Ethics & Standards………… Linkdom ? Test your awareness of ethical issues. Make the connection (connect the dots) between our values and responsibilities, and the (sometimes) challenges we face in Linkdom! Core Values/Ethical Standard Ethics Issues in Linkdom

____#1 Integrity/Courage . . . . . . . . . . . . . . . . . . A) Using restricted funds inappropriately Applicable Ethics Standard(s) = Accepting personal gifts from sponsors and donors

Communications/Financial Operations____#2 Confidentiality . . . . . . . . . . . . . . . . . . . . B) Plagiarizing another’s work/not giving credit to others Applicable Ethics Standard(s) = Acting as Links spokesperson (in lieu of President)

Communications ____#3 Friendship . . . . . . . . . . . . . . . . . . . . . . . . C) Making harmful statements against the organization Applicable Ethics Standard(s) = Sharing privileged information with non-Links

Communications ____#4 Family Relations . . . . . . . . . . . . . . . . . . . D) Failing to afford all (diverse) persons equal opportunity Applicable Ethics Standard(s) = Devaluing the contributions of select members

Conflict of Interest ____#5 Honesty/Truth . . . . . . . . . . . . . . . . . . . . . E) Appending your Facebook page with Links logo Applicable Ethics Standard(s) = Reporting a member for ethical misconduct

Intellectual Property/Communications ____#6 Responsibility/Accountability. . . . . . . . . F) Defaming the character of a member during a meeting Applicable Ethics Standard(s) = Filing a knowingly frivolous ethics complaint

Financial Operations ____#7 Respect . . . . . . . . . . . . . . . . . . . . . . . . . . . G) Giving unauthorized awards and recognitions Applicable Ethics Standard(s) = Compensating a family member for professional work

Equal Opportunity __