Code of conduct The City of Edmonton
←
→
Page content transcription
If your browser does not render page correctly, please read the page content below
code of conduct The City of Edmonton Effective February 2021
CONTENTS Why Have a Code of Conduct? 3 How Does the Code Affect Me? 3 Ethical Questions 3 Disclosure and Compliance Obligations 5 Role of Leaders 5 Guiding Principles and Themes 6 Part 1: Employee Behaviour 7 Personal Conduct 8 Respectful Workplace 9 Part 2: City Assets 10 City Time and Assets 11 Access to Information and Protection of Privacy 13 Part 3: Conflicts of Interest 16 Gifts and Entertainment 18 Personal Gain, Benefit, or Favouritism 20 Other Employment 21 Appearances Before Council 22 Political Activity 23 Other Reference Documents 24 Program Impacted: Employee Experience and Safety Approved by: City Manager, Andre Corbould Date of Approval: February 2021 Approval History: June 2018 Next Scheduled Review: 2024
code of conduct
Why Have a the foundation upon which this organization
is built. This Code of Conduct is simply a
Code of Conduct? reminder of the principles of conduct the
Our Employee Code of Conduct explains City has always embraced. In addition to
the expected rules of behaviour as this Code of Conduct, all City employees
employees of the City. It states our values, are governed by and required to follow all
provides guidance, and recommends action City policies.
so all employees know exactly what is
expected of them.
How Does the
The Code of Conduct creates an Code Affect Me?
environment that encourages a specific
The City of Edmonton acknowledges it
standard of behaviour, supports our
is only through the commitment of our
Cultural Commitments and Leadership
employees that we are able to deliver quality
Competencies, lessens confusion, and
service and maintain public trust. As our
promotes equality and respect within
most valued asset, City employees must
the workplace.
be above reproach in their professional
Harassment and discrimination in any form dealings and must demonstrate the highest
is not acceptable in the City workplace. standards of behaviour. Being accountable
Every employee has the right to a respectful means we are trusted and empowered
workplace, free of harassment and to embrace our responsibility for our
discrimination. actions, decisions, and behaviours. This is
because working together, aligned with
As an employee, it’s your responsibility Council’s vision, we enable a better life for
to bring attention to any concerning all Edmontonians. We are accountable to
behaviours without fear of threat, the City, City Council, and the citizens of
retaliation, discrimination or discipline. If Edmonton. It is with this in mind that every
you aren’t able to address the unacceptable City employee is expected to be aware of,
behaviour with your coworkers, ask your and comply with, the Code of Conduct,
supervisor for help. If you are not able to Respectful Workplace Policy, and other
do this consider contacting the Labour policies that govern employee behaviour.
Relations Consultant for your area or the
Safe Disclosure Office.
Ethical Questions
When all employees are treated equitably The Code of Conduct can’t outline every
– with dignity, respect, and trust – they example of inappropriate employee
feel valued and are more likely to perform behaviour or every situation that might
well and to enjoy their jobs. This, in turn, create an actual, potential, or perceived
enhances our effectiveness as City conflict of interest. Each of us must
employees, and promotes public confidence understand and apply basic ethical standards
in the integrity of City services. to ensure our behaviours and actions do not
violate an employee’s basic duty of loyalty
The Code of Conduct is critical to both our
to the City. Employees are also obligated
success and our reputation. The information
to adhere to the City’s existing policies and
in this Code of Conduct is not new to you; it is
3code of conduct
procedures, including commitments to issue is too sensitive to discuss with a
environmental stewardship. Rest assured peer, feel free to access the following City
that all of us, at some point, are faced resources for advice:
with ethical dilemmas and struggle to find
+ Your direct supervisor
an answer to the question, “What is the
right thing to do?” When in doubt, talk + Your Director or Branch Manager
to your supervisor(s), and ask yourself + Any of the Deputy City Managers
these questions:
+ City Manager
+ Will this result in a personal
gain or benefit? + City Auditor
+ Could this action lead to fraud? + Employee Services representatives
+ Could an outside person, co-worker + Labour Relations
or the media perceive this action + City Chaplain
as unethical?
+ Corporate Access and Privacy
+ Will I owe somebody something as a (CAP) Office
result of this action?
+ Corporate Security
+ Was this gift/action intended to
+ Employee and Family Assistance
influence my decision?
Program Provider
+ Would I hesitate to take this action or to
+ Code of Conduct/Conflict of
allow my employees to take this action
Interest Specialist
in my own company?
+ Could this action put someone’s health Employees always have the option of
and safety at risk? speaking to any of the supervisors,
managers, or leaders in the organization
+ Could my comments on social media or to get advice and guidance on the Code
in a public forum be considered negative,
of Conduct. Find someone you are
derogatory, discriminatory or be taken
comfortable speaking with and get the
as a criticism of the City of Edmonton or
information you need.
a fellow City employee or reflect poorly
on the City of Edmonton?
Professional Codes of Conduct
If you answered “yes” to any of these Employees with professional affiliations –
questions, you may have an ethical accountants, lawyers, engineers, auditors,
dilemma. Change your actions or seek safety officers, and social workers – may be
advice. If you’re still not sure, ASK again subject to more than one code of conduct.
and keep ASKING until you get an answer. If a situation arises that may cause conflict
A simple rule may help - “if in doubt, don’t.” or confusion between the applicable codes,
If you can’t arrive at an answer or if your consult with your supervisor. If additional
support is required, please consult with one
of the City resources listed above.
4code of conduct
Disclosure and or discrimination, or other respectful
workplace issues, should be reported to
Compliance Obligations your supervisor, or if you are not able,
Each employee must read and understand contact the Safe Disclosure Office.
the Code of Conduct and complete the
mandatory training on the Learning Whenever something doesn’t seem right, the
Management System (LMS). most important thing is to report it through
the avenue you feel most comfortable.
If you think you may be in violation of the Recipients of reports that are more
Code of Conduct, address the situation and appropriately handled by another area have
make full and prompt disclosure to your an obligation to ensure that it is redirected
direct supervisor. In addition, if you have an in a timely manner. For details regarding
actual, potential, or perceived conflict of protections for whistleblowers, please see
interest you must disclose that to your the Whistleblower Protection Procedure.
Branch Manager and the Code of Conduct/
Conflict of Interest Specialist using the Anyone who knowingly makes a false
Conflict of Interest Disclosure Form. Based accusation about non-compliance, and
in the Legal Services Branch, the Code of anyone found to be in violation of the Code
Conduct/Conflict of Interest Specialist of Conduct may be subject to disciplinary
receives and retains disclosure forms and action, up to and including dismissal.
provides advice on addressing conflicts of Discipline of City Employees Policy.
interest. More detail on conflicts of interest
is provided in Part 3. Role of Leaders
Any suspected non-compliance with the Leaders set the tone and expectations
Code of Conduct by another employee across our organization. In addition to
must also be promptly reported. Reports adhering to the Code of Conduct as
should be made to your direct supervisor, employees, leaders (which includes all
and in situations where that is not possible supervisors, directors, managers, and
or comfortable, employees may report Deputy City Managers) have an additional
non-compliance to their Branch Manager obligation to promote awareness of the
or Labour Relations. Employees also have Code of Conduct and be available to
the option of reporting any non- provide guidance regarding behaviour.
compliance with the Code of Conduct
through the City’s Fraud and Misconduct Any leader that receives a complaint or
Hotline. Reports made through the hotline becomes aware of a potential violation
can be made anonymously. of the Code of Conduct must report it to
the appropriate City resource and take
Any employee that suspects a fraud may appropriate action based on the advice
have occurred within the City must report provided to them. Leaders must not
the incident using the process prescribed in independently investigate complaints or
the Fraud Reporting and Investigation take disciplinary or retaliatory action in
Procedure. Concerns regarding any circumstance.
harassment
5code of conduct
Potential violations should be reported to: Guiding Principles
+ Corporate Security (criminal or and Themes
security threats)
There are nine key guiding principles,
+ Corporate Access and Privacy Office reflected in three themes, that guide
(privacy concerns) different aspects of our conduct as City
employees. They are:
+ Labour Relations (any misconduct)
+ City Auditor (any potential fraud) Employee Behaviour
+ Code of Conduct/Conflict of Interest + Personal Conduct
Specialist, Legal Services (conflicts
of interest) + Respectful Workplace
+ Safe Disclosure Office City Assets
(respectful workplace)
+ City Time and Assets
+ Workplace Safety and Employee
Health (safety) + Access to Information and
Protection of Privacy
When in doubt, report wherever you feel
most comfortable. Each of the areas listed Conflicts of Interest
above has a responsibility to redirect + Gifts and Entertainment
complaints to a more appropriate area
if necessary. + Personal Gain, Benefit, or Favouritism
+ Other Employment
If you as a leader become aware of a conflict
of interest that has not been disclosed, ensure + Political Activity
the employee is aware of their reporting + Appearances Before Council
obligations and assist them to complete the
Conflict of Interest Disclosure form, with
input from the Code of Conduct/Conflict of
Interest Specialist if needed. Completed forms
must be submitted to the employee’s Branch
Manager to ensure awareness of the conflict
and support for the proposed mitigations,
and then forwarded to the Code of Conduct/
Conflict of Interest Specialist for retention.
Leaders involved in onboarding employees
moving from one City position to another
should ask employees about disclosure
forms provided in their previous role and
ensure copies are provided to their current
Branch Manager and support the employee
to implement any required mitigations in
relation to their new role.
61 EMPLOYEE BEHAVIOUR Personal Conduct Respectful Workplace
code of conduct
Personal Conduct Frequently Asked Questions
Guiding Principle: We will perform our Q Do I have to follow the Code of
duties with honesty and integrity in Conduct when I’m off duty but
still in my City uniform?
a manner that is helpful, responsive,
and courteous. A Yes. When you are in uniform, the public
identifies you as a City employee and
What Does This Mean? may assume you are performing
City duties.
Employees will do their jobs to the best
of their ability, conduct themselves
Q Can I use social media venues such as
appropriately and will be considerate
Twitter, Facebook, Instagram or my
and helpful to all people, both internally
personal blog to voice my opinions
and externally.
about Council decisions, fellow
employees or my workplace?
Why is This Important?
A Your personal social media accounts
It takes the effort of each and every
are part of your right to expression.
employee to make Edmonton a great place
However, if it is reasonable that you
to live, learn, work, and play. Employees
could be identified as a City employee,
must maintain awareness of their
your comments on social media must
behaviours and treat others as they wish
accurately reflect the decisions of Council
to be treated.
and Administration and must not weigh
The public often sees us as ambassadors in on the opinions or political positions
for the City and this is reflected in the of elected officials. Posts to your private
Cultural Commitment - Accountable. We accounts must not undermine City
must be seen to be taking care of the City’s Council or Administration’s objectives,
assets and its citizens. As such, it is our the City’s reputation or relationships
responsibility to care for the community with its stakeholders. Comments
and to make sure Edmontonians get the should not discriminate, harass, or
best value for their tax dollars. This means demonstrate disrespect toward any
working to maintain the public’s confidence person. Engagement with members of
by acting courteously and responsibly the public, in any forum, that encourages
and by providing the best possible respectful dialogue on relevant municipal
level of service. issues is not a breach of the Code of
Conduct provided that it is factual,
Things To Do appropriate, and does not conflict with
Council direction and the City’s other
Practice professional employee
obligations, such as protecting privacy
behaviour that contributes to a respectful
and maintaining confidentiality and a
workplace, and that models our Cultural
respectful workplace. Inappropriate
Commitments of being Safe, Helpful,
content posted on personal social media
Accountable, Integrated and Excellent. Stay
may impact your employment with the
in the Green Zone when interacting with
City whether or not it was posted from a
colleagues and the public.
City device or during work hours.
8code of conduct
Q In my job, I’m in regular contact with Respectful Workplace
frustrated and upset people. How do I
deal with their behaviours? Guiding Principle: We will all do our part
to ensure our workplaces are free from
A Those that we serve can occasionally harassment and discrimination, and our
express anger and frustration and that
fellow employees and those whom we
is understandable. Try using various
serve are treated fairly.
techniques to engage the individual and
defuse the situation. Let the person The Respectful Workplace Administrative
know you want to help and advise Procedure outlines how respectful
that finding a respectful approach to workplace concerns will be addressed.
the conversation is important. If the
behaviour continues despite your best If you have a respectful workplace concern,
efforts, exit the situation or escalate you are encouraged to talk to the person
to a supervisor or support person. If with whom you have a concern, or with your
you encounter extreme aggression supervisor. If you aren’t able to speak with
or do not feel safe, know that you can the individual or your supervisor about your
exit or escalate a situation. Know your concern, you can make an appointment with
area’s response plan and when to call the Safe Disclosure Office.
Corporate Security.
Q Can I stop for a beer or wine on my
way home from work if I’m wearing
my City uniform?
A No. Although you are on your own
time, your uniform leads people to
believe otherwise.
Q Can I record conversations or
meetings at work?
A If you wish to record a conversation
or meeting, advise participants of the
purpose for recording and explain how
you will use the recording. Covert or
surreptitious recording is not permitted
and if a participant objects, approval
from labour relations or an appropriate
supervisor should be obtained in
advance of the recording. Recording
members of the public for personal or
outside of City-approved purposes is
not permitted.
Code of Conduct 92 CITY ASSETS City Time and Assets Access to Information and Protection of Privacy
code of conduct
City Time and Assets Things To Do
Guiding Principle: We will safeguard
+ Respect City assets and take proper
care of them, whether using them at a
and protect City assets, and only
City facility or at home for City purposes
use information collected by the City
for purposes consistent with the + Use City assets only for City work
use for which it was collected. We + Reimburse the City promptly for any
will not use any City asset, including approved personal use that incurs costs
e-mail, internet services, or any (long distance calls, photocopying)
other electronic communication + Obtain approval for exemptions
devices, if the use could be offensive
or inappropriate. Things Not To Do
Employees must devote themselves + Take home City assets for personal use
exclusively to the performance of their without prior approval
employment duties during paid working + Use a City vehicle for personal business
hours. We will use and permit the use
of City time and assets only for the
+ Install personal software or connect
personal hardware to City computers
performance of City duties or as approved
without permission from your supervisor
by our supervisors.
+ Download software on City equipment
What Does This Mean? without prior approval
City employees are required to care for + Use City assets for storing or sharing
City assets which includes all property, non-work related or personal
equipment, software, information, and information, or grant personal accounts
time. City assets may only be used access to City assets
for City purposes or as approved by
+ Abuse email, Internet connections, or
your supervisor.
any other electronic communication
devices that could be used for content
Why is this important? deemed as offensive or harassing,
The City, like any organization, cannot such as hate material, slurs based on
afford to waste time, money, or resources. someone’s identity (e.g., race, ethnicity,
We serve all the citizens of Edmonton and gender, or sexual orientation), gambling
our work is paid for by their tax dollars. To and sexually explicit material.
do our jobs properly, we need to have all
+ Accessing, creating, viewing, sending or
resources available at all times. Whether
downloading of inappropriate material
the asset in question is work time, a City
will be dealt with severely.
vehicle, or a computer, it must be ready and
available to do the assigned task. Any violation may result in discipline up to
and including termination of employment.
11code of conduct
Tips to Secure and Frequently Asked Questions
Protect City Assets Q Can I photocopy my son’s hockey
Security is everyone’s business and we all schedule for him and his teammates?
have a role to play.
A One or two copies is not an abuse
+ Keep your ID card secure and visible. of City assets. Multiple copies, or
+ Safely engage strangers and visitors repeated use of City equipment, require
not wearing ID cards. supervisor approval and reimbursement
to the City.
+ Use customer service skills to engage
unknown persons, such as “How may
Q Can I help myself to things the office is
I help you?” or “Let me take you to
throwing away or declaring surplus?
that person.”
A No. Articles in the garbage are still
+ Prevent unauthorized access.
considered City assets. If you are
+ Escort visitors to and from entry points. interested in purchasing an item that has
+ Do not prop secured doors open. been declared surplus, contact Corporate
Procurement and Supply Services.
+ Protect and secure all sensitive
information. Devices and records
Q Can I use the Internet at work to
should never be left unattended.
plan my vacation and book my
+ Do not download City information to airline tickets?
your personal phone or other device, or
A Yes, provided you do it on your own time
grant access to your City accounts to
(i.e. lunch, coffee breaks), there are no
external accounts.
costs to the City, and your activity does
+ Lock filing cabinets, portable not place City computer systems at risk.
devices, documents and computers
before you leave. Q Is it appropriate to sell chocolates
+ Do not respond to spam or or raffle tickets or collect money for
phishing attempts. charitable associations at my work site
during normal working hours?
+ Have a good, strong password.
A This is acceptable, subject to approval
+ Report crimes in progress to 911. by your immediate supervisor or any
+ If after the fact, call EPS at branch specific procedures.
780-423-4567 and Corporate
Security at 780-496-8888. Q Can I access City assets for occasional
personal use? What about infrequent
phone calls? Can I call my child’s daycare
or make a medical appointment?
A Yes. Infrequent and incidental use of
City assets for personal reasons is
allowed as long as there is no negative
12code of conduct
impact on your performance, no abuse Access to Information
of paid work time or no added cost to
and Protection of Privacy
the City. This includes telephone and
cellular phone use. Guiding Principle: We will respect
our legal and ethical obligation to
Q I have to take a City vehicle home at comply with the provincial Freedom of
night. If the grocery store is not out of Information and Protection of Privacy
my way, can I stop in the City vehicle? (FOIP) Act as a shared responsibility
A No. Employees who are provided with of all City employees. Every employee
a vehicle for City work are expected has a duty to respect the privacy of
to use the shortest route between Edmontonians and fellow employees,
their assigned work location and to secure personal information, and
their residence, without stopping for support access to information.
private purposes.
What Does This Mean?
Q Can I do personal work at my
Personal information (PI) includes, but is
workstation during lunch hour?
not limited to:
A Incidental use of your work station is + Name, home address, home
permissible as long as you are doing the telephone number
work on your own time and there is no
cost to the City. + Race, ethnic origin
+ Age, sex, marital or family status
Q What should I do if I receive chain letters
+ Medical history
or offensive jokes and pictures at my
work email address? + Employment and financial history
A Delete them immediately and tell the + Personal opinions about other
sender to stop sending them to your identifiable individuals, such as
City address. You should also consider an employee’s opinion about
informing your supervisor depending on another employee
the frequency or content of the emails.
The FOIP Act governs the purposes
We are all responsible for ensuring
for which PI may be collected, used, or
the City’s email and systems are
disclosed. PI is collected when it is gathered
used appropriately.
from an individual (such as signing someone
up for a City service), PI is used when
Q What should I do if I see an employee
employees access PI in a City system, and
siphoning gas from a City vehicle?
PI is disclosed when City employees send or
A Report the incident to your supervisor transmit PI to someone who does not work
or to Corporate Security. for the City of Edmonton (such as disclosure
to the Edmonton Police Service).
13code of conduct
Any individual has the right to make an Frequently Asked Questions
access to information request for any City
Q One of my co-workers applied for a
record in any format. Employees have an
job in my unit. I don’t think that my
obligation to maintain records in order
co-worker will be good at the job.
to support access to information, and to
Can I tell my boss?
provide records when they are subject
to a request. A No. Someone’s application for a position
and the processing of recruitment
Why is This Important? is confidential. You may only share
information about your co-worker if
Information access and privacy is a means
your co-worker or the hiring manager
of ensuring the continued preservation
asks you for a reference.
of openness, fairness, transparency and
respect for the privacy of Edmontonians and
City employees. Q What should be the default access
permission for a document containing
personal information in Google?
Things To Do
+ Keep personal information secure. A Records containing personal information
should be shared only with those who
+ Collect, use and disclose personal need access to the document
information only for work purposes.
+ Access City systems only for Q I’ve been asked to search for records
work purposes. for a FOIP request. The records are
potentially embarrassing to me. Do
+ Search for and provide responsive
I have to give them to the CAP Office?
records to requests for access to
information. A Yes, you are required to provide records
+ Verify authority for disclosure prior to to the CAP Office. The CAP Office
disclosure of personal information. reviews all records before they are
released, and it is an offence under the
+ Contact the Corporate Access and FOIP Act to interfere with the processing
Privacy (CAP) Office for assistance of FOIP requests.
on your FOIP responsibilities on how
to use, collect and disclose personal Q What should I consider about privacy
information at foip@edmonton.ca or when I’m conducting a survey?
780-496-5222.
A Only collect personal information
if necessary. Consider that even
if a name isn’t collected, a survey
may contain enough information to
identify someone.
You must notify those completing the
survey of the purpose of performing the
survey, and how the data will be used
and potentially disclosed.
14code of conduct
Collection of data must be used to
support a program or service of the City.
Curiosity is not a reason to collect data.
Survey data can only be used for the
purpose for which it was collected.
Survey data cannot be kept
in perpetuity.
If data is collected via a Google form,
access to the data must be controlled.
Q I made a complaint about my
neighbour’s dog. Can I look up the
status of the complaint in POSSE?
A No. You have been provided access to
POSSE for work purposes. You are not
permitted to access POSSE for any
reason other than work purposes.
Q I handle the Human Resources files
for my office and discovered my
co‑worker’s 40th birthday is coming
up. Can I plan a surprise party?
A No. If you found out about the birthday
through City records, the information
is considered confidential and cannot
be shared with colleagues or used to
plan a party.
Q A staff member has gone on medical
leave. Can I send out an email to notify
the team about this?
A You may communicate that staff
members are away from work, but not
to identify why they are away.
153 CONFLICTS OF INTEREST Gifts and Entertainment Personal Gain, Benefit, or Favouritism Other Employment Appearances Before Council Political Activity
code of conduct
Conflicts of Interest The existence of a potential or perceived
conflict is not a breach of this Code of
Guiding Principle: We will avoid or Conduct as long as it is disclosed and
mitigate all conflicts of interest. mitigation measures are implemented
and followed. In some cases, perceived
What Does This Mean? conflicts can be a good thing and
A conflict of interest involves a potential, should be encouraged - for example, an
perceived, or actual conflict between employee that actively volunteers with
employees’ duties and their private a non-profit organization must disclose
interests. It may occur in a situation where a conflict of interest if that organization
an employee has private interests that could is applying for City funding. Provided
improperly influence the performance of that the employee does not work in the
their official duties and responsibilities or area responsible for funding decisions
where an employee uses their office for and does not take any steps to attempt
personal gain or in personal circumstances. to influence the funding decision, this
Generally, conflicts of interest arise in one would be a perceived conflict - and a great
of five situations: gifts offered or received example of how we as employees can
in the course of employment; using City improve the community around us. By
employment for personal gain, benefit, or having disclosed the perceived conflict,
favoritism; other employment that may if a concern is raised in the future the
conflict with City employment; personal City and the employee can take comfort
political activity; or personal appearances knowing that the situation was disclosed
before Council. and documented. The existence of a conflict
will never automatically be considered to
Conflicts of interest may be actual, potential, be a bad thing - only a failure to disclose
or perceived: the existence of a conflict or implement
appropriate mitigations will be considered
Actual conflict: a situation in which an
a violation of this Code of Conduct.
employee’s personal or private interests
improperly influence the performance of The appropriate mitigation measures
official duties and responsibilities or where for individual conflicts will vary based on
a position is used for personal gain or in the facts, and may include steps such as
personal circumstances. removing yourself from certain projects
or situations, or having a peer review
Potential conflict: a situation where an
work before approval. If you need support
actual conflict could reasonably exist
developing appropriate mitigations you can
in the future if mitigation strategies are
contact the Code of Conduct/Conflict of
not followed.
Interest Specialist.
Perceived conflict: a situation where no
Actual conflicts, however, are a serious
actual conflict exists, however, the situation
concern and may result in discipline. Any
could be perceived by a reasonable observer
employee that becomes aware of an actual
to be a conflict, whether or not it is the case.
conflict must disclose it as outlined under
Disclosure and Compliance Obligations.
17code of conduct
Things To Do Gifts and Entertainment
If you believe you have a conflict, whether it
Guiding Principle: We will not accept
be actual, potential, or perceived, you must
or provide any gift, benefit, or favour
complete the Conflict of Interest Disclosure
Form. Completed forms must be submitted
in exchange for special consideration
to your Branch Manager to ensure or influence, and we will mitigate
awareness of the conflict and support any perceptions that may arise
for the proposed mitigations, and then from courtesy or professional and
forwarded to the Code of Conduct/Conflict community relationships.
of Interest Specialist for retention. Branch
Managers disclosing conflicts of interest What Does This Mean?
must submit completed forms to their Employees must not give or receive gifts in
Deputy City Manager before forwarding to exchange for actual special consideration
the Code of Conduct/Conflict of Interest or favours, and if a gift might be perceived
Specialist. All disclosing employees will as this, it must be disclosed and align with
receive a copy of their completed form for City guidelines.
their records. If you change positions within
the City after disclosing a conflict of interest,
Why is This Important?
you must provide a copy of the completed
form to your new Branch Manager and Although most gifts come with no strings
continue to implement mitigations agreed attached, there is always the chance that
to in the form. something is expected or perceived to be
expected in return.
If new information arises in relation to a
declared conflict, you must update the form Things To Do
and resubmit the completed form to your
+ Before accepting any gift or gratuity,
Branch Manager and the Code of Conduct/
consider how the acceptance of the gift
Conflict of Interest Specialist.
would be perceived by the media, Council
In addition to the steps outlined in this Part, and a company’s competitors.
employees engaged in procurement must + Refuse all cash tips or cash gifts.
also comply with other conflict mitigations,
+ Decline gifts that are intended as an
including the Conflict of Interest After City
exchange for a favour.
Employment Procedure and Conflict of
Interest of Employees Participating in City + Decline gifts from potential vendors or
Procurements Procedure. interested parties during or in anticipation
of a purchasing or tendering process that
you are involved in.
+ Decline the gift or ask your supervisor if
you are unsure.
+ Disclose appropriate gifts in accordance
with City guidelines.
18code of conduct
Frequently Asked Questions Q The City paid for me to attend a
conference and I won a door prize.
Q The City is in the process of awarding
Can I accept it?
a contract and I am involved in the
decision process. One of the bidders has A You can accept the door prize but if the
offered to take me to an Oilers’ game. prize is of significant value, you should
Can I accept the invitation? advise your supervisor and disclose
it in accordance with City guidelines.
A No. This is an actual conflict of interest
You are not permitted to accept a cash
as the bidder could be given special
honorarium. Items such as gift cards
consideration or favours in return for
or other cash rewards should not be
the ticket(s).
accepted but may be received and used
for the benefit of a department, branch
Q I’m a collector in Waste Management.
or group of employees, if the amount
Some of the seniors on my route like to
is reasonable and would be perceived
give me a cash tip at Christmas. I don’t
as acceptable by members of the
want to be impolite by rejecting what is
general public.
a kind and sincere gesture. How should
I respond? Can I accept any gifts?
Q I am helping to organize my department’s
A Politely explain that you appreciate annual golf tournament. Can I solicit local
the gesture but the City already merchants for prizes? Can I solicit other
compensates you. It is unacceptable departments for prizes?
to accept cash, but civic employees
A Yes, with permission from your
may accept:
Deputy City Manager. You can solicit
+ Small holiday gifts showing local merchants as long as you do not
appreciation (cards, cookies, use a City vendor list. You can also
chocolates) approach other City departments for
+ Advertising material (calendars, prizes; however, please be aware the
scratch pads, disposable pens, departments are the stewards of the
t-shirts, caps) assets within their control and your
request will be considered in the same
+ Corporate discounts that are way as one from an external person
available to all City employees or organization.
+ Protocol items (symbolic or
ceremonial gifts, such as pens
or ornamental objects)
Q I have been asked to speak at a
conference and the organizers offered
an honorarium. Can I accept it?
A No. As you are representing the City and
are paid a salary, you may accept free
attendance to the conference or a small
token gift, but not an honorarium.
19code of conduct
Personal Gain, Benefit, favouritism, or that may otherwise
affect you personally as an individual
or Favouritism
+ Disclose any situation where you have
Guiding Principle: We will remove
a personal or familial relationship with
ourselves from any decision process an external party doing business with
or work duty that may result in an or interacting with the City that may
actual, potential or perceived personal result in an actual, potential or perceived
gain or benefit. We remove ourselves conflict of interest
from situations where there is an
actual, potential or perceived risk of Frequently Asked Questions
favouritism. When we have access to
Q My sister just bid on a City contract in
confidential information relating to any my work area. What should I do?
competition open to the public, we are
ineligible to compete. A You are obligated to disclose your
relationship to your supervisor at the
beginning of the process. If you are in a
What Does This Mean?
position to evaluate the bid, influence
Employees must remove themselves from the selection of the successful bidder or
any decision process that may result in manage the bidder’s performance, there
actual, potential or perceived personal is an actual conflict of interest. Your
gain, favouritism, or benefit, and mitigate supervisor must ensure you are not
potential and perceived conflicts of interest involved in the decision-making process
by disclosing and mitigating conflict of and do not have access to information
interest situations. regarding the process that could be used
to influence decision makers.
Awarding of City tenders, employment
opportunities, land sales, and disposal of If you are not involved in the decision-
surplus assets will be carried out impartially making process, there may be a
– without any advantage or favouritism to perceived or potential conflict of
themselves or others. interest that must be disclosed, and
you and your supervisor must agree to
Why is This Important? mitigation measures to ensure an actual
All City business must be conducted conflict does not arise.
fairly and impartially. Employees are
compensated for their services with tax Q In my job, I drive a City pickup truck that
dollars. A City employee should not benefit is being declared surplus. Can I buy it?
from their job beyond the compensation
A Yes. Once the City has properly declared
paid for the job.
the truck surplus and it is available for
sale to the public at large, you may
Things To Do make an offer to buy it. You will not get
+ Remove yourself from any decision any greater consideration in the sale
process that may result in actual, process than any other person offering
potential or perceived conflict by to purchase the vehicle through an open
resulting in personal gain, benefit or sale process.
20code of conduct
Q My brother-in-law is qualified for a job include modifying the reporting
I directly supervise. Can he be hired for relationship and/or a change in position
that position? for one or both employees involved.
A No. According to the Hiring Procedure,
immediate family members may not Other Employment
work in the same section, branch or
department where direct supervision Guiding Principle: We will only engage
would create a conflict. Furthermore, in other employment that does not
no one may be hired, transferred conflict with our City duties or the Code
or promoted to a position in which of Conduct or put us in competition
a relative can be perceived to have with services provided by the City.
influence over their promotion
or supervision. What Does This Mean?
Other employment is permitted, but only
Q I work in Financial and Corporate with organizations not in direct competition
Services and my cousin has a consulting with the City or that could potentially
agreement with another department. compromise City business, social, political
What should I do? interests and objectives or its reputation
A Nothing. Since you were not involved to the public.
in the decision process that awarded
the contract and do not have any Why is This Important?
involvement with that business, there During paid working hours, your priority
is no conflict. But, if you are concerned must be to City service, above all other
that a conflict may be perceived, financial interests. City employees are
you should disclose the situation in expected to be loyal to the City. You cannot
accordance with the City’s guidelines. have other employment that undermines
your ability to perform your City duties
Q I have started a romantic relationship effectively or conflicts with those duties.
with my supervisor. What should I do?
A The City discourages workplace Things To Do
relationships that can result in conflicts + Refuse work from the City’s direct
of interest, complaints of favouritism, competitors.
claims of sexual harassment and other
+ Get written approval from your
employee morale problems. In this
Deputy City Manager or disability plan
situation, you and your supervisor must
administrator before you accept outside
promptly disclose this relationship to
employment during a leave of absence.
the manager of your work area. The
manager must take steps to address
the supervisory-subordinate working
relationship in order to remove actual
or perceived favouritism along with
any other potential conflicts. This may
21code of conduct
Frequently Asked Questions personal capacity on behalf of an outside
organization must declare their involvement
Q I’m off work and receiving disability
to the Office of the City Clerk as well as to
benefits. I can’t do the heavy, physical
their Deputy City Manager, and must do so
labour my City job demands but I can
on their own time.
run my home-based bookkeeping
business. Is this a violation?
Why is This Important?
A Yes. Your disability management
If you are in a position to advise City Council,
consultant must approve all outside
or its committees or boards, on a matter
employment while you’re on
that you are personally involved in, your
disability leave.
involvement could be seen as favouritism
or conflict of interest. It must be clear
Q I work as a mechanic for the City of to everyone involved that your outside
Edmonton and would like to get a interests, volunteer work or other personal
part-time job as a mechanic. Is this activities are not related to your position as
permissible? a City representative, and that the advice
A Yes. You can take the job as long as the you give considers only the best interests
service is not in direct competition with of the City.
the City and the service is not performed
on City time or using City assets. Things To Do
+ Let people in your community group
know about the City’s Code of Conduct
Appearances Before Council
and in particular, that you must be
Guiding Principle: We will not, in our careful to ensure you avoid any possible
capacity as a City employee, appear conflict of interest with your duties as a
before City Council, or its committees City employee.
and boards, on matters affecting + Advise the Office of the City Clerk as
an external organization, where we well as your Deputy City Manager of
have any involvement that could be any appearance before Council that may
considered a conflict of interest. cause conflict between your job duties
and outside activities.
What Does This Mean?
Employees who appear before City Frequently Asked Questions
Council, or its committee or boards, in their Q I belong to a non-profit organization.
official capacity must not provide advice May I appear before City Council
or recommendations that benefits them on its behalf?
personally, prioritizes their personal views
or interests, or intentionally affects an A Yes. You have the right to appear, on
external party adversely for personal gain. your own time, before City Council,
Any advice provided in an official capacity its committees and boards on behalf
should be in the best interests of the of public groups, such as community
City. Employees who appear before City leagues, athletic organizations and
Council, or its committees or boards, in their charitable organizations. You also
22code of conduct
have the right to appear as a taxpayer, many people uncomfortable. In order to
elector or owner on issues specified in respect all beliefs, political activity is not
the Municipal Government Act, but must allowed in the workplace. Political views
do so on your own time and not in a and activities are important to many
City uniform. employees, but the work environment and
time should be devoted to City business.
Q May I appear before City Council on
behalf of my private company? Things To Do
A Yes. However, you must appear on your + Get written permission from your
own time and declare your involvement Deputy City Manager before you
to the Office of the City Clerk as well as engage in any political activity at your
to your Deputy City Manager prior to place of work.
the appearance.
Frequently Asked Questions
Political Activity Q Can City employees run for
political office?
Guiding Principle: We must not
engage in any political activity or A Yes. Procedures for this situation are
outlined in City Policies related to
electioneering during normal working
Leaves of Absence and the applicable
hours at our place of work without
election legislation.
the written permission of our Deputy
City Manager. Q Can I campaign for a union position
at my work site?
What Does This Mean?
A All political activity and elections in the
Political activities, such as canvassing,
workplace, including union elections,
campaigning and fundraising, that aim to
require the approval of your Deputy
advance an individual’s or group’s political
City Manager.
interests will not be permitted in the
workplace during normal working hours.
Q Can I wear a badge with a political
All employees have the right to take part
statement while I perform my
in political activity and electioneering, but
City duties?
only on their own time and using personal
resources. City assets must not be used for A No. Political propaganda is not
political activity at any time. permitted at your place of work.
Why is This Important? Q My spouse is running for political
The fact that we work for a municipal office. Can I accept contributions to
government presents a unique situation; our the campaign while I’m at work?
workplace is a highly political environment A No. City employees are not permitted
where opinions vary widely and strongly to raise or to contribute funds to
and can be a source of potential conflict. political campaigns while at their
Furthermore, political discussions make place of work.
23code of conduct Other Reference Documents 1. Respectful Workplace Policy 2. Social Media Guidelines 3. Occupational Health and Safety Directive 4. Cit-e File Classification and Retention Schedule 5. Connected City Initiative 6. City of Edmonton Leadership Competencies and Cultural Commitments 7. Leave of Absence Without Pay Directive 24
You can also read
