DEAR MS ETHICS * * * * * * * * * * * * * * * * * Should CCIC members be doing police checks on volunteers and others working for them?

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1 DEAR MS ETHICS Dear Ms Ethics is a communication vehicle of the CCIC Ethics Review Committee (ERC). It is one means by which they share answers to members' questions about organizational ethical dilemmas that relate to the CCIC Code of Ethics. The Ethics Review Committee understands that the ethical dimensions of decisions may not always be evident and wants to be sure no one feels they are without support that could help avoid a crisis. The Committee is here to provide guidance to CCIC members. Do you have a question for them? Are you wondering what might be the ethical dimensions of a particular decision you have to make? Write to the ERC through od@ccic.ca. Additional information on the CCIC Ethics program is available at HUMAN RESOURCES: EMPLOYEES & VOLUNTEERS Doing police checks on volunteers and staff Turn-over of Volunteers What do you do when you marry the boss? Ethical consideration for job postings * * * * * * * * * * * * * * * * * Doing police checks on volunteers and staff Dear Ms Ethics, Should CCIC members be doing police checks on volunteers and others working for them? Suspicious Dear Suspicious, Your organization has a primary duty of care towards those for whom it works, particularly those most vulnerable, such as children. It also has an obligation to take all reasonable steps to ensure employees and volunteers do no harm, especially when in positions of trust or authority (Code item 3.3). This duty can be met by such means as background checks (e.g. police), supervisory policy or rules (e.g. no employee can have a child stay overnight at their home unsupervised). That said, rights to privacy should be respected. No screening mechanism should be used without permission of the person concerned; application forms can request this permission. See the Volunteer Canada web site ( ) for information on volunteer screening. A resource on child protection for international NGOs, Setting the Standards, is available (in English and Spanish) from People in Aid (

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3 Turn-over of Volunteers Dear Ms Ethics, Our organization appreciates the assistance provided by the dedicated people who give us their time and skills as volunteers. But every year we have a quick turn-over and we don t seem to keep volunteers for very long. What I have noticed is that the volunteers tend to be highly educated for the tasks we give them and they are often visible minorities in our community. Are there ethical issues related to this turn-over of volunteers? Over and Out Dear Over and Out, High turnover of volunteers within your organization may reflect deeper systematic problems that involve ethical issues. On the other hand it may reflect a legitimate problem. Many people today volunteer as a means of getting skills and experience to help them in the job market. Few people can afford to spare the time or income to participate in extended day-time volunteer commitments. It doesn t mean they are any less committed to your mission. The Code of Ethics acknowledges the integral contribution of volunteers within member organizations. The Code expects organizations to have clear, well-defined written policies and procedures related to their volunteers (items and 3.6.5). Volunteers need to be clear concerning the extent of the job, the output envisioned and workload management expectations. Are volunteers in your organization leaving from frustration at not knowing what they are supposed to do? If you are only giving them menial tasks, then, unless the volunteer prefers that kind of work, Ms Ethics isn t surprised they leave. And yes, there s a serious problem if you give such tasks only to individuals from visible minority groups. Being ethical requires treating colleagues, including volunteers, with due respect and without discrimination (items and 3.2.5). Ms. Ethics has lots of questions, but the starting point for your organization is to reflect on why volunteers are leaving. Ask them. * * * * * * * * * * * * * * * * * What do you do when you marry the boss? Dear Ms Ethics: Two people have been working together in the same department in our organization for two years. One is the supervisor of the other. Recently they became personally involved and are planning to be married next month. Is there an ethical problem if they remain in the same positions within the same hierarchical structure? Heartfelt Dear Heartfelt, Yes, there is a potential problem with a supervisor being a partner. Ms Ethics compliments the couple for being open about their relationship, but changes have to be made. There are ethical problems for the supervisor (for example, maintaining fairness to all employees), and for the organization (for

4 example, being seen to be managed objectively). Some organizations deal with this situation by having a policy in place, and advising new employees of the procedure to address this issue if it arises for example, transfer or removal of one of the parties in the reporting relationship. Problems with this approach are that it can lead to people hiding their relationship, or result in discriminatory practices. The organization should be sensitive to the fact that the more junior employee may be a woman or member of a visible minority. Discrimination, or the perception of discrimination, potentially arises where there is the opportunity to take the personal characteristics of one of the parties into account in finding a solution-particularly when that solution involves removal or demotion. Ms Ethics prefers to avoid heartbreak, both for the people and the organization, but the problem cannot be ignored. The organization has an obligation to find ways to make it work. There are lots of ways out of this dilemma. Solutions should be sought on a case-by-case basis. The reporting relationship should be changed so that the person reports to a different supervisor or more senior manager. The key things to examine are the reporting relationship; who does the allocation of resources for the position; who defines the duties; and any cultural sensitivity that may apply (a particular concern overseas). Find ways to avoid a direct connection between the partners on these items and you should be able to kiss this ethical dilemma away. Ethical consideration for job postings Dear Ms Ethics: * * * * * * * * * * * * * * * * Does the CCIC Code of Ethics allow for an organization to advertise only internally for a one-day a week job opening? Employer Dear Employer, In this case, the Code neither directly forbids nor specifies whether an organization can limit their job postings to internal candidates. Instead, it gives principles to consider in the decision-making. Ms Ethics knows all CCIC members are doing their sniff test and are concerned about fairness (Code of Ethics item 3.2.1). You are right to begin with the assumption that the position should be open to everyone. Our next step is to examine what other factors may justify a departure from this assumption: a) Considering appropriate use of funds (3.4.1) some organizations may decide that it is not cost effective to spend a lot of time and resources on an external hiring process when suitable internal candidates are available; b) Volunteer policies (3.6.2), also need to be followed, if they address eligibility of volunteers in internal competitions; c) Many organizations may decide that the basic principle of equal access to all is trumped by a special obligation owed to those within the organizational community (see item re fair treatment to employees). Unionized offices usually entrench such obligations within collective agreements. However, recruitment strategies should promote diversity (3.6.6) and members must recognize that posting only through internal channels may well create a barrier to this goal. Also, it is not appropriate to restrict the hiring process if this would result in the organization not getting a competent person (3.6.7). Whatever process is followed, it must be conducted with transparency and integrity (3.3.1) meaning that everyone concerned is aware of the policies and procedures and that they are applied fairly and consistently. The principle that weaves its way throughout your reflection should be fairness. At the end of the day, it is up to the organization to

5 weigh the principles and decide for itself if its action is fair and results in hiring and retaining competent staff who have a commitment to the mission of the organization.