Policy

Staff Code of Conduct - Policy

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1.0    Background, Purpose and Scope

1.1    Purpose

The purpose of this Code of Conduct is to articulate The University of Queensland’s (UQ or the University) values and set out the standards of conduct that the University expects and requires of all staff and contractors, and the consequences of failing to meet those standards.

As required by the Public Sector Ethics Act 1994 (Qld), this Code of Conduct is consistent with the ethics principles of integrity and impartiality, promoting the public good, commitment to the system of government and accountability and transparency.

1.2    Scope

This Code of Conduct applies to the conduct of staff while performing their official functions for the University. 

staff means:

  1. members of the University Senate,

  2. all continuing, fixed term, and casual employees, 

  3. academic title holders, visiting academics, emeritus professors, adjunct and honorary title holders, industry fellows and conjoint appointment holders,

  4. other persons acting in an honorary or voluntary capacity for UQ, including work experience students.

To avoid doubt, this Code of Conduct only applies to a student of the University if they are also staff, and only to their conduct in their capacity as a member of staff.

This Code of Conduct also applies to contractors undertaking an engagement with UQ.

contractors means contractors engaged by UQ, counterparties in research agreements with UQ and any other person who is contracted or has otherwise agreed to be bound by the Code of Conduct or the University’s policies generally.

All staff and contractors are required to comply with the Code of Conduct.

2.0    Overriding Principles

2.1    UQ values

UQ values guide our behaviour and provide the foundation of our culture.  UQ’s values articulate what we strive for, how we work together, and our commitment to discovering and sharing truth.

      What we strive for:

  • Creativity – We apply our creativity as a way of seeking progress.  We value new ideas, seek fresh perspectives and pursue game-changing innovations and opportunities.

  • Excellence – We strive for excellence in everything we do.  We apply the highest standards to our work to achieve the greatest impact for the benefit of communities everywhere.

      Central to what we do:

  • Truth – Truth is central to all that we do as a university.  We seek truth through our focus on the advancement and dissemination of knowledge, and our deep commitment to academic freedom and freedom of expression.

      How we work together:

  • Integrity – We always act with integrity.  As stewards of the University’s resources and reputation, we are honest, ethical and principled.

  • Courage – We are courageous in our decision-making.  We are ambitious, bold and agile.  We demonstrate moral courage so that we are always guided by a sense of what is right.

  • Respect and inclusivity – We provide a caring, inclusive and empowering environment for all.  We engage respectfully with one another and promote the value that our diversity brings to our whole community.

2.2    Standards of conduct

Staff and contractors are required to:

  1. demonstrate and uphold the values of the University;

  2. act honestly and with integrity;

  3. maintain a high standard of behaviour and conduct themselves respectfully, fairly and professionally when dealing with colleagues, students or members of the public, and encourage others to do the same;

  4. perform their duties safely, responsibly, conscientiously, in an ethical and impartial manner, and not abuse any position of power;

  5. accept and demonstrate accountability for their conduct and decisions, including acting within the scope of their authority and relevant delegations;

  6. act in the best interests of the University and avoid, or disclose and manage, conflicts of interest;

  7. not engage in bullying, sexual misconduct, harassment, discrimination, intimidation, humiliation or threatening behaviour;

  8. demonstrate and encourage the pursuit of independent scholarly learning, critical judgement, academic integrity, academic freedom and ethical sensitivity in and to their students;

  9. use university resources effectively, efficiently, economically, safely and for their intended purpose;

  10. respect the privacy of others and manage personal information in accordance with privacy principles;

  11. adhere to the principles of natural justice, procedural fairness and merit-based decision-making;

  12. not engage in fraud, corrupt conduct, maladministration, criminal activity or other unlawful or improper conduct;

  13. report any reasonable suspicion or knowledge of fraud, maladministration or corrupt conduct;

  14. comply with University policies and procedures and follow all reasonable directions issued by a supervisor, senior executive or other UQ officer with appropriate authority;

  15. demonstrate commitment to diversity, equity and inclusion to enrich UQ’s teaching, research and professional capabilities; and

  16. comply with all applicable laws, their contract of employment or terms of their title and any applicable and binding professional standards or codes.

Further guidance and examples of required and unacceptable conduct can be obtained in the accompanying guideline.

2.3    Freedom of speech and academic freedom

The University is committed to the protection and promotion of freedom of speech and academic freedom and supports the principles for their protection as set out in the UQ Governance and Management Framework and in the enterprise agreement. These principles enable the University to be a place where everyone can participate in the vigorous exchange and critique of ideas.  However, freedom of speech and academic freedom are not unlimited and the University considers it reasonable and proportionate to require staff to observe the standards of conduct in this Code of Conduct and other applicable policies, and not engage in unlawful conduct.

2.4    Human rights

Staff must comply with the Human Rights Act 2019 (Qld). This requires staff to act and make decisions in a way that is compatible with human rights and, when making a decision, give proper consideration to a human right relevant to the decision.

2.5    Breach of this Code of Conduct

Any actual, attempted or alleged conduct that breaches this Code of Conduct will be dealt with by the University in accordance with this Code of Conduct, other relevant University policies and, if applicable, as misconduct or serious misconduct under the enterprise agreement or relevant employment contract. 

If staff or contractors are found to have breached this Code of Conduct, the University may take such action that it considers appropriate in the circumstances.  Such action may include:

  • counselling, training or retraining;

  • formal warning;

  • taking disciplinary measures, including termination of employment; and

  • termination of title or termination of other engagements or relationships with the University and/or revocation of access to UQ services or facilities. 

The University has legislative obligations to notify particular breaches (including reasonably suspected breaches) of this Code of Conduct to external agencies, such as the Crime and Corruption Commission.

3.0    Roles, Responsibilities and Accountabilities

3.1    Senate

The Senate is responsible for approving this Code of Conduct.

3.2    Vice-Chancellor

Under the Public Sector Ethics Act 1994, the Vice-Chancellor is responsible for ensuring that:

  1. a Code of Conduct is prepared that is consistent with the ethics principles and values;

  2. appropriate consultation occurs in relation to the Code of Conduct;

  3. staff have reasonable access to a copy of the ethics principles and values and this Code of Conduct;

  4. staff are provided with appropriate education and training about public sector ethics and this Code of Conduct;

  5. administrative procedures and management practices have proper regard to the Public Sector Ethics Act 1994, the ethics principles and values and this Code of Conduct;

  6. each annual report includes an implementation statement giving the details of the action taken during the reporting period on paragraphs (a), (d) and (e) above.

3.3    Staff

All staff must comply with this Code of Conduct and are encouraged to report any conduct that is reasonably suspected to breach this Code of Conduct.  Reports can be made to a supervisor, the Chief Human Resources Officer, the Chief Operating Officer or by lodging a complaint through UQ’s complaint management system.

Reports made to a supervisor, or received through the complaint management system, may be escalated to the Chief Human Resources Officer, the Chief Operating Officer or the Complaints Management Committee.

Staff are required to report any reasonable suspicion or knowledge of fraud, maladministration or corrupt conduct to their supervisor, Human Resources, the Integrity Unit or the Chief Operating Officer. Reports of reasonably suspected corrupt conduct can also be referred directly to the Crime and Corruption Commission.

Staff are required to report any charges or convictions of criminal activity against them and are also encouraged to report any reasonable suspicion or knowledge of criminal activity by other staff that could affect their ability to carry out their role for the University.  These reports should be made to the Chief Human Resources Officer. 

3.4    Supervisors

Supervisors are responsible for promoting a positive culture consistent with UQ values and this Code of Conduct. Supervisors will also manage and, if required, escalate reports, about alleged breaches of the Code of Conduct.

Where a report relates to criminal activity by a staff member that may impact on the ability of that staff member to perform their role for the University or that may adversely affect the University’s reputation, the supervisor must promptly disclose that report to the Chief Human Resources Officer or Chief Operating Officer.

3.5    Complaints Management Committee (CMC)

The CMC is responsible for making decisions about how particular complaints should be dealt with, including whether a complaint should be investigated and, by whom, and what resources should be made available to deal with or investigate the complaint. 

Members of the committee will refer serious matters, such as fraud or corruption, and other matters they consider should be handled by the Integrity Unit, to the CMC for consideration.  The composition of the committee and a link to its terms of reference is in PPL 1.60.09 Complaints Management.

In accordance with the Fraud and Corrupt Conduct policy, all complaints involving reasonably suspected fraud or corrupt conduct must be referred to the Director, Integrity Unit, for proper assessment and where necessary, referral to the Crime and Corruption Commission.

In relation to other complaints, the CMC will determine whether the Chief Human Resources Officer or Chief Operating Officer may refer an alleged breach of this Code of Conduct to the Integrity Unit for investigation.  Matters not referred to the Integrity Unit may be referred to Human Resources or other relevant organisational unit, such as Research Ethics and Integrity, for consideration.

3.6    Integrity Unit

The Integrity Unit only investigates serious allegations of conduct that may amount to serious misconduct when referred by the CMC, Chief Human Resources Officer or Chief Operating Officer. All investigations by the Integrity Unit will be done based on an investigation framework.   

The Integrity Unit is also responsible for the assessment and management of potential public interest disclosures, whistleblower disclosures and the referral, after consulting with the CMC, of reasonably suspected cases of corrupt conduct to the Crime and Corruption Commission.

3.7    Research Ethics and Integrity Unit

The Research Ethics and Integrity Unit is responsible for receiving and managing complaints about the conduct of research and supporting the conduct of preliminary assessments and investigations.

3.8    Human Resources

Human Resources considers, advises on and manages all other allegations of conduct that may breach the Code of Conduct as appropriate.

Human Resources is responsible for monitoring, review and assurance as stated in section 4 and recording and reporting as stated in section 5.

Human Resources is also responsible for providing or organising appropriate education and training to staff about:

  • this Code of Conduct;

  • the operation of the Public Sector Ethics Act 1994 (Qld);

  • the application of ethics principles and obligations to staff; 

  • the rights and obligations of staff in relation to contraventions of this Code of Conduct.

4.0    Monitoring, Review and Assurance

The University, through the Chief Human Resources Officer, will periodically review this Code of Conduct to ensure its ongoing relevance and effectiveness.

The University will publish and keep available for inspection by any person copies of this Code of Conduct.

5.0    Recording and Reporting

The Chief Human Resources Officer will maintain complete and accurate records of all previous versions of the Code of Conduct, changes to the Code of Conduct and any communications issued about the Code of Conduct.

All University records must be retained and disposed of in accordance with the University’s policies and procedures about record management and storage.

6.0    Appendix

6.1    Definitions and interpretation

In this Code of Conduct:

conduct of staff performing their official functions means conduct that occurs during, or in connection with, the performance of the staff member’s official duties, obligations or responsibilities to or for the University and may occur:

  • via electronic media;

  • at any time or in any place;

  • when a staff member is representing the University in any capacity;

  • during, or in connection with, any function, activity or event related to the University;

  • using the University’s information and communication technology resources or any of the University’s property, resources or vehicles; or

  • on, or in connection with, any property owned, leased, or occupied by the University or any lands or roads within any University campus.

contractors has the meaning set out in section 1.2.

corrupt conduct has the meaning given in the Crime and Corruption Act 2001 (Qld) and at the date of this code means conduct of a person, regardless of whether the person holds or held an appointment, that —

(a) adversely affects, or could adversely affect, directly or indirectly, the performance of functions or the exercise of powers of —

(i) a unit of public administration; or

(ii) a person holding an appointment; and

(b) results, or could result, directly or indirectly, in the performance of functions or the exercise of powers mentioned in paragraph (a) in a way that —

(i) is not honest or is not impartial; or

(ii) involves a breach of the trust placed in a person holding an appointment, either knowingly or recklessly; or

(iii) involves a misuse of information or material acquired in or in connection with the performance of functions or the exercise of powers of a person holding an appointment; and

(c) would, if proved, be —

(i) a criminal offence; or

(ii) a disciplinary breach providing reasonable grounds for terminating the person’s services, if the person is or were the holder of an appointment.

(2) corrupt conduct also means conduct of a person, regardless of whether the person holds or held an appointment, that —

(a) impairs, or could impair, public confidence in public administration; and

(b) involves, or could involve, any of the following —

(i) collusive tendering;

(ii) fraud relating to an application for a licence, permit or other authority under an Act with a purpose or object of any of the following (however described) —

(A) protecting health or safety of persons;

(B) protecting the environment;

(C) protecting or managing the use of the State’s natural, cultural, mining or energy resources;

(iii) dishonestly obtaining, or helping someone to dishonestly obtain, a benefit from the payment or application of public funds or the disposition of State assets;

(iv) evading a State tax, levy or duty or otherwise fraudulently causing a loss of State revenue;

(v) fraudulently obtaining or retaining an appointment; and

(c) would, if proved, be —

(i) a criminal offence; or

(ii) a disciplinary breach providing reasonable grounds for terminating the person’s services, if the person is or were the holder of an appointment.

criminal activity includes:

  • the commission, or suspected commission, of a criminal offence under a law of the Commonwealth, State or Territory by a staff member;

  • conduct or suspected conduct engaged in by a staff member outside of Australia which, if committed in Australia, would constitute an offence under a law of the Commonwealth, State or Territory;

  • a charge for a criminal offence laid in respect of a staff member; or

  • a staff member’s conviction for the commission of a criminal offence.

enterprise agreement means The University of Queensland Enterprise Agreement 2021 - 2026, or as amended or replaced.

maladministration has the meaning given in the Public Interest Disclosure Act 2010 (Qld).

public interest disclosure has the meaning given in the Public Interest Disclosure Act 2010 (Qld).

staff has the meaning set out in section 1.2.

student means a student enrolled in the University.

whistleblower disclosure means: a disclosure made under the whistle blowing provisions of the  Commonwealth Corporations Act 2001.

Unless the context requires otherwise:

  • a reference to legislation is a reference to that legislation and any subordinate legislation made under it, as amended or replaced from time to time;

  • a reference to a code is a reference to that code as amended or replaced from time to time;

  • ‘includes’, means includes without limitation; and

  • a reference to a policy of the University is a reference to that policy (including any procedures, guidelines, forms or other documents associated with it) as amended or replaced from time to time.

6.2    Key policies

Key policies include, but are not limited to:

6.3    UQ Integrity Framework

UQ Integrity Framework

Custodians
Chief Human Resources Officer

Guidelines

Staff Code of Conduct - Guideline

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1.0    Context

The Staff Code of Conduct articulates The University of Queensland’s (UQ or the University) values and the standards of conduct that is expected and required by all staff. The objective of this guideline is to support the understanding of the Staff Code of Conduct by providing practical day to day examples of behaviour that is encouraged and required when staff are performing their duties. Whilst the scenarios listed are not intended to be exhaustive, the guideline provides examples of the types of behaviour that is not acceptable and could lead to disciplinary action being taken. 

Staff should read the Staff Code of Conduct and the standards of required conduct before reading this guideline.

2.0    Standard of Conduct

Professional and personal conduct

Encouraged conduct

Conduct that is not acceptable

Examples

Examples

  • A staff member would demonstrate a high level of professional and personal conduct by providing necessary information to assist student to make a complaint and seeking support for that student.

  • A staff member would demonstrate appropriate use of University resources by taking responsibility for the ICT equipment assigned to them and maintaining equipment in good working order.

  • A staff member would fail to demonstrate accountability for their conduct and decisions by lying about their behaviour during an investigation or disciplinary process.

  • A staff member would fail to use University resources effectively, efficiently and economically by using the University’s resources (including information and communication technology services) for excessive or unauthorised personal use.

 

 

 

 

 

 

 

 

Conflicts of Interest

Encouraged conduct Conduct that is not acceptable
Example Example
  • A staff member would deal appropriately with a conflict of interest by declaring their private interests in a business that is contracting to the University where they may have some influence and following the approved management plan in relation to avoiding or managing that conflict.

  • A staff member would fail to avoid a conflict of interest by accepting outside work with another employer which interferes with the performance of their duties to the University.

  • A staff member would fail to manage a conflict of interest appropriately by failing to disclose their personal interest in a business that competes, or could compete, with the University or which provides goods and services to the University. 

  • A staff member would fail to manage a conflict of interest by participating in an employment decision affecting a relative of the staff member.

 

Use of position

Encouraged conduct Conduct that is not acceptable
Examples of appropriate behaviour Examples of a staff member misusing their position
  • Reporting to your manager that you have been given a gift or rejecting a gift in accordance with the Reportable Gifts Policy.

  • Ensuring that any personal travel expenses are not paid using university funds.

 

  • Using their position to inappropriately influence academic outcomes for a student or to gain advantage for another staff member they supervise.

  • Using their position to offer or provide a benefit to students, other staff members or third parties with whom they have a personal relationship.

  • Accepting an inappropriate gift, or failing to deal with a reportable gift in accordance with the Reportable Gifts Policy.

 

Use of information

Encouraged conduct Conduct that is not acceptable
Example Example
  • A staff member would be behaving appropriately if they were the unintended recipient of the personal information of other staff members via e-mail, if they immediately reported this to their supervisor and deleted the information.

  • A staff member only accessing confidential information on a database which is required for them to perform their duties.

  • A staff member would fail to respect the privacy of others by forwarding documents containing personal information about a student to the staff member’s personal email address.

  • A staff member inappropriately accessing confidential information in a database which is not required for the performance of their duties.

 

External activity and public comment

Encouraged conduct Conduct that is not acceptable
Example Example
  • An Academic staff member participating in a public debate by speaking to the media as a recognised expert in their area of expertise and using their University title.

  • A staff member (other than the Chancellor, Vice-Chancellor, members of the senior Executive or other authorised senior members of the University) commenting publicly on behalf of the University about matters such as University management, policies or operational issues.

 

Responsible conduct of research

Encouraged conduct Conduct that is not acceptable

Examples

Examples

  • An Academic staff member submitting an adverse event report to the relevant Ethics Committee regarding a problem they had encountered with their research.

  • A staff member seeking advice on an ethical issue within a research project via a Research Integrity Advisor before deciding if the issue should be escalated.

  • A staff member would fail to ensure that research is conducted in accordance with the principle of honesty by fabricating or falsifying any aspect of research undertaken, or by publishing findings which the staff member knows to be false or misleading.

  • A staff member would fail to ensure that research is conducted in accordance with the principle of transparency by failing to disclose the staff member’s personal interest in a business which may benefit from the findings of the research.

 

Respect for persons

Encouraged conduct Conduct that is not acceptable
Examples Examples
  • A staff member communicates respectfully and professionally when dealing with an angry student, unhappy about timetabling.

  • A staff member not allowing personal biases to influence decisions they make about other staff or students.

  • A staff member debating academic issues with a colleague or external party, by critiquing the other party’s arguments and presenting evidence as to why the other party’s ideas are wrong.

  • A staff member publishing social media posts which harass or bully another staff member.

  • A staff member resorting to abuse or personal denigration rather than using a scholarly approach to critiquing another party’s ideas or work.

 

University property

Encouraged conduct Conduct that is not acceptable
Example Examples
  • A staff member reporting damaged property as soon as it is discovered so that it can be removed or repaired.

  • A staff member would fail to use University property for its intended purpose by sleeping on University campus without the University’s permission.

  • A staff member would fail to use a University vehicle with care by deliberately or negligently causing damage to the vehicle.

 

Intellectual Property

Encouraged conduct Conduct that is not acceptable
Example Examples
  • A staff member seeking advice from their supervisor on the appropriate course of action to take to protect Intellectual Property that they have developed.

  • A staff member who develops or creates UQ Intellectual Property in the course of their employment or engagement with UQ but fails to notify the University.

  • A staff member would infringe the Intellectual Property rights of the University by copying or adapting course materials created or developed by the staff member in the course of their employment with the University for external purposes.

 

Using resources for University purposes

Encouraged conduct Conduct that is not acceptable
Example Examples
  • A staff member who having been approved to work from home seeks authority from their supervisor to take a laptop computer with them to work on.

  • A staff member would fail to use University resources for legitimate purposes by using University printers to print voluminous documents for personal purposes.

  • A staff member would fail to use University resources for legitimate purposes by using uniforms or protective gear supplied by the University for personal purposes.

 

Expending University funds

Conduct that is not acceptable

Examples:

  • A staff member would fail to properly expend University funds by purchasing goods from a disreputable supplier or by purchasing goods without seeking value for money for the University.

  • A staff member would misuse University funds by making a purchase on their corporate credit card for personal use

 

Performance and development

Encouraged conduct Conduct that is not acceptable

Example

Examples

  • A staff member would demonstrate a commitment to their own performance and development by acknowledging areas for improvement and being active in seeking training to improve their skills.

 

  • A staff member would fail to actively participate in performance and development processes by refusing to complete the documentation within the required timeframe.

  • A staff member would fail to support the performance and development process by failing to undertake an annual performance discussion and complete the required documentation for staff they are responsible for supervising.

  • A staff member involved in academic tuition would fail to maintain high standards of performance and a focus on client service by failing to properly review and update course materials to take account of relevant developments in their area of expertise.

 

Lawful directions

Encouraged conduct Conduct that is not acceptable

Example

Example

  • A staff member follows the reasonable and lawful direction of their supervisor to undertake a particular task.

  • A staff member ignoring or failing to follow the lawful direction of their supervisor to undertake a task that is part of their responsibilities.

 

Use of substances

Encouraged conduct Conduct that is not acceptable

Example

Examples

  • A staff member demonstrating restraint at a University function where alcohol has been provided, by ensuring that they do not consume a volume of alcohol that would cause impairment whilst undertaking UQ related activity.

 

  • A staff member would inappropriately use substances by drinking alcohol and then performing high risk activities.

  • A staff member would inappropriately use substances by failing to ensure that they consume alcohol responsibly at a University-organised professional or networking event.

  • A staff member would breach the Smoke-free University Policy by smoking and/or vaping in a University vehicle.

 

 

Work health and safety

Encouraged conduct Conduct that is not acceptable

Example

Examples

  • A staff member reports any workplace incidents including hazards as soon as reasonably practicable.

 

  • A staff member would fail to take reasonable care for their own health and safety by refusing to use safety equipment supplied by the University.

  • A staff member would fail to take reasonable care of the health and safety of others by engaging in practical jokes which endanger the physical or psychological health and safety of others.

 

Unlawful and improper conduct

Encouraged conduct Conduct that is not acceptable

Example

Examples

Example:

  • A staff member becomes aware that a colleague has been charged with a serious offence and reports that to their supervisor.

 

Examples:

  • A staff member falsifying timesheets, receipts or other records in order to cause the University to make a payment to a person who is not entitled to that payment.
  • A staff member who has been charged with theft but fails to report the charge to the University.
  • A staff member taking a bribe or by otherwise not acting impartiality when assessing tenders or offers.
  • A staff member using University cab charge vouchers for private travel.

 

Compliance

Encouraged conduct Conduct that is not acceptable
Example Examples
  • A staff member that is managing a contract that is subject to a piece of legislation they are not aware of makes enquires to become aware of the obligations of UQ under the legislation and ensures UQ’s compliance obligations are met.
  • A staff member would fail to comply with University policies by failing to comply with the Export Controls Policy, even though it is not referenced in the Code of Conduct.
  • A staff member would fail to comply with law by deliberately or negligently breaching a contract or infringing intellectual property rights.

 

Custodians
Chief Human Resources Officer
Custodians
Chief Human Resources Officer