Policy – Code of conduct for committee members

Purpose

The purpose of this policy is to help board directors, committee members, contractors and employees of the Australasian College for Infection Prevention and Control (ACIPC) effectively identify, disclose and manage any actual, potential or perceived conflicts of interest to protect the integrity of ACIPC and manage risk.

Scope

This policy applies to the board of directors, committee members, contractors and employees and other co-opted members and individuals of ACIPC.

Policy statement

This policy has been developed because conflicts of interest commonly arise, and do not need to present a problem to ACIPC if they are openly and effectively managed. It is the policy of ACIPC as well as a responsibility of the person that ethical, legal, financial or other conflicts of interest be avoided and that any such conflicts (where they do arise) do not conflict with the obligations to ACIPC.  

A conflict of interest occurs when the personal interests of an officer-bearer come into conflict with their duty to act in the public interest and the best interests of ACIPC. Conflicts of interest are particularly relevant where the office-bearer has a decision-making role.

Personal interests include direct interests as well as those of family, friends, or other organisations a person may be involved with or have an interest in (for example, as a shareholder). It also includes a conflict between the person’s duty to ACIPC and another duty that the person has (for example, to another organisation). A conflict of interest may be actual, potential or perceived and may be pecuniary (involving an actual or potential financial gain), or non-pecuniary (without any financial element).

 Conflicts of interest are not wrong in themselves and can happen without anyone being at fault. However, it is vital that they are disclosed and managed effectively so that office- bearers perform their duties in a fair and unbiased way. 

With increasing links between ACIPC and other organisations, companies and institutions, the potential for conflict of interest exists in all aspects of ACIPC operations. It is important that staff act and are seen to act with integrity and are not inappropriately benefited by improperly using their position in ACIPC.

The most effective means to address conflicts of interest is to establish a system under which directors, committee members, contractors and volunteers are required to disclose and obtain evaluation of any conflict of interest.

ACIPC will manage conflicts of interest by requiring board members, committee members, contractors and employees of ACIPC to:

• avoid conflicts of interest where possible;
• identify and disclose any conflicts of interest;
• carefully manage any conflicts of interest; and
• follow this policy and respond to any breaches.

Procedure

The conflict of Interest and actions will be recorded via the following:

• Using the arising mechanism (during the committee process contemporaneously).
• If it arises outside of the above mechanism, an ACIPC Conflict of Interest Form must be completed and added to the ACIPC Conflict of Interest Register.

Responsibility of the board of directors

The board of directors is responsible for:

• establishing a system for identifying, disclosing and managing conflicts of interest across ACIPC;
• monitoring compliance with this policy; and
• reviewing this policy annually to ensure its effectiveness.

Identification and disclosure of conflicts of interest

Once an actual, potential or perceived conflict of interest is identified, it must be entered into ACIPC’s Conflict of Interest Register, as well as being raised with the relevant committee or person. The register must be maintained by the office manager and record all information related to the conflict of interest (including the nature, extent and any steps taken to address it).

Confidentiality of disclosures

It may be necessary to provide for an alternative disclosure mechanism if additional restrictions on disclosure are required.

Procedures for the management of conflicts of interest

Conflicts of interest of board members:

Once the conflict of interest has been appropriately disclosed, the board of directors or committee members (excluding the person disclosing and any other conflicted person) must decide whether those conflicted persons should:

• vote on the matter (this is a minimum);
• participate in any debate; or
• be present in the room during the debate and the voting.

In exceptional circumstances, such as where a conflict is very significant or likely to prevent a person from regularly participating in discussions, the board of directors or committee may consider whether it is appropriate for the person conflicted to resign.

When deciding what action to take, the board of directors or committee will consider:

• whether the conflict needs to be avoided or simply documented;
• whether the conflict will realistically impair the disclosing person’s capacity to impartially participate in decision-making;
• alternative options to avoid the conflict;
• the possibility of creating an appearance of improper conduct that might impair confidence in ACIPC, or damage its reputation. 

The approval of any action requires the agreement of at least a majority of the board of directors, committee members or president (excluding any member/s) who are present and voting at the meeting. The action and result of the voting will be recorded in the minutes of the meeting and in the conflict of  interest register.

Compliance with this policy

If the board of directors or committee members have a reason to believe that a person subject to the policy has failed to comply with it, they will investigate the circumstances. If it is found that this person has failed to disclose a conflict of interest, the board of directors or executive management team may take action against them. This may include seeking to terminate the conflicted person’s relationship with ACIPC. If a person suspects that a board director, committee member, contractor or employee has failed to disclose a conflict of interest, they must discuss with the person in question and the president.