PURPOSE AND SCOPE

• This Code of Conduct (the “Code”) is an outline of general guidelines for conduct while employed at the Academic and Athletic Development Institute of Edmonton (the ”AAD”). It is not an exhaustive list of standards necessitated for every situation, all staff members are required to conduct themselves in a way that reflects good judgement and discretion and is in line with the ethical conduct required by AAD and its partner the Edmonton Public School Board (the “EPSB”). It is understood that AAD is an instructional and learning environment for students/athletes, and requires the highest standard of ethical conduct. AAD staff members must also at all times abide by all applicable current rules and policies of the AAD and those pertaining to their profession.
  
  
• All AAD staff members must endeavour to provide a positive environment for other AAD employees, students/athletes and parents.
  
  
• All AAD staff members are responsible for adhering to this Code. 

GENERAL CONDUCT

• AAD staff members must at all times act in the best interest of AAD and in a manner that upholds the goodwill, dignity and reputation of the AAD and cannot engage in any activity, which may adversely affect the AAD.
  
  
• AAD staff members must promote the best interest of the AAD at all times.
  
  
• AAD staff members must be courteous, professional and respectful in all their interactions with students/athletes, parents, teachers, community members, all other AAD staff and contractors, competitors, and members of the public. 
  
  
• AAD staff members must conduct their employment duties/responsibilities in an honest, faithful and diligent manner and must use work time for work purposes.
  
  
• AAD staff members must show proper attention to safety, health and the environment at the AAD.
  
  
• AAD staff members must respect the dignity and rights of all students, without prejudice including with respect to race, religious beliefs, colour, gender, sexual orientation, gender identity, physical characteristics, disability (physical or mental), marital status, family status, age, ancestry, place of origin, place of residence, socioeconomic background or linguistic background.
  
  
• The AAD Board will investigate any allegation of misconduct and will determine what action is to be taken, which may include immediate termination.  

CONFIDENTIALITY 

• AAD staff members must protect from disclosure any confidential information they received by virtue of their employment with the AAD and may not divulge confidential information about the AAD, including pertaining to its students/athletes and programming used or received in the course of professional duties, except in accordance with the law.
  
  
• Upon termination of the employment relationship, AAD staff members must immediately return all AAD material or property to the AAD. AAD staff members must not retain, reproduce, or reuse any of the confidential or proprietary information belonging to the AAD or any of its affiliates

CONFLICT OF INTEREST, EXTRACURRICULAR ACTIVITIES AND GIFTS

• AAD staff members must not take advantage of their position to profit from the sale of goods or services to or for students/athletes, parents, or other AAD staff.
  
  
• Private endeavours, including any activity outside of those connected with official AAD employment duties, must reach the highest level of standard of ethical conduct. 
  
  
• If any AAD staff member would like to take supplementary employment, it must be pre-approved by the AAD Board and must not interfere with, negatively influence or affect the performances of their duties at the AAD or negatively represent the AAD, as determined in the sole discretion of the AAD Board.
  
  
• AAD staff members must disclose to the AAD Board any financial, business or commercial interest, which may conflict with their duty to the AAD.
  
  
• AAD staff members are prohibited from using any information or materials obtained through employment at AAD to gain a financial personal benefit, either directly or indirectly.
  
  
• Gifts, entertainment or services may only be accepted by an AAD staff member in normal exchanges common to customary practice (i.e. acceptance of non-substantial Christmas gifts). Receipt of such gifts must not create any sense of obligation. If an AAD staff member receives or is offered a gift that is of more than nominal value, acceptance of such gift must be authorized by the AAD Board.  
  
  
• AAD staff members must not only avoid conflicts of interest but perceived or apparent conflicts of interests, which may be formed by a reasonable observer.
  
  
• Where conflicts of interest may possibly arise, AAD staff members must provide full disclosure of the circumstances to the AAD Board for their determination.

PROPERTY 

• AAD and EPSB property, including vehicles, equipment and material, shall not be used for personal benefit or non-AAD purposes by any AAD staff member, without prior AAD approval.
  
  
• AAD staff members are responsible for protecting AAD assets, including exercising reasonable care to prevent abuse, excessive wear, or loss to AAD or EPSB equipment of material entrusted to AAD care.
  
  
• Any use and authorization of the use of supplies or equipment must be recorded in written form by the AAD staff member using the supplies or equipment, indicating the time of release, the signature of the user, and the date on which the item is returned.
  
  
• If any AAD staff member authors or creates a program, software, or any other instructional educational resource material, if they have done so as part of their duties at the AAD or by virtue of their employment at the AAD, then AAD reserves ownership of such materials. 

CRIMINAL CHARGES/CONVICTIONS 

• AAD staff members must at all times comply fully with applicable law and must avoid any situation, which could be perceived as improper, unethical, or suggest a casual attitude towards compliance with the law.
  
  
• AAD staff members are expected to be sufficiently familiar with any legislation that applies to their position, shall recognize potential liabilities and shall seek advice from the AAD Board where appropriate.
  
  
• Applicants for employment at the AAD are required to disclose all criminal charges and convictions.
  
  
• AAD staff members must immediately notify the AAD Board of any criminal charges previous to and during the course of employment at the AAD. 
  
  
• Convictions of any criminal offence that will impair duties or may negatively impact the reputation of the AAD, will result in immediate termination of employment with the AAD.

AAD STAFF MEMBERS RELATIONSHIPS AND WHISTLE BLOWING 

• AAD staff members must not undermine the confidence of students/athletes or parents in other AAD staff members, including by openly criticizing the reputation or conduct of another staff member or AAD itself.
  
  
• It is the responsibility of each AAD staff member to bring to the attention of the AAD knowledge of any situation that may adversely affect AAD’s reputation, goodwill or dealings.
  
  
• If any AAD staff member has reasonable grounds to believe that another staff member is engaged in conduct that is dishonest, illegal, abusive or detrimental to the interest or reputation of the AAD, that staff member must in good faith report that to the AAD Board as soon as possible. If there is an imminent threat or danger to any person or AAD property, and if that staff member is unable to contact the AAD Board immediately, they must report the threat to the police or other appropriate first responding authorities.
  
  
• AAD staff members making an allegation against another staff member must ensure that they are in compliance with any other applicable professional or other regulation, policy, or code. 
• The AAD Board will investigate the allegation and will determine the action to be taken.
  
  
• If the allegation made by the AAD staff member is in good faith and is not found to be vexatious, the staff member making the allegation will not face any disciplinary consequences or any form of retaliation, regardless if the investigation does not lead to disciplinary action as against the staff member whom is the subject of the allegation. If a staff member makes an allegation that is not in good faith or retaliates against a staff member for making a report of misconduct in good faith, that staff member shall be subject to disciplinary action, up to and including immediate termination.  

SOCIAL MEDIA 

• Although AAD supports staff members utilizing social media and the internet, they are personally responsible for the content they publish or forward, online in a blog, social media sites (including Facebook, Twitter, LinkedIn, Myspace, Instagram, etc.) or any form of user generated media, whether through a personal account or otherwise.
  
  
• AAD staff members are encouraged to utilize social media in the following ways:
  • To highlight the achievements of AAD members;
  • To help showcase the professional expertise of the AAD; and
  • To follow any comments made in regards to AAD programs.
    
    
• In utilizing social media and the internet, AAD staff members are obliged to protect AAD confidential information, including proprietary information, budget, business performance curriculum and confidential information relating to students/athletes and other staff members. AAD staff members must conform to applicable privacy standards and consent requirements.
  
  
• Any social media or internet activity must be in line with the ethical and professional conduct required by AAD, including by virtue of this Code.
  
  
• When commenting on an internet site or social media posting respecting the AAD, AAD staff members must clearly identify themselves and their relationship to the AAD.
  
  
• AAD staff members must not engage in the following online conduct:
  • Any knowing misrepresentation;
  • Any unnecessary or unproductive arguments with any other party on the internet or social media; 
  • Any disparagement directed to any person; and 
  • Any posting or highlighting on the internet or social media that impacts AAD reputation, its welcoming, caring, respectful and safe learning environment, or anything that is offensive to the general public.
    
    
• If an AAD staff member posts or highlights inappropriate content, even where it is deleted or removed, it will be assessed for contravention of AAD policies and this Code.
  
  
• If there has been a mistake or an inappropriate posting or highlighting has made, AAD staff members must notify the AAD Board immediately so that steps towards rectification can be taken.
  
  
• Failure to notify the AAD Board of a posting or highlighting that may have contravened the social media provisions of this Code or any posting or highlighting that does contravene social media provisions of this Code or AAD policy, will result in disciplinary action up to, and including, immediate termination.
  
  
• All AAD staff members are required to monitor postings and highlighting on social media and the internet and take action to prevent any negative postings from appearing therewith.
  
  
• If there are any questions or concerns in regards to social media or the internet, staff members are to contact the Web and Social Media director at AAD.
  
  
• AAD staff members are required to educate family and friends on the social media policy provisions contained in this Code and another AAD policy, so that they may also reflect AAD standards of conduct.

CLARIFICATION

• AAD staff members must seek clarification of the Code, where necessary, from the AAD Board.
  
  
• The headings and section references appearing in this Code are inserted only as a matter of convenience and in no way define, limit or describe the scope or intent of this Code or any part thereof.

1. Purpose:

Academic Athletic Development recognizes the importance of maintaining confidentiality in all aspects of its operations. This policy aims to establish guidelines for the protection of sensitive information to uphold the trust of stakeholders, ensure compliance with applicable laws, and safeguard the organization's integrity.

2. Scope:

This policy applies to all board members, staff, volunteers, consultants, contractors, and any other individuals associated with Academic Athletic Development.

3. Confidential Information:

Confidential information refers to any data, records, documents, financial information, donor details, personal information, intellectual property, strategic plans, and any proprietary information related to the organization.

4. Responsibilities:

Board Members, Staff, and Volunteers: All individuals associated with the organization are responsible for maintaining the confidentiality of sensitive information acquired during the course of their duties.
Access Limitation: Access to confidential information is limited to authorized personnel only. Unauthorized access or sharing of this information is strictly prohibited.
Data Handling: Confidential information must be stored securely, whether in physical or electronic form and should not be disclosed or accessed by unauthorized individuals.
Third-Party Confidentiality: When engaging with third parties or partners, confidentiality agreements must be established to protect the organization's sensitive information.

5. Disclosure Restrictions:

Confidential information must not be disclosed, discussed, or shared with external parties, including family members, friends, media, or any other individual or entity outside the organization without explicit written authorization from the A.A.D Board of Directors or the Executive Director.

6. Compliance with Laws and Regulations:

All individuals associated with Academic Athletic Development must comply with relevant privacy laws and regulations applicable in Alberta, Canada, such as the Personal Information Protection Act (PIPA) and other federal and provincial privacy legislation.

7. Breach of Confidentiality:

Any suspected or actual breaches of confidentiality must be reported immediately to the designated authority within the organization. Failure to comply with this policy may result in disciplinary action, including termination of association with the organization and legal consequences as per the severity of the breach.

8. Policy Review:

This policy will be reviewed periodically to ensure its relevance and effectiveness. Amendments will be made as necessary to align with changes in laws, regulations, or organizational needs.

9. Acknowledgment:

By accepting a role within Academic Athletic Development, individuals implicitly acknowledge their understanding of and commitment to adhere to this confidentiality policy.

10. Contact Information:

For inquiries or clarification regarding this policy, individuals can contact the Executive Director or the organization's administration office.

11. Implementation:

This policy is effective upon its adoption and dissemination to all concerned parties.