Schedule “A”
Academic and Athletic Development Institute of Edmonton
Code of Conduct

Purpose and Scope
This Code of Conduct (the “Code”) outlines general expectations for staff behavior while employed at the Academic and Athletic Development Institute of Edmonton (“AAD”). While not exhaustive, these guidelines require all staff members to exercise good judgment and discretion, consistent with the ethical standards of AAD and its partner, the Edmonton Public School Board (“EPSB”). As AAD is an instructional and learning environment for students and athletes, the highest standards of ethical conduct are expected at all times.

All AAD staff members are responsible for fostering a positive environment for fellow employees, students/athletes, and parents. Adherence to this Code is mandatory.

General Conduct
Staff members must:

Always act in AAD’s best interests and uphold its goodwill, dignity, and reputation.
Be courteous, professional, and respectful in interactions with students/athletes, parents, colleagues, contractors, and the public.
Perform duties honestly, faithfully, and diligently, using work time solely for work-related activities.
Prioritize health, safety, and environmental responsibility.
Respect the dignity and rights of all individuals, without prejudice based on race, religion, color, gender, sexual orientation, gender identity, disability, marital or family status, age, ancestry, origin, residence, socioeconomic status, or linguistic background.
Misconduct will be investigated by the AAD Board and may result in immediate termination.

Confidentiality
Staff members must not disclose any confidential information acquired through their employment, including student-related or proprietary content, unless legally required.

Upon termination, all AAD property must be returned immediately. Staff may not retain, reproduce, or reuse confidential or proprietary materials.

Conflict of Interest, Extracurricular Activities, and Gifts
Staff members must:

Avoid profiting from their role by selling goods/services to students, parents, or colleagues.
Ensure personal endeavors reflect high ethical standards.
Seek prior written approval from the AAD Board before engaging in supplementary employment.
Disclose any financial or commercial interests that could conflict with their duties.
Never use privileged information for personal financial gain.
Gifts of nominal value may be accepted if they do not create a sense of obligation. Gifts of more than nominal value require Board approval. Both actual and perceived conflicts of interest must be disclosed for review.

Use of Property
AAD and EPSB property, including vehicles and materials, must not be used for personal benefit without prior approval.

Staff are responsible for safeguarding assets, including ensuring proper use and preventing damage or loss. All equipment usage must be logged in writing.

Any materials (e.g., programs, software) created in the course of employment at AAD become the property of AAD.

Criminal Charges and Convictions
Staff must:

Comply with all laws and avoid conduct that appears unethical or improper.
Understand and recognize the legal requirements of their role and consult the AAD Board when needed.
Disclose all past and current criminal charges or convictions immediately.
Convictions that impair job duties or harm AAD’s reputation will result in immediate termination.

Professional Relationships and Whistleblowing
Staff must:

Avoid undermining the confidence of students, parents, or colleagues in AAD or other staff members.
Report any behavior detrimental to AAD’s interests or reputation.
Notify the AAD Board of dishonest, illegal, abusive, or unethical conduct by colleagues.
In cases of imminent danger, staff should contact police or emergency responders if the Board is unavailable.

Reports made in good faith will not result in disciplinary action. However, false or retaliatory claims will result in disciplinary consequences, including potential termination.

Social Media
While AAD encourages the use of social media, staff are personally responsible for online content they publish or share, whether on personal or professional accounts.

Acceptable uses include:

Showcasing AAD achievements.
Demonstrating professional expertise.
Monitoring public comments about AAD.
Staff must:

Protect confidential and proprietary information.
Follow privacy and consent regulations.
Uphold professional and ethical standards.
Prohibited conduct includes:

Misrepresentation.
Engaging in online disputes.
Making disparaging remarks.
Posting content that harms AAD’s reputation or learning environment.
Inappropriate posts—even if deleted—may result in disciplinary action. Staff must report any such incidents immediately.

Employees must also:

Educate family and friends about this policy.
Monitor online content and prevent harmful material.
Contact the AAD Web and Social Media Director with any questions.

Clarification
Questions regarding this Code should be directed to the AAD Board for clarification.

Section titles are provided for clarity and convenience only, and do not limit the scope or interpretation of this Code.

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.