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Your Wake-up Call:THE MINNESOTA STATE COLLEGES and UNIVERSITIES EMPLOYEE CODE OF CONDUCT Gail M. Olson, General CounselJohn Asmussen, Internal AuditingJune 2008What is it?nThe MnSCU Employee Code of Conduct is a system procedure, effective 7/1/2008: see http:/www.mnscu.edu/board/procedure/1c0p1.htmlnIt is a compilation of various existing statutes and policies that apply to employees.nAlso contains introduction describing expectations for employees.Where did it come from?nLeadership Council Human Resources Committee created Ethics Task Force.nTask Force studied other agency codes, other institutions, etc.nMany conduct policies were already in place, but not easy to find.nWanted to create a comprehensive, codified resource.Other Codes of ConductnNot to be confused with the Department of Finance code of conduct related to financial statements.nThe system procedure supersedes any conflicting campus codes of conduct. Goals of the MnSCU Employee Code of ConductnReinforce the importance of ethical behavior.nCreate a unified reference for major employee conduct policies.nProvide better tools for training, enforcing ethics issues.nMake policies more accessible for supervisors and employees.nEstablish laudatory goals as well as proscribed behavior.Part 1. Purpose and scope.nApplies to all employeesnadministrators, faculty, staff, students employees, FT or PT, temporary or permanent.nEmployees also subject to standards for their particular discipline.Part 2. General.nSystem to provide high quality education with sound stewardship.nEmployees to act with integrity, fairness, respect, inclusivity.nEmployees to be honest, trustworthy, efficient and effective, accountable and compliant with law, policy.Part 3. Employee ethics.nCompensation, benefits, gifts from other sourcesnPersonal advantagenUse of state propertynPolitical influencenPurchasing state propertyPart 4. Other policies.nNondiscrimination1B.1nFraud and other dishonest actsnIntellectual propertynNepotismnWeapons and safetynAcceptable use of computers/technologynInformation security and privacynAlcohol and drug usePart 5. Reporting fraud.nBoard Policy 1C.2 requires reporting suspected fraud and abuse.nRefers employees to supervisor, manager, Office of Internal Auditing, Office of the Legislative Auditor.Reporting Fraud: Who?nAn employee with a reasonable basis for believing fraudulent or other dishonest acts have occurred has a responsibility to report the suspected act in a timely manner. (Board Policy 1C2, Part 4)Reporting Fraud: What? Fraud IndicatorsnAccounting AnomaliesnMissing ReceiptsnFalse or altered documentationnDuplicate paymentsnHighly unusual itemsnUnreconcilable shortagesnComplaints and TipsReporting Fraud: How?nTo supervisor or managernUnless linked to incident, then to a higher level employeenInstitutional Fraud ContactnHR DirectornMnSCU Office of internal AuditingnLegislative AuditorReporting Fraud: How to report to law enforcement?nFor emergencies, report incident immediately to law enforcementnRobberiesnBreak-in theftsnOther matters, report to Internal AuditingnConsultation with General CounselnReferral to USDOE when warrantedReporting Fraud: When?nInternal reporting channelnIncident InquirynEscalate if respondent is uncooperative, belligerent, or unduly argumentativenReport to Internal AuditingnInquiry InvestigationCase Study: Texas Southern UniversitynDr. Priscilla Slade, Presidentn$650,000 in university funds spent on landscaping on personal residence, kitchenware, a bar tab $100,000n“Very fearsome leader” who intimidated underlingsnCharmed the governing board and enjoyed their absolute trustnMarch 2008nPlead “no contest”, repaid $126,000, 10 years of deferred adjudication, 400 hours of community serviceCase Study: Texas Southern UniversitynQuintin F. Wiggins, Vice President for FinancenMay 2007, found guilty on one count of misapplication of fiduciary property with a value of over $200,000nFelony convictionnSentenced to 10 years in prisonWhats next?nEffective 7/1/08 to provide campuses time to review policies, practices.nOn-line training is being developed.nRoll-out in conjunction with compliance program.nFAQs will also be on line.Compliance ProgramnAssistant General Counsel Nancy Joyer is the Compliance Coordinator.nProactive approach to compliance with laws and policies.nWill foster developing good practices rather than be “regulatory” in nature. nProjects will involve cross-section of campus representatives.nWatch for more information.Test your knowledge!nFrequently asked questions will be online, linked to Code of Conduct.nFAQs include topics often raised by employees, supervisors.nFAQs still in draft form but will be final by 7/1/08.# 1. Accepting free books. Q. I received a free textbook or software or other course materials from a publisher to review for possible use in one of my courses and am not required to return the textbook to the publisher. May I accept the textbook? # 2. Selling free textbooks. Q. Am I permitted to sell the free textbook sent to me by the publisher and keep the proceeds from the sale?# 3. Outside employment-private college. Q. I am a faculty member in a highly specialized field. I have been asked by another institution to teach one course per semester in this field, similar to courses I teach at my current institution. Accepting this employment would not interfere with my regular teaching duties at my current institution. May I accept this outside employment?#4. Romantic relationships with students. Q. I team teach an evening graduate course geared toward secondary teachers wishing to complete a masters degree. All of the students are mature adults. The other instructor in the course is interested in asking one of our students for a dinner date following class some night. Is that permissible?#5. Gift from outside source. Q. In the course of my work as a college employee, I work with the local country club to plan an annual college foundation golf tournament/fundraiser. The country club has offered me 18 free holes of golfing because of my working relationship with staff there. May I use the free round of golf?#6. Free meal. Q. As part of my job duties at the university, I meet frequently with local officials. May I accept a meal provided by the city manager or other city officials with whom I am meeting?#7. Travel paid by vendor. Q. I just received a vendor invitation to a February training seminar about their new product line. The vendor is offering to pay all travel and accommodation expenses for three employees; the product is of a type we use regularly. May I accept this travel? If so, what approval process must I go through? Does it matter where the seminar is held?#8. Cell phone use. Q. Because my position frequently requires me to be away from my office, my college provides me with a cellular phone. May I use my business cell phone for personal calls during the “free call” periods under the plan or if I reimburse the college for the personal calls Ive made?#9. Employee discounts Q. Am I allowed to take advantage of a special discount offered by a local business to “government employees”?#10. Bookstore sale of faculty textbook. Q. Our college operates its own bookstore on campus. One of our faculty members has authored and published her own texts for use in her class, and use of the textbook has been approved by her dean. May the bookstore sell the faculty members textbook?
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