URMIA Code of Ethical Conduct

Introduction

In furtherance of URMIA’s mission towards the advancement of higher education risk management and the professional growth of its members, URMIA's Board of Directors adopted this code of ethical conduct (referred to throughout as “code”). The code outlines general principles which we expect every association member, as well as all board members, association volunteers, staff, interns, contractors, or agents (collectively “community members”) to subscribe to. These principles are guided by our policies and laws that govern the activities of the association, and expectations of proper professional, ethical conduct that reflect the association’s values of trust, accessibility, diversity, innovation, and camaraderie.

Community members should recognize that there cannot be a policy to address every situation that may arise. In the absence of a policy, community members should look to the code for guidance on appropriate conduct.

This code of ethical conduct is regularly reviewed by the board of directors. The board of directors strives to review and update the code once every three years at a minimum.



 


General Principles

All community members should conduct themselves ethically, honestly, and with integrity in all dealings. They should be fair and principled in their interactions and act in good faith in these matters. They should act with due recognition of their position of trust with respect to the association and its members.

Given the variety and complexity of ethical questions that may arise in the course of carrying out association business, this code can only serve as a general guide. Confronted with ethically ambiguous situations, community members should keep in mind the association’s commitment to the highest ethical standards and seek advice from URMIA's Ethics Officer/Parliamentarian.

I.    Compliance with Laws, Regulations and Association Policies

Community members must transact association business in compliance with federal, state, and local laws and regulations related to their positions and areas of responsibility. Community members must comply with all association policies related to their position and area of responsibility.

Individuals who have been authorized by the president and the board of directors to enter into contracts must comply with contractual terms related to their positions and areas of responsibility.

All individuals representing the association should recognize that noncompliance with any of these components may have adverse financial and other consequences for them and the association. Individuals are responsible for keeping current with changes in applicable laws and regulations, policies and contractual terms. Violations may subject individuals to civil or criminal actions in state or federal courts.

II.   Respect for the Rights and Dignity of Others

URMIA is committed to equal treatment, opportunity, and respect in its relations with anyone who interacts with the association. Every community member is prohibited from discriminating on the basis of race, color, religion, sexual orientation, gender and/or gender identity or expression, marital or parental status, national origin, citizenship status, veteran or military status, age, disability, and any other legally protected status; physically or sexually assaulting, emotionally abusing, or harassing anyone; and depriving anyone of rights in his or her physical or intellectual property.

The association recognizes that some of its interactions with individuals will involve an unbalanced power dynamic. Community members should be cognizant of their authority and influence, whether perceived or actual, in all interactions where such dynamic exists.

In particular, due to the unbalanced power dynamic that occurs when interacting with minors, vulnerable adults, and invited college students, the association has zero tolerance for any unprofessional conduct towards these individuals.

Inappropriate conduct is expressly prohibited whether the conduct took place in person, on social media, or other electronic platforms and means. See URMIA's Event Safety & Responsibility Policy.

Members Are Required to Report Violations

If community members witness a violation of this principle, they are required to report to URMIA via the mechanisms articulated below.

III.  Conflict of Interest

Community members who are tasked to conduct business on behalf of the association shall act in the best interest of the association rather than in furtherance of personal interests or the interests of third parties, such as friends and family. Decisions about the association and the use or disposition of its assets are made solely in terms of the benefits to URMIA. These decisions shall not be influenced, nor appear to be influenced, by any private for-profit organization, personal gain, or outside benefit for members, their friends, and family members or the organizations with which they are affiliated.

In service or decision making for the association, community members:

  • may not have a direct or indirect interest, financial or otherwise, of any nature that conflicts with the proper discharge of the association member's responsibilities on behalf of URMIA.

  • shall not accept or solicit any gift, favor, or service that might reasonably influence them in the discharge of their duties or that they know or should know is being offered with the intent to influence their official conduct.

  • shall not disclose confidential information gained through his or her position or otherwise use such information for his or her personal gain or benefit.

  • shall not transact any business in his or her official capacity with any business entity of which the person or a member of their immediate family is an officer, agent, or member, or in which the member or immediate family member owns a substantial interest, unless a full disclosure has been made and approved as described in the following paragraph.

  • must disclose potential conflicts of interest as soon as possible after they realize that a conflict or potential conflict may have arisen. Disclosure guidelines and procedures may be obtained from the parliamentarian, who serves as the URMIA ethics officer. If a conflict is disclosed, it shall be reconsidered annually until it is resolved.

IV.  Protection and Proper Use of Association Assets

Community members should protect the association’s assets and ensure their proper and efficient use. Theft, carelessness, and waste have a direct impact on association operations. Any suspected incident of fraud or theft should be reported immediately per the reporting methods below.

The obligation to protect the association assets includes, but is not limited to, its proprietary information. Proprietary information includes intellectual property such as patents, trademarks, and copyrights, as well as business plans, account credentials, databases, records, employment information, and any unpublished financial data and reports. Please see URMIA’s Financial Policies and Procedures.

V.   Accuracy and Privacy of Records and Reporting

The records, data, and information owned, used, and managed by the association must be accurate and complete. The accuracy and reliability of association documents and records are of vital importance to the operations of the association. Therefore, all community members representing the association must record information accurately and maintain supporting documentation. No community member may falsify or improperly alter information on any record or document.

Community members who are privy to confidential information must safeguard confidential information and treat all information responsibly and appropriately. See URMIAnetwork Rules & Etiquette and our Privacy Policy for additional information.

 

Reporting Suspected Violations or Concerns

All community members are strongly encouraged to report violations of these standards, or laws and regulations, or of association policies and procedures to any URMIA Office staff member, board officer, and/or the ethics officer/parliamentarian.

Concerns may also be reported anonymously through this Incident Report Form.

With respect to any violation of Principle II involving a minor, college student or vulnerable adult, community members are required to report violations. In addition, a community member may be legally required to report a violation to local authorities. If you require assistance in determining how or when to legally report a violation, please reach out to the individuals above.

No concern is too small. If you see something, say something.

Directors, officers, and staff have a special duty to adhere to the standards set forth in this code, to recognize violations, report concerns, and to enforce the standards.

 

Violations and Sanctions

URMIA reserves the right to take any action deemed necessary and appropriate, including but not limited to immediate revocation of membership, revocation of volunteer status, removal from an event without warning or refund, and prohibited attendance at any future event. Violations and sanctions specific to National Office staff are referenced in the Employee Policy Manual.


Promise of No Retaliation

URMIA will not tolerate harassment or retaliation in any form against any person for reporting violations of this Code in good faith, for providing information regarding violations, or for cooperating in the association’s investigations. Retaliatory conduct is an egregious violation of this policy and may subject an individual to the highest level of sanctions.