URMIA's members must transact association business related to their positions and areas of responsibility in compliance with all laws and URMIA policies. Understanding and following these standards can be complex, such as in the areas of purchasing, use of technology, and employment matters. Only persons designated by the President and approved by the Board of Directors are authorized to sign contracts or authorize certain personnel actions. With regard to staff, the failure to do so may be grounds for disciplinary action, up to and including termination of employment.
In addition, URMIA members are expected to behave in a manner that respects the freedom of others, as well as refraining from interfering with, obstructing, or disrupting a normal association activity, even while exercising their own freedom of expression.
Integrity, Personal, and Professional Conduct
URMIA is committed to the highest ethical and professional standards of conduct as an integral part of its mission, the exchange of information, concepts, practices, and development between higher education risk managers. URMIA Members treat each other and URMIA constituents fairly and with respect. Members are responsible for being aware of and complying with URMIA policies that address their conduct.
Conflict of Interest
In providing support and services to URMIA, its members 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 URMIA 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:
- Members of URMIA may not have a direct or indirect interest, financial or otherwise, of any nature that is in conflict with the proper discharge of the association member's responsibilities on behalf of URMIA.
- No member, staff, or volunteer of URMIA shall accept or solicit any gift, favor, or service that might reasonably influence them in the discharge of his or her duties or that they know or should know is being offered with the intent to influence his or her official conduct.
- No member, staff, or volunteer of URMIA shall disclose confidential information gained by reason of his or her position or otherwise use such information for his or her personal gain or benefit.
- No member, staff, or volunteer shall transact any business in his or her official capacity with any business entity of which the person or a member of his/her 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.
- Members 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 or potential conflict of interest is reported and allowed to exist under the advice of the URMIA Ethics Officer, it is required that the conflict or potential conflict be reconsidered annually until it is resolved.
Board of Directors
URMIA has an active Board of Directors that sets URMIA's mission, strategic direction, and policies. URMIA's Board of Directors ensures that:
- URMIA's members act for the benefit of the association and its public purpose with integrity and honesty;
- URMIA's resources are responsibly and prudently managed; and
- URMIA has the capacity to carry out its programs effectively.
The Board also supervises, evaluates, and determines appropriate compensation for the staff and ensures that URMIA is fair and inclusive in its employment policies.
All staff members are responsible for understanding the duties of their positions and executing those duties to the best of their abilities. URMIA promotes a working environment that values respect, fairness, and integrity. Its human resource policies are fair, establish clear expectations, and provide for meaningful and effective performance evaluation. Open communication is highly valued.
To sustain URMIA and encourage its growth, the staff members model professional conduct and provide leadership, clarity, and respect for individuals and for diverse points of view.
Inclusiveness and Diversity
To enhance its effectiveness, URMIA promotes inclusiveness, and its members strive to ensure that the diversity of higher education risk management professionals is reflected in its programs and committees. URMIA promotes diversity in its hiring, retention, promotion, and recruitment efforts and in the programs it develops for its constituencies.
When granting awards, URMIA:
- has guidelines in place to ensure fairness and consistency;
- maintains constructive relations with applicants or nominees, based on mutual respect and shared goals;
- communicates clearly and on a timely basis; and
- respects applicants' or nominees' expertise in their fields of knowledge.
URMIA manages its funds responsibly and prudently by:
- drawing from its investment funds to support the investment policy;
- ensuring that all spending practices and policies are fair, reasonable, and appropriate to fulfill its mission; and
- generating financial reports and an annual review by someone not associated with daily operations that are accurate, complete, and accessible in all material respects.
Fundraising and Business Practices
URMIA is truthful in its fundraising solicitation materials. It expends funds consistent with donor intent and provides appropriate acknowledgement and recognition. URMIA discloses whether those seeking donations are members or hired solicitors.
In all cases, and for the protection of the good name of URMIA and its members, URMIA may only enter into agreements with reputable organizations whose image, product, and services do not conflict with its mission or values.
URMIA provides comprehensive information about the association and responds in a timely manner to reasonable requests for information.
URMIA members may have access to confidential and privileged information about URMIA, its members, and other constituents. Loyalty to URMIA and to the field requires that individuals with access to such information comply with privacy and confidentiality policies and treat all information responsibly and appropriately.
Each member, staff member, and volunteer of URMIA is responsible, within the scope of his/her role, for the integrity and accuracy of the association's documents and records. No one may falsify or improperly alter information on any record or document.
Environmental Health and Safety
URMIA must comply with government rules and regulations that protect the environment and promote workplace safety. URMIA must operate its facilities with all of the necessary permits, approvals, and controls. Contact the URMIA Executive Director at 812-727-7130 for more information or assistance.
Human Resources Matters (including equal employment, harassment, etc.)
URMIA is committed to a work and association environment free of harassment and disruptive behavior and to providing an equal opportunity work and association environment where each member of URMIA is treated with fairness, dignity, and respect. No one shall discriminate against any individual on the grounds of race, color, religion, sex, age, disability, national origin, sexual preference, or any other factor prohibited by law. All members of URMIA, especially officers, directors, and employees, should be familiar with laws, regulations, and policies related to employment matters.
Use of this Code of Conduct
The Code of Conduct of the University Risk Management and Insurance Association is a living document, designed to be disseminated, used, and updated. The URMIA Board of Director will establish a schedule for regular review of the code and its dissemination. URMIA staff will:
- incorporate the code into its human resource policies and board and committee orientation materials
- review the code during new employee orientations
- post the code on URMIA’s public Web site
- disseminate the code to all URMIA members via the appropriate vehicles
Reporting Suspected Violations or Concerns
Each association member is encouraged to report violations or concerns about violations of this code of conduct that come to his/her attention. Directors, officers and staff have a special duty to adhere to the standards set forth in this code, to recognize violations, and to enforce the standards.
How to Report a Violation or Discuss a Concern
The telephone numbers and other references are valid as of the publication date of this code of conduct. These numbers and references may change from time to time. Up-to-date numbers and references are available on the website version of the Code of Conduct, available at http://www.urmia.org/codeofconduct. You may report violations or concerns to any director or officer including the Parliamentarian who is the URMIA Ethics Officer. A web form to contact the Parliamentarian is also available on the URMIA website.