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.