Vegan NSW Code of conduct

Vegan NSW Mission

Vegan NSW’s Mission outlines our actions and determines who and what we aspire to be.  Our Mission guides our interactions with our colleagues, volunteers, suppliers, partners and all other Vegan NSW stakeholders including the wider community. All decisions are made in line with our Mission: promote veganism, sustain vegans and build the vegan movement.

Purpose and Scope

Vegan NSW Code of Conduct applies to board members, paid employees, contractors and volunteers (herein referred to as Representatives).

Representatives are responsible for upholding the integrity of the organisation and complying with the Code of Conduct. One person’s misconduct can tarnish the credibility of the organisation and inhibit the achievement of organisational objectives.

All Vegan NSW Representatives are expected to adhere to the Code in the course of their duties and allow it to guide their behaviour, decision-making and development whilst working for Vegan NSW.

Should a Representative have doubts about any aspect of the Code of Conduct, they must seek clarification from their supervisor.

The Code should be read in conjunction with other policies that are referred to in this document and within the context of our Corporate Mission.

Any Representative in breach of this policy may be subject to disciplinary action, including termination.

Standards of Behaviour 

Accountabilities

Representatives are responsible for their own behaviour, performance and safety.  They are expected to uphold the standards of behaviour and work performance communicated to them by their manager and within Vegan NSW policies and procedures.

They are expected to follow work practices defined by their manager within their role and it is their responsibility to ensure they understand and implement those expectations and ask questions about any aspect of their work, policy or procedure that is unclear to them.

Discrimination, bullying and harassment

Vegan NSW does not tolerate discrimination, bullying and harassment. 

Vegan NSW will ensure that all decisions affecting Representatives are free from discrimination.

Representatives must ensure their behaviour and actions do not offend, intimidate or humiliate any person they engage with in the course of completing their role.

Policy Reference: Equal Opportunity, Discrimination, Harassment and Bullying Prevention Policy

Professional conduct

Representatives should behave professionally in all situations when working or representing Vegan NSW. 

Professional conduct is defined as: 

  • exhibiting a friendly and open disposition whilst being courteous, respectful and conscientious. 

  • exercising fairness, equality, courtesy, consideration and sensitivity in dealing with other employees, clients and suppliers

  • Perform duties with skill, honesty, care and diligence

At Vegan NSW, this is demonstrated by how a Representative communicates and how they conduct and present themselves at work, in meetings, and at external events.  

The following are examples of acts which Vegan NSW considers unprofessional and unacceptable:

  • offensive language, including swearing that is abusive or in an inappropriate context

  • showing aggression through yelling or gestures

  • refusing to follow or failing to carry out a reasonable instruction from their manager

  • ignoring work duties or wasting time during work hours or seriously delaying making a decision or taking action

  • attending to duties under the influence of alcohol or drugs or bringing illegal substances to work or an organisation event

  • being absent from duties without a valid reason or notifying the appropriate manager 

  • being continually late for work, events or meetings

  • being wasteful or neglectful of organisation equipment or using organisation resources for unauthorised or illegal purposes

  • behaving dishonestly or without transparency

Creating a safe place for all

We want everyone to feel safe in our space!  

Please use inclusive language and avoid language or ideas that may cause offense or harm to others such as:

  • people of colour/black people/Aboriginal/First Nations or non-white people (racist or colonialist language)

  • people from the lesbian, gay, bisexual, trans & non-binary, intersex, queer or asexual communities (homophobic and transphobic language)

  • people with disability or chronic illness (ableism)

  • people in specific age groups (ageism) 

  • people of different body sizes, appearance, or dress (fat, thin, fashion or other appearance shaming)

Providing evidence-based information

We want the information we provide to be trustworthy and well-founded, and not bring veganism into disrepute by making unsubstantiated claims, e.g. that ‘being vegan will cure cancer’.

Please ensure any information you share on behalf of Vegan NSW is: 

  • relevant to the topic

  • well-grounded in peer reviewed evidence or systematic review (if available)

  • within your area of expertise and qualifications

Inflammatory topics 

Vegan NSW supports open discussion of ideas and encourages people to make their own well-informed decisions. However, our mission is to be in a position to advocate for veganism, so we are careful about which debates we engage in or prioritise.  As a guide, we are more likely to take a stand on issues that relate directly to veganism, and do not distract from our core mission of promoting veganism and supporting vegans.  An example of an issue we choose not to focus on or platform is vaccines - this is a health issue which we are not qualified to advise on and we encourage people to seek their own medical advice.

Representatives should not express views on potentially inflammatory issues while representing Vegan NSW.

Religious or spiritual views

VNSW is a secular organisation and is not aligned with any religion or spiritual practices.  

If any such personal views are shared, please make it clear that they are:

  • religious or spiritual views, rather than scientific knowledge

  • your own personal views, rather than those of Vegan NSW

Use and ownership of communication content

VNSW considers the content of any email, social media post or website content to be its property and reserves the right to access employee and volunteer accounts. 

You must not download or upload or distribute in any other way any material that is inappropriate at any time for any purpose. Inappropriate use includes the use of the internet or email to access or distribute material which would be regarded as offensive or constituting the use of these for menace or harassment. 

Copyright law is to be observed at all times in copying or distributing any material. Misuse of VNSW resources, including social media accounts, may constitute a breach of the code.

Private conduct

Vegan NSW has a legitimate interest in some private activities of Representatives, for example, social media activities or illegal behaviours, as these activities may bring discredit upon both veganism and Vegan NSW. This applies in particular to people who have a public facing role.  

However, we also value freedom of personal expression, when this doesn’t impinge on the rights and safety of others.

In view of this, we would encourage all Representatives to consider following the principles of this Code at all times, but this is not a requirement.

However, if you have a significant role with Vegan NSW, such as a Board member or part or full-time staff member, and you wish to engage in activities or public commentary that would not meet the standards of this Code, you must:

  • ensure your association with Vegan NSW cannot be identified in relation to the activity

  • make it clear that you are acting in a personal capacity

  • ensure your behaviour or communications do not compromise perceptions of your ability to do your job in an unbiased or professional manner

Irrespective of your position with Vegan NSW, Representatives who engage in activities that are not vegan, derogatory of veganism or Vegan NSW or are offensive, harassing, discriminatory, illegal or cause significant harm to others, even in their own time and using their own resources, may be deemed to be in Breach of this Code. 

Health and safety

Representatives must adhere to the Work, Health and Safety Policy and report any accident, near miss or injury to their manager as soon as possible.

Everyone at Vegan NSW is responsible for health and safety. As a minimum, it is each Representative’s responsibility to:

  • immediately report any hazard or potential hazard to their manager to avoid a potential injury

  • report any injury, accident or near miss to their manager as soon as possible

  • ensure they know who to contact in case of emergency

  • complete the WHS induction on commencement

  • request any equipment they need to ensure their health and safety at work

Corrupt conduct, gifts, bribes and hospitality

Representatives must not participate in any activity that is fraudulent or gives the perception of being fraudulent whether within the organisation or not.

They must not solicit or accept gifts, bribes, hospitality, benefits, service or favours. In certain circumstances, declining a gift of nominal value may cause unnecessary offence. Try and avoid being in this situation, if at all possible, by:

  • explaining this relates to our Code of Conduct and possible perception of favouritism

  • suggesting a nominal discount, such as is available to volunteers via the Volunteer Discount Program

  • (for people in more public roles e.g board members and staff) - asking another person to purchase items on your behalf is a way to avoid being in this situation, e.g. offers of free food

  • if it is leftover food at end of a market, pass it on to volunteers

If you feel it can’t be avoided, gifts of a nominal value may be accepted, but items over the value of $25 must be declared to your line manager or Chair of the Board, and noted on the Vegan NSW Gift Register.

All Representatives have a responsibility to guard against and report instances or potential instances of fraud and corruption.

Conflicts of interest

All Representatives will avoid any actual, perceived or potential conflict of interest with the primary responsibility being the disclosure of the conflict in advance of any decision being made.

Conflicts of interest are particularly likely to arise where a Representative has a family or personal relationship with another party. As such, Representatives are required to disclose these relationships immediately where it may affect or be seen to affect Vegan NSW’s reputation.

For other examples of where conflicts may arise and how to manage and disclose an actual or perceived conflict, please refer to the Conflict of Interest Policy.

Use of equipment and facilities

Representatives must be careful and mindful when using organisation equipment and resources. They must not abuse, waste or destroy organisation equipment or resources. 

Reasonable use of organisation equipment and resources for personal purposes is acceptable, but this must not be abused or impinge on the operations of Vegan NSW, the organisation’s ability to complete its work, or impact the organisation financially through time or resource wastage.

Organisation equipment or communication channels must not be used for gambling, pornographic, racist, or illegal purposes and not be in breach of other Vegan NSW policies or damage the reputation of Vegan NSW.

Policy Reference: Use of Organisation Equipment and Resources Policy.   

Procuring goods and services

When procuring goods and services for Vegan NSW, Representatives must follow the schedule of delegations and procurement policy and keep in mind our policies and codes related to conflicts of interest, bribes and corruption.

Organisation information

Privacy

Information kept by Vegan NSW will be kept confidential and only be used for lawful purposes.

All Vegan NSW Representatives have a responsibility to keep all information stored appropriately to ensure we do not breach our privacy obligations as directed by the Privacy and Personal Information Protection Act 1988 and Health Records and Information Privacy Act 2002.   

Record keeping and filing should be kept up to date and in a safe location and only be used for lawful purposes as specified by legislation.   

Confidential information

Information which Vegan NSW has not released to the public (e.g. via our website, social media, email communications, annual report, or media releases etc.) should be considered confidential unless otherwise advised by the CEO or Board.

If unsure what information is considered confidential, Representatives should ask their line manager before disclosing any information related to Vegan NSW or its Representatives via any means or medium.

Public Comment

Vegan NSW Representatives must not make public comment on behalf of Vegan NSW to media on social media, radio, television, or in the press, journals, book, or other publications without the prior written consent of the CEO/Chair of the Board. Requests for information from media should be managed according to our Public Comment Policy. 

Record keeping

Vegan NSW Representatives have a responsibility to keep full and accurate records of its activities in the relevant record keeping files and systems.

Our records are our organisational memory and provide evidence that we have followed proper procedures and the law in carrying out our work.

Record keeping and electronic and paper-based filing should be kept up to date as part of good business practice and to also safeguard our privacy and confidentiality obligations.

Information stored on personal or Vegan NSW devices or locations should be stored securely.

Other employment or business

Vegan NSW Representatives, excluding volunteers, should not allow their participation in any other work, whether volunteer or otherwise, to impact their ability to efficiently and effectively meet their obligation to Vegan NSW or use Vegan NSW equipment, resources and time to complete this activity.

Vegan NSW reserves the right to discuss any impact that the other employment or business may have on a Representative’s work performance, the organisation’s reputation, or conflict of interest and manage any issues accordingly.

Leaving Vegan NSW

When leaving Vegan NSW, Representatives are required to return all documentation, equipment, passwords and security devices provided or obtained during the course of their employment or tenure in the case of volunteers.

After leaving, material, ideas, and other work produced during the course of employment remains the property of Vegan NSW unless there is an agreement in writing to the contrary.

During subsequent employment and activities, Representatives must continue to respect the confidentiality of information gained during their time at Vegan NSW and not use it for personal or financial gain.

Specific Duties of Leaders (Board members, Managers, and Team Leaders)

Board members, Managers, and Team Leaders (including volunteer team leaders) have an important role in demonstrating ethical leadership and role modelling the standards of behaviour outlined in this Code.  

They must:

  • understand and follow the Code 

  • understand and adhere to relevant legislation, policies, procedures and the mission

  • encourage compliance with the Code and ensure that its principles are discussed regularly through team meetings, one on one meetings, and during the performance review process.

  • set a good example of ethical behaviour, accountability, and open honest communication,

  • take appropriate action on breaches of the Code and report major breaches to their line manager, the CEO, or the Chair of the Board

  • treat seriously, professionally, promptly, and confidentially any breach or potential breach

  • understand their role, how they are expected to fulfill their duties, and the results for which they are accountable

  • acknowledge and encourage ethical and professional work practices

  • ensure the systems of work and the work premises and environment are safe and free from inappropriate behaviour such as discrimination, harassment, bullying, and fraud and any other unlawful conduct

  • ensure equitable access to learning and development opportunities

All Managers and Team Leaders (including volunteer team leaders) must:

  • demonstrate accountability for their own performance and behaviour as well as that of their direct reports

  • be responsible for the health, safety, and performance of their direct reports

  • be accountable for addressing continued unsatisfactory performance and errors, misconduct, and breaches of this Code and other organisation policies and procedures

Board members must:

  • act with reasonable care and diligence

  • act honestly and fairly in the best interests of the charity and for its charitable purposes

  • not misuse their position or information they gain as a Responsible Person

  • disclose conflicts of interest

  • ensure that the financial affairs of the charity are managed responsibly

  • not allow the charity to operate while it is insolvent

Applying the Code

The Code of Conduct forms part of a Representative’s conditions of employment or volunteer agreement. A breach of the Code of Conduct may lead to disciplinary action ranging from counselling or further training, up to and including instant dismissal.

Representatives should be aware that criminal and civil legal action may also be taken against them as a result of breaches of this Code where state or Commonwealth law is breached.

Reporting a Breach

All representatives must report behaviour that may be contrary to the VNSW Code of Conduct.

If you suspect that a breach has occurred then you must raise your concerns with the line manager of the person suspected of the breach, or your own manager. If the breach involves your own manager then the suspected breach can be raised with their line manager. Where you feel unable to raise your concerns then you can make a report via complaints@vnsw.org.au, which is monitored by the Board Secretary.

Any Representative who, in good faith, raises a complaint or discloses an alleged breach of the Code, whilst following correct reporting procedures, will not be disadvantaged or prejudiced. All reports will be dealt with in a timely and confidential manner.

Authority

This Policy has been authorised by the Board of Directors. VNSW may amend or vary this Code of Conduct, with absolute discretion, at any time.  It is not intended to override any industrial instrument, contract, award or legislation.

This policy applies to:

  • Employees

  • Directors

  • Officers

  • Contractors (including employees of contractors)

  • Volunteers

If you would like further information about this Code of Conduct, please contact info@vnsw.org.au