Volunteer Code of Conduct

HRPA Codes of Conduct

HRPA has adopted a number of codes-of-conduct which apply to different roles within HRPA. These Codes are separate from the Rules of Professional Conduct which apply to all members of HRPA in the practice of the profession.

These Codes of Conduct are listed as Schedules with the By-laws of the Association.

Every Board Director, Committee Member, Officer, Regulatory Committee Member and Volunteer of HRPA must become familiar and agree to abide by the applicable code of conduct and attest to having done so before taking on any duties at HRPA and annually after that.

HRPA Code of Conduct for Volunteers Preamble

This Code of conduct applies to all individuals who act in a volunteer capacity including Chapter volunteers.

Association volunteers are expected to conduct themselves and the work they perform on behalf of the Association in a manner that honours HRPA’s reputation and does not detract from the public’s trust and confidence in HRPA. Accordingly, all volunteers must comply with the Code of Conduct described below.

1.0 Respect for Role

Volunteers must  understand the nature of their role and responsibilities within the Association.

Volunteers must keep their activities within the scope and boundaries of their roles and remain accountable to responsible authorities within the Association (the Board, Committee Chairs, and Officers of the Association).

2.0 Expenditures 

HRPA volunteers shall abide by HRPA’s travel and expense policy and shall only incur expenses as authorized by HRPA staff or other responsible individual.

3.0 Personal gains

Volunteers must not use their status as an Association volunteer to obtain personal gain from those doing or seeking to do business with the Association.

Additionally, volunteers should neither seek nor accept gifts, payments, services, fees, special valuable privileges, pleasure or vacation trips, accommodations, or loans from any person (except in the case of loans, from persons in the business of lending and then only on conventional terms) or from any organization or group that does or is seeking to do business with the Association.

4.0 Conflict of interest

Volunteers must avoid all situations in which their personal interests’ conflict or might conflict with duties to the Association (for example, if you or your spouse provides a service, and you are involved in the selection of suppliers of that same service for the Association). 

Volunteers shall, at the first opportunity, disclose any conflict of interest. The nature of this reported conflict must be noted in appropriate official records of the Association, such as meeting minutes. 

5.0 Confidentiality 

At all times, the privacy and dignity of members, other volunteers and HRPA staff must be respected.

Volunteers may have access to information and documents relating to members, other volunteers, or Association business that are private and confidential in nature; reasonable care and caution will be exercised to protect and maintain total confidentiality. Volunteers will not read records or discuss such information unless there is a legitimate purpose. All member records are the property of the Association and are kept in a secure location at the HRPA office.

6.0 Privileged information

Volunteers must not use for their own purposes, including financial gain, or disclose for the use of others, information obtained as a result of their role with the Association (for example, lists of sponsors or suppliers). This applies both during and after the period in which the individual is an Association volunteer.

7.0 Intellectual property

Any intellectual property developed by a volunteer in the course of his or her role with the Association (for example, guidebooks, training resources, promotional materials) is the property of the Association.

8.0 Respectful conduct

Volunteers must treat with respect all fellow volunteers, HRPA staff, and all others with whom they interact while conducting Association business with respect.

Harassment,  discrimination  or other behaviours that  compromise  the  dignity  and self- worth of others cannot be tolerated, and will be addressed promptly, in confidence, and in accordance with standards of due process developed by the Association.

The Association expects all staff and volunteers to abide by the Ontario Human Rights Code.

These are minimum standards and by no means cover every contingency. However, any material failure to comply with these standards will be sufficient grounds for disciplinary action up to and including termination of the individual from their volunteer position.

Any volunteer who is uncertain of the application of this Code of Conduct should contact the employee staff liaison for their assignment.