Trustee and volunteer code of conduct

Introduction

This code of conduct sets out the expectations of Action for Child Trauma International (ACTI) with regard to the personal behaviour of its trustees and volunteers. At present ACTI has no employed staff, but the terms of this policy apply to anyone undertaking any activity directly in support of ACTI, whether remunerated or not. In this document, the term ‘volunteer’ means any individual working on behalf of ACTI, including its trustees, who have additional responsibilities set out in the next section, and must lead by example. In addition to the responsibilities that apply to any registered charity which raises money from the public in pursuit of its charitable objectives, ACTI takes seriously its obligations as a mental health charity which promotes human rights. This means it must at all times work to challenge the stigma associated with mental health and promote international law and conventions related to mental health and human rights, and in particular those developed for children. In addition, ACTI’s activity, and in particular its training programmes and fundraising activity, must be designed to avoid or minimise emotional distress and prevent psychological harm. This code of conduct should be read in conjunction with ACTI’s other key operational policies (Safeguarding, Diversity, Recruitment, Data Protection, Fundraising, Expenses) plus the role description and volunteer agreement for the particular individual concerned.

It is the specific responsibility of the trustees of Action for Child Trauma (ACTI) International to:

Work within the terms of ACTI’s Constitution as a charitable incorporated organisation (CIO) registered in the UK
Respect fully and work in accordance with the law of the jurisdiction of each country within which ACTI operates
Ensure ACTI upholds the UN Convention on the Rights of the Child, any local or national protocols relating to children’s rights, eg the African Charter on the Rights and Welfare of the Child, plus WHO, international or national Mental Health Declarations.
Respect and ensure compliance with the terms of the CATT training licence with Trauma Psychology UK.
Work in ACTI’s best interests as a whole, considering what is best for ACTI and its beneficiaries and avoiding bringing it into disrepute.
Be aware of any conflicts of interest or loyalty which may arise as a result of other activity (see section 6 of ACTI’s Constitution).
Have a sound and up-to-date knowledge of ACTI and the diverse contexts and cultures within which it operates.
Attend meetings and other appointments or give apologies, engaging fully in discussions and decision-making processes.
Prepare fully for meetings and the work of ACTI – reading papers, querying unclear or difficult things and thinking through issues in good time before meetings.
Actively engage in respectful discussion, debate and voting in meetings, contributing positively and constructively, listening carefully, challenging sensitively and avoiding conflict.
Work together and accept a majority decision, make decisions collectively, standing by them and not acting individually unless specifically authorised to do so.
Work considerately and respectfully with all, respecting diversity, different roles and boundaries, avoiding giving offence, and overall creating a positive and inclusive environment.
Display the highest standards of personal integrity and transparency as expected of those in a position of public trust.

General statement of expected standards of conduct

Volunteers are always expected to display respect for the law and the highest standards of professionalism, depending upon their background and experience, and to apply their training to their activities or assignments. They will comply with this Code of Conduct and abide by all ACTI’s policies that are applicable to them including:

Safeguarding Adults
Safeguarding Children
Data Protection & Privacy
Diversity
Expenses
Recruitment

Whether overseas or in UK volunteers and trustees must display respect according to the Equality ACTI 2020 for:

Age
Gender
Sexual orientation
Religion or belief
People with disabilities
Culture and/or race
Gender reassignment
Marriage and civil partnership

and behave in a way that does not bring ACTI into disrepute. Where possible, ACTI will supply information and training to assist understanding of the history and circumstances of different peoples and cultures to volunteers. This is particularly relevant to overseas assignments. Volunteers must maintain confidentiality around the CATT protocol (which is copyrighted and trademarked, and operated by ACTI under licence to Trauma Psychology UK), protect the identity of individual children and ensure that no harm is caused to any child or vulnerable person as a consequence of any ACTI activity. Volunteers are expected to report to the Safeguarding Officer any concerns that are raised by any behaviour observed or reported to them in the course of their work. In the event of a difference of view about how to manage a particular situation or issue, the volunteer will follow the advice and instructions of the identified responsible officer or trustee. ## What constitutes inappropriate conduct? The following is a comprehensive but not exhaustive list of the types of issues that ACTI regards as inappropriate conduct.

Failure to work/perform agreed responsibilities without notification: Volunteers give their time and energy to ACTI without remuneration. However, it may be that ACTI is reliant on the volunteer to meet its obligations. So volunteers should not fail to perform responsibilities which they have agreed to undertake without notice, explanation or discussion with their responsible officer or a Trustee.
Discreditable conduct: It is discreditable conduct for a volunteer to be rude and un-obliging towards members of the public who have dealings with ACTI.
Inappropriate sexual relations and sexual harassment: A sexual relationship refers to both relationships involving penetrative sex and relationships involving non-penetrative sex. Inappropriate sexual relationships are any that are non-consensual or illegal, or sexual relationships between ACTI volunteers and anyone being trained by ACTI OR children under the age of 18 (regardless of the age of consent in a particular country) OR vulnerable adults in receipt of mental health treatment. Other sexual relationships will be considered inappropriate if they tarnish or bring the name of the charity into disrepute. Sexual harassment is any unwanted sexual advance which creates offence or distress to the other party.
Inappropriate appearance and dress: Inappropriate appearance includes persistent personal uncleanliness. Inappropriate dress is any clothing of a revealing nature, which may cause offence to members of the public in a particular social or cultural context. A crucial aspect of working in different cultural environments is understanding and respecting the cultural norms within that society.
Drinking or being drunk whilst representing ACTI: A volunteer is considered drunk if it is clear from their lack of physical coordination/behaviour that they are under the influence of alcohol and are incapable of effective communication or performing their tasks or duties. This excludes courtesy drinks where deemed appropriate.
Doing private business or work whilst representing ACTI: A volunteer is expected to devote their time to the work they have agreed to do on behalf of ACTI, in particular if they are on a ACTI-funded training trip. They should not undertake private business or work during this period unless this has been expressly discussed and agreed, or they are also working for an organisation in partnership with ACTI.
Conflict of Interest: A volunteer has a conflict of interest if they are engaged in any activity outside of ACTI, which compromises the work of ACTI, the confidentiality of the CATT protocol or the terms of the CATT licence, or if such activity is inconsistent or incompatible with the proper performance of their work or their role. For Trustees, see section 6 of Constitution.
Breach of confidence: It is a breach of confidence for a volunteer to make an unauthorised disclosure on confidential matters, or reveal the identity of individuals to unauthorised persons. In particular, this applies to information about children held in case records.
Disrespectful conduct, bullying and harassment: A volunteer is disrespectful if by words or conduct that degrades or defames any person related to the equality grounds which damages or aims to damage a person's dignity or create an intimidating, offensive, hostile or humiliating environment. Bullying is the use of superior strength or influence to intimidate or control another individual.
Use of abusive or insulting language: A volunteer uses threatening, abusive or insulting language if they use language terms, which ridicules or shows contempt for another and is likely to disrupt the normal functions of ACTI or bring the name of the organisation into disrepute.
Malicious conduct: It is malicious conduct for a volunteer to make or publish any statement orally or in writing, which they are unable to verify by proof or evidence and is calculated to bring ACTI or other people into hatred, dishonour, disgrace or to give the impression that some wrongful conduct or breach of law has been committed.
Withholding information: It is inappropriate for a volunteer to withhold information deliberately, or without justification, that is of value or importance to the work or reputation of ACTI. In particular, ACTI expects that volunteers will raise any issue of concern and will not penalise 'whistleblowing'.

Summary of illegal acts

This section highlights some key areas of illegal activity which will warrant a response from ACTI trustees under this Code of Conduct. However, this should not be regarded as an exclusive list.

Making Threats: A volunteer makes threats if intending to cause fear and alarm by an act or omission. Making threats is a criminal offence.
Assault: This is when a volunteer unlawfully strikes, touches or in some other manner directly or indirectly applies force to another person. Assault is a crime.
Fighting: This is an exchange of blows between two or more individuals. If an injury is inflicted the matter should be reported to the police and will be subject to UK Law or county of incident.
Fraud: It is fraud to unlawfully make, with intention to defraud, a misrepresentation whether written, oral or by conduct, which causes actual prejudice or which, is potentially prejudicial to another. Fraud is a crime as well as a civil offence.
Falsifying, altering and failing to protect records and personal data: A volunteer falsifies and alters a record if they make any record or document which intentionally makes false statements. This is a crime and it amounts to fraud. Volunteers are legally obliged to protect any personal data in their possession on behalf of ACTI.
Embezzlement: A volunteer is guilty of embezzlement if they convert to their own use any property which has been received by them on behalf of ACTI.
Forgery: It is forgery to falsify any signature document or written information and to communicate the same to another with the intent of causing harm or any outcome which is potentially prejudicial or harmful to ACTI.

Sanctions

ACTI has no formal disciplinary policy because it employs no staff. However, any breach of this Code of Conduct reported to Trustees will be investigated in a manner that is proportionate to the breach. Minor matters will be dealt with through counselling or mentoring. More serious matters will be referred to a sub-committee of Trustees and those involving Trustees will be dealt with in accordance with section 9: Retirement and removal of Charity Trustees of the Constitution. If a volunteer is found to have been in breach of this code of conduct, and this is of a sufficiently serious nature, then they may be asked to cease their activity on behalf of ACTI, or informed that their services will not be required again by the Charity.

Applicable to: Trustees and all other volunteers including ACTI trainers.
Date: 03/08/2020
Drafted by: Paul Brown, General Operations Manager (Intern)
Reviewed by:
- Stella Charman, Chair of Trustees
- Philip Sarell, Trustee
- Eve Hatcher, General Operations Manager (Intern)
Approved by: Board of Trustees 08/09/2020