Staff Code of Conduct

The Education Authority (EA) values its workforce and wants to support staff in understanding the expectation of them in relation to their conduct as EA employees.  EA recognises that its employees are its most valuable asset and as such, have a right to work in an environment which promotes positive and professional conduct.  EA acknowledges that negative/poor conduct can adversely affect our employees, stakeholders, and reputation.  EA is committed, through the dissemination and explanation of our code of conduct and related policies, procedures and guidance, to ensure that all conduct in the workplace meets the expected professional standard.

The aim of EA’s Staff Code of Conduct is to support employees by setting out the expectations and standards for staff conduct and behaviour.  The code promotes professional standards and is designed to protect staff and the organisation from unfair criticism, misunderstanding and reputational damage. 

The development of EA’s first Code of Conduct addresses fully the following recommendation from the Independent Review of EA’s Governance Arrangements (Bakertilly Mooney Moore 2020): 

“Good governance flows from a shared ethos or culture, as well as from systems and structures.  It cannot be reduced to a set of rules or achieved fully by compliance with a set of requirements.  This spirit or ethos of good governance can be expressed as values and demonstrated in behaviour.  The hallmark of effective governance is the application of a Code of Conduct for Staff. In order to embed a broader culture and awareness of good governance, EA should develop a Code of Conduct for all staff setting out expressed behaviours and conduct which can be aligned to governance expectations”.

Set within our Corporate Governance Framework, our Code of Conduct reflects our commitment to an organisational culture based around staff well-being, inclusion and fair treatment of our colleagues and our EA values.  Ensuring our standards and expectations are clearly understood and universally applied will help us to deliver the best possible service to all our children and young people. 

EA’s Code of Conduct has been developed in line with best practice and takes into account relevant Northern Ireland public sector guidance, including:

• The seven principles of public life (the Nolan Principles) 

  The Seven Principles of Public Life - GOV.UK (www.gov.uk);

• Northern Ireland Civil Service (NICS) Handbook 

  Northern Ireland Civil Service handbook | Department of Finance (finance-ni.gov.uk);

• Northern Ireland Civil Service (NICS) Code of Ethics 

  Civil Service Code of Ethics (finance-ni.gov.uk); 

• Northern Ireland Audit Office (NIAO) Code of Conduct 

  Microsoft Word - NIAO Code of Conduct 2018 (niauditoffice.gov.uk); and 

• EA Values. 

The Code of Conduct applies to all corporate staff who work for the Education Authority, (including full time, part time, permanent, temporary, fixed term or secondment).  It is envisaged that further work will be undertaken to widen the scope of this document to include other EA staff.  EA’s Code of Conduct is an integral part of employees’ contract of employment.  The Code also applies to agency workers and volunteers while they are engaged in carrying out duties for EA.

All staff should ensure they are familiar with and act in accordance with the EA Code of Conduct and all related policy, procedure and guidance.  Where there is a failure to adhere to and/or act in accordance with the Code’s provisions or related policy, procedure and guidance, this may result in EA’s Disciplinary Procedure being invoked. 

The EA Staff Code of Conduct sets out the values, standards, and behaviours we expect and require from EA employees, in whatever capacity and wherever they work: either for, with, or on behalf of the Education Authority.  As the largest public sector body in Northern Ireland, our work impacts a wide range of customers and stakeholders, including children, and young people, their families and the wider community. 

Adherence to the Code helps EA to gain and retain the respect of all our stakeholders and sponsoring Government Departments as well as assisting us to be the best that we can be in delivering excellent services. 

The core principles of our Code of Conduct stem from: our vision and mission; EA’s strategic priorities; and our values, as well as from the Seven Principles of Public Life.  It is vital that these are considered in how we work and deliver our services and continually improve our performance.

Vision: To inspire, support and challenge all our Children and Young People to be the best that they can be.

Mission: To provide a high-quality education for every child.

EA is committed to delivering high quality, effective and efficient services and recognises the vital importance of continually improving its performance at all levels through effective business planning and regular performance monitoring and management.

The EA Staff Code of Conduct aims to ensure that staff understand and embrace the standard of conduct expected from them as employees of EA.  It is expected that employees conduct is to the highest standard and reflective of the expectation of public sector employees.  It is the responsibility of public bodies to serve the public interest and therefore, as EA, we must discharge our duties in line with our values: EA How We Do It 

• Openness We will promote a culture of openness and will be transparent and honest in our dealings with the public, our partners and colleagues.
• Respect We will listen to and respect those we serve, as well as each other and will recognise effort, achievement and contribution.
• Reflection We will be a learning organisation, reflecting and taking on board the lessons learned from our own experiences and from comparable organisations.
• Responsibility We will act responsibly and acknowledge that our actions will impact on others.  We will be helpful, conscientious, reliable, and accountable for all our actions.
• Excellence We will strive for quality in everything we do.  We will behave professionally and take pride and ownership for everything we say and do.  
• Equality We will promote equality of opportunity through our employment practices, service delivery and engagement activities.

The aim of this guidance is to promote high standards of governance within EA and promote the key characteristics of public life, as defined by the ‘Nolan Principles’.  These seven principles underpinning public life are selflessness, integrity, objectivity, accountability, openness, honesty and leadership.

EA carries out many and varied functions, each of which may require special standards of its own.  The precise application of general principles of conduct will vary with the circumstances of different departments and may call for special rules for particular staff.

Reflecting the NICS Code of Ethics, EA adopts and outlines the key principles therein.  Accordingly, each member of EA staff, will: 

• Report where they are required to act in a way which is illegal, improper, or in some other unethical manner.
• Report evidence of criminal or unlawful activities by others to the appropriate authorities.
• Report if they become aware of other breaches of the code or if they are required to act in a way which raises a Fundamental issue of conscience for them; and
• Where they have reported such matters in accordance with established procedures and believe that the response was unreasonable, they have the ultimate right to report such matters to the EA Head of Internal Audit. 

 In such circumstances, procedures are in place to enable staff to make reports, namely, but not exclusively, the Whistleblowing Policy.

Throughout EA there is a wide range of services, functions and roles, which provides the organisation with a diverse and talented workforce representing many professions.  Many EA employees are members of professional institutes/bodies.  This membership and/or professional association requires that those employees embrace, behave, and implement professional standards and codes of behaviour specific to the requirements of those professional bodies/institutes. 

Employees should comply and operate within these standards as set out by their professional body/institution.  In the unlikely event that an employee is concerned that there is a conflict between EA expectations and their professional standards, every effort will be made to resolve the conflict.

As EA employees we must discharge our duties in line with our values, the principles of public life, our job descriptions and all relevant EA policy, procedure, and guidance. 

The application of general principles of conduct apply to all EA staff.  The following general principles have been set out by the Northern Ireland Civil Service and have been adapted for application by EA.  

This means that as an EA employee, I will:  

• Be honest and impartial in the exercise of my duties.  I will not allow my judgement or integrity to be compromised or appear to be compromised.
• Only use information which I acquire in the course of my official duties, or will not disclose information which is held in confidence within EA or received in confidence from others; though management is not in general concerned with your private activities, these must not be such as might bring discredit on EA.
• Consult with and gain prior approval of the EA communications service before making any public statements on behalf of EA, which may or may not involve the disclosure of official information, or draw upon experience gained in my official capacity;
• Support the implementation of the policies, decisions or actions of EA which flow from EA Board / CLT / DMT decisions;
• Ensure completion of all statutory and mandatory training offered by EA and pertaining to my job role - EA will support staff in order to do this;
• Not take part in any political or public activity, which compromises, or might be seen to compromise, my impartial service and contractual obligations to EA;
• Where a conflict of interest arises or might be perceived, declare the interest to my line manager through EA’s Declarations of Interest process, so that a decision can be made on the best way to proceed; 
• Adhere to the EA Gifts and Hospitality Policy when offered gifts, hospitality, or benefits of any kind from a third party which might be seen to compromise my personal judgement or integrity; and
• Contact my line manager if I have any doubts about applying the provisions of this section. 

Staff are expected to maintain the highest standards of professional and personal conduct in the workplace, ensuring that they comply with all EA policy, procedure and guidance.  Staff should demonstrate the highest level of conduct and undertake the work assigned to them in a professional manner.

EA is concerned only with any private and personal activities of its staff which could impinge on the performance of their duties or risk bringing discredit to the Authority. 

EA staff should therefore be mindful of the following:

EA staff should endeavour to deliver on their roles and duties as outlined within their job description and not engage in any activity contrary to their contractual responsibilities.  In undertaking employment within EA, employees sign up to delivering to the highest possible standard, our EA values and always working in the best interests of children and young people. Where staff require assistance, in the first instance, they should discuss this with their line manager and support should be provided.

Given the wide range and scope of EA Services, many staff are required to engage with and manage sensitive information on a daily basis, the handling of this information is outlined in EA Data Protection Policy.  Under civil law, staff of public bodies owe a general duty of confidentiality to their employer and are required to protect official information held in confidence.  Nothing in this code should be taken as overriding existing statutory or common law obligations to keep confidential, or in appropriate cases, to disclose certain information. 

All work-related information used or held by staff, during the course of their employment which relates directly or indirectly to the business and activities of EA shall be, and remain at all times, the property of EA.  Staff should seek the appropriate approvals before representing EA and/or an EA viewpoint on any subject relating to EA business or their work.

All staff are required to disclose ANY personal interest, financial or otherwise, which could be perceived as impacting on their independent judgement and call into question the integrity of the Education Authority policies and procedures.

In determining whether to disclose an interest, you should consider, whether as part of your duties as a member of staff, you have any involvement in any processes which directly relate to, or impact on, your own personal interests or those of a relative or friend. 

EA guidance on declaration of interests has been produced to assist staff in the declaration and management of potential, perceived or actual conflicts.

If an employee is an office-holder in, or member of, an organisation which has any dealings with an EA business area in which you are employed, you should consider carefully whether there is any possibility that the nature and level of your involvement with the organisation may, or may appear to, conflict with your duty to be impartial in all your dealings, as an employee of EA.  Such dealings might include: (but are not limited to) funding/grant/sponsorship arrangements; lobbying; responses to consultations; and/or provision of a support service. 

If you are in doubt about your position, you should seek advice from your line manager who will consider whether, in light of your responsibilities, there is, or is likely to appear to be, a conflict of interest and, if so, instruct you on the action which you should take.  In giving this direction, the intention will be to interfere as little as possible in your private life, whilst at the same time, maintaining the reputation of your own service /department, directorate and EA at large. 

If you have not sought advice, and your involvement in an organisation becomes known through other means, EA has the right to consider the potential conflict of interest arising from such involvement and to determine any appropriate action which should be taken.

EA employees are required to discharge their duties diligently irrespective of political persuasion and without regard to their personal political beliefs.  The public should have confidence that EA employees are not influenced by any personal preference in the discharge of their official duties.  EA staff should give careful consideration to and openly declare any involvement in any political activity (party political or otherwise) and the perception that this may cause. An EA employee who is uncertain on this point should seek advice from their line manager.

EA employees must report, as soon as possible, to their line manager if they are arrested, charged, or if convicted by a Court of any criminal offence (except a traffic offence with a private vehicle for which the penalty has not included imprisonment or disqualification from driving - this exception does not apply to individuals who are required to drive EA vehicles/buses as part of their role). 

If an EA employee wishes to undertake any private work (paid or unpaid) with another employer or on a self-employed basis, they must first request written approval from their line manager who should escalate, if required.  Such request should be considered as soon as practicably possible and approval, if appropriate, should not be unreasonably delayed or withheld.  This private work should not in any way have an adverse effect on an employee’s EA work and duties, either because of its nature, or because it involves long hours and extra stress and should not require frequent attendance during normal hours of work; and should not result in any conflict of interest with an employee’s position with EA.

It is the duty of EA employees to prevent waste or the improper use of EA stores, equipment or materials, or the unauthorised or improper employment of labour.  Official stationery materials (headed note paper, envelopes, diaries); equipment (for example, photocopiers or computers), should not be used for unauthorised purposes, private use or that of any other person.  For guidance on the use of EA ICT equipment and resources please refer to the Acceptable Use of ICT Policy. 

All employees of the EA have a responsibility to ensure that the children and young people with whom they work or have contact are safeguarded.  This policy has been prepared to provide a governance framework for the Education Authority in relation to its child protection and safeguarding responsibilities.

The EA Child Protection and Safeguarding Policy and Procedures provides specific guidance for all staff employed directly by the EA to enable them to fulfil their child protection and safeguarding responsibilities.

The Education Authority recognises that contractors and other parties may extend from time to time offers of gifts and hospitality to staff.  EA also recognises that its Employees and Board Members have a responsibility, in the interests of public confidence, to exhibit high standards of propriety, and carry out their role with a commitment to the Authority and its core values of Openness, Respect, Reflection, Responsibility, Excellence and Equality.

Officers should conduct themselves with honesty and impartiality in the exercise of their duties.  Consequently, they should never receive benefits of any kind from a third party which might reasonably be thought to compromise their personal judgement or integrity.  In this field, perception is as important as reality.

EA recognises that social media provides unique opportunities to communicate to and engage with online audiences.  However, EA staff use of social media can pose risks to the organisation’s reputation, confidential information, and data protection requirements, and jeopardise the EA’s compliance with legal obligations. This policy applies to the use of social media for EA business purposes as well as any personal or non-EA business use of social media that may affect the EA in any way. 

EA Social Media Policy - For more information.

Prior to a work-related meeting taking place, all participants involved in the meeting will be asked to ensure that confidentiality protocols are in place and adhered to throughout the meeting.

EA Virtual Meetings and Hearings Protocol - For more information.

EA supports staff with a wide range of policy, procedure and guidance that sets the standards and expectations in a range of areas that promote best practice, professional responsibility and excellence of service for children and young people. This further supports how we should undertake our duties, live our organisation values and how as employees we should conduct ourselves.  

Staff should continue to observe their duty of confidentiality after they have left the employment of EA.

This guidance for EA employees outlines the expected conduct for EA staff and provides a consistent standardised code in which to follow.  As a learning organisation EA promotes a culture of openness and honestly and the code helps staff clearly understand what is expected of them in terms of behaviour and conduct.

It assists staff in the delivery of their duties in a professional manner, set within the context of good governance and fair decision making in the best interests of children and young people.