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INFORMATICS GROUP PERSONNEL
AND PROCEDURES MANUAL EMPLOYEE CODE OF ETHICS AND POLICY
FOR REPORTING IMPROPER ACTION AND PROTECTING EMPLOYEES
AGAINST RETALIATION (WHISTLE BLOWER)
CONTENTS
1.1 Purpose
1.2 Policy Statement
1.3 Definitions
1.4 Prohibited Conduct
1.5 Prohibited Conduct after Leaving Company
1.6 Procedures for Reporting
1.7 Complaints, Investigations, Hearings and Enforcement
1.8 Protection Against Retaliatory Actions
1.9 Responsibilities
EMPLOYEE CODE OF ETHICS
AND POLICY FOR REPORTING IMPROPER CONDUCT AND PROTECTING
EMPLOYEES AGAINST RETALIATION
1.1 Purpose
A. The Directors of
Informatics believe that to achieve a high standard
of corporate governance for the operations of the
group, employees must maintain a high level of integrity
and professionalism in their conduct and ensure compliance
with all laws and regulations in their dealings with
all stakeholders. Accordingly, it is the purpose of
this policy to establish ethical standards of conduct
for all employees of the group; to set forth those
acts that are incompatible with such standards; to
require disclosure by such employees of private financial
or other interests in matters affecting the company;
and to provide effective means for enforcement thereof.
B. This policy shall
be liberally construed in favour of protecting the
group's interest in full disclosure of conflicts of
interest and promoting ethical standards of conduct
for all its employees.
C. This policy shall be interpreted and applied to
allow inadvertent minor violations to be corrected
and cured without disciplinary action and in conformance
with the spirit and purpose of this policy.
1.2 Policy Statement
It is the policy of the Informatics group to encourage
reporting by its employees of improper conduct by
officers or employees and to protect employees who
have reported such improper conduct in accordance
with the group's policies and procedures.
1.3 Definitions
As used in this policy, the following terms shall
have the meanings indicated:
A. "Employee" means every position of employment
in the Informatics group.
B. "Group" means any Company which is a
subsidiary of the Informatics group of
companies
C. "Immediate family" means:
1. A spouse;
2. Any dependent parent, parent-in-law, child or son-in-law
or daughter-in-law;or
3. Any parent, parent-in-law, child, son-in-law, daughter-in-law,
sibling, uncle, aunt, cousin, niece, nephew residing
in the household of the employee.
D. "Person"
means individual, association, corporation, or other
legal entity.
E. "Improper conduct" means any action by
an employee:
1. That is undertaken
in the performance of the employee's official duties,
whether or not the action is within the scope of the
employee's employment; and
2. That (i) is in violation of any law or rule, (ii)
is an abuse of authority, or (iii) is a gross misuse
of company funds.
"Improper conduct" does not include personnel
actions, including employee grievances, complaints,
appointments, promotions, transfers, assignments,
reassignments, reinstatements, restorations, reemployment,
performance evaluations, reductions in pay, dismissals,
suspensions, demotions, alleged violations of labor
agreements or reprimands.
F. "Retaliatory
action" means any adverse change in the terms
and conditions of an employee's
employment.
1.4 Prohibited Conduct
No employee shall:
A. Disqualification From
Acting On Company Business.
1. Engage in any transaction
or activity, which is, or would to a reasonable person
appear to be in conflict with or incompatible with
the proper discharge of official duties, or which
impairs, or would to a reasonable person appear to
impair, the employee's independence of judgment or
action in the performance of official duties and fail
to disqualify him or herself from official action
in those instances where conflict occurs;
2. Have a financial
or other private interest, direct or indirect, personally
or through a member of his or her immediate family,
in any matter upon which the employee is required
to act in the discharge of his or her official duties,
and fail to disqualify himself or herself from acting
or participating;
3. Fail to disqualify
himself or herself from acting on any transaction
which
involves the company and any person who is, or at
any time within the preceding twelve (12) month period
has been a private client of his or hers, or of his
or her firm or partnership;
4. Have a financial or other private interest, direct
or indirect, personally or through a member of his
or her immediate family, in any contract or transaction
to which a company in the group may be a party, and
fails to disclose such interest to the appropriate
authority prior to the formation of the contract or
the time the company enters into the transaction.
B. Improper Use of Official
Position.
1. Use his or her official
position for a purpose that is, or would to a reasonable
person appear to be primarily for the private benefit
of the employee, rather than primarily for the benefit
of the company; or to achieve a private gain or an
exemption from duty or responsibility for the employee
or any other person;
2. Use or permit the
use of any person, funds, or property under his or
her official control, direction, or custody, or of
any company funds or property, for a purpose which
is, or to a reasonable person would appear to be,
for other than for a company purpose;
3. Regardless of prior
disclosure thereof, have a financial interest, direct
or indirect, personally or through a member of his
or her immediate family, in a business entity doing
or seeking to do business with the company, and influence
or attempt to influence the selection of, or the conduct
of business with, such business entity by the company.
C. Accept Gifts or Loans.
1. Solicit or receive
any retainer, gift, loan, entertainment, favor, or
other thing of monetary value from any person or entity
where the retainer, gift, loan, entertainment, favor,
or other things of monetary value has been solicited,
or received or given or, to a reasonable person, would
appear to have been solicited, received or given with
intent to give or obtain special consideration or
influence as to any action by such employee in his
or her official capacity.
D. Disclose Privileged and/or Confidential Information.
1. Disclose or use any
privileged, confidential or proprietary information
gained by reason of his or her official position for
the immediate or anticipated personal gain or benefit
of the employee or any other person or entity; provided,
that nothing shall prohibit the disclosure or use
of information which is a matter of public knowledge,
or which is available to the public on request.
E. Hold Financial or Beneficial Interest
1. Regardless of prior
disclosure thereof hold or acquire a beneficial interest,
direct or indirect, personally or through a member
of his or her immediate family, in any contract which,
in whole or in part, is, or which may be, though,
or under the supervision of such employee; or accept,
directly or indirectly, any compensation, gratuity,
or reward in connection with such contract from any
other person or entity beneficially interested therein.
1.5 Prohibited Conduct After Leaving Company
A. No former employee shall, during the period of one
(1) year after leaving employment:
1. Disclose or use any privileged or proprietary information
gained by reason of his/ her employment for his/ her
gain or anticipated gain, or for the gain or anticipated
gain of any person, unless the information is a matter
of public knowledge or is available to the public
on request;
1.6. Procedures for Reporting Improper Conduct
Informatics employees who become aware of improper
conduct should raise the issue first with their supervisor.
If requested by the supervisor, the employee shall
submit a written report to the supervisor, or to some
person designated by the supervisor, stating in detail
the basis for the employee's belief that an improper
conduct has occurred. Where the employee reasonably
believes the improper conduct involved his or her
supervisor, the employee may raise the issue directly
with the HR Director or such other person as may be
designated by the HR Director to receive reports of
improper conduct. In the event that an employee wishes
to submit a compliant against the HR Director, the
compliant shall be filled with the Internal Audit
Director who shall assume the role of the HR Director
to carry out the investigation.
The supervisor, the HR Director or Internal Audit
Director or the HR Director or Internal Audit Director's
designee(s), as the case may be, shall take prompt
action to assist the company in properly investigating
the report of improper conduct. Informatics officers
and employees involved in the investigation shall
keep the identity of reporting employees confidential
to the extent possible under law, unless the employee
authorizes the disclosure of his or her identity in
writing. After an investigation has been completed,
the employee reporting the improper conduct shall
be advised of a summary of the results of the investigation,
except that personnel actions taken as a result of
the investigation may be kept confidential.
Informatics employees may report information about
improper conduct directly to the
appropriate government agency with responsibility
for investigating the improper conduct if the employee
reasonably believes that an adequate investigation
was not undertaken by Informatics to determine whether
an improper conduct occurred or that insufficient
action has been taken to address the improper conduct
or that for other reasons the improper conduct is
likely to recur.
1.7 Complaints, Investigations, Review and Enforcement
A. Any person may file
a complaint alleged a violation of this policy as
set forth in Section 1.6 Procedures For Reporting
Improper Conduct.
B. The complaint shall
be in writing and shall, except as described in section
C below, be signed by the complainant. The written
complaint should state the nature of the alleged violation(s),
the date(s), time and place of each occurrence, and
name of the person(s) charged with the violation(s).
The complaint shall be filed with the HR Director
or Internal Audit Director who shall provide a copy
to the person charged with a violation. The complainant
shall provide the HR Director or Internal Audit Director
with all available documentation or other evidence
to demonstrate a reason for believing that a violation
has occurred.
C. This policy is intended
to protect employees who choose to come forward in
good faith
with complaints about improper conduct of Informatics
employees. Anonymous complaints have the potential
to subject the person who is the subject of the complaint
to an investigation that may, at the least, cause
stress and embarrassment, and may, at most, result
in discipline or termination of employment. The Company
is reluctant to begin an investigation based on an
anonymous complaint due to the fact that evidence
will be difficult to obtain and verify, and it will
be impossible to assess the complainant's credibility.
Complainants and whistleblowers have protection from
retaliation under Company policy, and a thorough investigation
of such complaints is the Company's goal. It is not
possible to conduct a thorough investigation when
a complainant remains anonymous. Therefore, the Company
reserves the right to decline to investigate any complaint
that is provided anonymously.
D. Within thirty (30)
days after receipt of a complaint, the HR Director
or Internal Audit Director or his designate shall
conduct a preliminary investigation. If the HR Director
or Internal Audit Director is implicated in the complaint,
the CEO will determine who will conduct the Company's
investigation. Criminal allegations will be referred
to the proper law enforcement agency.
E. If the HR Director
or Internal Audit Director determines, after preliminary
investigation, that there are no reasonable grounds
to believe that a violation has occurred, the HR Director
or Internal Audit Director shall advise the CEO to
dismiss the complaint. If the CEO does so dismiss
the complaint, he or she shall do so in writing, setting
forth the facts upon which the dismissal is based,
and shall provide a copy of the written dismissal
to the complainant, to the person charged with the
violation and to the HR Director or Internal Audit
Director.
F. The HR Director or
Internal Audit Director shall refer a complaint to
the CEO for action after his or her preliminary investigation,
unless the CEO has dismissed the complaint; the HR
Director or Internal Audit Director requests from
the CEO more time to conduct an investigation; the
HR Director or Internal Audit Director has determined
that the violation was inadvertent and minor and was
or is being satisfactorily corrected and cured; or
with respect to a knowing or material violation, the
HR Director or Internal Audit Director recommends
to the CEO a settlement.
G. If the CEO determines
that an employee has violated the provisions of this
policy, the CEO may subject the employee to disciplinary
action. In addition to any other penalty herein or
otherwise provided by law, a violation shall be cause
for suspension, discharge, or removal from employment,
or such other disciplinary action as may be deemed
necessary and proper, and consistent with personnel
ordinances and rules; provided, that this section
shall not derogate from employee rights under his
terms of employment.
1.8 Protection Against Retaliatory Actions
Informatics officials and employees are prohibited
from taking retaliatory action against an employee
because he or she has in good faith reported an improper
conduct in accordance with these policies and procedures.
Employees who believe that they have been retaliated
against for reporting an improper conduct should advise
in writing their supervisor, the HR Director or Internal
Audit Director or the HR Director or Internal Audit
Director's designee(s). Informatics officials and
supervisors shall take appropriate action to investigate
and address complaints of retaliation. If the employee's
supervisor, the HR Director or Internal Audit Director,
or the HR Director or Internal Audit Director's designee(s),
as the case may be, does not satisfactorily resolve
an employee's complaint that he or she has been retaliated
against in violation of this policy, the employee
may obtain protection under this policy by escalating
his concern to the CEO.
1.9 Responsibilities
The HR Director is responsible for implementing Informatics'
policies and procedures
(1) for reporting improper conduct and
(2) for protecting employees against retaliatory actions.
This includes ensuring that this policy and these
procedures
(1)are permanently posted where all employees will
have reasonable access to them,
(2)are made available to any employee upon request
and
(3)are provided to all newly- hired employees.
Officers,managers and supervisors are responsible
for ensuring the procedures are fully implemented
within their areas of responsibility.
Violations of this policy
and these procedures may result in appropriate disciplinary
action, up to and including dismissal.
You can blow the whistle by reporting
your allegations in writing to whistleblower@informaticseducation.com
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