ETHICS IN THE WORKPLACE

Lamar State College Port Arthur ETHICS IN THE WORKPLACE This training outlines what is expected of LSCPA employees. It is intended only as a brief introductory guide, and should not be considered as a comprehensive legal document.

In this training you will get the answers to these questions and more: • What is ethical behavior and why does it matter at work? • How do I know if I am making ethical decisions? • What process should I follow to make ethical decisions? • What is the College’s policy on Ethics and Standards of Conduct?

Ethics in the Workplace: Definitions, Benefits & Choices

They are more than a set of rules. Ethics are knowing how to apply the rules and having the strength of character to behave in an ethical manner. What are Ethics? • Ethics are moral values which affect personal or professional actions.

Ethics and LSCPA General Guidelines: • Be professional and provide excellent customer service. • Record and report information accurately. (Examples: LSCPA claims, monthly time reports, travel vouchers) • Cooperate with investigations. • Observe College policies and procedures.

Ethics and LSCPA • LSCPA employees should conduct themselves professionally at all times on the job, and act in ways that bring credit to themselves, the College, and the public we serve. • Your compliance with the Employee Ethics and Standard of Conduct Policy is of utmost importance. Unfortunately, even the appearance of wrongdoing by one employee may affect the reputation of every employee. • These rules and standards of conduct are not only LSCPA policy, but also Texas state law. Your compliance with these policies is expected for continuing LSCPA employment. Employee Ethics and Standard of Conduct Policy

Personal Benefits: Peace of mind Pride Good reputation Trust Other Benefits: Ensure policies are legal Improve society Maintain a moral course in difficult times Develop strong teamwork and productivity Benefits of Ethics in the Workplace

Making Ethical Choices When in doubt: • Talk to people whose judgment you respect. • What would the most ethical person you know do? • What would you do if you were sure everyone would know? • Golden Rule: Treat others as you would want to be treated.

Trustworthiness Honest – Reliable – Reputable Respect Tolerant – Considerate – With manners Responsibility Self control – Self discipline – Accountable Fairness Just – Reasonable – Impartial Caring Kind – Compassionate – Giving Citizenship Obey – Respect – Protect Making Ethical Choices The “Six Pillars of Character” emphasize various values. These character traits can help you to be ethical.

Making Ethical Choices • Act in a manner that promotes public confidence in your integrity and fairness. • Follow the “Six Pillars of Character” • Be professional • Give excellent customer service • Follow LSCPA’s Standards of Conduct as a guide for what specific actions are allowed or prohibited.

Standards of Conduct

Acceptance of gifts Confidentiality State property Outside employment Drug-free workplace Firearms/weapons Political activities Publicity Conflict of interest Prohibited representation LSCPA Standards of Conduct Standards of Conduct

Acceptance of Gifts Accepting gifts, gratuities, or entertainment from someone involved with a claim (or agency business). This is not allowed– You may not seek or accept anything of value for your official duties. You are paid your state salary for your job duties and responsibilities without expecting anything in return.

Confidential Information • Do not give out confidential information you know through employment with the College to an unauthorized party. • Confidential information includes: LSCPA claim files, personnel actions, and investigation files. • Giving out confidential information obtained through your job with LSCPA, or using such information for your own personal gain, would be unethical and unlawful. Confidential Information Policy

Use of State Property • State law limits the use of Texas state property to state purposes. • LSCPA employees may use state property only to conduct official College business. • Employees are prohibited from conducting any outside or non-College business on state time. Use of State Property Policy

Telephone & fax TEX-AN (long distance) Credit cards Computers Copy machines Cell phones State vehicles (or rental vehicles paid for by the state) Use of State Property:Examples

Use of State Property: Internet • The Internet should be used for legitimate state business. However, brief, occasional and incidental personal use is allowed. • Personal use of the Internet is a privilege (not a right) and personal use should be limited to: short work breaks, lunch and 30 minutes before or after work. Internet Policy

Use of State Property: Internet Prohibited: • Accessing pornographic sites/material. • Accessing, posting, or sharing material that can be considered racist, sexist, threatening, obscene or otherwise objectionable under state or federal law. • Use that hampers or impedes the conduct of state business. • Use for political purposes. • Use for the solicitation for charities/organization memberships. • Use for subscribing to mailing lists or mail services.

Use of State Property: E-Mail • E-mail should be used only for legitimate state business. However, e-mail messages of a personal nature may be sent and received as long as use is brief, occasional and incidental. • . Personal use of e-mail is a privilege (not a right), and personal use should be limited E-Mail Policy

Use of State Property: E-Mail Prohibited: • Use for solicitation for charities or organization membership. • Use for personal monetary interest or gain. • Use that hampers or impedes the conduct of state business.

Use of State Property: LSCPA Records • Falsifying and/or destroying LSCPA records is a violation of LSCPA policy. It may also constitute a violation of the Texas Government Code and/or Texas Penal Code and carry criminal penalties.* • All records are considered state property and may not be removed or destroyed except within accordance with LSCPA record and retention schedules. • Check with your manager for specific operational policy. *The Internal Audit Division is required by law to report such violations to the State Auditor.

Use of State Property:LSCPA Facilities You may not use work hours and/or state property to solicit and collect gifts, contributions or services from non-workers for special events or incidents, or for political purposes. Limited voluntary donations for co-workers on special occasions, such as retirements, may be approved by your manager.

Other Employment You may not engage in outside employment or activities that conflict with College duties and responsibilities. • The Outside Employment Policy requires each LSCPA employee to notify, provide relevant information, and receive approval from the proper authority before accepting employment with another employer. • Dual State Employment requires an employee to inform the employing state agency before accepting additional employment with another agency or institution. Outside Employment Policy

Drug-Free Workplace College employees must not work under the influence of: The Employee Assistance Program (EAP) can provide employees and their dependents with confidential referral services for assistance in resolving problems with alcohol, drug or other substance abuse. • Drugs • Alcohol • Controlled substances • Derivatives of controlled substances • Household or commercial products • Other similar products • Unauthorized prescription drugs • Other dangerous drugs Drug-Free Workplace Policy

Firearms and Other Weapons • LSCPA has a zero-tolerance policy for violence or harassment in the workplace. • In order to ensure a safe workplace for our employees and customers, College staff may not carry firearms or other weapons on LSCPA premises. Firearms and Other Weapons Prohibited

Political Activities • State and federal laws restrict political activity of state employees. • You may not participate in political activities on state time. This includes: • Collecting contributions • Selling tickets to political fund raisers • Distributing campaign material • Making campaign phone calls Political Activities Policy

Publicity • A specific individual is responsible for public communication about official College business. • All media inquiries should be directed to the Vice President for Student Services. • You should never accept an interview or provide information to the media unless directed to do so by the Executive Division. Publicity Restrictions & Public Statements

Conflict of Interest On acceptance of appointment to LSCPA, an appointee who is an officer, employee or paid consultant of a Texas trade association must resign the position or terminate the contract with the trade association. Only applies to: LSCPA Employees, exempt employees, and those in salary group 17 or above. Conflict of Interest Policy

Prohibited Representation(Revolving Door) The “Revolving Door” statute restricts the activities of former employees, executives and governing body members of regulatory agencies after they leave the agency. Only applies to former LSCPA Employees, Executive Directors, former state officers of regulatory agencies, exempt employees, and those in salary group 17 or above. The “Revolving Door” Statute

LSCPA Standards of Conduct Please note! • The previous examples are frequent issues that come up in the workplace. • Other ethical issues not covered in this training may occur. • If so, good judgment and communication with your supervisor should be used to make good decisions. Any job-related conduct which is outside the scope of professional behavior, common courtesy, and excellent customer service, and any conduct which breaks any College policy or state and/or federal law, violates the Employee Ethics and Standards of Conduct policy.

Final Thought… • If you have questions about how the Ethics Policy may apply to your particular situation, please contact your supervisor or Human Resources. • It is much easier and safer to get advice ahead of time rather than trying to undo inappropriate actions. Such actions can involve career-ending mistakes, or the possibility of suffering administrative, civil or even criminal penalties.

Knowledge Check

Knowledge CheckTrue or False? 1. One of the guidelines to ethical behavior is to be professional and provide excellent customer service. TRUE FALSE

Knowledge CheckTrue or False? 1. One of the guidelines to ethical behavior is to be professional and provide excellent customer service. You should also record and report information accurately, cooperate with investigations, and observe College policies and procedures. TRUE

Knowledge CheckTrue or False? 2. These rules and standards of conduct are not only LSCPA policy, but also Texas state law. TRUE FALSE

Knowledge CheckTrue or False? 2. These rules and standards of conduct are not only LSCPA policy, but also Texas state law. TRUE These laws and rules require your compliance for continued employment with LSCPA.

Knowledge CheckTrue or False? 3. College policy allows employees to take a second job, as long as the hours don’t conflict with their LSCPA job. TRUE FALSE

Knowledge CheckTrue or False? 3. College policy allows employees to take a second job, as long as the hours don’t conflict with their LSCPA job. You may only be allowed to take outside employment if it does not conflict with College duties and responsibilities. You must also have the employment approved using the agency procedures. FALSE

Knowledge CheckTrue or False? 4. If in doubt about what choice is ethical, you should contact your supervisor or Human Resources in advance. TRUE FALSE

Knowledge CheckTrue or False? 4. If in doubt about what choice is ethical, you should contact your supervisor or Human Resources in advance. It is much easier and safer for you to get advice ahead of time rather than trying to undo inappropriate actions. TRUE

End of Course

ETHICS IN THE WORKPLACE