Code of conduct for integrity

Nuffic’s ambition is for all pupils and students to have the opportunity to acquire international competences, whether at home or abroad. This will prepare them for the society and labour market of the future and ensure that they are ready to tackle the global challenges of our time. Nuffic's core values are:
• Connecting: We bring people, languages and cultures together to ensure that everyone can gain international experience.
• Inspiring: We are committed and expert. Whatever we know, we want to share. By doing so, we inspire others.
• Accessible: We are there for everyone and we view the world with an open attitude.

Why is a code of conduct important?
Our ambition and core values mean that social impact and themes such as sustainability and diversity run through the veins of our organisation. An integral part of this is a desire to act with integrity, a desire to do the right thing. This code of conduct reflects our shared commitment to Nuffic as a place where everyone (employees, customers, partners and target group) feels safe and respected, both physically and digitally. A code of conduct cannot list what is and is not allowed, but it can describe our commitment to a safe workplace with examples.

Who is responsible for ensuring that our organisation has integrity?
All of us together. Everyone has a responsibility in this. It starts with asking yourself whether there are things you would hold yourself accountable for if you were honest with yourself. At the same time, it means that you can call someone to account if you see something that you think is not quite how it should be.

What behaviours contribute to a safe working environment for all of us?
As mentioned, it is not possible to list all behaviours that are or are not allowed. The most important thing is to keep talking to one another about what we find desirable or not together. The following are examples of behaviour that provide guidance on what we believe does and does not contribute to a pleasant and safe working environment.

Respectful collaboration and safe working environment: This is the basis for our success, allowing everyone to do their best work and develop personally. This behaviour is related to the 'Interpersonal violations' category in the integrity policy.

Together we will:
• Ensure a culture of open communication and adopt an honest approach in our interactions.
• Respect the rights, integrity and dignity of our colleagues, customers, partners and target group, regardless of their background.
• Create a safe environment and actively prevent abuse.
• Behave in a professional manner and act as a role model at all times.
• Be familiar with and correctly apply the legal frameworks and procedures that apply to our work.
• Respect the privacy of our employees, customers, partners and target group, and handle personal data with care.
• Make concerns, suspicions and incidents of abuse or potential abuse open to discussion.
• Cooperate fully and confidentially with investigations into wrongdoing.
• Show empathy towards others and respect their boundaries.
Together we will avoid:
• All forms of physical violence and abuse against colleagues, customers, partners and target group.
• Humiliating, discriminatory or intimidating behaviour.
• Micro-aggressions, by which we mean subtle, often unintentional forms of discrimination or prejudice that can be hurtful.
• Inappropriate touching or behaviour that is offensive or culturally inappropriate.
• Transgressive behaviour with sexual overtones or verbal and digital forms thereof.
• Bullying and discriminating or favouring, including verbally and digitally gossiping and excluding people.
• Alcohol, drugs or other mind-altering substances to ensure we are sober and alert. We ensure a responsible approach to alcohol during work-related events.

Acting in a financially responsible manner: By handling resources and decisions with integrity, we build and maintain the trust of our stakeholders. This behaviour is related to the 'Financial violations' category in the integrity policy.

Together we will:
• Ensure a culture of open communication and adopt an honest approach in our interactions.
• Responsibly handle assets and resources of the organisation.
• Actively reject fraud and corruption and avoid any conflict of interest.
• Call in witnesses in critical situations and never agree to improper actions.
• Record and promptly report attempts at fraud or corruption.
• Fully cooperate with investigations into financial misconduct.
• Accept gifts and presents in the context of the partnership only up to a maximum of €50, provided they are not intended to influence decision-making. If in doubt, we can always discuss this with a team leader.

Together we will avoid:
• Unauthorised payments, favours or gifts, such as those intended to influence decisions or gain an undue advantage.
• Giving unauthorised payments, favours or gifts. For example, we will not provide payments, gifts or favours to officials, politicians, government agencies, suppliers or other parties for the purpose of influencing a decision or achieving an illegal advantage. Permitted exceptions are gifts that fit within the partnership and are demonstrably not intended to manipulate decisions.

Confidential information and privacy: By handling information carefully, we protect our organisation, colleagues, partners and target group. This behaviour is related to the ‘Information security and privacy violations’ category in the integrity policy.

Together we will:
• Handle confidential information with care and observe organisational policy on information security and privacy.
• Use personal data only for their original purpose and not keep them longer than necessary.
• Use social media carefully and consult with a team leader when in doubt.
Together we will avoid:
• Sharing sensitive information about colleagues, partners, customers, donors or the target group within or outside the organisation without permission. Even after the end of my employment, I remain bound by a duty of confidentiality regarding any information that came to my attention in my role at Nuffic.
• Using my business email account for private or ancillary purposes.
• Lending Nuffic laptops and phones to others to prevent data breaches.

Professional independence and transparency: Acting with integrity and transparency gives us credibility and allows us to make independent decisions. This behaviour is related to the 'Abuses of power and conflicts of interest' category in the integrity policy.

Together we will:
• In all work, act in accordance with the standards and values described in the Nuffic integrity policy: Respectful, professional, independent, reliable, honest, transparent and careful.
• Make transparent arrangements with external parties to avoid misunderstandings.
• Only make exceptions to rules consistently and with due care.
• Prevent conflicts of interest and discrimination in procedures, including selection procedures, and take appropriate action when in doubt.
• Report professional ancillary activities that may cause a potential conflict of interest with Nuffic to your supervisor and HR. When in doubt, we consult.
• Act appropriately in the event of personal relationships within the organisation to avoid the appearance of a conflict of interest. The moment a personal relationship affects work, integrity of colleagues or the interests of Nuffic, we report a personal relationship to the supervisor or HR.
• Treat sensitive information provided to me as highly confidential.

Together we will avoid:
• Prioritising contacts within the network by providing faster or better service.
• Allowing situations to arise where personal interests may conflict with professional responsibilities. For example, we will not review applications from people we already know but will hand them over to a colleague.
• Extending a business trip by more than 72 hours or taking private individuals on a trip without consultation (for exact rules, see the Staff Handbook).
• Using professional contacts for personal purposes or ancillary activities.

What if you observe behaviour that you suspect is not in line with the Code of Conduct?
We are all responsible for creating a safe working environment. This means that you may always report any breaches of this code of conduct, both when you are involved in an incident and when you have merely observed something.

It is quite understandable for you to find it difficult if you are faced with an integrity issue. If you feel comfortable, you can always first talk to a supervisor or the internal or external confidential advisor. Inappropriate behaviour will not be tolerated. Depending on the situation, various formal and informal steps can be taken. There are different routes you can take. These, including the formal notification procedure, can be found in the Staff Handbook (chapter 8). Finally, it is important to know that you are well protected as a reporter. This is also described in the Staff Handbook.