Ethics & Confidentiality:

Understanding How They Impact Our

Mission

Presented by Happy SnodgrassNortheast Region Trustee, C.O.P.S. National

Board

Objectives:

To have a clear understanding of the following terms, why they’re important, and how they apply to your chapter:

Ethics Respect Conflict of Interest Confidentiality

What are Ethics?

What are Ethics?

Merriam-Webster defines ethics as:

Rules of behavior based on ideas about what is morally good and bad;

An area of study that deals with ideas about what is good and bad behavior;

A guiding philosophy.

What are Business Ethics?

Business ethics can be defined as the written and unwritten codes of principles and values that govern decisions and actions within a company or organization.

In simple language – It’s knowing the difference between right and wrong and then choosing to do what is right.

Components of Business Ethics

Preamble A brief background statement that

articulates the organization’s basic mission and values.

C.O.P.S. Preamble To minister to the needs of families and affected co-

workers who have suffered the loss of a law enforcement officer in the line of duty (as reported by the FBI, PSOB, NLEOM, and the FOP).

To extend a helping hand to assist with their psychological, financial, and legal well-being.

Components of Business Ethics

(Cont’d)

C.O.P.S. Preamble, Continued:

To let them know that others suffering the same loss can be of service to them during their periods of helplessness.

To focus on problems of the law enforcement profession which directly or indirectly may lead to the loss of an officer’s life.

Components of Business Ethics (Cont’d)

Organizational IntegrityA pledge based on the organization’s morals and values that represents the organization’s (chapter’s) commitment to dealing with all in a fair and truthful

manner.

Components of Business Ethics (Cont’d)

Equal Opportunity and DiversityEstablish the organization’s commitments in hiring

and other personnel practices, such as board and membership diversity.

C.O.P.S. should promote the organization by showing the involvement of minority populations (including, but not limited to: women, African-Americans, Hispanics, men [at mostly female functions], and alternative lifestyle individuals).

Components of Business Ethics

(Cont’d)

Professional Excellence Characteristics and behavior Respect for Others

Accountability and Responsibilities Responsibilities to constituents Responsibilities to your C.O.P.S. chapter Responsibilities to National C.O.P.S. Good stewardship of funds, possessions, and overall

business

Components of Business Ethics (Cont’d)

Conflict of Interest, Personal Gain and Expense Reporting

•All decisions should/must/will be in the best interest of the organization.

Code of Ethics (Example)

• Be loyal to the C.O.P.S. organization and follow faithfully its policies and procedures.

• Represent and seek to serve the best interests of the entire C.O.P.S. organization.

• Be respectful of all individuals within C.O.P.S. –

officers, volunteers, members, employees.

• Regularly attend and actively participate in C.O.P.S. meetings.

Code of Ethics (Example cont’d)

• When handling C.O.P.S.’ funds, I will do so with integrity and honesty, in accordance with C.O.P.S.’ Policies and Guidelines.

• Strive to avoid, either by action or by communication, anything that will tend to embarrass or berate the C.O.P.S. organization.

Code of Ethics(Example cont’d)

• Be respectful of the Confidentiality Information Policy and do not release information to the media or others without explicit permission from the survivor in question.

Confidentiality means  concealed, hidden, not for publication, not to be communicated, not to be disclosed, not to be quoted, not to be spoken

of, privacy, protected, restricted, revealed in confidence, secrecy, secret, spoken in confidence, told in

confidence, top-secret, unmentionable, unrevealed. 

Business Ethics

Discussion!!!

What are some examples of situations that have occurred where appropriate or inappropriate business ethics were used in your chapter?

What is Respect?

Respect

Merriam-Webster defines respect as:

A feeling of admiring someone or something that is good, valuable, important, etc.;

A feeling or understanding that someone or something is important, serious, etc., and should be treated in an appropriate way;

A particular way of thinking about or looking at something.

Respect(Cont’d)

Treat people with courtesy, politeness, and kindness.

Encourage others to express opinions and ideas.

Be respectful of other people’s opinions and not judgmental.

Respect(Cont’d)

True respect is earned, not demanded.

What is Integrity?

Integrity

Merriam-Webster defines integrity as:

The quality of being honest and fair;

Firm adherence to a code of especially moral or artistic values.

What is a Conflict of Interest?

What is a Conflict of Interest?

When someone has a duty to promote one interest but chooses to promote a competing interest instead.

A breach of the insider’s duty to act in the best interests of the organization he/she is supposed to be representing. You can’t serve two masters.

When a conflict of interest arises, the person should be approached and asked to make a decision on which organization they wish to serve.

Who might encounter a Conflict of Interest?

C.O.P.S. representatives serving on the boards of other nonprofit organizations: other organizations that help survivors file for

benefits.other organizations that raise money to “assist

surviving families” of law enforcement officers.other organizations who “help survivors”.state or local memorial efforts where we use

our position, or stories, or our efforts to raise money for that memorial.

Conflict of Interest?

• As a C.O.P.S. Board Member, Chapter Officer, or acting representative, you signed a “Nominee’s Pledge” form to support C.O.P.S.

…and that constitutes a pledge to serve NO OTHER ORGANIZATION

with a similar mission while you are serving the C.O.P.S. organization.

More Conflicts of Interest

Printing material in your newsletter promoting another similar organization.

Inappropriate use of the C.O.P.S. mailing list, for other organizations.

Promoting other organizations with similar mission on your chapter website.

Acceptable Circumstances:

Serving on Boards that we work hand-in-hand with for the best interest of law enforcement survivors.

Attending functions of another organization to ensure survivors are properly cared for.

Conflict of Interest?

• Funds raised to “assist survivors” should be spent on chapter activities to “assist survivors”.

• Activities must be a benefit to the chapter and/or members of chapter.

• Chapter expenses relating to the activity can come from designated funds for said activity.

Examples of Conflicts of Interest

• Years ago, one gentleman wanted to run for the C.O.P.S. National Board. He was listed as a “guardian angel” in the American Federation of Police newsletter and his responsibility was to write survivors expressing condolences.

What’s the Conflict?

Examples of Conflicts of Interest

• A Chapter President inserted business cards for his insurance business in C.O.P.S. mailings.

What’s the Conflict?

Examples of Conflicts of Interest

•Years ago, when National C.O.P.S. started its scholarship program, Board members felt it was alright for a seated board member to vote on giving her own daughter a scholarship.

•What’s the Conflict?

Examples of Conflicts of Interest

• Years ago when National C.O.P.S. started its scholarship program, Board members felt it was alright for a seated board member to vote on giving her own daughter a scholarship.

•What’s the Conflict?

• Result: The Executive Director conferred with Legal Counsel who advised it was a conflict of interest. He stated that the Board member should have at least excused herself from the vote since her family member (and ultimately, she, too) benefitted from the scholarship.

• The better solution would have been to organize an outside committee to make decisions on C.O.P.S. scholarships.

Who has a duty to report a Conflict of Interest?

•You do - if you know of one.

•And …. anyone else who knows of a conflict.

•Conflict should be brought to the Board of Directors or committee members.

•If action is required, such person shall not participate in the discussion or vote on the matter.

What is Confidentiality?

Confidentiality

Confidentiality is defined as:

A set of rules or a promise that limits access or places restrictions on certain types of information;

Having another's trust or confidence;   Entrusted with secrets or private affairs;

Confidentiality(Cont’d)

Bearing the classification confidential, usually being above restricted and below secret;

Limited to persons authorized to use information, records, documents, etc., as classified.

Breach of Confidentiality

If your chapter has “proprietary papers” (e.g., survivor information, developmental plans, issues shared at a debriefing/support meeting), they are issues that need to be kept confidential.

If any document is marked CONFIDENTIAL and it is used for any other purpose than the planned purpose, it is considered a breach of confidentiality.

Your mailing list should be kept as confidential as a law enforcement

agency keeps its personnel record.

Examples of Breach of Confidentiality

Example:  A survivor using a yearbook from a C.O.P.S.’ Hands-On Program used survivor contact information to sell and promote her own products.

Give me more examples……..

Remember, if the breach can be proven to hurt the organization, legal action is an option.

Points to Remember . . .

• The public has a certain expectation of a non-profit organization. Is your chapter meeting those expectations as to the ethical way you are conducting business?

• Remember – it’s “donor dollars” you are spending. If the donation is “earmarked” for a certain line item, it is the chapter’s responsibility to make sure those funds are applied as designated.

• Don’t waste organization money. Your donors are watching.

Points to Remember . . .

Do your decisions stand “the light of day”?

In other words, ask yourself:– Is my decision a truthful one?– Is my decision fair to everyone affected?– Will it build goodwill for C.O.P.S.?– Is the decision beneficial to all parties who

have a vested interest in the outcome?

Points to Remember . . .

When making chapter decisions and spending donated dollars, ask yourself this question…..

“IF THIS DECISION APPEARS ON THE FRONT PAGE OF YOUR HOMETOWN NEWSPAPER TOMORROW, CAN YOU LIVE WITH IT?”

• Will it have a positive or negative on your chapter and National C.O.P.S.?

QUESTIONS ????