ISTC Code of Conduct and Professional Practices

You can either read the ISTC's Code of Conduct in its entirety, or you can select from the main headings in the list below. This list does not form part of the Code of Conduct, which only actually starts at the main heading INTRODUCTION.


Introduction

1. General

2. Professionalism and Competence

3. Confidentiality

4. Integrity

5. The Law

6. Fees

7. Payments

8. Financial interests

9. Gratuities, discounts and trade commissions

10. Gifts

11. Social and ethical obligations

12. Obtaining work

13. Claims to authorship

14. Public Statements

15. Education and Training

16. Health and Safety

17. Insurance

18. Trade Unions

19. Environmental Considerations

20. Convictions

21. Complaints Procedure

22. Failure to comply with this Code

APPENDIX
Article 1 (Part)
Object 3 (B)
Article 24
Article 25

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INTRODUCTION

This Code of Conduct has been compiled by the Professional Practices Committee at the request of the Council of the Institute of Scientific and Technical Communicators in accordance with Object 3(b) and Article 25 of the Articles and Memorandum of Association of the Institute (see Appendix at the rear of this Code). In case of any conflict of interpretation between this Code and the Articles of the Institute, the latter shall prevail.

In most instances the Code merely states what members already consider to be matters of correct behaviour and common sense. Codification, however, should help in those instances where some conflict or uncertainty about the correct action to be taken is present. The Code is not confidential as it is thought that its publication can do nothing but good for the status of the Institute.

All members (Corporate and non-Corporate) are required to follow this Code, and new members upon joining the Institute will be required to indicate their willingness to do so. However, the Code will be reviewed from time to time so that changes may be incorporated, should members of the Institute so desire.

Members are reminded that under Articles 24 and 25 of the Association, disciplinary powers, including expulsion, are vested in the Council of the Institute. Copies of the ISTC Articles and Memorandum of Association are available from the Secretary of the Institute.

Thanks and acknowledgements are made to all those members and other organisations who have provided information and assistance in the preparation and compilation of this Code.

1 GENERAL

Members of the Institute must conduct themselves in such a way that their conduct would not reasonably be regarded by their professional colleagues as professional misconduct. In consequence, all members must:

1. Comply with the Memorandum and Articles of Association and this Code of Conduct.

2. Carry out their professional duties responsibly, honestly and with integrity.

3. Avoid doing anything that could reflect adversely on, or injure the standing of, the Institute and the professions of those in the Institute.

4. Follow the ethical guidance of the Institute, as outlined in this Code and, in circumstances not provided for by that guidance, conduct themselves in a manner consistent with the good reputation of their professions and Institute.

5. Participate, whenever reasonably practicable, in Institute activities, and protect and promote the interests of the Institute.

6. Note that the certificates of membership of the Institute are the Institute's property and, must not be displayed or used in any way to the disadvantage of the Institute. On cessation of membership for any reason, these certificates must be returned to the Institute.

Members are not prohibited from using their membership of the Institute to promote their own interests, always providing that they respect the requirements of clauses(1), (2) and (3) above.

2 PROFESSIONALISM AND COMPETENCE

On accepting or continuing assignments or employment, members must have a careful regard for the professional and technical standards to be expected of them as members. It follows, therefore, that they must, to the best of their ability:

1. Ensure that all terms of contract and business are clearly and unambiguously stated, and are honoured in full, unless modified or terminated with the consent of all parties.

2. Avoid undertaking or continuing professional work that they are not competent to perform, unless they obtain such advice and assistance as to enable them to carry out that work competently.

3. Take all reasonable steps to ensure that persons working under their authority are competent to carry out the tasks assigned to them.

4. Accept the trust placed in them, and not seek to evade or transfer responsibility for circumstances which they should have the competence and authority to control.

5. Not allow their personal views or the views of others to influence, adversely, the objectivity and sincerity of their professional judgement.

6. Remember that while making the best possible trading arrangement for their employers or clients with contractors, manufacturers and suppliers, their responsibility to the contractors, manufacturers and suppliers is as professionally important as their responsibility to the client or employer.

3 CONFIDENTIALITY

Members of the Institute must always fully respect the confidentiality of information obtained in the course of professional work, whether or not it is given a national or company security classification. In consequence, all members must:

1. Comply with national and legal confidentiality requirements (statutory or otherwise) and any commercial confidentiality safeguards imposed by their employers, organisations or clients.

2. Subject to (1) above, obtain consent from their organisations, employers or clients prior to the use of, or disclosure of, information for any purpose other than that for which it was intended.

3. Subject to (1) above, consider carefully and conscientiously any lawful requests for the disclosure of any confidential information on the grounds of national, professional or public duty.

4. Not use, or appear to use, any information acquired in the course of professional work for personal advantage or for the advantage of a third party.

5. Not disclose or use any information obtained during a previous employment or commission in any way which could be detrimental to the former employer, organisation or client.

4 INTEGRITY

Members must demonstrate personal integrity and humanity in their contacts and dealings. They must therefore:

1. When called upon to give an opinion in their professional capacity, give one that is, to the best of their ability, objective, honest and reliable.

2. Ensure that their promotional material is in good taste and in accordance with the requirements of the Advertising Standards Authority.

3. Avoid plagiarism, or copying of another's work without authorisation and/or acknowledgement.

4. Not make false or misleading statements regarding their qualifications, references or competence to carry out work.

5 THE LAW

The members of the Institute must comply with the laws of the country in which they work or reside and subject thereto must:

1. Comply with the laws relating to the management of the organisation with which they are connected and do their best to operate within the spirit of those laws.

2. Make every effort to be fully conversant with current legislation and ensure that any activities for which they are responsible comply with such legislation.

3. Not knowingly or intentionally contravene intellectual copyright or patent laws.

4. Make themselves aware of, and comply with, the relevant Terms and Conditions of Contract under which they are engaged or otherwise employed.

6 FEES

Subject to Article 25 of the Articles of Association, members are entitled to charge such fees as they may consider appropriate to the work undertaken, but the following criteria must be met:

1. Members are entitled to charge fees that they consider to be appropriate for the quality of both the work undertaken and the personnel involved. However, in competitive situations it is not considered ethical to reduce charges improperly and unreasonably to an uneconomic level in order to obtain an advantage over other professionals.

2. Members must not take part in covert price-fixing or market-sharing agreements, nor falsify the process of tendering and open competition.

3. Clients must be made fully aware of the precise services that a quoted fee is intended to cover.

4. No member shall receive any fee, gift or other reward in recognition of any recommendation or assignment, unless such is provided for under the terms of his employment.

Members may offer their services free to a charitable or non-profit-making body, provided always that, by so doing, they gain no advantage over fellow members.

7 PAYMENTS

Subject to Article 25 of the Articles of Association, members, working on their own or for other persons, must not make improper payments in respect of articles or services. For example:

1. No member shall covertly pay any person, by commission or otherwise, for the introduction of work or in recognition of a recommendation to a post or an assignment.

2. Members acting as independent advisors or consultants shall not make payments on behalf of their employer, unless so instructed by the employer.

8 FINANCIAL INTERESTS

It is morally and professionally unacceptable for members not to disclose any secondary financial interests they may have, or any personal gain which may accrue to them as a result of the giving or receiving of professional services. Consequently, subject to Article 25 of the Articles of Association:

1. Members must disclose any financial involvement which they have with contractors or suppliers, and any benefits or interests they have in any matter in which they are professionally engaged on behalf of their employers or clients.

2. Members shall not receive any undisclosed financial or other personal benefit, other than their normal remuneration, consequent upon any knowledge gained, recommendations made or services rendered in the course of their duties.

3. Members shall not accept remuneration in connection with professional services rendered to their employer other than from their employer or with the employer's consent.

However, members are not expected to abstain from receiving the benefits of authorised and advertised inducements which are also available to their colleagues and competitors.

9 GRATUITIES, DISCOUNTS AND TRADE COMMISSIONS

In all trades the provision of gratuities, discounts and trade commissions is commonplace. However, there are situations of which a member of the Institute must be aware:

1. No member shall receive, directly or indirectly, any royalty, gratuity, discount or commission connected with the work in which he is employed, unless authorised in writing by his employer.

2. If a member is also an agent in his own right, he may accept such financial terms as are normally offered within the trade, provided that they accrue to his company or organisation and not to himself.

3. Whilst acting for a client or employer, a member must not divert to his own advantage any reductions or other financial benefits offered as inducements by contractors, manufacturers or suppliers.

10 GIFTS

The Institute advises its members to be aware of the motives behind the giving and receiving of gifts.

1. Members must at all times avoid placing themselves under an obligation to suppliers or contractors by the acceptance of gifts, undue hospitality or other benefits if, by so doing, they might prejudice the impartial nature of their professional relationships.

2. Where there is the risk that the acceptance of a gift could place a member under any obligation, then the gift must be refused.

11 SOCIAL AND ETHICAL OBLIGATIONS

Members must recognise that their employer's or their client's organisation has obligations to its owners, employees, suppliers, customers, users and the general public, and should therefore have regard to these interests in the conduct of their work. They also have responsibilities to their fellow members and to society at large.

Therefore:

1. Members must not make wilful misrepresentations or inaccuracies in their own work, and must maintain a high standard of truthfulness and accuracy in all work, whether or not they are the originators of that work.

2. Members must never intentionally injure, maliciously or recklessly, directly or indirectly, the professional reputation, prospects or business of others.

3. In their working relationships, members must show courtesy and consideration for others. Those members who have authority, title or office delegated to them must use that authority for the delegated purposes only and no other.

4. If called upon to comment on another member's work, a member of the Institute may reasonably be expected to do so. Members should, however, be aware of the fine dividing line between personal opinion and objective criticism, and must avoid personal denigration.

12 OBTAINING WORK

Publicity for members is acceptable, but they are expected to promote their services and those of their profession with the dignity and high standards expected of them by virtue of their membership of the Institute. It follows, therefore, that:

1. Examples of work taken as part of personal or company portfolios for use at interviews for employment or for general publicity purposes, must only be taken with the owner's permission, and on the understanding that this will be their sole use.

2. When acting as agents, they must neither obtain nor seek professional work in an unprofessional manner.

3. They must bear in mind the requirements of the Advertising Standards Authority.

13 CLAIMS TO AUTHORSHIP

Members making claims to authorship of material should ensure that the material originated with them. They must therefore:

1. Where material contains extracts originating elsewhere, seek permission to use or incorporate the extracts.

2. Where other known sources of information exist, include an appropriate acknowledgement.

14 PUBLIC STATEMENTS

Members may from time to time be involved in giving public interviews, opinions or statements. On these occasions, they must bear the following points in mind:

1. When making a statement on behalf of the Institute, or one that may be regarded as being on behalf of the Institute, they must ensure that they have the permission of the Institute to do so.

2. When expressing opinions, as distinct from stating facts, and particularly when they know these opinions are not necessarily shared by colleagues or fellow members, they must make it clear that the views expressed are their own.

3. No opinion, qualified or otherwise, must be expressed without careful consideration of its possible consequences, particularly for other members of the profession.

4. They must remember that they may be regarded by an audience or readers as authoritative, and that they may be quoted.

5. They must make clear to all concerned their reasons and qualifications for making statements, and clarify the capacity in which they speak or write.

6. They must also clarify their relationship with any party affected by their statement.

15 EDUCATION AND TRAINING

By its very nature, scientific and technical communication encompasses many occupations, trades and services which are evolving and developing. It follows therefore that:

1. Members must endeavour to maintain and develop their professional competence through an awareness of new practices and techniques relevant to their own and their employer's particular areas of activity.

2. Members must do their best to encourage the education and training of others to become qualified communicators.

3. Members are encouraged to assist the promotion of communication expertise through their own research, the provision of professional advice and any personally written/published work.

16 HEALTH AND SAFETY

Members must make themselves aware of the Health and Safety laws pertaining to their work and must not undertake any act or service which will unnecessarily put themselves or others at risk.

17 INSURANCE

Members are expected to pay proper regard to the safety and well being of any personnel for whom they are responsible, and ensure that they and such personnel are adequately insured.

18 TRADE UNIONS

The Institute has no objections to members belonging to Trade Unions.

19 ENVIRONMENTAL CONSIDERATIONS

In their professional dealings, members are expected to consider the protection of the environment and must:

1. Avoid waste of resources.

2. Where they are in a position to choose between alternative operating methods or procedures, include the protection of the environment and the preservation and improvement of the quality of life in their considerations.

20 CONVICTIONS

Members must report to the Secretary of the Institute if they are convicted of any offence involving dishonesty or one which may bring the Institute into disrepute.

21 COMPLAINTS PROCEDURE

Members must:

1. Respond to any requests from the Council and/or Disciplinary Committee for comments or information on a complaint.

2. Attend disciplinary proceedings when instructed to do so.

3. Be prepared to accept, from a nominated person, guidance as to future conduct if required to do so.

Members who wish to make a complaint should write in confidence to Chairman of the Disciplinary Committee, c/o The Secretary of the Institute, who will then institute appropriate enquiries before proceeding further.

22 FAILURE TO COMPLY WITH THIS CODE

Failure to comply with the requirements of Article 25 (see Appendix) and of this Code, if proved before the Council and/or Disciplinary Committee and if regarded by them as being professional misconduct, shall render the member concerned liable to be:

1. Expelled or suspended, or,

2. Reprimanded or admonished, and/or,

3. Ordered to repay or forego fees and expenses as appropriate, and/or,

4. Asked to agree to accept guidance regarding future conduct, or,

5. Dealt with in such other manner as the Council may think fit.

APPENDIX

Parts of the Articles and Memorandum of Association of the Institute of Scientific and Technical Communicators are referred to in the body of the Code of Conduct and Professional Practices. The provisions in question are reproduced here:

ARTICLE 1 (Part)

Words imparting the masculine gender only shall include the feminine gender.

OBJECT 3(b)

To establish and maintain professional standards and codes of practice appertaining to the generation, preparation, communication or dissemination of scientific and technical information. In these presents the term "communication" shall signify the written or spoken word; it shall also include visual, aural, tactile or other means of conveying the said information.

ARTICLE 24

Any member may be removed from membership of the Institute by resolution of a majority of at least three-fourths of the members of the Council present and voting at a Council meeting at which not less than two-thirds of the total number of members of the Council shall be present. Such member shall have seven clear days' notice sent to him of the Council meeting and he shall be entitled to attend the meeting and be heard in defence but shall not be entitled to be present at the voting or take part in the proceedings otherwise than as the Council shall permit.

ARTICLE 25

The following regulations shall govern the standard of professional conduct of members of The Institute:

1. Every member of any class of grade is required so to order his actions as to uphold the highest traditions of professional conduct.

2. Every Corporate member in whatever capacity he may be engaged is required so to order his conduct as to uphold the dignity of his profession, and to act in a strictly fiduciary manner towards his clients or employers, to others with whom his work is connected, and towards other members, in a manner consistent with the high standard set by The Institute.

3. Every member of any class or grade - insofar as he shall be engaged or employed in any advisory capacity - shall observe and be bound by the following regulations:

(a) He shall act in a strictly fiduciary manner in relation to his clients, and his charges to such clients shall constitute his only remuneration in connection with such work, except as provided for paragraph (d) of this Article;

(b) He shall not accept any trade commissions, discounts, allowances or indirect profit in connection with the work upon which he is engaged;

(c) He shall not, without disclosing the fact in writing to his clients, be a director or member of, or a shareholder in or act as an agent for, any contracting or manufacturing firm or business with which he may have occasion to deal on behalf of his clients, or have any financial interest in such a business;

(d) He shall not receive, directly or indirectly, any royalty, gratuity or commission on any patented or protected article or process used on work which he is carrying out for his clients, unless such royalty, gratuity or commission has been authorised in writing by those clients;

(e) He shall not under any circumstances improperly solicit advisory or consultative work, either directly or by an agent, nor shall he pay, by commission or otherwise, any person who may introduce clients to him;

(f) He shall not be the medium of payments made on his clients' behalf to any contractor or business firm (unless specially so requested by his clients), but shall only issue certificates or recommendations for payment by his clients.

Any alleged breach of this Article which may be brought before the Council, properly vouched for and supported by sufficient evidence, shall be investigated and, if proved, shall be dealt with by the Council, either by expulsion of the offender from The Institute under the procedure of Article 24, so far as it applies, or in such other manner as the Council may see fit.

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