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Document Two
1982
Act
Information
Code of Conduct
Official
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Released
Date approved: January 2017
Business owner: Chief People Officer

Our joint responsibilities for conduct at the Ministry

Kia ora.

Our Code of Conduct is the touchstone for how we operate as a Ministry, as teams and
as  individuals,  and  the  spirit  of  service  we  demonstrate  in  our  work.  It  sets  common
standards of behaviour and guides our judgement, choices and actions whatever  role
we have in the Ministry of Education.
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Our  Code  builds  on  the  requirements  and  expectations  set  out  in  the  Standards  of
Integrity and Conduct issued by the State Services Commissioner.  These set out the
expectations that we will be fair, impartial, responsible and trustworthy in everything we
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do and that we will act with a spirit of service to the community.

It  describes  three  principles  of  conduct  expected  of  us  as  State  servants  and  as
Ministry of Education employees in all our interactions with government and the public,
other State sector organisations and colleagues, with the Ministry as an employer and
with colleagues and resources.

We are expected to:
  fulfil our lawful obligations to government with professionalism and integrity
  perform  our  official  duties  honestly,  faithfully  and  efficiently,  respecting  the
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rights of the public and our colleagues
  not bring the Public Service into disrepute through our private activities.

Our Code offers the framework within which we can make informed judgements in our
day-to-day work and when faced with potential conflicts of interest.

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As State servants, we should also ensure that our personal interests and activities do
not interfere with, or appear to interfere with, our service to the aims and objectives of
the government of the day. The Code will help you to understand what this means for
you.
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Please take time to read this document carefully and discuss with your manager where
it  is  especially  relevant  to  your  employment  agreement  and  any  professional
obligations, our policies and processes and the work that you do.

The  Ministry  of  Education’s  Leadership  Team  is  committed  to  ensuring  that  we  are  a
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good  employer,  treating  employees  fairly  and  with  respect,  and  is  reputable,
trustworthy and an integral part of the New Zealand Public Service. Our commitment to
employees is in this Code.

We  are  all  responsible  for  keeping  our  Code  alive  here  at  the  Ministry  of  Education.
Through  our  high  standards  of  behaviour  and  practice  we  can  reinforce  New
Zealanders’ trust in our work, our outcomes and our Public Service. Thank you for the
role you will play in this.

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Iona Holsted
Secretary for Education

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Who this Code applies to

It  applies  to  all  Ministry  of  Education  employees,  whether  permanent,  temporary,
casual  or  on  overseas  deployment.    The  Code  also  applies  to  all  contractors  and
consultants engaged under contracts for service.

The State Services Standards of Integrity and Conduct

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These standards are issued by the State Services Commissioner and form an integral
part of our Code of Conduct. They specify: we must be fair, impartial, responsible and
trustworthy.
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Please read the Standards document which is available in English and in te reo Māori.
You may wish to print it out to display in your workspace.

The  State  Services  Commission  website  also  provides  guidance  on  applying  the
standards for organisations, staff and managers.

The Code and other employment and professional commitments

The Code of Conduct should be read in conjunction with your employment agreement
and forms part of the terms and conditions of your employment.
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The  Code  is  also  specifically  referred  to  in  the  terms  and  conditions  of  our  standard
contract for services and must be complied with by all contractors and consultants.

Our  policies  and  procedures  build  on  the  content  within  the  Code  and  should  be
referred to for specific details.

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It is also expected that you abide by any ethical codes or  professional standards that
may  be  applicable  to  your  role.  If  a  situation  arises  where  our  Code  and  your
professional  code  or  standards  conflict  or  there  could  be  potential  for  conflict,  you
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should  manage  any  differences  with  integrity,  and  notify  your  manager  so  the  matter
can be discussed and ultimately resolved.

Responding to perceived breaches of our Code

If  you  become  aware  of  a  breach  or  possible  breach  of  our  Code,  you  have  a
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responsibility  to  discuss  this  with  your  manager.  There  is  more  information  in  this
document.

How to apply the Code

Our  Code  is  not  intended  to  be  a  definitive  document  that  sets  out  every  possible
requirement  or  situation  that  could  arise  during  your  employment.  Some  specific
responsibilities  are  defined  throughout  this  document  and  our  policies  provide  more
detail.
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If you are unsure if a decision or action that you are about to take is appropriate, ask
yourself:

  is it lawful?
  is it consistent with our policies and procedures?
  do I have the authority to make this decision or take this action?
  could it bring us into disrepute?
  can  the  decision  or  action  be  misconstrued  by  the  public?  Will  it  impact  on  1982
community trust?
  is it ethical?
  is it consistent with government policy?
  if  I  was  asked  to  defend  my  decision  or  actions  to my  manager,  how  would I
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respond?
  is it responsible to my colleagues?

If  you  are  still  unsure  or  wish  to  discuss  the  decision  or  action  further,  you  should
contact your manager.

Zero Tolerance

All  public  servants  are  expected  to  uphold  high  standards  of  integrity  and  conduct  in
everything we do.
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The Ministry of Education is responsible for the provision of education services to every
child and young person in New Zealand. Because of this, we expect higher standards
of conduct in some areas of our work.

It  is  essential  that  we  operate  with  the  highest  level  of  integrity  in  the  following  key
areas:
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  our  behaviour  with  every  child  or  young  person  with  whom  we  come  into
contact is above reproach;
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  personal  information  about  any  individuals  in  the  education  system  remains
confidential and is not disclosed without proper authority;
  we maintain the trust and confidence of the government of the day by ensuring
all confidential and sensitive information about the Ministry is safe guarded and
not disclosed without proper authority; and
  we handle Ministry funds with the accountability and responsibility expected of
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all public servants using taxpayer money.

It  is  unacceptable  under  any  circumstances  for  a  Ministry  of  Education  employee  or
contractor/ consultant to:

  abuse a child or young person in any way;
  share  personal  information  about  individual  children  or  young  people  without
the appropriate authority;
  disclose  confidential  information  held  by  the  Ministry  without  the  appropriate
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authority; and
  steal from the Ministry.

All  misconduct  will  be  investigated  in  line  with  the  Performance  Improvement
Guidelines, and Disciplinary Policy and any employee who is found to have breached
the  Code  of  Conduct  may  face  immediate  dismissal.  Contractors  or  consultants  who
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breach  the  Code  of  Conduct  may  have  their  contract  for  services  terminated
immediately.

Where  a  crime  has  been  committed,  every  case  will  be  referred  to  the  police.  In
addition  to  any  penalty  that  the  Court  might  impose,  all  fraudulently  obtained  money
will have to be repaid in full.

Resources
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State Services Commission Standards of Integrity and Conduct and guidelines

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http://www.ssc.govt.nz/display/document.asp?DocID=7063

Our policies, process and tools are available on our intranet.

Information
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Your obligations to the Ministry
Personal behaviour

The Ministry of Education has a right to be concerned when your private activities could
reflect poorly on us or the Public Service, and/or possibly call your appropriateness for
continued employment into question.

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Whether  private  activities  or  personal  behaviour constitute misconduct  will  depend  on
the  circumstances  in  each  case,  including  the  position  you  hold.  We  will  take  into
consideration any breaches of trust, your ability to fulfil your duties and the potential for
any publicity that could negatively impact the Ministry of Education.
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You should always consider
  the nature and circumstances of the activity
  your position, duties, and responsibilities
  the  consequences  of  the  activity  on  your  ability  to  fulfil  your  duties  and
responsibilities
  the  effects  of  the  activity  or  its  consequences  on  departmental  relationships  with
clients, Ministers, or the general public
  any legal framework and professional codes
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  the  likely  public  perception  of  the  appropriateness  of  what  you  do  and  the  media
attention of the activity
  implications of the behaviour on levels of public trust in the State Services.

Conflicts of interest
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You need to be open in declaring any real or potential interests that could be perceived
to conflict with your responsibilities.  You must also inform your manager if you intend
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to take on secondary employment or other commitments.

It is expected that you will perform your duties honestly and impartially and avoid any
personal,  financial,  legal  or  professional  situations  which  might  compromise  your
integrity  or  otherwise  lead  to  a  conflict  of  interest.    You  should  also  avoid  any
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circumstances where there could be the potential for such conflict.  You need to always
be aware of the perception of others.  The public must have no grounds upon which to
question our impartiality in decision making and policy application.

You should also avoid any interest, role or undertaking that could directly or indirectly
compromise  the  performance  of  your  duties,  or  the  standing  of  the  Ministry  or  the
Public Service in its relationships with the public, clients, or Ministers.
School boards of trustees
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No employee of the Ministry of Education may stand for, or be appointed to, any office
or position associated with school boards of trustees.

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Early childhood services

No  employee  of  the  Ministry  of  Education  may  be  a  licensee,  service  provider  or
contact person for an early childhood service.

Financial responsibilities

You  must  ensure  that  public  funds  and  resources  are  used  in  an  appropriate  and
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prudent  manner.    You  have  a  duty  to  use  resources  efficiently,  effectively  and
economically, keeping in mind that  our resources are publically owned and funded by
public money.  Funds and resources are only to be used with appropriate delegations
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and appropriations.

All  expenditure  must  be  able  to  withstand  internal  and  external  scrutiny.    You  must
seek approval from your one-up manager before incurring any expenses and this must
be within the manager’s budget authority and be authorised and approved according to
relevant  policies,  procedures  and  guidelines.    All  explanations  for  discretionary
expenditure  such  as  travel,  entertainment,  staff  events  or  expenses  that  may  appear
unusual must be documented.

Gifts or gratuities
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Ministry  of  Education  employees  and  contractors  should  not  use  their  official  position
for  personal  gain.  You  cannot  solicit  or  accept  gifts,  rewards,  or  benefits  which  might
compromise, or be seen to compromise, your integrity and the integrity of the Ministry,
or the Public Service.

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This  includes  accepting  gifts,  benefits  or  hospitality  or  any  other  form  of  reward,  that
could be, or be seen to be an inducement that puts you under an obligation to a third
party.  This includes any gift or reward offered as a result of Ministry expenditure.

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There  will  be  certain  occasions  where  cultural  traditions  require  an  exchange  of gifts.
We  are  committed  to  meeting  these  needs  and  if  a  gift  is  offered  in  these
circumstances  it  should  be  accepted.    If  you  are  faced  with  this  situation  you  should
judge  the  situation  on  its  own  merits  and  with  cultural  sensitivity.    You  should  also
discuss this with your manager in advance, if possible.
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Where  offers  of  gifts  or  inducements  are  made,  they  should  be  reported  to  your
manager  or  the  Secretary,  who  will  determine  the  appropriate  response.  If  you  do
accept a gift you should declare the gift to your manager or the Secretary.

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Your obligations

As a Ministry of Education employee and a public servant you are expected to abide by
the  obligations  set  out  in  this  Code  at  all  times.    The  State  Services  Standards  of
Integrity and Conduct state that we must be fair, impartial, responsible and trustworthy
and that we must act with a spirit of service to the community and meet the same high
standards  of  integrity  and  conduct  in  everything  we  do.    As  an  employee  you  have
made the following commitments.

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Be Fair in everything you do, and to

  treat everyone fairly and with respect
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  be professional and responsive
  work to make government services accessible and effective
  strive to make a difference to the well-being of New Zealand and all its people
  maintain open communication and the sharing of information within the bounds
of confidentiality.

Be Impartial in everything you do, and to

  maintain the  political  neutrality  required  to  enable  us to work  with current  and
future governments

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carry out the functions of the Ministry, unaffected by personal beliefs
  support the organisation to provide robust and unbiased advice
  respect the authority of the government of the day.
Be Responsible in everything you do, and to

  act lawfully and objectively   Official
  show reasonable care, and neither use, nor allow the use of our resources for
anything other than intended purposes and ensure that you incur no liability on
the part of the Ministry without proper authorisation

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maintain the privacy and confidentiality of information and use it only for proper
purposes
  maintain appropriate records and documentation
  work to improve the performance and efficiency of the Ministry
  contribute to maintaining a healthy and safe working environment for yourself
and others and take all practicable steps to prevent personal injury or illness
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  comply with all lawful and reasonable instructions relating to your employment
  keep yourself informed and perform your duties in accordance with all
organisational policies and procedures and all lawful and reasonable
instructions that are issued and within your delegated authority.

Be Trustworthy in everything you do, and to

  be honest
  work  to  the  best  of  your  abilities  and  be  competent  and  efficient  in  the
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performance of assigned duties
  ensure actions are not affected by personal interests or relationships
  never misuse your position for personal gain
  decline  gifts  or  benefits  that  place  us  under  any  obligation  or  perceived
influence
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  avoid  any  activities,  work  or  non-work,  that  may  harm  the  reputation  of  the
Ministry or of the State Services
  consult the Ministry before undertaking secondary employment, and do not
undertake secondary paid or unpaid employment which, in the opinion of the
Ministry, might conflict with official duties
  be absent from the workplace only with proper authorisation
  refrain from conduct (such as the use of intoxicants) which might impair work
performance

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maintain standards of behaviour, language and dress that are appropriate to the
workplace and uphold the professional image of the Ministry
  disclose any convictions, charges or pending charges that may affect your
ongoing suitability for your position
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  report any breaches of the Code by others to your manager

Respecting the rights of others

In  performing  your  duties,  you  should  respect  the  rights  of  your  colleagues  and  the
public. You are expected to establish and maintain trusting and respectful relationships
at the Ministry as well as between the Ministry and its clients.  To do this you must:
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  be respectful of other staff and their cultural backgrounds

  not  discriminate  against  anyone  because  of  their  gender  or  sexual  orientation,
colour, race, ethnic or national origins, religious or ethical beliefs, disability, marital
status or family responsibilities, age or physical/psychiatric illness (or other grounds
established by the Human Rights Act)

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  respect  the  privacy  of  individuals  in  dealing  with  personal  information  in  line  with
the Privacy Act 1993

the
  not  allow  workplace  relationships  to  affect  adversely  the  performance  of  official
duties

  not  harass,  bully,  subject  to  abuse  –  whether  physical  or  mental  or  otherwise
intimidate others
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  have  due  regard  for  the  safety  of  others  in  the  use  of  Ministry  property  and
resources.

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Your obligations to government

Political neutrality

You are obliged to serve the government of the day and act to ensure that we are able
to  uphold  the  confidence  of  the  Minister  and  serve  successive  governments.  This
ensures that we can provide support for the good government of New Zealand over the
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long term.

You  should  provide  honest,  impartial,  comprehensive  and  objective  advice  and  bring
attention  to  the  possible  consequences  of  policies  or  proposals  regardless  of  your
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personal views or beliefs and whether or not such advice accords with Ministers’ views.
If contacted directly by a Minister or Member of Parliament, or their representative their
request must be addressed in an impartial manner and in the same way that we would
respond to a similar request from a member of the public.  Members of Parliament are
not  entitled  to  different  or  preferential  treatment  by  virtue  of  their  position  or  political
party to which they belong.

You need to be aware of the perception others may have of our ability to be politically
impartial  in  the  way  we  work.  You  must  maintain  in  your  non-working  life  the  level  of
political neutrality that is appropriate to the responsibilities you have.
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Final  decisions  on  policy  are  the  prerogative  of  Ministers,  and  you  may  not  withhold
relevant  information,  seek  to  obstruct  or  delay  a  decision,  attempt  to  undermine  or
improperly  influence  government  policy  (for  example,  by  the  unauthorised  release  of
official information).

If  you  find  yourself  in  a  situation  where  your  personal  views  on  an  issue  conflict  with
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those  of  the  Ministry,  and  this  may  have  an  adverse  effect  on  you  or  your  work,  you
should  discuss  the  circumstances  and  possible  options  immediately  with  your
manager.  You  must  not  do  anything  to  circumvent  or  undermine  the  government’s
the
policies.

Generally,  as  a  public  servant  you  have  the  same  rights  of  free  speech  and
independence  as  other members  of the public. However,  you  also  have  a  duty  not  to
compromise the Ministry of Education or the Minister by public criticism of, or comment
on,  government  policy.  You  must  ensure  that  you  do  not  confuse  your  political  rights
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with your employment responsibilities.

Media and Public Comment

The  public  have  a  right  to  information  about  us. Our  policy  is  that  all media  enquiries
are  coordinated  centrally  to  ensure  consistency  and  an  organisational  wide  approach
can  be  taken.  Only  employees  who  have  delegated  media  authority  may  provide
official comment or respond to media requests.
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Individual comment on public matters

You should ensure that any contribution to public debate or discussion on matters does
not  compromise  the  position  you  hold,  and  is  compatible  with  the  need  to  maintain  a
politically  neutral  Public  Service.  If  you  hold  a  senior  position  or  work  closely  with
Ministers you will need to exercise particular care in this regard.

In general, comments on matters of public policy would be regarded as unacceptable if
it:
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  revealed advice given to the Minister

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  used or revealed any information gained in the course of official duties where this
was not already known by, or readily available to, the general public

  criticised,  or  offered  alternatives  to,  a  proposed  or  actual  Ministerial  policy  or
Ministry  programme,  or  that  of  any  other  Minister  or  department  with  which  the
individual was professionally involved

  purported  to  express  or  imply  a  Ministry  of  Education  view,  rather  than  clearly
expressing a personal view only


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  gave openly partisan support to, or criticism of, a political party

  constituted a personal attack on a Minister, colleagues or other public servants

  amounted  to  a  criticism  sufficiently  strong  and/or  persistent  so  as  to  call  into
question the public servant’s ability to impartially implement, administer, or advise
upon a government policy.
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Private communications with Ministers and Members of Parliament
the

You have the same rights of access to your political representatives as other members
of the public. However, given the requirement to remain politically neutral in your work,
you should exercise care and judgement before making any such communications.

As a general guide:
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  you may communicate privately  with any  Minister or Member of Parliament about
matters outside your official duties, but if you hold a senior position or work closely
with Ministers you should exercise particular care with such communications

  you  may  also  communicate  privately  with  your  Minister  about  matters  concerning
the Ministry of Education, but such matters should first be raised with the Secretary

  where a matter is raised directly with the responsible Minister, we may be directed
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to provide a suitable response

  you are entitled to request information under the Official Information Act 1982 and
you  will  receive  the  same  information  or  level  of  detail  in  a response  as would  be
given to any member of the public.
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Political participation

You  need  to  ensure that  your  participation  in  political  matters  does  not  bring  you  into
conflict,  or  the  appearance  of  conflict,  with  your  duty  to  act  in  a  politically  neutral
manner. It is important to maintain ministerial and public confidence in the impartiality
of  advice  given,  and  actions  taken.  Determining  what  is  appropriate  in  any  particular
case  will  depend  on  the  extent  of  your  participation,  the  nature  of  the  issue,  and  the
position that you hold.

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Participation in public bodies or voluntary associations

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You  are  able  to  stand  for,  or  be  appointed  to,  an  office  or  position  on  a  public  or
voluntary  body.  However,  you  should  first  inform  your  manager  of  your  intentions,  to
ensure  that  no  conflict  exists  between  such  participation  and  your  duties  and
responsibilities in the Ministry. Strong conflicts of interest are likely if you are appointed
to  a  public  body,  and  Cabinet  has  determined  that  only  special  circumstances  would
justify appointing a public servant to a statutory board, other than as a representative of
the Ministry. Where your manager considers that there would be a conflict of interest,
arrangements need to be made to avoid or resolve the conflict. In some cases this may
require  that  you  are  requested  not  to  stand  for  office,  or  to  resign  from  a  position
already held.
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Refer  also  to  the  section  in  the  Code  of  Conduct  relating  to  boards  of  trustees  and
early childhood services.

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Information security

Ministry information

Our  information  is  often of  a  confidential  or sensitive  nature.   You  should  take  proper
care  with  the  use,  exchange,  storage  and  release  of  any  information  (whether
electronic  or  written) for which  you  are  responsible,  to  ensure  it  remains secure  at  all
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times and is only used for its intended purpose.  It is a breach of trust to make use of
information  that  you  have  learned  through  your  work  or  to  disclose  such  information
without delegated authority.  Refer to our Information and Communication Technology
Use Policy for more information.
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Release and use of official information

The  disclosure  of  official  information  is  subject  to  the  requirements  of  the  Official
Information Act 1982 and the Privacy Act 1993.

The following procedures for  dealing with the release of information must be adhered
to:

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  Official information should be released only by those authorised to do so. In all
other  circumstances,  information  is  to  be  used  only  for  official  purposes  and
must be treated as confidential to the Ministry of Education.
  If  authorised  by  the  Ministry  to  respond  to  requests  made  under  the  Official
Information  Act  1982  you  should  exercise  proper  care  and  discretion  in  the
application of our procedures.
  In cases of doubt, you should seek guidance from our legal advisors.
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  If the release of politically sensitive material is required, you should ensure that
the Minister  is notified well in advance of  any information release according to
our procedures.
the

Intellectual property

The  Ministry  of  Education  is  a  significant  producer  of  information  and  intellectual
property  in  the  form  of  programmes,  resources  and  literature.    Intellectual  property
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constitutes a significant Ministry asset.  As a result:

  where  a  resource,  programme,  literary  piece  or  other  work  is  produced  by  an
employee  in  the  course  of  employment,  the  employer  is  the  first  owner  of  the
copyright (Section 21(2) of the Copyright Act).

  specific  ownership  agreements  with  employees  may  be  varied  depending  on  the
nature  of  the  relationship  between  the  Ministry  and  its  employees.    These  will  be
agreed in writing with the Secretary.
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Breaches of the code

If the standards set out in our code are not met, you may be considered in breach. This
also applies to the State Services Commission’s Standards of Integrity and Conduct. If
your conduct is considered unacceptable it is likely that disciplinary action will be taken.
Any  action  that  is  taken  will  be  conducted  in  a  fair,  impartial,  consistent  and  prompt
manner  in  line  with  the  Performance  Improvement,  and  Disciplinary  Policy  and
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guidelines.

Reporting breaches of the code

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If  you  are  aware  of  a  breach,  or  possible  breach  by  someone  else  you  have  a
responsibility  to  raise  this  with  your  manager.  If  you  feel  you  cannot  approach  your
manager  about  a  particular  issue  you  should  discuss  your  concern  with  another
manager, or People Capability.

In  some  cases  a  breach  of  the  Code  may  also  be  a  serious  wrongdoing  under  the
Protected  Disclosures  Act  2000.  In  such  cases  you  can  use  the  Ministry’s  Protected
Disclosures  Policy  to  report  the  incident  or  action,  and  receive  the  protections  of  the
Act.
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Protected Disclosures

The Protected Disclosures Act 2000 recognises that there may be circumstances when
it is difficult for you to report suspected wrong-doing through the normal channels. This
legislation  aims  to  create  an  environment  that  encourages  you  to  report  suspected
serious  wrong-doing,  by  providing  some  protection  for  you.  The  Act  sets  out
procedures  to  ensure  that  disclosures  are  given  due  consideration  and  are  acted  on
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within a prescribed timeframe.

Serious wrongdoing includes:
the
  unlawful, corrupt, or irregular use of public funds or resources
  conduct that poses a serious risk to public health or safety, the environment, or
maintenance of the law (including the prevention, investigation and detection of
offences and the right to a fair trial)
  conduct constituting an offence
  conduct by public officials which is that is oppressive, improperly discriminatory,
under
or grossly negligent, or that constitutes gross mismanagement.

The  Ministry  has  a  policy  and  procedure  on  Protected  Disclosures  which  can  be
referred to by employees who have become aware of actual or possible serious wrong-
doing and who wish to disclose that information.

Our Role

Released
The Ministry of Education has an obligation to:
  treat your concerns confidentially, investigate them promptly and take any
appropriate action
  where appropriate, inform any person who is subject of an allegation of the
nature of the allegation and seek their explanation
  consider using a third party to resolve any issues if appropriate
14

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