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Board Members’ Code of Professional Conduct

From: Parole Board of Canada

Message from the Chairperson

The Code of Professional Conduct is a vital document that reflects our shared commitment to integrity, accountability, and excellence in public service.

This Code is grounded in our corporate priorities and serves as a unifying framework for how we conduct ourselves as stewards of administrative justice. It reinforces our collective responsibility to uphold the highest standards of professionalism while supporting quality decision-making and a strong organizational culture.

As Parole Board of Canada decision-makers, you are held to a higher standard. Your role in modeling and championing these principles is essential. I encourage you to review the Code thoughtfully and consider how it can continue to guide our work and strengthen our institution.

Thank you for your continued leadership and dedication.
 

Joanne Blanchard
Chairperson

A. INTRODUCTION

Context

Governor in Council appointees (Board members) must uphold the highest standards of probity and are expected to demonstrate behaviours in the workplace that afford respect, equality and dignity, to everyone they interact with at work at all times.

As stated in the Terms and Conditions Applying to Governor in Council Appointees, Board members must uphold and respect the values and principles outlined in the Values and Ethics Code for the Public Sector in a positive and active manner. They are also expected to respect the principles of any code of conduct applicable to the organization to which they are appointed.

Purpose

The Parole Board of Canada (the Board or PBC) Board Members’ Code of Professional Conduct (the Code) sets out the expected behaviours and standards of conduct governing the responsibilities of Board members as independent decision-makers of an administrative tribunal.

The Code aims to ensure compliance by all Board members with the expected behaviours of professional conduct, as conveyed in the Corrections and Conditional Release Act (CCRA), among other applicable legislated obligations, guidelines, policies or other federal regulations found in this document. Board members must become acquainted with their legislated obligations by consulting the Board Members’ Corner (only accessible internally at the PBC). General information to help Board members understand the Conflict of Interest Act can be found on the Office of the Conflict of Interest and Ethics Commissioner’s webpage. Furthermore, the Professional Standards Section of the Board Member Secretariat may provide assistance in the interpretation or application of the present Code.

Although the Code cannot anticipate every possible situation, Board members must act honestly and in good faith, in a professional and ethical manner, and in a manner consistent with the PBC’s Vision, Mission and Values.

Effective Date

This Code is effective as of September 16, 2025, and replaces all previous versions.

Application

The Code applies to all full-time and part-time Board members of the PBC, including the Chairperson, Executive Vice-Chairperson, and Vice-Chairpersons.

Administration

Vice-Chairpersons are responsible to the Chairperson for the professional conduct, training, and the quality decision-making of Board members assigned to their division/region.

The Executive Vice-Chairperson, who oversees the Board Member Secretariat, is responsible for the administration of the Code, including any matters regarding its interpretation. 

The Chairperson is responsible to promote the Board members’ awareness of and compliance with the Code.

All Board members have a responsibility to read, understand, and comply with the Code and are accountable for their professional conduct. A training session on Professional Conduct is offered to all Board members upon their initial appointment as part of the Board Member Orientation curriculum. Each year, during the Board Member Evaluation Process, all Board Members must confirm that they have read and understand their obligations under the Code.

B. BOARD MEMBERS’ RESPONSIBILITIES TO THE PBC

General Conduct*Footnote 1

  1. In the discharge of their official duties and at all other times, Board members must conduct themselves in a manner that promotes respect for the law and public confidence in the fairness, impartiality and professionalism of the PBC, and reflects the high standards of behaviour and attitude required of those charged with the administration of justice.

  2. Board members must comply with the provisions of all legislations governing their duties, and the regulations made thereunder, as well as all other relevant legislative provisions that relate to their professional conduct and are inherent to their duties as a Board member. Board members must also follow all policies, directives, guidelines and relevant documents that have a bearing on their professional conduct.

  3. Board members must conduct themselves in accordance with the expected behaviours outlined in the Values and Ethics Code for the Public Sector.

  4. Board members must not report to work under the influence of alcohol, cannabis or other drugs (legal or illegal) or intoxicants that may impair or affect their professional conduct as well as their judgment capability as decision-makers.

Security*

  1. Board members must respect the security protocols and procedures in place at any location where they carry out their duties or activities on behalf of the PBC to ensure their safety, the safety of PBC employees, Correctional Service of Canada (CSC) staff, and of all other individuals (victims, observers etc.).

Use of Resources and Assets*

  1. Board members are accountable for the appropriate use of public money, tools, property, resources, and information used in the discharge of their duties, regardless of the location of their workplace. They are responsible for returning any PBC equipment or asset in their possession at the end of their mandate.

  2. In accordance with the Conflict of Interest Act, Board members may not divulge or use information obtained in the performance of their duties, which is not already available to the public, for their own benefit or the benefit of others.

Confidentiality

  1. Board members must always ensure the confidentiality of files to preserve the integrity of the decision-making process, out of respect for the duty to act fairly and to respect the privacy interests of those involved in any case. Information is to be communicated on a “need to know (only accessible internally at the PBC)” basis, in accordance with the Policy on Government Security. This provision is to be applied both during a Board member’s appointment to the PBC, and post-employment (as set out in the Conflict of Interest Act).

  2. In making decisions Board members consider all relevant information in accordance with established information sharing standards and policies.

Media Relations and Public Engagements

  1. Board members are not designated as spokespersons for the PBC, unless officially designated as per the PBC’s Media Relations Policy (only accessible internally at the PBC). Board members who are invited to speak about the PBC or its mandate must first speak with their Vice-Chairperson and/or the Professional Standards Section, to obtain advice and recommendations.

  2. Board members do not communicate in any way with the media (unless authorized) and do not provide any public opinions regarding any cases, legislative provisions, guiding and decision-making policies, and are prohibited from criticizing the PBC, CSC and all other federal agencies.

  3. As private citizens, Board members may access or use various social media platforms for personal usage. Social media platforms must not be used by Board members to make written or public comment regarding any case, the work of the PBC, or other topics related to the work of the PBC, CSC or other federal agencies. As per PBC’s Policy on the Use of Web 2.0 (only accessible internally at the PBC), spokespersons are the only individuals authorized to speak in an official capacity on behalf of the Board through social media.

Continuous Learning

  1. Throughout their mandate, Board members must demonstrate professional excellence by implementing legislative requirements and policies during the conditional release decision-making process, and when providing services. Being actively involved in continuous training will enhance their professional competencies and knowledge.

  2. Board members must consistently demonstrate a high level of proficiency and expertise required to perform their duties and meet their legislative responsibilities, keeping up to date with the latest developments in their field, such as jurisprudence, and participating in mandatory training sessions. Board members identify their learning and development interests and actively participate, throughout their mandate, in learning activities to increase their professional knowledge and skills.

  3. Vice-Chairpersons and Board members participate in annual assessments, as outlined in the Board Member and Vice-Chairperson Evaluation Process (only accessible internally at the PBC) (as applicable), in particular by identifying their learning and development interests.

Contribution to PBC Governance and Administration

  1. Board members seek to contribute to the overall effective and efficient functioning of the PBC as an independent administrative tribunal and as an active partner in the administration of corrections and criminal justice.

  2. Board members act to promote and preserve the accountability and independence of the PBC.

  3. Board members are expected to attend national and regional meetings or trainings, when conveyed. They are also expected to follow any Policy established by the PBC.

C. BOARD MEMBERS’ RESPONSIBILITIES IN THEIR WORK ENVIRONMENT

Collegiality*

  1. Board members contribute to a healthy work environment that promotes equity and is free from discrimination, violence and harassment.

  2. Board members will familiarize themselves with, and adhere to, the content of the PBC’s Workplace Harassment and Violence Prevention Policy (only accessible internally at the PBC). They must report any workplace harassment or violence that they experience or observe to the designated person(s) identified in the above-mentioned policy. Reports may be submitted in writing or provided verbally.

  3. Board members assist their peers through the respectful exchange of views, information and opinions.

  4. Board members must value diversity and the benefit of combining the unique qualities and strengths inherent in a diverse workforce, and by respecting the inherent potential and rights of all members of society.

Decision-Making

  1. Board members are respectful of the processes in place to ensure quality decision-making including those used to assess compliance with legislation, policies and all other applicable statutes.

  2. Board decisions must reflect the independent analysis of the Board member making the decision in order to preserve the integrity of the decision-making process. All decisions must be rendered independently, impartially, objectively, free of external influence, and made without regard to partisan or special interests, and without any fear of reprisal.

  3. Board members must render decisions that are aligned with the value statements outlined in the Values and Ethics Code for the Public Sector, and in the spirit of openness, integrity and accountability in the execution of their role.

Conduct during Hearings*

  1. Board members are responsible for the proper conduct of hearings and ensuring that the role of each participant is respected under the CCRA and the Decision-Making Policy Manual for Board Members.

  2. Board members conduct themselves in a manner that is courteous, patient, fair and respectful of all participants during hearings, consistent with a trauma informed approach. Board members require that all participants also engage in similar, respectful conduct to others.

  3. Board members are expected to approach each case with an open mind and, at all times, must be, and must be seen to be, impartial and objective.

  4. Board members must not communicate directly or indirectly with any party, assistant, victim, interpreter or other non-PBC participant appearing before them in a hearing, except in the presence of all involved parties.

  5. Board members must respect the secrecy of deliberations. Opinions and views expressed by Board members during deliberations must remain confidential; they are not to be shared with outside parties.

D. BOARD MEMBERS’ RESPONSIBILITIES TO THE PARTICIPANTS

Conflict of Interest and Apprehension of Bias

  1. Board members will familiarize themselves with the provisions of the Conflict of Interest Act and take all reasonable measures to ensure their compliance while in office as well as post-mandate (Post-Employment Rules).

  2. Board members must recuse themselves from any review or decision-making process in which the Board member’s participation may result in a reasonable apprehension of bias or conflict of interest. A Board member who has recused themself must not engage in any aspect of the case following their recusal.

  3. Board members avoid involvement in outside activities that are, or would appear to be, incompatible with their responsibilities and duties or that could call into question their independent exercise of judgment, integrity and impartiality. Board members must consult their Vice-Chairperson and/or the Professional Standards Section before agreeing to participate in any outside activities. 

  4. While recognizing that there will be circumstances where information or statements must be tested or challenged, Board members will avoid:
    1. words, phrases and actions that could be understood to manifest bias or prejudice based on race, age, national origin, gender identity, religion, sexual orientation, disability, socio-economic status, or other personal abilities, characteristics or beliefs; and

    2. statements or questions that would be demeaning to any person, or that would manifest bias or prejudice for or against an individual or group.

Gifts and Advantages

  1. In addition to the rules set out in the Conflict of Interest Act, Board members (and their family members) must not accept any gifts or other advantages, which might reasonably appear to call into question the Board member’s independent exercise of judgment, integrity or impartiality.

  2. There are exceptions identified in this Act, such as if it is received as a normal expression of courtesy, protocol or aligns with the customary standards associated with their role. In such instances, Board members must immediately report any situation where a gift or other advantage has been offered as a normal expression of courtesy, protocol or customary standards to their Vice-Chairperson and/or the Professional Standards Section.

  3. For gifts and other advantages exceeding the threshold as set out in the Act, the Board member must submit a public declaration within 30 days following the acceptance from themself or their family member.

  4. Board Members may accept gifts or other advantages offered by public sector entities which include departments, agencies, and Crown corporations, but not the Senate and the House of Commons. Such gifts or other advantages are not considered gifts or other advantages for purposes of the Act. 

  5. Board Members are allowed to accept gifts or other advantages given by a relative or friend that they have personally paid for as a private citizen. Examples are those offered in a personal setting and on a personal occasion, such as a birthday, wedding, anniversary or retirement. Board members do not need to inform the Office of the Conflict of Interest and Ethics Commissioner about these or publicly declare them.

E. BOARD MEMBERS’ OBLIGATIONS CONCERNING COMPLAINTS, DISCLOSURES, AND ETHICAL ACCOUNTABILITY

Complaints and Disclosures

  1. Board members must promote ethical behavior and professional conduct among their colleagues. Any concerns in relation to potential breaches of the Code or any harmful behaviours must be brought to the attention of the Vice-Chairperson, as soon as reasonably possible.

  2. Vice-Chairpersons are responsible for addressing any potential breach of the Code and taking action to resolve any conflicts or concerns brought to their attention at the earliest opportunity through appropriate measures.

  3. Board members will familiarize themselves with, and adhere to the provisions set out in the Public Servants Disclosure Protection Act, and report to the Senior Officer for disclosure of wrongdoing any information that they believe could show that a wrongdoing was committed or is about to be committed in the federal public sector, or that could show that they themselves were asked to commit a wrongdoing.

  4. Where necessary, the Chairperson may recommend to the Minister that an inquiry be held to determine whether any member of the Board should be subject to any disciplinary or remedial measures for any reason set out in any of paragraphs 155.2(2)(a) to (b) of the CCRA.

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2025-10-24