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Directive on Ethical Behaviour

Table of contents

1. Effective Date

This directive came into effect on June 25, 2015, and was updated on May 1st, 2021, following the approval of the People and Workplace Board (PWB).

2. Application

2.1 Persons Employed at Shared Services Canada (SSC)

This directive applies to all persons employed at Shared Services Canada (SSC), including persons employed on secondment, assignment and internships, in part-time positions, as well as Interchange Canada participants.  Persons employed at SSC are required to comply among other things with the Values and Ethics Code for the Public Sector, the Treasury Board of Canada Secretariat (TBS)’s Directive on Conflict of Interest, SSC’s Directive on Conflict of Interest, and any other applicable policy instrument, as these are a condition of employment.

Persons employed at Shared Services Canada who are embedded in partner departments are to comply with the stricter policy instrument requirements should there be a conflict between SSC's policy instrument and a policy instrument of the partner department.

2.2 Consultants and Contractors

This directive also applies to contractors and consultants through contractual arrangements.

Although contractors, service providers and lobbyists are not bound by this directive, we ask them to respect its spirit and intent as per the Lobbyist Code of Conduct.

3. Context

3.1 Government of Canada

The Treasury Board Secretariat's (TBS) Directive on Conflict of Interest was developed to complement the Values and Ethics Code for the Public Sector (VECPS). It applies to the core public administration. This Code came into effect on April 2, 2012 and the new directive came into effect on April 1, 2020, while the previous Policy was rescinded.

The TBS Directive on Conflict of Interest provides guidance for organizations to have appropriate mechanisms to report and effectively manage real, apparent or potential conflict of interest situations during and after employment. The TBS Directive also states that deputy heads are to ensure that the operational risks of conflict of interest related to their organization's specific mandate are identified and managed.

3.2 Shared Services Canada

In accordance with the provisions of the Public Servants Disclosure Protection Act, SSC developed its own code of conduct known as the SSC Organizational Code.

The SSC Organizational Code provides guidance on ethical behaviour and decision-making in the context of day-to-day operations at SSC and the adherence to SSC policy instruments.

4. Objective and Expected Results

4.1 Objective

Provide formal direction for compliance with the VECPS, TBS Policy on People ManagementandTBS Directive on Conflict of Interest, and SSC's Organizational Code and SSC Directive on Conflict of Interest and their application.

4.2 Expected result

Persons employed at SSC will integrate the values and expected behaviours in the VECPS and SSC's Organizational Code into their decision-making process and actions, providing federal departments, agencies, and Canadians, with the best possible programs, policy instruments, and services.

5. Requirements

5.1 Persons employed at SSC, including executives:

5.1.1 General

  1. 5.1.1.1 must maintain public confidence and trust in the integrity, objectivity, and impartiality of the Government of Canada through the performance of duties and arrangement of their private affairs
  2. 5.1.1.2 comply with the requirements found in the VECPS, TBS policy instruments (for example, Directive on Conflict of Interest), as well as all relevant SSC internal policy instruments, and
  3. 5.1.1.3 avoid the perception of inappropriate behaviour that could give rise to a real, apparent, or potential conflict of interest

5.1.2 Gifts, hospitality, and/or other benefits

  1. 5.1.2.1 must refer to the SSC Guide on Ethical Behaviour for Workplace Solicitations,  Gifts, Hospitality  Events, Conferences and Other Benefits

5.1.3 Solicitation

  1. 5.1.3.1 must refer to the Guide on Ethical Behaviour for Workplace Solicitations,  Gifts, Hospitality  Events, Conferences and Other Benefits

5.1.4 Lobbying

  1. 5.1.4.1 must refer to the Lobbying Act, and
  2. 5.1.4.2 must refer to the Guide on Ethical Behaviour for Procurement – Contracts and Contracting

5.1.5 Large scale industry events or conferences

  1. 5.1.5.1 must refer to the Guide on Ethical Behaviour for Workplace Solicitations,  Gifts, Hospitality  Events, Conferences and Other Benefits

5.1.6 Procurement

  1. 5.1.6.1 must refer to Guide on Ethical Behaviour for Procurement – Contracts and Contracting

5.1.7 Ethical issue

When a person employed at SSC is faced with an ethical issue or they believe that there may be a serious breach of this Directive or the SSC Organizational Code, they can discuss and report the matter in confidence, good faith, and without fear of reprisal, with at least one of the following persons:

  1. 5.1.7.1 their immediate supervisor/manager or delegated manager
  2. 5.1.7.2 the Senior Officer for Values and Ethics, and/or
  3. 5.1.7.3 a values and ethics advisor

5.1.8 Disclosure of wrongdoing

When a person employed at SSC is faced with a situation of wrongdoing in the workplace, they can discuss and report the matter in confidence, good faith, and without fear of reprisal, with at least one of the following persons:

  1. 5.1.8.1 their immediate supervisor or manager
  2. 5.1.8.2 the Senior Officer for Internal Disclosure (Chief Audit and Evaluation Executive), and/or
  3. 5.1.8.3 the Public Sector Integrity Commissioner

Note: For additional information, please consult SSC’s Policy on the Internal Disclosure of Wrongdoing.

5.2 Senior Officer for Internal Disclosure is responsible for:

  1. 5.2.1 establishing and maintaining internal mechanisms to receive disclosures and investigate potential cases of wrongdoing
  2. 5.2.2 collaborating with the Public Service Integrity Commissioner, when required

The Chief Audit and Evaluation Executive is accountable to the President of SSC.

5.3 The Values and Ethics team is responsible for:

  1. 5.3.1 providing neutral, impartial, and confidential advice

The Values and Ethics team is accountable to the Senior Values and Ethics Officer and the President.

5.4 The persons employed at SSC are responsible for:

  1. 5.4.1 upholding and abiding by the democratic, professional, ethical, and people values of the VECPS and SSC's Organizational Code
  2. 5.4.2 reporting, in writing, to a supervisor or Senior Manager at SSC (for example, Senior ADM), any knowledge or information related to the contravention of or fraud under the Financial Administration Act or regulations, or any revenue law, committed by any person against Her Majesty
  3. 5.4.3 upholding and abiding by the democratic, professional, ethical, and people values of the Values and Ethics Code for the Public Sector (VECPS)
  4. 5.4.4 abiding by SSC Organizational Code, and
  5. 5.4.5 demonstrating objectivity and impartiality in carrying out their duties in all phases of a procurement process

Persons employed at SSC are accountable to the President.

6. Compliance and Consequences

Compliance with the requirements of this directive is mandatory.

A breach of the values or expected behaviours in the VECPS, SSC's Organizational Code, SSC policy instruments or other relevant Government of Canada policy instruments, can result in administrative and/or disciplinary measures being taken, up to and including termination of employment.

7. Performance Measurement, Evaluation and Review

7.1 Performance Measurement and Evaluation

The Values and Ethics team, or their successor, will develop, maintain, and obtain data on a set of performance indicators and data collection tools for this policy instrument and will use these indicators to report on the efficiency, effectiveness and relevance of this policy instrument.

The performance indicators will also be used to inform performance measurement related plans and report against the related objective(s) and expected result(s).

SSC’s Executive Oversight Board (EOB) will perform the responsibilities outlined in the Treasury Board Secretariat’s (TBS) Policy on Results, which took effect on July 1, 2016 (replaced TBS’s Policy on Evaluation and Policy on Management, Resources and Results Structures).

7.2 Review

Every three (3) years, or as required, the Values and Ethics team, or their successor, will review the contents of this policy instrument resulting in the instrument:

  1. 7.2.1 remaining the same (in other words no changes other than the effective date, and so on)
  2. 7.2.2 being amended, or
  3. 7.2.3 being rescinded

This review period will commence 3 years after the effective date of this Directive.

8. References

This directive must be administered and implemented in conjunction with the following:

Legislation

SSC Policy Instruments

Treasury Board Secretariat Policy Instruments

National Joint Council Policy Instruments

Other References

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