STATEMENT OF PROFESSIONAL STANDARDS AND ETHICS
Preamble
The Association of Collegiate Conference and Events
Directors-International is an Association of Collegiate Conference and events
professionals employed with colleges and universities. The Association is committed to
unite in one organization those persons whose major responsibility is to provide
conference and events services to their educational organizations; to promote high
standards of business methods and ethical conduct among it members; to encourage fraternal
spirit and cooperation in the business affairs of its members; to encourage communication
and the sharing of ideas and information among professional colleagues; to encourage
member institutions to view their conference and events personnel as professional level
employees; to promote the profession; and to encourage and support the professional
development of the membership.
The conference and events profession has developed from a
rudimentary one to a highly challenging, well-defined specialty in little more than a
quarter of a century. The profession is significant because of the amount of money
generated throughout the economies in which it operates, the sociopolitical decisions and
positions that result from its activities and the impact upon the lives of those who
participate in its programs, either as groups or individuals. To enjoy the respect and
confidence of the larger community as well as other members of the profession, conference
and events professionals must strive to maintain the highest possible degree of ethical
conduct, confidence and respect of clients through high standards of integrity, skill and
competence.
As communities, universities and colleges are concerned with
choices and values, behavior and activities, judgments and decisions as to what is
equitable, worthy and just. The essence of professional responsibility is that the
conference and events professional must act at all times with utmost good faith to the
institution, client and members of the public, as the strength of the profession depends
upon high standards of professional conduct that permits no compromise.
This statement will provide a framework of standards and
ethics within which the conference and events professional may provide the high quality
services that a complex and ever-changing society demands.
Use of Statement
This statement of ethics and standards is made to define conduct within the context of the profession and to foster an honest and ethical atmosphere and conduct among conference and events professionals. This statement serves as a guide and does not attempt to define misconduct or conduct unbecoming nor does it try to evaluate the relative value of the various components or the gravity of a breach of any of them.
Responsibility
to the Profession Generally
The conference and events professional should assist in
maintaining the integrity of the profession and should participate in its activities. The
conference and events professional's conduct toward colleagues and clients should be
characterized by courtesy and good faith.
Authority
In
general principle, the conference and events professional who acts without proper
authority from his or her client or institution does so at his or her own peril and,
regardless of good faith, is responsible for any harm caused to clients or institution.
The professional must have proper instructions from a person or persons properly
authorized by the institution and by existing client groups/sponsors.
Integrity
A conference and events professional must perform with
integrity all responsibilities owed to clients, the institution, other members of the
profession and the public. The principle of integrity is the key element in this
statement.
Integrity is the fundamental quality of any person who seeks
to practice as a member of the profession. If a client doubts the professional's
trustworthiness, the essential element in the client/professional relationship will be
missing. If personal integrity is lacking, the professional's usefulness to the client and
institution, and reputation within the profession will be destroyed regardless of how
competent the individual may be.
Competence and Quality of Service
Competence on the part of the conference and events
professional means the provision of an adequate standard of service, skill and knowledge
in planning and management activities on behalf of a client.
Knowledge
and Skill
Competence
involves an adequate knowledge of
practice
and procedures. The client and institution are entitled to assume that the professional
has the ability and capacity to adequately service the program.
Competence
goes beyond formal qualification to the sufficiency of the professional's knowledge
(theory and process) and skill capability and to effectively
represent
the interests of the client and institution. The
professional should not undertake a program without honestly feeling either competent to
handle it, or able to become competent without delay, risk or expense to the client and
institution.
Quality of Service
Numerous examples could be given of practices
that meet the required quality of service. The list that follows is
illustrative, but by no means exhaustive -
keeping the clients, service providers, and staff reasonably informed;
answering reasonable requests from clients;
adhering to planning schedules and deadlines;
striving
to maintain adequate office staff and facilities;
practicing effective office management skills;
providing information to the client and institution and disclosing neglect or
mistakes;
providing prompt and complete reports when the program is finished; and
maintaining judgment in personal and professional conduct, in adherence with
institutional policies.
Confidential Information
The
conference and events professional has a duty to hold in confidence all information
concerning the business and affairs of the client acquired in the course of the
professional relationship, and should not divulge such information unless authorized by
the client.
The
guiding principles include the following.
The
professional cannot provide effective planning and management services to the client
unless there is full and unreserved communication with them.
The
professional should avoid disclosure to one client of confidential information concerning
or received from another client and should decline employment that might require such
disclosure.
Conflict
of Interest
A
conflicting interest is likely to have an adverse effect upon the professional's judgment,
advice and loyalty to a client or institution. The conference and events professional
shall not act or continue to act in a situation when there is or is likely to be a
conflicting interest. The professional's judgment and action shall be free from comprising
influences
The
conference and events professional should not enter into a business transaction with a
client unless:
the
transaction is a fair and reasonable one and its terms are fully disclosed to the client
in writing in a manner that is reasonably understood by the client;
the
client consents in writing to the transaction;
the
professional assumes the responsibility to protect the client's interests; and
the
professional's business and personal interests are not in conflict.
Discrimination
The
conference and events professional should act in accordance with the laws of their country
and with their institutional policies in relation to discrimination on the basis of race,
national or ethnic origin, color, religion, sex, sexual orientation, marital or family
status, disability or age.
Outside
Interests
The
conference and events professional who concurrently engages in another profession,
business or occupation must not allow such outside interest to jeopardize his or her
integrity, independence or competence.
The
term "outside interest" covers the widest possible range and includes activities
that may overlap or be connected to the practice of the profession. Whatever overriding
social, political, economic or other considerations arising from the outside interest
might influence the professional's judgment, he or she should be governed by the
considerations relating to conflict of interest.
In
order to be compatible with the profession, the outside interest must be an honorable one
that does not detract from the status of the professional, the profession or the
institution generally and must not result in a conflict of interest
Fees
The
conference and events professional will charge and accept fees that are fully disclosed,
fair and reasonable and avoid conflict with clients over charges. The conference and
events professional should give the client an early and fair estimate of the fees and
payments, pointing out any uncertainties involved, so that the client may be able to make
an informed decision.
A fair
and reasonable fee will depend on and reflect such factors as:
the
time and effort required and spent;
institutional
considerations;
the
difficulty and importance of the work;
supplies
and services;
customary
charges of other institutions of equal standing in similar situations; and
relevant
agreements between clients and suppliers.
Withdrawal
The
conference and events professional owes a duty to the client not to withdraw services
except for good cause and upon notice appropriate to the circumstances. The professional
who withdraws should act so as to minimize expense and avoid jeopardy to the program.
In
certain circumstances, the professional may be required to withdraw. For instance,
the
institution's interests are not being served;
the
professional is instructed by the client to act in a manner consistent with professional
standards and ethics;
the
involvement of the professional relates to conflict of interest; or
the
professional is not competent to handle the work.
Withdrawal
Obligations
Deliver
in an orderly and expeditious manner all papers and property (work in progress) to which the client is entitled.
Give
the client all information that may be required regarding the program.
Account
for all expenditures and refund any fees not earned during employment.
Promptly
render an account for outstanding fees and payments.
Cooperate
with the successor professional to minimize expenses and delays.
(Ratified
March 28, 1994)