ESPAM code of Ethics and Deontology

In accordance with our organizational textbook we have decided to write this code of ethics to be presented and used by stakeholders and staff of our organization. More specifically we want to describe and identify all what it takes to make people who are in charge of different positions to know their duties to identify whatever is necessary for them to achieve so as to be in conformity with the standards, good practice, the search for quality, excellence to attain the goals of the organization.

This Code of Ethics draws its essence from the fundamental values and principles as defined in the Guidelines and Management Principles. These values and principles are set out as a reference in this Code of Ethics.

The following principles and articles together constitute the Code of Ethics for the ESPAM FORMATION UNIVERSITY. The guarantor of this Code of Ethics is the Board of Directors through its Ethics Committee

TITLE I : DEFINITION AND SCOPE

Article 1: Definition of the Code of Ethics

The Code of Ethics of the ESPAM FORMATION UNIVERSITY is the convention establishing the ethics to which the members, managers, staff, clients and all development partners of the institution adhere.

Article 2: Justification

. A code of ethics as a collection of ethical principles, rules and duties, has the ultimate ambition to contribute to the professionalization of ESPAM FORMATION UNIVERSITY. It therefore constitutes a frame of reference for the mission given to itself by ESPAM FORMATION UNIVERSITY. It establishes the conduct of those who exercise it and the relationships they have with their clients and their environment.

As such, the code of ethics concerns not only the obligations towards the employer or the staff but also extends to the duties towards:

Students,
Parents,
Lecturers and third parties.

Quality Education can only be assured, when all the stakeholders are convinced by questions related ethics in the education sector. The question that arises is how can education services be of good quality and last over time when higher Education Institutions (HEI) cannot meet minimum standards. How HEIs can inspire respect, enjoy trust with customers, the general public, partners, dedicated public authorities like NUC or NYSC, if they do not justify a minimum of seriousness through:

Their compliance with the regulations in force;
Carrying out the activity with qualified personnel;
The existence of transparent management procedures;
The existence of a safe working environment;
Regular audits of their accounts by approved firms;
Regular production of financial statements to provide information on their performance;
The existence of a financial viability plan to convince of their performance;
The existence of an information and management system;

Article 3: Fields of application

The provisions of this Code are applicable to all ESPAM FORMATION UNIVERSITY users. Breaches of the provisions of this Code are the responsibility of the disciplinary body of the profession "the Ethics Committee" as provided for in this Code of Ethics, without prejudice to the criminal proceedings that they may lead to.

TITLE II : VALUES AND PRINCIPLES

CHAPTER I : FUNDAMENTAL VALUES

Article 4: Fundamental moral values of ESPAM FORMATION UNIVERSITY

The fundamental moral values that ESPAM FORMATION UNIVERSITY respects are personal responsibility, integrity, equality, fairness and solidarity. They adhere to an ethics based on honesty, transparency and social responsibility.

Article 5: Compliance with texts

ESPAM FORMATION UNIVERSITY will comply, in carrying out its activities, with the regulations in force in Benin in the education sector;
ESPAM works under the supervision and inspection of the Ministry of higher education and scientific research of Benin Republic but also it is bound to maintain international standards to allow our students be recognized all over the world and to evaluate our certificates as equivalent of those given in different countries specifically Nigeria;
ESPAM administrative and academic staff must fulfil the minimum professional qualities required for their recruitment in their position as prescribed by the authorities of Benin Republic. They must be able to work under stress in a competitive environment. To be accepted as lecturer a minimum of Master’s degree is required. PhD holders and professors are highly recommended.

Article 6: Professionalism

ESPAM FORMATION UNIVERSITY will constantly seek professionalism. It will rely on qualified and comprehensive staff.

The lecturers are the most important academic staff that a university can have. The prestige and fame of any university depends on the quality of this human capital. They deserve our respect and consideration. Lecturers are in charge of education of generations of students. We must protect them from any form of manipulation. ESPAM supports training of the trainers

Article 7: Commitment to the community

ESPAM FORMATION UNIVERSITY will contribute to sustainable development and the strengthening of social cohesion within the framework of guidelines approved by its members to satisfy its clients and meet the requirements of the authorities in the sector.

CHAPTER II : BASIC PRINCIPLES

Article 8: The overall ethics and management principles of ESPAM

Students are our partners we must let them participate to their own training, their own education because today we are dealing with interactive methods of training; we must make them be in a capacity to learn themselves, to make research, to develop themselves’. By so doing they are not just consumers of knowledge: we have to consider them as our partners;
Students are our customers, students deserve all our concern they must be considered as Kings or Queens that means we must put the interests of students first, but at the same time we must know that they are still our children, our brothers and sisters and we must educate them to behave accordingly. Character is very important.
Students are our children students need our protection because some of them come into ESPAM in very early age as teenagers to the university. Therefore, we must avoid any practice that should damage their interest so like sexual harassment, insults, asking them to pay money beyond the officially recognized breakdown of fees.
Students must always deserve the mark they have been given: what simply means:

if he /she is a first class student he/she should be graded first class;

if he /she is second class lower or even failed it should be known, no matter what it costs. It is not good for their personal development; not good for their education. If they have to repeat they should do it. If they must repeat, let them repeat, if they must write carry over, let them write carry over; Decisions concerning their results must always have been taken collectively, after the deliberation of the jury.

All students should be treated equitably: the same standards for everybody. The same rigour for all them. Transparency is requested. They must have the possibility to contest their grade and a committee will be put in place to settle the case.
ESPAM is a bilingual institution what means:

-the same rights and privilege for Francophones and Anglophones

-to set up of a multicultural environment respecting values of different cultures and countries

-the use of French and/or English

-the promotion of Pan Africanism mindset

ESPAM is one: ESPAM has the same guidelines of Management procedures, the same school calendar, the same core values, the same curricula, the same website, sometimes the same lecturers in all the branches and campuses
Priority to the Development of infrastructure: Education must be made in a conducive environment, that means with all what it takes today to make it comfortable. ESPAM needs to invest in modern classrooms with A/C. ESPAM needs a modern library, a modern ICT lab; a modern mass com lab as well as well-equipped classrooms, lecturers’ rooms that ESPAM can be proud of. The construction of buildings to host specific departments like law and later on medical studies belong to our goals and plans as far as sponsors are ready to finance it. Last but not least, ESPAM needs to construct new hostels for students. All these infrastructures will carry the name of their sponsors as their legacy.

Article 9: Autonomy and independence

ESPAM FORMATION UNIVERSITY is an autonomous Higher Education Institution, managed according to modern standards.

Entering into agreements with other organizations, including governments or raising funds from external or internal sources, must be done under conditions which preserve, respect and maintain the independence of ESPAM.

CHAPTER III: GENERAL PRINCIPLES OF MANAGEMENT

Article 10: Physical security of goods

ESPAM FORMATION UNIVERSITY will have a physical framework guaranteeing the security of the institution's goods. This physical setting will bear in a very visible place the sign of the institution and the distinct signs allowing the institution to be recognized.

Article 11: Protection of the image of ESPAM FORMATION UNIVERSITY

The quality of ESPAM FORMATION UNIVERSITY's image is an essential condition for its development;
Protecting the image of ESPAM FORMATION UNIVERSITY implies that everyone ensures compliance with the law and regulations, in particular those specific to the microfinance profession (professional secrecy, for example) as well as the rules in force, in the customer interest.
Staff must be aware that each of their actions is likely to have an impact on the image of the institution.
The protection of this image therefore entails the abstention of any act which would have for object or could have the effect of altering it.

Article 12: Use and protection of ESPAM FORMATION UNIVERSITY assets

Without prejudice to the rights recognized by legal, regulatory and contractual provisions, ESPAM FORMATION UNIVERSITY staff are required to observe the following provisions:

The use of telephone, fax, messaging, supplies, etc., are reserved for business purposes;
Any equipment, material, computer or software is strictly reserved for professional purposes and for defined functions;
the use of official vehicles, service vehicles and motorcycles must be carried out in accordance with the instructions and procedures in force;
ESPAM FORMATION UNIVERSITY staff must not cause damage to the equipment located within the institution;
any copy for personal use of the institution's software is prohibited;
requests for reimbursement or reimbursement must be drawn up with honesty and accuracy and in accordance with the procedures in force.

Article 13: Mutual respect of staff

Working relationships at ESPAM FORMATION UNIVERSITY are based on mutual respect between people. This implies that everyone's behavior is governed by good faith, professionalism, probity, moral integrity, a spirit of cooperation and rigor.

Respect for these values is essential not only in relations between colleagues, but also between hierarchy and collaborators. The following behaviors comply with these principles:

treat everyone with respect;
adopting exemplary attitudes and behavior and dress in the performance of their duties which respect the freedom and dignity of each person;
promote equal opportunities;
avoid any unlawful discrimination in labor relations;
respect everyone's privacy;
promote information and the development of the professional capacities of subordinates, in order to give meaning to the efforts requested;
not abuse their position to intervene with colleagues or subordinates in order to influence a decision in areas for which one has no responsibility or in order to encourage them to adopt behavior contrary to respect for rules of ethics.

Finally, all persons who are required by their functions to have knowledge of information relating to the personal, family or health situation of a member, of the personnel of the company, are bound by an obligation of discretion in accordance with the respect of privacy and should therefore only use the information they hold for the purposes of the service.

Article 14: Respect for the confidentiality of students’ data

The management, staff and bodies of ESPAM FORMATION UNIVERSITY must cultivate mutual assistance and confidence in all matters, particularly the secrecy of students’ data.

Article 15: Respect for professional secrecy

All ESPAM FORMATION UNIVERSITY staff are bound by professional secrecy. The same persons are prohibited from using confidential information of which they are aware in the course of their activity, to carry out transactions directly or indirectly for their own account or for the benefit of other persons. In the event of violation of these provisions, they expose themselves to the criminal penalties provided for by law.

Professional secrecy covers:

the identity of ESPAM FORMATION UNIVERSITY customers (individuals, students, parents, professionals, companies, associations, etc.);
all transactions carried out by ESPAM FORMATION UNIVERSITY customers;
information provided by students (professional and marital status, projects, activity, studies, research, etc.).
The exceptions to the rule of secrecy are strictly delimited:

In addition, it is recalled that the personnel of ESPAM FORMATION UNIVERSITY, towards their employer, has an obligation of professional secrecy. He must refrain from any disclosure of the secrets of the institution (commercial objectives, financial situation, plans for new products, strategy, security systems, etc.), with regard to elements not yet brought to the attention of the public, as with any act of direct or indirect competition with regard to the employer. This double obligation, the disregard of which constitutes professional misconduct, subsists even after the termination of the employment contract.

The obligation of secrecy is particularly strict with regard to the staff who participate in the preparation and deliberation of exam jury.

The obligations mentioned in this standard remain after the termination of the employment contract.

Article 16: Circulation and protection of confidential information

ESPAM FORMATION UNIVERSITY staff must be committed to providing reliable and truthful data and documents and to passing on important information at their disposal to their superiors.

In general, staff must ensure that they only make recipients of the personal information at their disposal those contacts who need to know it, either in the interest of clients or in the interest of the institution and its staff.

Interlocutors must be systematically informed of the confidential nature of the information transmitted to them.

The obligation of confidentiality continues to apply to staff even after their resignation, dismissal or cessation of activity.

In the event of termination of the employment contract, professional documents must be returned and staff leaving ESPAM FORMATION UNIVERSITY is prohibited from taking documents considered to be the property of the institution (regardless of the medium).

Article 17: Prevention and resolution of conflicts of interest

It is the responsibility of each agent of the institution to act honestly and with complete loyalty in the interests of ESPAM FORMATION UNIVERSITY and to avoid placing himself in a situation liable to give rise to a conflict of interest. If an agent is confronted with such a situation, he must make up his mind in all conscience having regard to his duty of loyalty towards ESPAM FORMATION UNIVERSITY, and in case of doubt, he will reveal to his superiors the situation of which he is concerned. acts to make it possible to end it.

The existence of the employment contract between the agent and an ESPAM FORMATION UNIVERSITY agency entails an obligation of loyalty and non-competition. These are two elements that contribute to the prevention and resolution of conflicts of interest.

Article 18: Staff integrity and integrity

Staff should refrain from deriving personal benefit from the services they render in the course of their duties. Likewise, he must not solicit or encourage clients, intermediaries or any other third party to grant them any personal advantage for services inherent to the functions held.

Article 19: Relationship with the clients, (students, parents, third parties)

The individual behavior of staff in dealing with customers is governed by good faith, honesty and professionalism. Staff must serve their clients with loyalty, diligence and discretion.

The ethics applied to the behavior of staff with customers is based on a reconciliation between:

on the one hand, taking into account the interests of customers and concern for the quality of the services offered to them,
and, on the other hand, concern for the best interests of ESPAM FORMATION UNIVERSITY and respect for loyalty to it.

Article 20: Pricing and breakdown of school fees and other fees and services

ESPAM FORMATION UNIVERSITY informs its customers of the conditions and prices applicable to the products and services offered by providing customers with a leaflet drawn up periodically. The information thus provided is in clear and simple language so that it is understandable to customers. It is the staff's responsibility to comment on this leaflet and answer any questions customers have on this subject.

Article 21: Information to be given to the customers

ESPAM FORMATION UNIVERSITY staff must strive, in their relationship with customers, to provide them with enlightened information on the services and products offered, aiming for a good understanding by customers. It must also indicate the constraints and, where applicable, the risks associated with certain products or certain operations.

Even in response to a customer's initiative, if there is a clear mismatch between the customer's presumed needs and the nature of the transaction they are considering, staff are under a duty to warn.

Article 22: Donations and Bequests given by the students/ parents

It is against the rules of good behavior within ESPAM FORMATION UNIVERSITY for an employee to receive gifts and bequests from a client when these gifts and bequests are granted in the following cases:

Donations and bequests granted by a client to an employee by reason of the professional relations that the latter has with the client;
Donations and bequests granted by a client to the managers of ESPAM FORMATION UNIVERSITY in relation to the client.

Finally, an exceptional procedure is instituted to examine specific situations, staff must then provide proof that they are not the beneficiary of donations and bequests because of their professional relations with the client. These cases are submitted to the hierarchy.

Article 23: Relations with suppliers

The preferred method of selecting suppliers is competitive tendering through a formal call for tenders. Respect for total transparency in the choice of suppliers requires following a rigorous procedure.

Rules related to staff behavior in the context of the acquisition of goods and services:

all personnel dealing with suppliers must resist pressure of all kinds. In case of doubt about the behavior to adopt, he must seek advice from his superiors,
any gift received must be declared to the hierarchy,
the buyer is subject to a strict duty of confidentiality, in accordance with the principles on the circulation and protection of confidential information. This confidentiality covers both information obtained on suppliers, which obviously must not be communicated to competitors under any circumstances, and information on ESPAM FORMATION UNIVERSITY.

Article 24: Security of transactions

The security of transactions is ensured in particular by respecting the principle of strict separation of the functions of operations and processing. These two functions must clearly come under a different organization and hierarchy. They must in no case be performed by the same person.

The operators are responsible for the information provided. They must ensure that the documents are correctly completed and endorsed, and that they are sent as soon as possible to the departments concerned.

The processing service should never process a document not signed by the operator.

Any customer complaint must be the subject of a specific registration and be dealt with as soon as possible.

Article 25: Information security

Information security is notably ensured by the Information and Management System (MIS).

ESPAM FORMATION UNIVERSITY must have a MIS which must enable it to control all of its activities and, in particular, the management of its portfolio.

TITLE III : ETHICS COMMITTEE

Article 26: Operation of the ethics committee

Definition:

The Ethics Committee is the control body that ESPAM FORMATION UNIVERSITY has set up to ensure compliance with the rules of ethics of its profession.

Composition:

The Ethics Committee is made up exclusively of representatives of managers and staff.

Moral quality of the members of the Ethics Committee:

The representatives of the institution nominated to the Ethics Committee must have responsibilities within ESPAM FORMATION UNIVERSITY, qualities of high moral value and adhere to an ethics based on honesty, transparency, social responsibility and generosity in the respect for the values and principles of the institution. They undertake to participate actively in the missions and activities of the Ethics Committee.

Means of action:

The Ethics Committee requests information, inquiries and explanations, provides advice, gives opinions, issues requests, issues calls to order and imposes sanctions.

For this, he refers to the provisions of this Code of Ethics.

Participation in the Ethics Committee:

When the Ethics Committee is seized of a case concerning a person who sits on the Committee, that person cannot participate in the debates or in the decisions concerning this case.

Decision making:

Decision-making in the Ethics Committee is made by a simple majority of the votes cast. In the event of a tie, that of the Chairman of the Ethics Committee is decisive.

Sanctions:

The sanctions taken or applicable measures by the Ethics Committee are:

1- the warning;

2- the formal notice;

3- the application of the corresponding sanction.

TITLE IV: CATEGORIZATION OF INFRINGEMENTS AND SANCTIONS

Article 27: Categorization of offenses

Crimes and violations at the Ethics Committee are classified into two categories:

a- serious breaches: breach of a major rule or multiple and continuous breaches of simple or minor rules of the code of ethics.

b- minor infractions: non-observance (repeated or not) of a simple and minor rule of the Code of Ethics and Deontology.

Category of offenses

Nature of offense

SERIOUS OFFENSES

With regard to the regulations

Non-compliance with regulatory provisions and its application texts

Vis-à-vis Donors, and Partners

Non-compliance with the convention through:
Non-compliance with the implementation or execution of planned activities
Misappropriation of the purpose of funds
Refusal of transmission of conventional reports

With respect to clients or members

Unjustified refusal of service to customers or members,
Non-compliance with rules and internal regulations
Political instrumentalization of the institution’s activities.

Internal offenses

Refusal of communication of information to external auditors
Refusal to observe or respect the sanctions taken by the CD

MINOR OFFENSES

Against clients

Failure to respect the “first come, first served” principle
Discrimination between students or clients
Refusal to display the conditions of access to services