CODE OF CONDUCT
INTRODUCTION
Memorandum of Association 3(E) "To establish and maintain a high standard of professional conduct for persons engaged in Agricultural Secretaryship or Rural Administration in order to safeguard the interest of persons wishing to avail themselves of the confidential services of the members of the Institute".
NO MEMBER SHALL:
1. Conduct him/herself in an unprofessional manner.
2. Disclose clients' affairs to any other person or use confidential information for their own advantage.
3. Misuse, neglect or make unauthorised use of clients' property whilst in the custody of the Agricultural Secretary, or abuse the privileged access allowed to clients' property, residence or workplace.
4. Accept instructions from a client for whom another Institute member is already acting without first obtaining the consent of that member as this is contrary to professional etiquette.
5. Make an unreasonable charge for professional services rendered or make fraudulent records of time worked for clients.
MEMBERS SHALL:
1. Respect confidential information obtained in the course of their professional practice.
2. Take every reasonable opportunity to maintain and improve professional knowledge and competence.
3. Endeavour to make reasonable provision to ensure clients' needs are fully catered for during the absence of the Secretary and shall ensure that, if required, during such absence, suitable arrangements have been made for a temporary or permanent replacement or other alternative to ensure the smooth running of the clients' affairs.
4. At all times conform to the standard of dress expected of a member of a professional Institute and in a style appropriate to the work and working conditions.
5. Money Laundering Regulations 2007. All members must, where applicable, be registered under the Money Laundering Regulations 2007 and should abide by the code of conduct for the regulatory body with whom they are registered.
6. All members MUST complete an annual declaration advising the Institute of their regulatory body for Money Laundering or confirming that they do not need to be registered under the current regulations. Any member not completing this declaration will have their membership of the Institute terminated with immediate effect.
ARTICLES OF ASSOCIATION: GENERAL 9. The membership of a person may be terminated or suspended for a specified period or until certain conditions are met in either case in accordance with the then current procedure approved and promulgated by the Council for dealing with the enforcement of theprofessional standards and ethics to be observed by members or with alleged misconduct of members considered to be detrimental to the interests of the Institute or of its members. The procedure may confer on any disciplinary of adjudicatory body such powers as the Council considers to be reasonable.
DISCIPLINARY PROCEDURE
1. The procedure will be invoked automatically when any member of the Council or the Secretary receives written notification of
(a) an allegation that a member has failed to observe the professional standards or ethical requirements applicable to members or
(b) alleged misconduct of a member which could be regarded as detrimental to the interests of the Institute or its members.
2. The notification will be reported to the Council and notified to the member concerned as soon as practicable.
3. The response (or lack of it) of the member concerned must be reported to the Council.
4. The Council has power
(a) to investigate an allegation in any reasonable way it thinks necessary
(b) to give a member an appropriate warning
(c) to refer an allegation or series of allegations to a Disciplinary Tribunal.
5. A Disciplinary Tribunal will consist of three people, namely, two Institute members with an outside chairman.
6. Each Tribunal will be selected from a Panel consisting of Chairman, Deputy Chairman and from four to eight Institute members, each appointed from time to time by the Council for a 3 year term. On expiry of the term a person can be re-appointed if still eligible.
7. To be eligible to serve as Chairman or Deputy Chairman of the Panel a person must not be a member or employee of the Institute but will be someone with the necessary experience and qualities to ensure that a Tribunal performs its functions properly, fairly and efficiently.
8. The Institute members on the panel must not be serving members of the Council and, in making appointments, the Council must try to ensure a broad geographical spread.
9. When a matter is referred to a Disciplinary Tribunal the first step is to notify the Chairman or, if he/she is unavailable, the Deputy Chairman who will select two of the Institute members on the Panel to serve on the Tribunal.
10. Each reference will be handled as the Chairman or Deputy Chairman decides, including the conduct of any hearings to deal with the matter and the procedure to be followed. The member concerned must always be given an opportunity to make written or oral representations on the matters referred to the Tribunal.
11. The Tribunal has power
(a) to call for reports and other written and oral evidence.
(b) to carry out such checks and inspections as it thinks necessary.
(c) to suspend a person’s membership of the Institute either for a set period or until certain conditions are met.
(d) to terminate a person’s membership of the Institute.