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Ethical Culture

Code of Ethics and Professional Conduct

1. Purpose

1.1  This document aims to create and develop a corporate culture that supports professional values and develop the spirit of responsibility and adherence to high moral codes to increase confidence and credibility in the government sector.

1.2  This supplement is considered a guide and a general reference, due to the diversity and complexity of the ethical issues that may arise during the implementation of the university’s functions. When experiencing ambiguous situations morally, the parties concerned should bear in mind the university's commitment to the highest ethical standards and seek advice from appropriate sources in order to ensure the achievement of this commitment at all times.

2. Application

The following code of ethics are applicable to University Council members, Senior Executives, and all employees and are in line with the Resolutions issued by the Ministerial Cabinet regarding Code of Ethics and Professional Conduct or with any other federal authority.

3. Policy

The university has always committed to the code of ethics standards in all its treatments and shall continue to do so as well. For this reason, these principles were established to serve the following objectives:

  • emphasize the university's commitment to the codes of ethics and professional conduct, according to the law;

  • prior preparation of legal standards;

  • provide mechanisms for reporting process of violations of legal and ethical violations or suspected or obvious practices;

  • to assist in the prevention and detection of irregularities, if any.

4. Core Values for the Professional Code of Conduct

Core values enhance the performance of the government sector on one hand, and on the other, earns all parties the respect of the superiors, colleagues, clients and members for community. These core values are:

  • excellence, efficiency, and diligence;

  • honesty and integrity;

  • neutrality, objectivity, and transparency;

  • airness and equality.

The university strives all the time to activate these values on all concerned parties.

5. Code of Professional Conduct

5.1. Conflict of Interest

All concerned parties must commit to their responsibilities faithfully and masterfully. They must not exercise any activity that may affect their duties and functions of the job and avoid conflicts of interests whether actual or potential. The University Council (UC) shall take all decisions and actions to fulfil the primary objective of the council service which is working for the interest of the university and the United Arab Emirates. Conflict of interests may appear when there is a contradiction between the personal interests of a member or university representatives and the interests of the university. All parties are expected to protect the integrity of the university at all times and are required to maintain the sense of belonging for all involved parties. The standards to deal with conflict-ofinterest matters are specified through the university’s Conflict of Interest and Commitment Policy.

5.2 Integrity

5.2.1 All parties must commit to execute their duties accurately, in a trustful manner and in good faith. The university seeks to attain competitive advantage through superior performance not through unethical or illegal practices. Therefore, all parties that represent the university must be characterized by integrity, honesty and professionalism when dealing with university staff or others. Neither party may exploit the impact on the job, take advantage of others, offend or deceive them, misuse confidential information, misrepresent material facts, or any other violations like disclosing confidential information to third parties without the consent of officials

5.2.2 The Vice-President of the university, the Chief Administration and Finance Officer, or the Director of the Internal Auditing must draw the attention of the Audit, Risk and Compliance Committee (ARCC) to the following:

a) any information related to deficiency in the Internal Audit Department task or in the financial operations that may adversely affect the university's ability to record, process, summarize and submit financial statements;

b) report any fraud, whether a material effect or not, related to management or other employees who is involved in the preparation of financial reports for the university, or disclosures or in internal control over financial reporting.

5.3 Professional Confidentiality and Secrecy

All parties must preserve the confidential information entrusted to them, respect and adhere to the principles of secrecy and confidentiality with respect to public and personal information, except in times when the UC requires from the party to disclose those pieces of information or as required by law. All parties must act accordingly to ensure the protection of information through the precautionary security measures.

5.4 Protection of University Assets and Ensure Proper Usage of Them

All concerned parties must protect all university properties, materials and information assigned to them, in their possessions, or fall under their control. It also includes the university intellectual property assets, such as patents, trademarks, and copyrights. The unauthorized use or distribution of this information is considered violation of the university’s assets.

5.5 Compliance with Laws, Regulations and Procedures

5.5.1 The compliance with the law literally and morally is the basis for building the ethical standards of the university. Therefore, it is incumbent on all concerned parties, while performing their tasks, to comply with laws, regulations and procedures applicable in the United Arab Emirates and stay faithful to the country.

5.5.2 Although not all parties may be familiar with the precise content of the university’s bylaws or legislations, it is expected to familiarize one’s self with them in one way or another.

5.6 Accurate and Timely Disclosure

All concerned parties that are involved in preparing financial reports and other documents (and prepare the included information) to be submitted to the Ministerial Cabinet, the State of Audit, the Ministry of Finance or to any other authority by the university, must provide accurate and timely disclosures. It is not allowed from them to hide information, falsify or misrepresent material facts, or ignore the necessary material facts to avoid misleading the authorities or independent auditors at the university. The same standards apply to all dealers and representatives of the university who deal with other authorities.

6. Administration of the Code

6.1 The University Council shall adopt the Code of Ethics and Professional Conduct and they shall be followed up by the ARCC of the Council. The university administration shall design the necessary frames and procedures to ensure the effective implementation of the deeds by the senior executives and the University Council and their committees, and a periodical report shall be submitted to the ARCC.

6.2 In general, the ARCC shall follow-up any matter falling under the principles of professional conduct and related to the UC’s members and the executive management; whereas the review of other emerging issues relating to third parties should be done by the university Vice President, the Director of Internal Audit and other members selected by the Head of the UC.

7. General Guidance

7.1 All UC members and senior executives should work cooperatively to ensure the continual application of ethical and professional conduct standards. Sometimes it may be difficult to detect some of the violations due to the difficulty of predicting each case before they appear; therefore, it is required to deal with new issues confidentially. Members of the UC and executive management should inquire from the Head of the ARCC about the issues related to their duties that fall under the principles of professional conduct or any of the other university policies.

7.2 Members of the University Council, the executive administration and all employees must ratify in writing, annually, to adhere to them. The deeds may be adjusted and added to from time to time by the University Council in accordance with the review/recommendation of the Audit, Risk and Compliance Committee of the University Council.

Code of Professional Ethics

Purpose

The purpose of this policy is to set out the code of professional ethics for Zayed University faculty. 

Application

This policy applies to all Zayed University faculty.

Policy

  1. Faculty, guided by a deep conviction of the worth and dignity of the advancement of knowledge, recognize the special responsibilities placed upon them. Their primary responsibility to their subject is to seek and to state the truth as they see it. To this end faculty devote their energies to developing and improving their scholarly competence. They accept the obligation to exercise critical selfdiscipline and judgment in using, extending, and transmitting knowledge. They practice intellectual honesty. Although faculty may follow subsidiary interests, these interests must never seriously hamper or compromise their freedom of inquiry.

  2. As teachers, faculty encourage the free pursuit of learning in their students. They hold before them the best scholarly and ethical standards of their discipline. Faculty demonstrate respect for students as individuals and adhere to their proper roles as intellectual guides and counselors. Faculty make every reasonable effort to foster honest academic conduct and to ensure that their evaluations of students reflect each student’s true merit. They respect the confidential nature of the relationship between faculty and student. They avoid any exploitation, harassment, or discriminatory treatment of students. They acknowledge significant academic or scholarly assistance from them. They protect their academic freedom.

  3. As colleagues, faculty have obligations that derive from common membership in the community of scholars. Faculty do not discriminate against or harass colleagues. They respect and defend the free inquiry of associates. In the exchange of criticism and ideas faculty show due respect for the opinions of others. Faculty acknowledge academic debt and strive to be objective in their professional judgment of colleagues. Faculty accept their share of faculty responsibilities for the governance of their institution.

  4. As members of an academic institution, faculty seek above all to be effective teachers and scholars. Although faculty observe the stated regulations of the institution, provided the regulations do not contravene academic freedom, they maintain their right to criticize and seek revision. Faculty give due regard to their paramount responsibilities within their institution in determining the amount and character of work done outside it. When considering the interruption or termination of their service, faculty recognize the effect of their decision upon the program of the institution and give due notice of their intentions.

  5. As members of their community, faculty have the rights and obligations of other residents. Faculty measure the urgency of these obligations in the light of their responsibilities to their subject, to their students, to their profession, and to their institution. When they speak or act as private persons, they avoid creating the impression of speaking or acting for their college or university. As individuals engaged in a profession that depends upon freedom for its health and integrity, faculty have a particular obligation to promote conditions of free inquiry and to further public understanding of academic freedom.

(Adapted from the Statement on Professional Ethics, American Association of University Professors Code of Ethics, 1133 Nineteenth Street, NW, Suite #200; Washington, DC 20036 Phone 202-737-5900; Fax: 202-737-5526)

Disciplinary Measures

Purpose

The purpose of this policy is to set and maintain standards of conduct within the university that ensure that all employees are treated fairly.

Application

This policy applies to all employees of Zayed University.

Policy

All employees of Zayed University are expected to conduct themselves in a professional and ethical manner not only as employees but also as residents within the United Arab Emirates, and in accordance with the Code of Ethics and Professional Conduct document. It is the responsibility of officials and supervisors at all levels to monitor the performance of faculty and staff and, where necessary, institute the appropriate disciplinary measures to maintain high professional and ethical standards.

University Expectations

  1. Employees are expected to fulfill their full job responsibilities while meeting the highest standards of performance and conduct. Employees are expected to demonstrate high professional and ethical standards which include respect for the laws, customs and traditions of the United Arab Emirates, respect for colleagues, students and others, compliance with university policies, regulations and other requirements of the university, and adherence to an exemplary code of conduct appropriate for a university setting.
  2. If any employee is uncertain as to what is acceptable or not acceptable behavior, the employee should seek guidance from his/her immediate supervisor, and the Code of Ethics and Professional Conduct document.

Irregularity Committee

The university’s Irregularity Committee is responsible for reviewing violations committed by employees, and for applying administrative penalties.

Disciplinary Measures and Appeals

All employees should align with relevant Zayed University policies and procedures and the Code of Ethics and Professional Conduct, and review and understand the disciplinary measures and the appeals process.

Whistleblowing

Purpose

  1. The university is committed to a ‘Zero Tolerance’ approach to any malpractices or fraudulent act committed and requires its ZU community and stakeholders to observe high standards of business and personal ethics in the conduct of their duties and responsibilities.

  2. The university requires all ZU community and stakeholders to observe high standards of business and personal ethics in conducting their duties and responsibilities. They must practice honesty and integrity in fulfilling their responsibilities and comply with all applicable laws and regulations in the UAE. This document details the whistleblowing guidelines established within the university.

  3. The policy aims to provide an effective and confidential process to encourage the ZU community and stakeholders to report any practices or behaviors if they believe others are acting in an unlawful and/or unethical manner including, but not limited to malpractice, misconduct or fraudulent activity. 

  4. The policy protects individuals who report any such unacceptable or improper conduct in good faith.

Application

  1. This policy is applicable to all ZU community and stakeholders.

  2. This policy may also be used by any individual who would like to report a malpractice or fraudulent activity.

Guiding Principles

The objectives of the policy are to establish guidelines and procedures for:

  1. The submission of concerns regarding questionable matters by ZU community or stakeholders of the university, on a confidential and anonymous basis.
  2. The receipt, retention, and treatment of complaints received by the university.
  3. The protection of the whistleblower reporting concerns from retaliatory actions.
  4. The provision of the opportunity of being heard to the ZU community and/or stakeholders involved especially in the subject of concern.
  5. The maintenance of full confidentiality on reported incidents.

Reporting Violations

  1. A whistleblower shall be encouraged to report information relating to illegal practices or violations of university policies (a “Violation”) provided that the whistleblower is believed to be reporting in good faith, and that the information shared in the report indicates that a Violation has occurred.

  2. Information shall be reported to the Internal Audit Director, unless the report relates to the Internal Audit Director, in which case the report shall be made to the President or the Chairman of the ARCC.

  3. Based on the nature of the university’s activities, the following are potential Violations that could be reported:

    • A breach of professional conduct, unethical behavior including any dishonest or fraudulent act or attempted act by any employee or stakeholder.

    • Disclosing confidential and proprietary information to third parties without prior authorization.

    • Unauthorized alteration, addition or removal of information from the university’s manual records or information systems.

    • Fraudulent financial reporting including manipulation of payroll or accounting records.

    • Misappropriation or misuse of funds, supplies, or other assets.

    • Impropriety in the handling or reporting of money or financial transactions.

    • Destruction, removal, or inappropriate use of official records, furniture, fixtures, and equipment.

    • Financial malpractice (including false payments or misuse of valuables).

    • Accepting favors, gifts or kickbacks to providing undue privileges to suppliers, or granting business to favored suppliers.

    • Not declaring a conflict of interest.

    • Creating or being involved in situations both within and outside the control of the university which pose a danger to the health and safety of any individual or the environment.

    • Non-compliance with established internal controls.

    • Discrimination on grounds of gender, race, disability, or age.

    • Misuse of delegated powers or authority.

    • Any similar or related Violation.

Reporting Process

  1. The university encourages ZU community and stakeholders to discuss the Violations with the appropriate line manager/Dean/Director who, as a response, shall be responsible to report to the Internal Audit Director. If the whistleblower is not comfortable in reporting to the line manager/Dean/Director, the whistleblower shall report the matter directly to the Internal Audit Director through any of the means listed in this policy.

  2. Based on the merit of the complaint and on consultation with the President, the Internal Audit Director shall conduct an investigation in line with the roles and responsibilities listed in this policy or otherwise close the case.

  3. The Internal Audit Director will maintain a log of all cases and notify the ARCC with the reported Violations along with the nature and extent of investigations carried out, as well as, the results.

  4. The whistleblower shall report Violations through the following methods:

    • Direct Meeting: The whistleblower may opt to report a Violation to the Internal Audit Director personally.

    • Phone Call: The whistleblower may opt to report a Violation directly to the Internal Audit Director on +971 (4) 402-1133.

    • Email: A whistleblower discovering/encountering a Violation can raise the concern by submitting an email to the dedicated email address “whistleblowing@zu.ac.ae” (The Internal Audit Director will have access to the mailbox).

    • Weblink: The whistleblower may also opt to raise the concern through the weblink placed on the ZU official website “https://whistleblowingps.zu.ac.ae/” (The Internal Audit Director will have access to the weblink).

  5. Whistleblowers reporting a known or suspected Violation shall provide the following information:

    • Name, position, and contact numbers of the whistleblower (if willing);

    • Full name and position of the person(s) being complained about/reported;

    • Details of the reported concern;

    • Relevant/material facts and reasonable grounds for the Violation; and

    • Evidence that supports the report (if any).

Anonymous Complaints

  1. Whistleblowers who opt to make an anonymous report due to fear or pressure especially for highly confidential and sensitive matters, may do so by detailing the suspected Violation in writing addressed to:

    • Name: Internal Audit Director

    • Address: Zayed University – Internal Audit Department P.O. Box 19282

    • City: Dubai

    • Country: United Arab Emirates

  2. Internal Audit will review and analyze such complaints; however, proper investigations may not be guaranteed in the event of inability to obtain further information from the whistleblower and/or ascertain whether the complaint was made in good faith. Thus, it is preferable for whistleblowers to reveal their identity to the Internal Audit Director and measures will be taken to preserve their confidentiality.

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