Code of Conduct

Introduction

1.1. Salam Lab’s Mission Statement

1. Give voice to the oppressed and excluded. 
2. Build bridges between communities of various nationalities and religions. Supporting multicultural initiatives and interfaith dialogue. Acting against discrimination and prejudice. 
3. Deliver reliable information about other cultures, socio-political situations and conflicts around the world, promoting peace journalism. 
4. Suggest new and criticize the existing systemic and structural solutions in the fields of migration policies, humanitarian relief and development aid, education, media narrative, inclusive language. 
5. Supporting people with forced migration experience and social integration development. 

1.2 Salam Lab’s Code of Conduct goals

Salam Lab’s ability to follow its mission (1.1) is based on people working at the Organization and their ability to abide by and promote the highest ethical standards and professionalism. 

Salam Lab operates in three lines of work following its mission: media, aid and intervention, education. 

In our media and educational activities we want to broaden the perspective and present global issues that impact us directly – we believe that there is no more distinction between what’s local and what’s global. The challenges ahead are the same for all mankind. 

The core of all our actions is a human-first approach. These are people that read our media coverage, take part in our workshops or people we want to help. 

In journalism work it is very important to publish all of our source materials publically. We do publish anonymous content if asked by the character of our story for safety reasons. We only utilize source materials that are complete, reliable and verified. Our sponsored content is always identifiable. 

In our humanitarian aid work we follow the CHS standards (The Core Humanitarian Standards on Quality and Accountability), especially independence, neutrality, impartiality and the right to life, health and legal rights for each human being. 

The rules set in this policy are expected to ensure safety and dignity of any person or community working or collaborating in any form with Salam Lab, as well as ensure safety for our employees, beneficiaries and finally, ensure the effectiveness and diligence of our work.

All employees, volunteers and contractors are expected to be familiar with this Policy and to abide by it in their daily work. That applies to everybody, regardless of their function or position. 

Salam Lab’s policy presents a framework rules, standards and guidelines that are supposed to: 

• support all employees in making ethical decisions in their daily work.
• ensure that people working at Salam Lab respect every human being, promote and practice understanding, respect and empathy towards others, while respecting their right to privacy. 
• ensure respectful treatment for everybody, no matter their nationality, race, gender, religion, ethnicity, sexual orientation, marrital status, age, socio-economic status (caste), disability, language they speak, political views, health conditions and other aspects of identity or any other characteristics. People working at Salam Lab are expected to work hard to remove any barriers in pursuit of equality. 
• avoid any forms of neglect, sexual abuse or other forms of misconduct.
• to make people aware of the disciplinary action that can be taken in case of misconduct, including dismissal. 
• make sure appropriate action is taken in case of misconduct. 
• set guidelines for educational, intervention and prevention measures in order to create a work culture based on human rights, children’s rights and constant development. 

Salam Lab’s policy is an integral part of the hiring package. This policy is thereby an attachment to any employment contract signed by the Association.

1.3 Definitions

Association / Organization 
The Laboratory of Action for Peace Association (Stowarzyszenie Laboratorium Działań dla Pokoju), operating under the name Salam Lab. 

Code of Conduct / Salam Lab’s Code of Conduct 
Set of rules and regulations setting the requirements, practices and procedures for all staff at Salam Lab. 

Staff 
Anybody employed by Salam Lab or working with Salam Lab in any capacity including volunteer agreements. 

Intervention 
Policies and procedures to report any issue or violation of the policy. 

Harassment 
behavior with the purpose or result of disrespect, humiliation, intimidation towards another person, inflicting fear. The indication of harassment could be retaliation faced by the person reporting harassment or discrimination.

Sexual harassment 
Any sexual situation that makes another person uncomfortable, that the person feels pressured to. It is an act against the will of a person. 

Sexual abuse 
Any abuse of power for sexual purpose, including financial, social or political benefits from sexual contact with another person. 

Discrimination 
A situation when a person – due to gender, race, ethnicity, nationality, religion, beliefs, disability, age, sexual orientation and not due to merit – is treated with a disadvantage than any other person in that position would be treated. 

Protection 
Association’s responsibility that the activities and programs are performed without harm to children and vulnerable adults and do not put them at risk of abuse.

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Rules of collaboration

2.1 General rules

Making good choices and ethical decisions creates trust among people we help. Not all situations are straightforward. How to make a good decision in a difficult situation? How do we handle ethical dilemmas? The Rules set below will not address all situations, they are supposed to be the guidelines that can help in decision making and handling complex situations.

In a difficult situation follow these steps:

Here are the rules all staff of Salam Lab commits to uphold:

1. I will uphold humanitarian values and the integrity and reputation of the program by ensuring that my professional and personal conduct is consistent with all humanitarian standards.
2. I will treat all people fairly with respect and dignity and without discrimination.
3. I will follow the rule of law.
4. I will seek to ensure that my conduct does not bring the program, my organization or its partners into disrepute and does not impact on or undermine my ability to undertake the role for which I am employed.
5. I will not physically, emotionally, or sexually abuse any child or adult or neglect any child.
6. I will not exchange or attempt to exchange money, employment, goods services, or any form of assistance for sex, sexual favors or romantic relationships. This includes any exchange of assistance or participation in Association’s programs.
7. I will not engage in sexual or romantic relationships with program participants that could potentially involve improper use or rank or position of power.
8. I will not engage in sexual or romantic relationships with program participants that involve a perceived or real conflict of interest.
9. I will immediately disclose any sexual or romantic relationship with a program participant that I am engaged in or have intent to engage in.
10. I will not engage in sexual activity with children (persons under the age of 18) regardless of the legal age of consent in the country. I understand that mistaken belief in the age of a child is not a defense.
11. I will not engage in any activities that exploit children or vulnerable adults, including any activities in which I am complicit or otherwise benefit from a practice that constitutes or contributes to human trafficking.
12. I will not engage in procuring child labor including the hiring of children for any form of labor (including as “house help”) which is inappropriate given their age or developmental stage, or any work that is mentally, physically, socially or morally dangerous and harmful to children, that interferes with their schooling, or that is otherwise illegal under national laws.
13. I will not sexually harass or assault any team member of my organization, my Association’s partners and collaborators or any beneficiaries.
14. I will immediately disclose any sexual or romantic relationship I am in or may become engaged in that involves someone in my reporting line.
15. I will always seek to create and maintain an environment which is free of any form of exploitation, abuse or harassment.
16. I will immediately report any breaches of this code of conduct via my organization’s internal reporting channels. I understand that I have the right to report anonymously and that anyone who reports in good faith should not be subject to any form of retaliation for reporting.
17. I will not knowingly report any false information. I understand that knowingly reporting false information is considered a breach of this Code of Conduct.
18. I will prioritize the safety, protection and wellbeing of survivors of exploitation, abuse and harassment and will maintain confidentiality in investigations I am involved in. With the exception of a situation where the situation poses danger to Association’s staff, when the safety of staff is the priority.
19. I will Declare for any relation or business relation that might affect the work result and to avoid conflict of interest.
20. I will ensure confidentiality and respect the needs of beneficiaries not release to others any private and confidential information relating to Salam Lab or its partners, unless legally required to do so.
21. I will be responsible for the use of information, assets and resources to which I have access by reason of my employment with my organization
22. I will ensure I obtain informed consent for all personally identifying information that I collect from Association’s beneficiaries, including images, videos, and stories of children.
23. I will not misuse the Organization’s or its partners offices, vehicles, or work equipment in any manner and will never use such assets against the Code of Conduct. Work equipment includes computers, cell phones, office walls, and internet access.
    1. I will not the Association’s or its partners’ IT equipment to view, download, create, distribute, or save in any format sexual, inappropriate, or abusive material including but not limited to pornography or depictions of child abuse.
    2. I will not be under the influence of alcohol or psychoactive substances in the workplace and during working hours outside the workplace.
    3. I will not solicit or accept bribes, kickbacks, or any other improper payment.
    4. I will not give or offer anything of value to any employee or member of any organization, including a government official, for the purpose of influencing official action or securing an improper advantage.
    5. I will not use my position for personal advantage or to benefit relatives or close associates.
    6. I will not falsify financial or employment records or provide false or misleading information.

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Code of conduct while working with beneficiaries

3.1 Values we follow

The rules we follow in the work with beneficiaries are based on respect, beneficiary-first approach and human rights, including the right to privacy. Direct contact of staff with beneficiaries depends on the beneficiary’s needs and agreement to cooperate. All the decisions made by the Association are based on the core humanitarian principles:

1. Humanity – human suffering must be addressed wherever it is found, with particular attention to the most vulnerable. Any action is taken with the purpose of: protecting life and health of the person, preventing or reducing harm and ensuring dignity
2. Impartiality – humanitarian aid must be provided solely on the basis of need, without discrimination, staff makes decisions regardles of the person’s nationality, ethnicity, race, beliefs, sexual orientation, social or political status. Personal feelings do not impact decision making. Staff members assist the beneficiaries based on their needs, prioritizing the most vulnerable.
3. Independence – the autonomy of humanitarian objectives from political, economic, military or other objectives. We act as a neutral observer. We do not engage in the activities of political parties.
4. Neutrality – humanitarian aid must not favor any side in an armed conflict or other dispute or engaging in political, ideological or religious debates
5. Privacy – we respect the privacy of our beneficiaries. We acknowledge that an individual’s right to privacy exceeds the rights of government officials or other people with high social or political status.

3.2 Refusing help

Any staff member can refuse help based on these criteria: 

• if beneficiary clearly violate the rules set forth by the Association 
• if helping the beneficiary can pose danger to staff 
• if there is a possibility of conflict of interest due to personal relationship (in that situation, the case is passed to another team member) 
• if priority should be given to a different kind of help, offered outside the Association, eg. medical assistance 
• if the case exceeds the capacity of the Association, eg. addictions, violence, mental illness or physical illness in need of professional medical assistance (in these situation staff directs beneficiaries to organizations that offer this kind of assistance) 
• if the beneficiary is already receiving the same kind of assistance from another organization 
• if the beneficiary is under the influence of alcohol or psychoactive substances

3.3 Disclosing information

Salam Lab’s staff working directly and indirectly with beneficiaries are required to maintain confidentiality and not share information received with third parties without written authorization from the beneficiary. An exception to this are only instances described in local law or Association’s regulations:

• violence
• suspected crime or use of violence
• using alcohol or psychoactive substances at the help center
• actions of the beneficiaries putting the life or wellbeing of beneficiary or other people in danger

3.4 Rules of safe collaboration staff – beneficiary (including children)

The following actions are not allowed by Salam Lab staff members towards beneficiaries at our help centers: 

• discrimination based on looks, ethinicity, religion, beliefs, sexual orientation
• any actions that can be considered humiliating towards the beneficiaries or can be considered acts of emotional, sexual or physical abuse. 
• use of emotional of physical violence to discipline children or adults eg. screaming, blackmail, threats, humiliating, insulting. 
• inappropriate physical contact with a child or adult violating a person’s dignity.
• serving alcohol or psychoactive substances to beneficiaries. 
• provocative sexual behavior towards beneficiaries. 
• sexual relations with beneficiaries – adults and children. 
• lack of immediate response to violence against beneficiaries by third parties (including other staff members, other beneficiaries other people involved in assisting the beneficiary). 
• ignoring information regarding abuse. 
• abusing the position of power and the vulnerability of the beneficiaries.

The main rule we use in our work is the beneficiary-first approach. Salam Lab’s mission is to give voice to the excluded. To help in accordance with our mission we need to make sure that the priority in our work is the beneficiary and the Help Center is a safe space for the beneficiaries issues and emotions. We try to understand their needs while maintaining professional boundaries. 

Any suspected misconduct in terms of the rules listed above, needs to be reported immediately, as per point 3.6.

3.5 Protection of image rights and personal data of beneficiaries (including children)

Help provided to beneficiaries is documented. The Association follows the rules of image and data protection, including sensitive data, by: 

• obtaining written consent to personal data management and photos.
• assigning people responsible for data protection. 
• staff trainings 
• ensuring safety of paper and electronic documents 
• setting clear policy on data sharing for collaborating institutions eg. courts 

The Association does not share information about beneficiaries in the media without beneficiaries consent and custodial agreement for children.

3.6 Intervention in cases of abuse

Definitions

Abuse is an intentional behavior of one person towards another using the position of power and affecting the rights of the individual, causing harm. Abuse can be in the form of:

• Physical abuse – any act of hurting or injuring a person on purpose or a threat of such act 
• Emotional abuse – attempts to frighten, control, or isolate. This type of abuse doesn’t involve physical violence, though it might involve threats of violence directed toward a person or their loved ones. It’s characterized by a person’s words, actions, when one person has some form of power over the other. 
• Sexual abuse – any sexual situation that makes another person uncomfortable, that the person feels pressured to. It is an act against the will of a person. 
• Financial abuse – property infringement, an act impacting person’s ability to purchase, maintain and use of assets 
• Negligence – failure to act when required, frequent or incidental failure to meet basic physical or emotional needs, not abiding by the law, causing harm 

Any abuse or violence needs to be met with immediate reaction.

Intervention process

In case of suspected abuse any staff member needs to follow the steps below:

1. Firstly, ensure safety of the abused person 
2. Seperate the abuser from the abused if possible. 
3. Report abuse through one of the available ways:
   1. to supervisor 
   2. anonymously through the online form
   3. to the Assistant of the Board 
   4. directly to Board Members 
4. After the incident is reported, Board Assistant needs to investigate the situation by speaking to the abused, the abuser and witnesses 
5. If abuse is confirmed, the case is reported to the Board to take disciplinary action.

Disciplinary Action

In abuse is confirmed, supervisor in collaboration with Board Members takes one of the decisions: 

• official warning 
• contract termination

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Abuse prevention policy

4.1 General rules

This policy is in line with the entire Code of Conduct and other Salam Lab’s policies. It also includes a legal framework. These policies are applicable for any case of confirmed or suspected abuse from staff, collaborators, partners, and other third parties in close work relationship with Salam Lab. 

Abuse and not reporting abuse are unacceptable at Salam Lab. Accusations of such instances will be subject to investigation. Investigation will be carried out until correct disciplinary measures are determined including legal action when applicable. In the event of an investigation, factors like period of employment, title or relation to the Association will not be considered. 

Staff at Salam Lab is obliged to report cases of abuse or suspected abuse right away. You do not need to know all the details or be sure that abuse occurred for the report. At Salam Lab we treat all the requests seriously and immediately. If any process needs to be corrected, we will take action right after it’s determined. 

Speaking up when something seems not right is not easy. We understand you might feel uncomfortable. We do not accept retaliation for reporting. Anybody who engages in any retaliation due to reporting, will be subject to disciplinary action including termination. 

4.2 Salam Lab recruitment

Anybody going through Salam Lab’s requirement will be required to familiarize themselves with the Code of Conduct and related policies. 

Person conducting an interview is required to: 

• deliver the Code of Conduct to the potential staff and make sure they are familiar with it
• targeting recruitment for people who can handle difficult situations and work with people with trauma and in crisis 
• continuous improvements in interview processes in terms of ethical expectations 

Salam Lab staff members are expected to sign an acknowledgment confirming they are familiar with the Code of Conduct. Each person will be asked to sign the acknowledgement at the beginning of their employment, as well as at the beginning of each calendar year.

4.3. Management responsibilities

Management is responsible for:

• making sure the Code of Conduct and related policies are accessible to all
• trainings on Code of Conduct
• making sure intervention process is clear to everyone
• making sure ethical issues are consistently considered in decision making and management processes (reports, trial period, performance review etc)
• administrating a system verifying that Code of Conduct is clear and familiar to all
• acting as an example for others
• promoting the knowledge of Code of Conduct and making sure that people supervised by them have the information and resources they need to follow it
• carefully listening to anybody reporting suspicious behavior
• appreciating people for speaking up and expressing care for staff members safety and overall well-being
• acting with respect and treating all reports and interventions seriously, making sure any issues are solved in a fair and appropriate manner
• reporting to the Board any unethical or inappropriate behavior

4.4. Odpowiedzialność osób pracujących

Salam Lab’s employees are expected to:

• take responsibility for complete understanding of the Code of Conduct
• keep up-to-date on any policy changes, especially in terms of work related to that person
• look for answers and consult decisions if the right action is unclear
• refuse an action in violation of the Association’s policy, even if that action seems to be in accordance with Salam Lab’s mission
• performing their work in a way that is not harmful to children or adults and does not put them in danger
• reporting unethical behavior or any suspected unethical behavior in good faith
• collaboration in investigations, not withdrawing information or documentation

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Intervention in case of suspected misconduct and detected abuse

5.1 Definitions

Abuse is an intentional behavior of one person towards another using the position of power and affecting the rights of the individual, causing harm. Abuse can be in the form of:

• Physical abuse – any act of hurting or injuring a person on purpose or a threat of such act 
• Emotional abuse – attempts to frighten, control, or isolate. This type of abuse doesn’t involve physical violence, though it might involve threats of violence directed toward a person or their loved ones. It’s characterized by a person’s words, actions, when one person has some form of power over the other. 
• Sexual abuse – any sexual situation that makes another person uncomfortable, that the person feels pressured to. It is an act against the will of a person. 
• Financial abuse – property infringement, an act impacting person’s ability to purchase, maintain and use of assets 
• Negligence – failure to act when required, frequent or incidental failure to meet basic physical or emotional needs, not abiding by the law, causing harm

5.2 Reporting misconduct and disciplinary actions

Any abuse must be met with immediate response. 

Reporting misconduct should be simple, that is why there are multiple ways to do that. Choose the option that seems easiest to you. No matter which option you chose, we will maintain your right to privacy. 

You can always approach your supervisor, management from other departments, Board’s Assistant or Board members with concerns. 

Acting in violation of Salam Lab’s Code of Conduct or suggesting such violations, as well as not reporting them, obstructing the investigation or retaliating can result in disciplinary action. Any person that keeps engaging in inappropriate behaviors can be faced with: official note on file, suspension or contract termination. In case of sexual harrasment or other forms of violence and abuse, theft, corruption and other illegal activities, the Association might take legal action.

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