Halifax Public Libraries (HPL) employees are entrusted to make decisions that impact the Library’s reputation, relationship with each other, the community, governments, and partners. Ensuring employees act ethically, with integrity and transparency, is essential to ensuring trust and creating an inclusive workplace culture.
The objectives of this policy are to:
- Outline the elements of what constitutes ethical conduct;
- Communicate the responsibilities of employees to uphold Halifax Public Libraries’ standards of ethical conduct;
- Provide guidelines for identifying potential conflicts;
- Help ensure that HPL employees do not place themselves, or permit themselves to be placed, in a position which constitutes a conflict.
Scope
This policy applies to all employees of Halifax Public Libraries, including but not limited to permanent, temporary and contract employees, students, and interns (collectively referred to as “Employees”).
Definitions
For the purposes of this policy, the following terms are defined as follows:
Closely Associated Person: A closely associated person is:
- An individual to whom the employee is biologically or legally related; or
- An individual with whom the employee has a significant personal relationship; or
- Any individual who resides in the same household as the employee.
Breach of Trust: A breach of trust occurs when somebody acts illegally, irresponsibly, or fails to do something that they have been trusted to do as part of their job.
Conflict of Interest: A conflict of interest may happen when an employee’s private interests come into conflict with the duties of their employment. A conflict of interest occurs when an employee’s personal interests could compromise their decisions, actions, or judgement in the workplace.
Business Interests: The involvements of an individual or a closely associated person in any trade or profession, along with any direct interest they may have in providing goods or services.
Illegal conduct: An action taken by an individual during the course of their employment which is contrary to a federal, provincial, or municipal legislation, including:
- acts in violation of the Criminal Code of Canada, such as offences against the person including assault or threats;
- offences against property, such as theft or damage to property;
- offences against commerce, such as fraud or falsifying an official record;
- acts in violation of the by-laws of the Municipality
Library Assets: Library assets includes library collections, technology, internet, furniture, supplies, equipment and other property held in trust by HPL for the purpose of fulfilling the Library’s mission.
Personal Interests: Any personal gain, benefit, privilege, or advancement an employee, and/or a closely associated person may receive or expect to receive, whether monetary or non-monetary.
Ethical Conduct
Halifax Public Libraries is an organization responsible for the management of public funds and programs and therefore, employees must act with transparency and high ethical standards. Employees must ensure that both their actions and the appearance of their actions reflect well on Halifax Public Libraries.
Canadian Federation of Library Association (CFLA) Statement on Intellectual Freedom in Libraries and Code of Ethics
Halifax Public Libraries and its employees are guided by the CFLA Statement on Intellectual Freedom and Libraries and Code of Ethics.
The CFLA Statement on Intellectual Freedom in Libraries outlines the responsibility of libraries to support and promote the universal principles of intellectual freedom - the right of everyone to hold and express opinions without interference and to seek, receive and impart information and ideas through any media and regardless of frontiers. It provides for free access to all expressions of ideas through which the many sides of a question, cause or movement may be explored.
The CFLA Code of Ethics is a comprehensive statement on the rights, freedoms and responsibilities of libraries and library workers to:
- Ensure access to information
- Recognize our responsibility to individuals and society by providing equitable service
- Respect personal privacy, personal data and confidentiality
- Provide swift and fair access for library users to information and ideas in any media or format
- Commit to neutrality, integrity and professional skills
- Treat each other with fairness and respect
Community Board Activity
Employees are encouraged to volunteer in the community on their personal time and this may include serving on local boards or agencies; however, no employee shall act on behalf of HPL during the course of their appointment unless expressly approved by the Chief Librarian and CEO or designate.
Confidential information
Employees must protect the confidentiality of employees, customers, and external partners.
This includes:
- Protecting information that is specifically marked confidential and other material understood to be confidential in nature;
- Protecting personal information that may become available in the course of employment;
- Refraining from discussing/disclosing any confidential information with/to other employees, or with persons outside the organization except as authorized;
- Only accessing information needed for Library business;
- Only releasing information in accordance with established Library policies, including the Customer Confidentiality Policy, and procedures and in compliance with the Freedom of Information and Protection of Privacy Act;
- Not disclosing decisions, resolutions or report contents from the in-camera portion of the meeting of the Board until an organizational decision has been made for the information to become public.
Contest Ineligibility
Employees and their closely associated persons are not eligible to enter any contest conducted by the library involving a draw, or merit‐based competition judged by library employees or board members, where a major prize is awarded. Major prize is defined as an item valued at more than $20.
Employees may apply to merit-based contests where blind judging is carried out by a panel of independent community members who are not employees of the Library.
Gifts, Favours and Fees
Employees must not, directly or indirectly, accept a gift or personal benefit that is intended to influence the performance of their respective Library duties.
Employees will not provide any gift, benefit or favour in exchange for special consideration or influence, or where it may be perceived to be in exchange for special treatment.
Employees may not accept a gift or personal benefit in excess of $50 in remuneration for any activities such as speaking engagements, technical presentations, business meetings, and social obligations reasonably related to their role with the Library.
Employees may charge or accept a fee for speaking engagements during time off work (e.g. vacation time) providing they are not representing or purporting to represent the Library.
Hiring Fairness
Hiring decisions shall be made according to the hiring practices outlined in the Library’s Competency Based Hiring practices and, for union employees, within the hiring considerations outlined in the Collective Agreement. Best practices regarding diversity and inclusion will also be used in HPL’s hiring decisions.
No employee shall participate in any part of the recruitment or hiring process, including screening, interviewing or selection, when a candidate is a closely associated person. If an employee becomes aware of a conflict prior to or during the recruitment process, please advise a Senior HR Partner.
No employee shall manage, supervise, regularly assign work, or set the schedule of another employee who is a closely associated person. In this event, management will determine an appropriate resolution.
Legal Conduct
Employees will not engage in illegal conduct and are expected to follow all federal, provincial or municipal legislation or by-laws during the course of their employment.
Library Assets
Employees will strive to safeguard and protect Library assets.
Employees will not use library supplies or equipment for personal use, except where permitted by library policy or that is available to the general public. For example, the Staff Internet Use Policy allows for personal use of the library’s internet during non-work hours.
Misrepresentation and False Information
Employees shall provide accurate and truthful information in all dealings with the employer.
No employee shall:
- provide false information to an HPL supervisor, manager or official;
- withhold information to purposely obstruct the work of the Library;
- use false or altered identification/credentials;
- alter or misuse official library documents.
Outside Employment
Employees shall not take outside employment, including self-employment, if such employment:
- causes a real or apparent conflict of interest; or
- is performed in such a way as to appear to be an official act of or to represent HPL; or
- interferes with regular duties in any way, or involves the use of Library premises, resources or equipment including but not limited to Library e-mail, telephones, cell phones, or supplies.
- Employees should review outside employment opportunities with their Manager before accepting or declining an opportunity to determine if it would be considered in conflict.
Political Activity
Employees enjoy broad political freedoms and are able to engage in democratic politics with limited restrictions. Such broad freedoms must be exercised so as not to call into question their ability to perform their employment duties in a professional and impartial manner. An employee’s political activities must be clearly separated from activities related to their employment. No employee of HPL shall perform work (either volunteer or paid) or campaign on behalf of any political party during their hours of employment with HPL.
Political involvement by employees in municipal, provincial, or federal levels of government is permitted, except as noted in the Municipal Elections Act, S18(1)(d), on the clear understanding that employees are acting personally and not as representatives of HPL. Any such involvement may not interfere with the time or attention necessary to ensure proper performance of the employee’s duties to HPL.
Public Discussion
There may be public discussion and debate, online or in person, that involves HPL. Employees may participate in these conversations and may comment generally on matters of public interest related to the Library, but in exercising this right, Library employees must not purport to speak on behalf of the HPL unless requested to do so by the CEO & Chief Librarian or designate.
Respectful Workplace
HPL is committed to providing a workplace where all individuals are treated with dignity and respect. All employees share the responsibility to ensure the workplace is inclusive, respectful and free of harassment, violence and discrimination as outlined in the Respectful Workplace Policy.
Conflict of Interest
Employees are expected to make decisions that benefit the community and they should not experience undue influence when making decisions. Decisions should be made so that it is clear that the employee is not acting for personal gain for themselves, a closely associated person, or business interest.
Employees are not to engage in any behaviour or conduct which may be seen to be an attempt to gain, through their positions at the Library, or through their knowledge as an employee, any personal advantage, advancement, favour, influence, benefit, discount or other interest for themselves, closely associated persons, or business interest.
No employee should make a decision, influence a decision, or be involved in a decision where there is a reasonable perception that their personal interests are at stake.
Any Employee serving on a community board should take all reasonable actions to avoid any real conflict or apparent conflict between board activity and HPL’s interests. Where a real or apparent conflict exists, the employee shall declare the conflict and shall not take part in, or be present for, any Board discussion or decision about the issue raising the conflict of interest. If the conflict of interest is significant, the employee shall resign from the board.
Where an actual or perceived conflict of interest arises, an employee is required to declare a conflict to their manager and take appropriate action to remove themselves from the conflict situation as determined by the Chief Librarian & CEO, or by the Library Board Chair if the Chief Librarian & CEO is involved.
Conflicts of interest may take many forms. It is impossible to list them all. Any employee who is unsure what constitutes a conflict of interest can consult with their manager/supervisor. In most cases, prompt and early disclosure of potential conflicts of interests will permit the problem to be resolved.
Disclosure Protection
HPL does not tolerate retaliation against or the victimization of any employee who raises concerns or questions regarding a potential violation of this policy that they reasonably believe to have occurred.
An employee who violates this section may be subject to investigation and discipline up to and including dismissal.
April 2025