Code of Conduct

Code of Ethics and Conduct

This forms part of the terms and conditions of your employment and governs your activities with and for the SOSF. Before or at the time you are hired/arrive, and annually thereafter, you are required to acknowledge that you have read, understand, are in compliance with, and agree to abide by this Code. This Code and its provisions apply to you even if you fail to provide your acknowledgement. This Code applies to all Staff, consultants, Volunteers and other Visitors visiting, working or conducting a project with the SOSF, and during the entire time of your duty.

The Save Our Seas Foundation is committed to openness, integrity, responsibility, accountability, and lawful and ethical behaviour in all of its activities and all of its communications, both internal and external. This commitment requires that all employees and visitors (including but not limited to staff, visitors, consultants and contractors) conduct themselves in a manner that complies with the Save Our Seas Foundation policies and all applicable laws.

To honour this commitment, you must immediately report if you observe, experience or learn of a possible violation of the Save Our Seas Foundation’s codes and policies − even if it may appear to you that the conduct involved is helping to achieve the SOSF goal or was not intended to harm anyone. Our goals are to be achieved only through the highest level of ethical conduct. Failure to report a possible violation of SOSF’s Codes and Policies may result in disciplinary measures up to and including termination of employment or other relationships with SOSF.

This policy aims (i) to provide you with an avenue for raising concerns regarding potential inappropriate, unlawful, or unethical behaviour and (ii) to reassure you that you will be protected from reprisal as a consequence of reporting any alleged wrongdoing by any SOSF employee, representative or visitor. If you are uncertain about how to proceed, consult senior SOSF staff.

SOSF expects the highest standard of professional and civil behaviour of its staff/partners/students/visitors when interacting with colleagues, associated staff (for example Danah Divers, Chelonia Company Ltd, other staff from His Excellency), external researchers, and other visitors. Everyone should be aware of their own behaviour and how it impacts others. We recognize that personalities, characters, and management styles are all different, but we expect that the way that we approach our working life must always be acceptable to others through applying principles such as:

1. Communicate openly and politely with others and be considerate of the multitude of views and opinions that are different than our own.
2. Act in a manner that creates an inclusive and safe work environment.
3. Give and receive constructive feedback; be respectful in your critique of ideas and take responsibility for your words and actions.
4. Be mindful of your surroundings and other people. Alert your Line Manager and/or Save Our Seas Foundation HQ team immediately if you notice a dangerous or intimidating situation or someone in distress.
5. Uphold and abide by the rules and policies of the SOSF.
6. Please address any grievances (e.g. work equipment, logistics, well-being) internally with your Line Manager, who can then raise them with the appropriate individual or department.
7. Speak up against unacceptable behaviour. Play your part in creating a respectful and healthy workplace. If you, for whatever reason, do not feel capable of speaking up directly, please contact the HQ team on HR@saveourseas.com who will deal with your concerns sensitively and in confidence.

Unacceptable behaviour is not tolerated. SOSF is committed to creating a safe and healthy workplace. Unacceptable behaviour may involve actions, words, or physical gestures that could reasonably be perceived to be the cause of another person’s distress or discomfort, whether it is intentional or not, and includes (but is not limited to) harassment, intimidation or discrimination in any form.

Unacceptable behaviour does not necessarily have to be face-to-face and may take many forms such as written, telephone or e-mail communications, social media or gossip. Examples of unacceptable behaviour include, but are not limited to, behaviours that a reasonable person would find embarrassing, offensive or humiliating such as:

1. Offensive or degrading remarks (it can be personal or work-related), verbal abuse (including shouting of any kind), or other hostile behaviour related to a person’s gender, sexual orientation, personality, disability, physical appearance, body size, race, religion, or nationality and whether the person is present or not;
2. Any behaviour that could be considered bullying or harassment – this is anything that could make someone feel intimidated, undervalued or offended, whether it is made intentionally or not. Whatever form it takes, it is unwarranted and unwelcome. It may take place in private or in public. For further guidance see: https://www.gov.uk/workplace-bullying-and-harassment;
3. Threatening, stalking or disrespectful, retaliatory or disruptive behaviour towards any staff member, volunteer, visitor, visiting scientist or other collaborators;
4. Unwillingness to train, evaluate, assist, or work with an employee, volunteer, visiting researcher or other collaborator or staff; obstructing the work of others or withholding pertinent work-related information;
5. Social exclusion, ostracism of or gossiping about any staff member, visitor, visiting scientist, volunteer, or other collaborators;
6. Requiring someone or a team to perform a task under conditions that is not considered safe by everyone involved.

 
If You Are the Target of Unacceptable Behaviour

If you are the target of unacceptable behaviour or have any other concerns related to witnessing unacceptable behaviour, please contact the SOSF HQ team immediately, either directly or on HR@saveourseas.com. Your concerns will be dealt with sensitively and in confidence. In addition, and where possible, SOSF requests to be provided with the following information in writing:

1. Identifying the individual engaging in the unacceptable behaviour (if comfortable doing so);
2. A description of the unacceptable behaviour in a factual manner;
3. The approximate time and place of the behaviour;
4. Circumstances surrounding the incident;
5. Identification of any other persons involved in or witnessing the behaviour;

If comfortable doing so, the first step for an individual who is the target of unacceptable behaviour is to raise and discuss it with the person subjecting them to the behaviour. If direct and clear communication cannot resolve the unacceptable behaviour, or the individual does not feel comfortable with this approach, then they should inform their Line Manager where possible or, if they do not feel comfortable doing so, the SOSF HQ team as soon as possible on HR@saveourseas.com. All concerns will always be dealt with sensitively and in confidentiality.

 
If You Witness a Violation of the Code of Conduct and Ethics

Any individual who witnesses a violation of the Code of Conduct should immediately contact their Line Manager on-site or, if they do not feel comfortable doing so, SOSF HQ on HR@saveourseas.com. In addition, the individual should advise the violator that the behaviour violates the SOSF Code of Conduct and Ethics, and request that the behaviour stops immediately. Any witness should draft a report of the incident. The report should include the following information:

1. Name of the violator and of the target of the unacceptable behaviour (if comfortable doing so);
2. Description of the unacceptable behaviour in a factual way;
3. Time and place of the incident;
4. Circumstances surrounding the incident;
5. Identification of any witnesses to the incident;

Confidentiality

Members of staff involved in any proceedings taken under this Policy shall seek to ensure that confidentiality is maintained unless there is mutual agreement for it to be broken to assist with resolving the issue. Individuals shall not be treated any differently for raising a concern.

Any investigations carried out under this Policy shall be undertaken with discretion and all parties will be made aware that they must treat as confidential any information shared during any proceedings. How the matter will be dealt with (e.g. internally or externally by the relevant authorities) will depend on the severity of the issue. The matter will then either be considered resolved with no further action necessary, or the appropriate action will be taken according to the outcome (e.g. further investigation, formal warnings, termination as appropriate).

All staff (and visitors) are expected to abide by the rules, policies and schedules set out in these policies. The following applies:

1. You are required to read, understand and sign the SOSF Codes and Policies (where appropriate – or the related signature form) on in your first week of work;
2. Concerns and complaints are to be directed through the appropriate internal (or SOSF) channels as described in section 3 of the present Code of Ethics and Conduct;
3. Be sure to respect the requirements of your employment contract regarding time in lieu and work schedule.
4. Please try to keep your work area clean – avoid bringing sand or dirt into the office with dirty shoes.
5. The same applies if your bring your pet(s) into the office (dogs, or other animals), it should not add work to the cleaning service nor bother the normal workflow. Please note that pets in the office are at the discretion of the manager.
6. Report any breakages to your line manager immediately.
7. Please direct complaints about anything (e.g. equipment, services, well-being or staff conduct) to your line manager immediately. If you are not comfortable reporting to them, please report to the Save Our Seas Foundation HQ team on HR@saveourseas.com (please see section 3 of the present for more details);
8. Your line manager or a person appointed otherwise will provide internet access to your devices.
9. You are welcome to leave your personal equipment (electronic device, sports gear, etc) in the office, but please keep the area neat, tidy and dry (unless in a designated wet area). Since space is limited, please make sure to pack your belongings away when not in use;
10. f you need to borrow any equipment belonging to SOSF (including electronic devices, camera, books, etc…).; ask your line manager for permission. If the material needs to be used outside of the office, please sign the relevant Loan Form. (please see Work Equipment section)
11. Report any damage to the equipment mentioned in the previous point, whether accidental or by negligence, immediately to your line manager;
12. Ensure you are presentable and wear an appropriate outfit (as advised by your manager) for any owner/guest visits or appearances on camera where necessary;
13. Please always dress respectfully and consider others;
14. Respect the SOSF staff, all collaborators and partners’ staff of His Excellency, visitors, and everyone and everything related to your employment; and treat others as you would expect to be treated;
15. Unacceptable behaviour of any sort (as outlined in the section C of the present Code) will not be tolerated under any circumstances from visitors or any SOSF staff. If you have experienced or witnessed any unacceptable behaviour, please report it to your manager or, if it cannot be resolved with your manager, the person above them in the organigram;
16. When relevant, all diving and water sport activities shall assure adherence to the buddy system. The buddy system is based upon mutual assistance, especially in the case of an emergency (see the Sea Safety Manual for more details);
17. Certain water sport activities may be permitted to be undertaken on your own, if a proficient skill level is proven.
18. For safety and logistical reasons, please check with your line manager or appointed staff member before taking part in any water sport activities (or any other side activity). The location and what times to expect you back are to be communicated.

In accordance with local law, the SOSF takes a zero-tolerance stance towards illegal substance use/possession or failure/inability to attend work due to alcohol consumption or drug use. Individuals breaking law will have their employment terminated immediately.

SOSF recognises that abstaining from alcohol is always an acceptable choice that will never be questioned or criticised. SOSF also recognises that alcohol is a legal consumer product, and its moderate consumption by adults, is considered acceptable behaviour. It is SOSF policy that those who choose to include alcohol as part of their social activities do so responsibly and lawfully.

As part of the SOSF Alcohol Policy, the following rules and definitions apply:

1. Responsible alcohol consumption involves:
   • Making sound judgements about whether, when and how much to drink;
   • Refraining from pressuring others to drink alcohol;
   • Ensuring to be fit and sober for work;
2. Irresponsible or unlawful drinking includes but is not limited to:
   • Binge drinking or any other type of alcohol abuse;
   • Driving or attempting to drive a motorised vehicle under the influence of alcohol;
   • Consumption that leads to verbal or physical aggression or harassment towards others;
   • Allowing alcohol or hangovers to negatively influence productivity, health or personal relationships;
3. SOSF will not supply alcohol to its staff or visitors without prior approval or notification of the manager or CEO;
4. If relevant with work assignment, individuals who have consumed more than three units of alcohol in a 24-hour period are not permitted to scuba dive, operate any vehicle or boat, or participate in field or lab work for a further 24 hours;
5. Inappropriate, unsafe or unprofessional behaviour relating to or caused by drinking alcohol can be grounds for disciplinary action and, depending on the circumstances, may include termination of employment;

The SOSF assumes no responsibility for any negative impacts resulting from the consumption of alcohol by the user.

1. Other staff are not authorised to allow you to break any of the rules listed in this policy or to override any other instructions issued to you by SOSF CEO . Thus, you must politely decline any such requests and report these to your line manager, and the SOSF-HQ immediately;
2. You are expected to remain friendly towards all staff members. Any unreasonable ill feelings expressed upon you by others are to be reported to your line manager, and the SOSF-HQ immediately;
3. Do not ask questions to other staff relating to the founder and his family. Also, avoid asking sensitive questions related to the private owner’s work and activities;
4. Do not embark on any activities with other staff of His Excellency, without the prior approval of SOSF senior staff and/or the CEO of the Save Our Seas Foundation.

At the SOSF, we adhere to the widely accepted guiding principles of the 3Rs (Replacement, Reduction and Refinement) as a framework for ethical animal research. Animals are handled for scientific purposes only. The majority of these are wild animals and must be treated with respect and care. It is important to the Save Our Seas Foundation that no animal suffers needlessly or is disturbed beyond reasonable measure, whether during human handling or approach.

1. Animals’ personal space is to be respected and protected;
2. Animals are only to be approached for research or observation purposes;
3. Animals are not to be unduly handled, harassed or disturbed in any way.
4. Animal cruelty of any kind will not be tolerated.
5. It is accepted that the benefit of some animal handling for educational purposes outweighs the temporary disturbance to the animal.
6. When diving or snorkeling a strict no-touch policy applies. Exceptions are specific research approaches that are part of approved projects.

The Code of Conduct and Code of Ethics are very important to the Save Our Seas Foundation.

Failure to comply with the standards outlined herein and all policies referred to herein will result in disciplinary action, ranging from a reprimand to the termination of the violator’s employment or project. Disciplinary action will be taken against:

1. Any individual who violates the Code of Ethics and Conduct or pertinent law;
2. Any individual who deliberately withholds relevant information concerning a violation of the Code of Ethics and Conduct, or pertinent law;
3. The violator’s manager or supervisor, to the extent that the circumstances of the violation reflects either participation in the violation or lack of due diligence;
4. Any individual who retaliates, directly or indirectly, or encourages others to do so, against an individual who reports a Code of Ethics and Conduct, policy, or law violation;
5. Any individual who knowingly falsely accuses another individual of a Code of Ethics and Conduct, policy, or law violation;
6. Most serious cases (e.g. mental or sexual harassment) may also result in a criminal complaint.