Volunteer Code of Conduct

What is the purpose of the Code of Conduct?

The purpose of the Code of Conduct is to provide clear standards of conduct and behaviour that we can reasonably expect of one another. It sets out Pact’s expectations, enabling us to deliver high quality services, safely, with integrity and in accordance with our values, so that we can work well together as colleagues, for the benefit of people with convictions and their children and families.

Many of our services are delivered in prison or probation settings and as a result many of our standards ensure that everyone working for Pact complies with HMPPS expectations, standards and rules, which are in place for security, safety and risk management reasons. Following this Code of Conduct will give you the reassurance that you are contributing in a positive way and upholding our high standards, and the confidence to challenge others who are not. This Code of Conduct should be read in conjunction with Pact’s policies, procedures and guidance, all of which are available on Pixie (the Pact intranet), or for volunteers, on Assemble or from your line manager.

Pact People (see below) are expected to read and follow Pact’s policies and procedures, and any guidance specific to your role, and to take responsibility for your own understanding of your personal obligations and development. Often Pact People are also expected to comply with prison and probation instructions and orders, which is usually covered as part of your induction to your workplace. If there is anything that you do not understand or need guidance on, please speak to your manager.

To ensure a thorough understanding of this Code of Conduct, our values and ethical standards, Pact People will be asked to read this document as part of their induction and sign to say they have read and understood it. The Code of Conduct will also be circulated annually to encourage Pact People to refresh their understanding.

Main elements of the Code of Conduct

Who this Code of Conduct applies to
Introduction
Part A: General Standards
Part B: Dress Code
Part C: Conflicts of Interest
Part D: Consequences of Breaching the Code of Conduct
Code of Conduct Declaration
Appendix A Conflict of Interests Form

Who this Code of Conduct applies to

This Code of Conduct applies to all Pact People, including employees, casual workers, trustees, volunteers, and students. It does not apply to prisoner peer workers; instead refer to the Peer Worker toolkit.

Introduction

At Pact, we believe that we are a special kind of organisation. We are genuinely driven by our sense of Mission, our Vision for a better Society, and we are guided by our Values. We hope that these are the main reasons that you work for us, whether as an employee or as a voluntary worker. We do not expect our people to be perfect. Everyone makes mistakes. But if you choose to work for Pact, it means you share our values, and that you are making a personal commitment to working in a way which demonstrates this. If you work for us, it means that you understand that our values are not negotiable.

For over 100 years, our reputation, our resilience, and our successes, have been built on the commitment and the conduct of the people who work for us. We depend on the goodwill of funders, commissioners, donors and prisons. We therefore have to treat very seriously any behaviour which risks bringing our reputation into disrepute.

For the good of the work we do and the people who we serve, we will therefore take action to address what we might reasonably regard as significant failures to abide by Pact’s values, as outlined in this Code of Conduct.

The Code of Conduct sets out some of the principal expectations on Pact People with regards to behaviour. It is not exhaustive and does not attempt to provide detailed examples of every possible eventuality. We have a number of policies that should be read in conjunction with our Code of Conduct, such as Dignity at Work, Equal Opportunities, Whistleblowing and Anti-Fraud, Bribery & Corruption. Some are more relevant to our employees and paid workers than volunteers – please discuss with your manager which are relevant to you. Policies can be found in the Policy Directory on Pixie and on Assemble for volunteers.

Our Mission

Our mission is to support prisoners and their families to make a fresh start, and to minimise the harm that can be caused by imprisonment on people with convictions, on families and on communities.

Our Vision

Our vision is of a society in which justice is understood as a process of restoration and healing, in which prisons are used sparingly and as places of learning and rehabilitation, and in which the innate dignity and worth of every human being is valued.

Our Values

Believe: To respect the innate dignity and worth of every human being, and believe in the possibility of their rehabilitation and redemption, no matter what they have done.

Listen: To consult and involve users of our services to ensure that we remain responsive and sensitive to their needs.

Respect: To respect and value diversity and promote equality of opportunity.

Co-operate: To be a collaborative organisation, working co-operatively and in a spirit of partnership with the Prison Service and organisations with whom we share objectives and where this may result in improved outcomes.

Learn: To be a learning organisation, committed to developing our people, and to learning from others and from each other.

Excel: To provide quality services, and to monitor and evaluate our work.

Involve: To encourage and facilitate the involvement of volunteers and community and faith-based organisations to harness the goodwill, skills and energies of individuals who share our goals and values.

Connect: To break down barriers between the prison system and communities.

Create: To be innovative and develop models of working and best practice which may be mainstreamed by Her Majesty's Prison Service and others.

Beliefs

Pact is a charity rooted in Catholic Social Teaching. We hope all our people will understand that this means we are inclusive & welcoming to all. We celebrate our rich diversity, and believe it is healthy that our workforce reflects the people who use our services. We warmly welcome people of all faiths, and people of no faith. Simple expressions of faith are perfectly acceptable, including the wearing of crosses or other religious clothing or objects. We understand that people’s faith, identity and heritage are important to them, and are worthy of respect.

We respect the rights of all our staff and volunteers to hold personal views, including political opinions and affiliations. However, it is not appropriate for staff or volunteers to canvas or actively promote political causes during their work with us, or to actively seek to recruit service users or colleagues to a particular faith group. We would in particular regard the promotion, display or distribution of ideas or material or inappropriate behaviour that contradicts the spirit of our equal opportunities and diversity policy as a very serious matter.

Part A: General Standards

At Pact we are committed to upholding the highest standard of integrity, professionalism, and ethical behaviour. This section establishes a set of of statements which outline the expectations and general standards for all Pact people.

1. As a member of the Pact team, I will ensure that my conduct when at Pact, is, and is seen to be, of the highest standards and in keeping with Pact’s values and aims.

This means:

Treating all people fairly and with respect and dignity and recognising the professional opinion of others. It also means being accountable for your actions and not using unequal power relationships for your own benefit.
Working with others in an open and participative way, co-operating both within Pact and with partner organisations to support the delivery of high quality, safe and compassionate services for people with convictions, their children and families and friends.
Taking responsibility for the quality and timeliness of your own work to contribute to achieving organisational objectives.
Working within policies and procedures relevant to your role at Pact and within the relevant rules operated by HMPPS or other partner organisations.. It also means complying with HMPPS expected professional standards of conduct as set out in HMPPS Corruption Prevention policy (Counter corruption and reporting wrongdoing - GOV.UK (www.gov.uk). Pact is a trusted partner in the criminal justice sector, and it is paramount that Pact People comply with all rules governing safety, security and risk management.
Seeking to ensure your personal conduct does not compromise Pact’s values and does not impact on or undermine your ability to carry out your role.
Dressing appropriately by complying with Pact’s Dress Code (Part B) and observing good standards of personal hygiene and cleanliness.
Behaving reasonably, honestly, professionally and ethically, and avoiding saying or doing anything that might damage the reputation of Pact or bring the organisation into disrepute as a consequence of failure to meet these expectations.
Complying with Pact’s Media and Social Media policy e.g. not giving interviews or providing information to the media unless authorised to do so.
not disclosing information that is confidential or may be used to harm Pact or create risk to any individual [for example, by sharing their personal details], including on social media.
Only providing references for my colleagues on behalf of Pact or represent the organisation in any such manner if authorised to do so.
Not working under the influence of alcohol or using or being in possession of illegal substances whilst at work or when representing Pact at external functions.
Not accepting any money from service users, beneficiaries, partners, donors, suppliers and other persons, which have been offered as a result of your connection with Pact and only accepting modest gifts or hospitality in line with the Anti-fraud, bribery and corruption policy. If you are unsure about whether an offer from anyone can be accepted, please consult with your line manager.
Not developing an inappropriate relationship with a service user or potential service user or ex-service user where a relationship through Pact has existed (for exceptions refer to Part C of the Code of Conduct). This means a prisoner or person with a conviction in the community, or family or friends of service users. This includes but is not limited to:
- Intimate or amorous relationships
- friendship
- improper emotional relationships/ familial feelings towards a service user likening them for example to your own children/siblings (and treating them as such)
Informing your manager of any person you know or have had any kind of relationship with, who becomes a Pact service user or a potential Pact service user. You will need to make a conflict of interest declaration in the prison where you work as well as for Pact (see Part C: Conflicts of Interest).
Not carrying prohibited or restricted items into and/or out of a prison.
Helping to maintain a positive working environment for everyone by not gambling, betting or running sweepstakes, undertaking the unauthorised sale of goods or making collections on work premises without prior management permission.
not using Pact email or your position to fundraise for other charities without management permission.

2. As a member of the Pact team, I will be responsible for the use of information and resources to which I have access by reason of my connection with Pact.

This means:

Not falsifying data or records or deliberately presenting misleading information. You should make every effort to ensure that reports to management, funders and commissioners, are accurate, honest and truthful.
Ensuring that you use Pact information, funds and resources in a responsible and cost-effective manner and account for all money and property, following any appropriate Pact policy and procedural requirements (which can be found on Pixie or Assemble for volunteers). Resources and property include but not limited to:

- Money donated to Pact
- Money gained from sales of prison visits refreshment services
- Stock
- Expenses
- Telephones, photocopiers, fax machines and stationery
- Other equipment or resources belonging to Pact, such as group work course material
- Computers including the use of email, internet and intranet
- Information that is confidential or restricted concerning Pact and/or individuals including service users

3. As a member of the Pact team, I will do my part to ensure the safety, health and welfare of myself and others who may be affected by my actions and omissions including Pact employees, volunteers and service users.

This means:

Adhering to all health and safety requirements in force at the location of my work (whether they are Pact’s or a partner organisation requirements) and take reasonable care for the health and safety of myself and others.
Complying with all security and risk guidelines and other standard operating procedures, and be pro-active in informing management of any necessary changes to such guidelines.
Behaving in such a way as to avoid any unnecessary risk to the safety, health and welfare of myself and others, including service users and workers of partner organisations.

4. I will perform my duties and conduct my private life in a manner that avoids possible ‘conflicts of interest’ with the work of Pact and my work as a member of the Pact team (see Part C: Conflicts of Interest).

This means:

Striving to avoid any conflict of interest between the interests of Pact on the one hand, and your personal, professional, and business interests on the other. This includes avoiding actual conflicts of interest as well as the perception of conflicts of interest.
Consulting with your line manager if you are concerned about any potential, real or perceived conflicts of interest. You should complete a conflict of interest form if you think you have a conflict of interest as set out in Part C or you are asked to do so by your manager.
Notifying your manager if your personal interests or circumstances change which may create a vulnerability that could be exploited by a prisoner or service user e.g. financial difficulties or a breakdown of a personal relationship.
Following any reasonable advice, guidance or directions from your manager with regard to managing any real or potential conflicts of interests to protect your own reputation and that of Pact.
Not accepting any additional employment or consultancy work outside of Pact without speaking to your line manager to ensure there is no conflict of interest and that you remain within legal working hours limits.

5. As a member of the Pact team, I will avoid involvement in any criminal activities, or activities that compromise the work of Pact, and where I have concerns about activities taking place at Pact, I will raise my concerns.

This means:

Informing your manager, or a partner agency (prison/ probation etc) or the police if you become aware of any form of illegal activity which has or could have any impact on Pact.
Talking to your manager as soon as possible if you think you have made a mistake.
Telling your manager at the earliest opportunity if you are arrested or charged with any criminal offence or convicted.
Telling your manager if you are involved in an incident or subject to an investigation at a partner’s, commissioner’s, or contractor’s site/organisation, and complying fully with any relevant investigations and enquiries
Telling your manager if you are investigated by Social Services; informing Pact is essential to ensure compliance with Pact’s Safeguarding practices
Raising concerns under Pact’s whistleblowing policy if you become aware of malpractice at Pact.

Part B: Dress Code

Pact has a Dress Code aimed at ensuring Pact People are kept safe and present a professional appearance.

The dress code for different work roles and sites may vary (see below), but for all areas, you should be tidy and not dress in a way that would give offence. The way you dress sends out a message as to the type of organisation we are. Please take care to present a professional image. It is recognised that there may be cultural variations in what is acceptable which can be discussed with your line manager.

Please note that prisons have their own required dress code and if you do not comply, then you will be refused access to the prison and will not be able to undertake your role.

All Pact People should wear their Pact name badges/ lanyards during working hours and at official Pact functions, ensuring they are taken off when leaving the premises and not worn in public.

The following are the dress requirements for specific types of role:

Office-based (including people delivering training)

You should dress in a smart and professional manner to give a good impression to visitors. You are generally discouraged from wearing jeans or casual wear, excessive jewellery, t-shirts with slogans or clothes that would generally be considered inappropriate to a professional workplace.

External facing roles

This refers to Managers and others whose role includes representing Pact in meetings, for example, with Prison Governors, senior probation officers, funders or others in influential positions. Pact People in external facing roles should adopt a smart, formal business like style.

Prison based roles

Clothing should not be revealing in any way as this may invite unwelcome attention. When working in any prison where there is any contact with prisoners (including being seen by prisoners in the visits hall), workers should remember that prisoners are not permitted conjugal visits, and therefore many may be experiencing a degree of sexual frustration. Workers should also be mindful that some prisoners will be sex offenders. It is therefore even more important that clothing is modest and appropriate for both male and female Pact People.

You are not allowed to wear:

Any form of open toe shoe or sandal
No high heels or steel toe capped shoes
Dress/skirt above the knee
Tight fitted clothing
Crop tops or vest tops or tops that expose your shoulders or are low cut or too revealing
Ripped jeans
Shorts
Tracksuits (exception play work see below
Leggings unless a knee length garment is worn over themAny body piercing jewellery beyond earrings and/or a nose stud
Smart watches (they are not permitted in prisons)
No caps, headwear or hoods (unless it’s an item of religious clothing)

In addition:

Items of significant value should not be worn in the workplace and all jewellery and accessories are worn at the owner’s risk
Underwear should not be visible
Clothing should not be worn that looks like a prison uniform (e.g. black trousers and white shirt) or prisoner clothing.
In order to ensure personal safety, workers who draw keys should never wear their belt and chain on public roads outside prison or visitors' centre grounds.

Prison-based play areas

The same restrictions apply as above. In some prisons tracksuits, may be worn if delivering play services, only with the permission of the prison. Where tracksuits are allowed, great care should be taken to avoid clothing which resembles prisoner clothing.
It is recommended that earrings should be studs or small so that children cannot pull them and cause injury

Catering areas

In order to comply with food hygiene legislation:

Long hair should be tied back or covered
Only plain wedding bands should be worn - no other jewellery
No strong perfume should be worn
No nail varnish or false nails (glue on type) should be worn
Clean clothes to be worn on every shift
Disposable / cloth aprons must be worn if provided and must be removed or disposed of before leaving the catering area

Community roles (e.g. mentoring and courts)

Pact workers in the community should follow the prison guidelines set out above.

Part C: Conflicts of Interest

A conflict of interest is any situation in which a person’s personal interests or loyalties could, or could be seen to, prevent them from making a decision only in the best interests of Pact, Pact’s services or the services of partner organisations.

Conflicts of interest, or of loyalty, can take many forms. Here are a few examples:

A manager is in a relationship with another member of staff and there is decision to be taken on staff pay and/or conditions or allocation of duties.
A volunteer is a professional journalist whose employer wishes to gain access to confidential information or service users for a media story.
A part-time employee is working for another organisation which is in direct competition for funding and is interested in gaining access to our know-how.
A staff member who purchases catering or stationery supplies has a close friend or family member who works for one of the potential suppliers.
A member of Pact staff based in a prison forms a personal relationship with a governor or any other prison staff team, which could lead to personal loyalties conflicting with professional responsibilities.
A Pact person forms a personal relationship with a service user.

These examples are for illustration only. If in any doubt, seek advice from your manager.

Abiding by our Code of Conduct on Conflict of Interest means that we work with you openly and transparently to protect your reputation and ensure that there is a relationship of trust between us. It protects the integrity of Pact’s decision-making processes and enables everyone involved to have confidence that we are working ethically, morally and legally.

If there are any circumstances where your personal interests may conflict with your professional obligations, you are required to complete the ‘Conflict of Interests form’ and to send the form to your line manager (see Appendix A). Having or declaring a conflict of interest does not mean that you will be disqualified from working for Pact or continuing in your role. It simply means that we need to take greater care to ensure that everything is open and above board. Most importantly, making a declaration using the conflicts of interest form means that your reputation is protected. Failing to declare a conflict of interest could in some circumstances result in disciplinary action being taken.

Completed conflict of interest forms will be saved on Cascade for staff and on Assemble for volunteers. The information you disclose will be treated as confidential and will only be shared with Pact personnel on a ‘need to know’ basis

Relationships with Service Users

Forming intimate, romantic and personal relationships with known current service users is strictly forbidden. This practice is in place to maintain the welfare of our staff and service users. Such relationships compromise the integrity of our services and can lead to exploitation. By upholding professional standards and clear boundaries we ensure we maintain our values, the dignity of our service users and ensure our interactions are based on the needs of our service users.

If you know a service user:

Should you become aware that a person who you know, or with whom you have had any kind of previous relationship, becomes a Pact service user or a potential Pact service user (such as a person in prison where Pact doesn’t work or being supervised by probation or prisoner’s family member), you must immediately inform your manager and seek advice. For the avoidance of doubt, this would include people with whom you may only have a passing or old acquaintance, or people you have not seen for a long time, as well as family, friends, neighbours and people with whom you have had a brief or long-term personal relationship.

You must refrain from engaging in any work-related activity that involves the individual, until you receive instruction from your line manager. You will be required to complete the Conflict of Interests form and submit it to your line manager, who will review (seeking guidance from HR or Volunteering where required) and store it on Cascade or Assemble for volunteers.

The purpose of sharing this information is in order that we can minimise any risk of harm to you and others. This includes avoiding any risk to your reputation, minimising the risk of grooming or conditioning or intimidation e.g. to traffic contraband goods into prison. It is also to ensure that we can support you in maintaining good professional boundaries at all times. Submitting a conflict of interest is good practice and will not be viewed negatively.

If in any doubt whatsoever, you must disclose to your manager and seek and act upon their direction. Services staff may also be required must also complete a prison or probation HMPPS Conflict of Interest form and submit this to the relevant establishment to declare any known persons. Non-services staff are expected to proactively declare any known persons at establishments they are visiting, to the respective establishment lead e.g. FEM, prior to attending the site.

If you know a former service user

Pact understands that Pact People may have a variety of different personal relationships with people who have previously been in prison or family members and friends that supported a loved one in prison. We also recognise this is often a motivating factor for wanting to work for Pact. As we proactively recruit more people with lived experience, we recognise that this is more likely to happen.

However because of our work and the contractual relationship we have with HMPPS, Pact has a responsibility to manage any perception of risk to prison or probation security, safety or risk management.

As a result we aim to find a balance in our approach which is both reasonable and proportionate. We therefore ask that where a Pact person has a current personal relationship with a former service user, they inform their line manager so that any safeguarding measures can be put in place if necessary. Being open and transparent about a personal relationship eliminates any potential misunderstanding of that relationship.

Pact is not casting judgement of people who have served a custodial sentence or of family members who have supported a loved one in prison, and this action is purely to manage our contractual responsibilities to HMPPS.

Factors that will be considered include:

Pact Person’s role and work location
Nature and length of the relationship
Where appropriate, how recently the former service user left prison and whether they are still on licence or if the relationship is with a family member of someone who was in prison, how long ago they were released
Whether the relationship came about as a result of Pact’s work
Whether professional boundaries have been breached or there’s a possibility that they could be

Any information provided will be treated as confidential and only shared on a need-to-know basis e.g. line manager seeking advice from their manager or HR.

In certain incidences, responses may include asking the Pact Person to complete a Pact conflict of interest form and/or making a declaration to the prison/probation where they work.

Relationships Between Colleagues

It is not unusual for people to form relationships with work colleagues. Whilst intimate relationships between Pact People are not forbidden, care and sensitivity should be shown to minimise any disruption to work or working relationships with colleagues, and to avoid conflicts of interest that might naturally arise, such as in cases where there is a ‘power dynamic’ (for example, a relationship between a member of staff and their manager). Also, as Pact has a positive approach to the employment of ex- service users, some of whom may still be on license conditions, great care should be taken to avoid any real or perceived conflicts of interest. This is a sensitive area. Should you have any concerns about how to manage a situation, please consult your line manager or the HR team for advice. Unless there is a potential risk of harm, or a prison security issue, advice can be sought and obtained in confidence.

Relationships with staff from partner, contractor or commissioning organisations

If you enter into a personal relationship with members of staff from contractor, partner or commissioning organisation such as prison service or probation staff, you must inform your line manager and you may be asked to complete a conflict of interest form. You must ensure that any such relationship does not compromise your professionalism or the integrity and objectivity of our services. Care must be taken to consider any potential conflicts of interest that may arise from the relationship.

When Pact submits a bid for a new contract, we are required to declare any relationships between Pact’s staff and the commissioner’s staff. This is another reason why declaring any conflicts of interest is so important.

Other connections with a Commissioner or partner organisation

You must declare any potential conflicts of interest that could arise in order to comply with Pact’s contractual and/or legal obligations. This may include declaring that you have been previously employed or otherwise connected with a Commissioner or another partner organisation (in the last six months or as stipulated by the relevant contract), or you have provided services for another Supplier in connection with a project or procurement process that Pact is participating in.

Responsibilities of Pact People

You must take special care to ensure that your personal interests do not conflict with your work responsibilities. You should not directly or indirectly supervise, or use influence to favour anyone with whom you have a family or close personal relationship. In certain circumstances, and at Pact’s discretion, it may be necessary to reassign or locate someone to avoid any such conflict of interest, or to take steps to maintain a harmonious and productive work environment. Interviewing, recruiting, or engaging a family member or close personal friend as an employee, worker, consultant or volunteer may lead to a conflict of interest. You must disclose any such relationship to your line manager prior to making an employment decision, and it is essential that you remove yourself from all decision-making processes.

Responsibilities of Line Managers

Line managers are expected to acknowledge receipt of any conflict of interests forms and take appropriate action to manage and mitigate any risk. They should inform their Head of Service or Head of Department and seek support and guidance on next steps. The HR team can also offer advice.

Support

Line managers must make sure that any Pact Person who discloses a conflict of interest is signposted to relevant and appropriate support mechanisms and should be made aware that they can speak confidentially to Care First.

Appendix A: DOWNLOAD DECLARATION OF INTERESTS FORM

Appendix B: DOWNLOAD KNOWN PERSON DECLARATION FORM

Part D: Consequences Of Breaching The Code of Conduct

If you fail to observe the high standards set out in this Code of Conduct, there could be very serious consequences for you and for Pact. For you, this may include:

Exclusion from working in the prison estate or probation services temporarily or permanently, if the breach relates to HMPS safety, security or risk management rules.
A life long ban from working in prisons, probation and the public sector.
Disciplinary action that could result in a warning or if very serious, the end of your employment.
Prosecution for Misconduct in Public Office. Pact People working for Pact in prison or probation services are considered to be discharging the duty of a public officer and as such may be charged with committing a common law offence of Misconduct in Public Office
Prosecution for a range of offences under the Bribery Act 2010 or the Prison Act 1952 (e.g. conveying prohibited items).
Successful legal action could result in imprisonment.

Code Of Conduct Declaration

On joining Pact, you are expected to read the Code of Conduct and complete this declaration. You may also be asked to sign it again if there have been significant revisions to the Code:

By selecting agree to confirm that you have read carefully and understand the Pact Code of Conduct, including Sections A, B, C & D and you agree to comply with its requirements and commit to upholding the standards of conduct required to support Pact’s aims, values and beliefs.

Should you fall short of the professional standards expected of a Pact worker, you will disclose your behaviour to your line manager as soon as possible before the situation escalates.

If uncertain, you will share concerns and seek advice at the earliest opportunity with the expectation of being supported fairly and sensitively.

You understand that any breach of this code of conduct may result in disciplinary action (employee) or the end of volunteering. You also understand that where very serious, actions may be reported to the relevant authorities (prison and probation services or the police) and that you could be prosecuted.

You acknowledge that you may be asked to re-read and sign this policy. You confirm that, to the best of your knowledge, you will disclose all conflicts of interests, as outlined in this policy.