Ensuring Integrity and Trust within Chaplaincy Pro
Chaplaincy Pro is steadfast in its commitment to maintaining the trust and confidence of its members, clients, and the diverse communities it serves. Conflicts of interest (COI)—whether actual or perceived—can undermine this trust if they are not promptly reported, self-disclosed, and addressed.
Understanding Conflicts of Interest
Conflicts of interest arise whenever roles, responsibilities, relationships, financial interests, or other activities influence, or might reasonably appear to influence, your ability to make objective and fair decisions based solely on what is best for Chaplaincy Pro and the people we serve. It is crucial to remember that conflicts of interest can lead to misuse of resources and can cause financial or reputational harm to the organization.
The Importance of Disclosure
If you have a conflict of interest, or others could reasonably perceive that you have one, the objectivity and fairness of your decisions could be questioned by your colleagues, stakeholders, or regulatory bodies. Many institutions and agencies have specific rules about conflicts of interest, and it is imperative that we comply with these guidelines to maintain the integrity and trustworthiness of Chaplaincy Pro.
Disclosing Conflicts of Interest
All members of the core team and executive board are required to promptly disclose any situation that may present an actual, potential, or perceived conflict of interest for themselves or a family member, and to disclose any changes to a previously disclosed situation.
Who Should Disclose?
Members of the following entities within Chaplaincy Pro are required to disclose any potential conflict of interest:
- Chaplaincy Pro Executive Board
- Chaplaincy Pro Core Team
This requirement does not apply to general members who are involved in the organization on a volunteer basis or are not part of the executive or decision-making team.
How to Disclose?
- Direct Disclosure: Core team members and executives should disclose conflicts to their current supervisor, Ethics and Compliance officer, or Human Resources.
- Annual Disclosure: Core team members and executives selected to complete an Annual Conflicts of Interest Disclosure Form must do so within the designated timeframe. Annually, a percentage of the Chaplaincy Pro core team who meet certain criteria will be selected for this disclosure process.
What Should You Disclose?
Below are examples of common activities that could be perceived as a conflict of interest or present a conflict of interest:
- Advisory Board Services: Participation in advisory boards, including those involving vendors.
- Board Services: Involvement in external or internal boards, particularly those involving vendors.
- Financial Interests: Holding financial interests in or with competing organizations.
When in Doubt, Disclose
If you are unsure about whether you should disclose something, err on the side of transparency and report it. When in doubt, reach out to the Executive team for guidance.
For Executives
Executives are required to complete a Conflict of Interest Disclosure Form initially upon appointment and every year thereafter. This helps identify situations which might reasonably appear to present possible conflicts of interest with your responsibilities at Chaplaincy Pro.
Annual Conflicts of Interest Disclosure Form
Members identified as requiring to complete the Conflicts of Interest Disclosure Form annually will receive a notice to complete this form. The process is designed to ensure transparency and uphold the ethical standards of our organization.
Timely Submission is Crucial
It cannot be emphasized enough: If you are selected to complete an Annual Conflicts of Interest Disclosure Form, complete and submit your disclosure form by the due date. This ensures that Chaplaincy Pro remains a beacon of trust, integrity, and ethical behavior in the field of spiritual care.
By adhering to these guidelines, we protect the reputation of Chaplaincy Pro and ensure that we continue to provide exceptional spiritual care while maintaining the highest standards of ethical conduct. Remember, transparency is the cornerstone of trust, and your commitment to these principles is what makes Chaplaincy Pro a leader in the field of spiritual care.
