PRSM Policies

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PRSM members view professionalism, integrity and ethical business practices as the values that drive ethical conduct for the facility management profession. PRSM’s Code of Ethics, Code of Conduct at PRSM Events and Sexual Harassment Policy applies those values to the real-life business practice of facility management, where the best outcome is the most ethical one.

All PRSM members, volunteers, certification holders and certification applicants must comply with the Code and Policies.

 

PRSM Code of Ethics Policy

Revised: September 6, 2017

Purpose

The purpose of this Policy is to establish guidelines for ethical conduct among PRSM members, and to provide a process for responding to allegations of conduct that violates those guidelines.

I. CODE OF ETHICS

A. PRSM members shall treat each other, and all persons with whom they interact in the course and scope of PRSM activities, with courtesy, integrity and respect.

B. PRSM members will hold their membership as a privilege and a responsibility, and agree that the Bylaws, Policies and related rules of the Association, including this Ethics Policy and the PRSM Events Code of Conduct, as modified and amended from time to time by its Board of Directors, shall govern their conduct at all times.

C. PRSM members may not seek favors or unfair advantage for themselves, their employers or others by dishonest, unethical or questionable conduct.

D. PRSM members shall maintain the confidentiality of any information they obtain in the conduct of PRSM activities, including without limitation information that a reasonable person would recognize as confidential concerning competitors, other members and their respective employers.

E. PRSM members will refrain from personal conduct that damages the reputation of the Association, including without limitation behavior in conjunction with PRSM activities, in public or private, that offend prevailing moral standards.

F. PRSM members will immediately disclose any conflict of interest, or potential conflict of interest, whether financial or otherwise, with the interests of the Association, and agree to abide by the determination of the PRSM Board as to the disposition of the conflict.

G. PRSM members shall not use the Association membership directory as a mailing list for commercial purposes, nor permit its use by a nonmember for any purpose.

H. PRSM members shall disclose in confidence to the Association CEO, any personal, professional or legal matters that might reasonably cause embarrassment if subsequently associated with their PRSM membership, including without limitation any conviction of a felony or crime of moral turpitude, termination of employment for cause, and involuntary dismissal from a position of leadership in another nonprofit organization.

II. Remedial Process

A. PRSM membership is a privilege, not a right, and may be qualified, suspended or terminated for cause duly determined under this Policy.

B. The standing PRSM Ethics Committee, appointed by the PRSM Board and comprised of PRSM members in good standing and chaired by 2 (two) members appointed by the Board of Directors, shall be responsible for implementing this Remedial Process, except as to matters on appeal as described herein.

C. The Ethics Committee shall maintain a Complaint Form, available for submission in paper form and through a discreet and confidential link on the Association website, by which a report of conduct allegedly violating this Policy may be sent to the Committee or its designated representative. The complaint should contain the name of the person submitting the complaint, the name of the accused person, a description of the alleged conduct including date(s), time(s) and place(s), the names and contact information for any witnesses, and any corroborating information, materials or other evidence supporting the complaint. If an accuser seeks to remain anonymous, he or she may contact the Chairperson of the Ethics Committee, whose contact information will be available on the Association website, in confidence to discuss the accusation, and the Chairperson, in consultation with PRSM legal counsel, will then determine how to proceed under this Remedial Process.

D. Upon receipt of a complaint, the Ethics Committee shall:

  1. Review the accusation and the evidence submitted, and determine whether, if true, the reported conduct violates this Policy.
  2. If so, the Ethics Committee will within ten (10) days of its determination send written notice to the accused person including a summary of the accusation, a description of any subsequent investigation the Ethics Committee intends to pursue, and a request for a response to the accusation within thirty (30) days of the notice, including any relevant evidence, in writing or by personal appearance before the Ethics Committee or both.

E. The Ethics Committee may investigate a complaint by interviewing the accuser, the accused, witnesses and other persons with knowledge of the alleged conduct, and by obtaining relevant documents, records and related evidence.

F. The Ethics Committee shall maintain a record of its investigation including its notes, copies of documents and all evidence obtained, which record shall be confidential and may not be disclosed to any non-member of the Committee except as to matters on appeal as described herein, and as may be required under lawful order of a court of competent jurisdiction.

G. Upon the termination of this Remedial Process, the Ethics Committee may, at its sole discretion, destroy its record of the complaint, preserve its record for a specified time period, or permanently preserve its record.

H. Upon the completion of its review of a complaint and its further investigation, if any, and following the response of the accused person or the expiration of the time within which the accused person may respond, the Ethics Committee shall:

  1. Decide whether the reported conduct violated this Policy, and if so, what remediation is appropriate under the totality of the circumstances.
  2. Without limitation, and providing the Ethics Committee broad latitude to determine appropriate remediation, it may, separately or in combination:

a. Sanction the accused person privately, with or without a period of probation;

b. Sanction the accused person publicly through posting of its determination on the PRSM website, with or without a period of probation;

c. Require the accused person to take remedial action directly with persons or parties impacted by the conduct in violation of this Policy;

d. Suspend PRSM membership of the accused person for a specified time period, with or without a subsequent period of probation at risk of termination;

e. Terminate PRSM membership of the accused person, with or without permanent expulsion.

I. The Ethics Committee shall within ten (10) days of its determination under H. herein, send written notice to the accused person confirming its determination and remediation, via certified mail, overnight express or verified electronic communication.

J. The accused person may appeal the determination and remediation by submitting written notice to the Chairperson of the Ethics Committee within thirty (30) days of receiving the notice of determination and remediation, after which the determination and remediation are final and may not be appealed

K. Upon receipt of notice of appeal, the Chairperson of the Ethics Committee shall within ten (10) days, forward such notice to the Chair of the PRSM Board of Directors, who shall promptly appoint a three-person Appeal Panel comprised of persons having served on the Board of Directors (but are not then serving on the PRSM Board) or the Ethics Committee (but are not then serving on the Ethics Committee).

L. The Appeal Panel shall, in consultation with PRSM legal counsel, convene as it sees fit, review the complete Ethics Committee record of the complaint, confer with the Ethics Committee at its sole discretion, and give notice to the accused person of the opportunity for a hearing wherein the accused person may offer testimony and other evidence, with or without counsel, at a date not more than sixty (60) days from the notice date.

M. Following its review of the record, input from the Ethics Committee, and a hearing, if any, with the accused person, the Appeal Panel shall within thirty (30) days render its opinion in writing, whether the Ethics Committee determination and remediation shall stand, or whether the determination and remediation should be modified.

N. If the Appeal Panel decides the determination and remediation should be modified, its opinion shall include substitute language to that end, with or without explanation.

O. The Appeal Panel opinion may not, in any event, impose remediation more severe than that of the Ethics Committee.

P. The opinion of the Appeal Panel is final and conclusive.

PRSM Sponsored Events Code of Conduct

Adopted: September 6, 2017

Purpose

The purpose of this Code is to establish minimum standards of conduct among participants at PRSM sponsored events, including meetings, conferences, conventions, networking events and any other activities organized and convened in the name of PRSM (“PRSM Events”). This Code applies to PRSM members and staff, and to all attendees at PRSM Events including without limitation, event registrants, exhibitors, guests, invitees and their respective agents and employees (collectively, “Participants”). In the event of any conflict between this Code and the provisions of any applicable PRSM Exhibition Rules and Regulations, the Exhibition Rules and Regulations will prevail.

I. CONDUCT STANDARDS

A. Participants will treat each other with courtesy and respect at all times during PRSM Events. Participants will not interfere with the activities of other Participants, including the free flow of traffic and conversation at other Participants’ bona fide exhibition spaces.

B. Participants will observe all PRSM registration, credentialing and admission rules, and will refrain from providing false or misleading information, before or during the course of participation in PRSM Events. Prohibited conduct includes without limitation: altering, changing or exchanging registration credentials; enabling the attendance of an unregistered person without prior PRSM consent; falsifying the identity, employment status or business relationship of a registrant, guest or invitee.

C. Participants will conduct themselves within the highest standards of professionalism, and will not act in such a way as to bring dishonor or disrepute to PRSM, themselves or others. Unacceptable conduct includes without limitation: excessive alcohol consumption; physical violence or the threat of physical violence; use of obscene or profane language or gestures; speaking or displaying language that disrespects, demeans or defames any other Participant, company or person; engaging in any illegal, illicit or immoral behavior while a Participant at a PRSM Event, whether on or off the Event premises.

II. RESPONSE TO VIOLATIONS

A. An alleged violation of this Code may be reported to any PRSM staff member, who shall promptly notify the Event Compliance Officer (ECO) appointed by the PRSM CEO. The ECO shall meet in private with the reporting person as quickly as circumstances permit. In his or her sole judgment, the ECO shall then determine if the reported conduct violates this Code, and whether the reported conduct may be safely addressed by the ECO directly engaging with the accused person(s).

B. If the ECO believes the reported conduct poses a safety threat, the ECO will immediately summon on-site security or, if necessary, local law enforcement, to assist in removing the accused person(s) from the PRSM Event as quickly and peaceably as possible.

C. If the reported conduct does not pose a safety threat, the ECO will promptly notify the accused person(s) of the reported violation, and request immediate compliance with the Code. The ECO will not engage in a debate with the accused person(s) over the merits of the accusation, and will instead ask for termination of conduct giving rise to the accusation. As soon as practicable, the ECO will then prepare a report to the PRSM Ethics Committee including a summary of the reported violation, the response of the accused person(s), and a recommendation of further PRSM action to be taken, if any, including sanctions against the accused person(s).

D. If, after notice from the ECO, an accused person fails to comply with this Code, whether by continuing the reported conduct or by repeating other non-compliant behavior, the ECO may instruct the accused person(s) to exit the PRSM Event as soon as practicable. If the accused person(s) fails to cooperate with such instructions, the ECO shall summon on-site security, and if necessary, law enforcement to assist in removing the accused person(s) from the PRSM Event. The ECO shall then amend the report to the Ethics Committee to include recommended sanctions against the accused person(s).

III. SANCTIONS

Upon recommendation from the ECO, or upon its own initiative, and in consultation with PRSM legal counsel, the PRSM Ethics Committee may conduct an investigation of any reported violation of this Code, and determine if, in addition to actions taken by the ECO, any sanctions against the accused person(s) are warranted.

A. If the PRSM Ethics Committee seeks to impose sanctions, the accused person(s) shall:

  1. Receive written notice of the reported violation, the report of the ECO, and the sanctions to be imposed.
  2. The accused person(s) shall be given the opportunity to respond within twenty-one (21) days from the date of such notice, to request a hearing before the PRSM Ethics Committee or to otherwise dispute the reports or the sanctions.
  3. Upon hearing or review of any timely response from the accused person(s), the PRSM Ethics Committee may suspend, amend or reconfirm its determination of sanctions, which decision shall be final and non-appealable.

B. The PRSM Ethics Committee shall have broad authority to impose sanctions that are fair, commensurate with the violations, and serve the stated purposes of this Code. Sanctions may include, without limitation:

  1. Any company or person who violates any of the rules and regulations of PRSM including giving a badge to or registering an unauthorized person, is subject to a $500 penalty for each violation.
  2. In addition, any company or person who violates the rules and regulations of PRSM may be subject, at the discretion of PRSM, immediate removal from the show premises and prohibition from attending PRSM in the future.
  3. PRSM reserves the right to reject, eject, or prohibit any attendee in whole or in part, with or without giving cause. PRSM's liability for rejection without giving cause shall be limited to a refund to the Attendee of the amount of fees unearned at the time of ejection. However, if an Attendee is ejected for violation of these rules or for any other stated reason (with cause), no return of fees will be made.

    PRSM Association Sexual Harassment Policy

    Adopted: September 6, 2017

    The Professional Retail Store Maintenance Association (PRSM) has adopted a zero-tolerance policy toward discrimination and all forms of unlawful harassment, including but not limited to sexual harassment. This zero-tolerance policy means that no form of unlawful discriminatory or harassing conduct by or towards any employee, member, supplier, or other person attending PRSM sponsored events will be tolerated. The Association is committed to enforcing its policy at all levels within the Association. Any member or event attendee who engages in prohibited discrimination or harassment will be subject to discipline, up to and including expulsion from membership and banishment from PRSM events.

    Members of the Association, particularly those in leadership positions of any kind, are expected to understand and implement this policy; to prevent violations where possible; and to take alleged violations seriously.

    Sexual harassment is unacceptable behavior, and represents a serious violation of professional ethics. PRSM provides the following procedures under which claims of sexual harassment at PRSM sponsored events can be brought, assessed, and acted upon.

    I. SEXUAL HARASSMENT DEFINED

    Sexual harassment includes, without limitation:

    • an unwanted physical advance or verbal approach of a sexual nature;
    • subtle or overt pressure for sexual involvement;
    • unwanted reference to one's physical appearance, sexuality or to sexual activities;
    • unwanted physical contact;
    • the demand for sexual favors accompanied by implicit or explicit threats against one's job security or success;
    • any comments or actions which denigrate a person based upon gender; or
    • unsolicited sexual gestures or comments or the display of offensive, sexually graphic materials.

    PRSM recognizes that not every advance or comment of a sexual nature constitutes harassment. Whether a particular action or incident constitutes sexual harassment or not requires an objective determination based upon all of the facts and surrounding circumstances. Intentionally false accusations of sexual harassment can have a serious detrimental effect on innocent parties; are prohibited by PRSM Association; and may be cause for reporting and investigation under this Policy.

    II. REPORTING PROCEDURE

    Any person who believes he or she has been the victim of sexual harassment at a PRSM sponsored event is encouraged to report the alleged acts immediately to one or more of the following individuals (the "Designated Persons"):

    • PRSM Staff Ethics Liaison;
    • PRSM Legal Counsel.

    Any reports of alleged sexual harassment made to the Designated Persons will be discussed fully and confidentially with the reporting person. If the Designated Persons determine that a report under this Procedure suggests that a violation of the PRSM Policy on Sexual Harassment has occurred, the Designated Persons will, with the consent of the reporting person, promptly proceed with further investigation of the matter.

    III. INVESTIGATIVE PROCEDURE

    In determining whether alleged conduct constitutes sexual harassment, the Designated Persons will investigate the totality of circumstances, and the context in which the reported actions occurred. The investigation will include documenting the date(s), time(s) and location(s) of the alleged conduct; the name of the accused person; the names of any witnesses; and detailed statements about the alleged conduct from all parties contacted by the Designated Persons.

    After completing the investigation, the Designated Persons will prepare a Statement of Findings including the substance of the reported actions, a summary of the information obtained, and a conclusion as to whether the reported action violated this Policy

    IV. RESPONSIVE ACTION

    Upon completion of the Investigative Procedure, the Designated Persons will submit their Statement of Findings to the Chief Executive Officer (“CEO”) of PRSM who will, in consultation with PRSM General Counsel, determine, at his or her sole discretion, what action will be taken. Responsive action may include, without limitation, suspension of PRSM membership and/or attendance privileges at PRSM events, up to permanent expulsion from PRSM membership and permanent banishment from attendance at PRSM events.