CODE OF ETHICSI.

INTRODUCTION

The Japanese Canadian Cultural Centre (“JCCC”) is committed to fulfilling its mission through conduct
characterized by the highest standards of ethical practices. The JCCC’s Code of Ethics guides the work of
the JCCC Board (“Board Member(s)”), staff, instructors, volunteers, interns and consultants (collectively,“Manager(s)”).
II.

VISION, MISSION AND VALUESVISION:To enrich lives globally through the celebration of Japanese culture and Japanese Canadian heritage.
This means: Becoming a compelling destination for guests, both in‐person and virtually.
 Sharing traditional and contemporary Japanese experiences of all types (food, film, sports etc.)
 Educating all generations and communities about the Japanese Canadian experience and thelessons learned.
MISSION:
Promote understanding, inclusion, and friendship by sharing the Japanese Canadian experience andtraditional and contemporary Japanese culture.
This means: Widening the lens on the Nikkei diaspora and connecting with it in new, meaningful and interestingways.
 Pursuing broad community partnerships.
 Enabling all people and all generations to participate and learn.
VALUES:The JCCC will, at all times:Be a welcoming place, to all members and guests in a safe, respectful and non‐discriminatoryenvironment that reflects its motto of “Friendship Through Culture”.
Respect diversity of all people regardless of age, gender, sexual orientation, ethnic, political or
religious background.
Deliver top‐tier cultural programs, events, resources and facilities which are valued by, and respondto the needs and wishes of the community.
Respect the past in acting on the future of the JCCC.

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III.

ORGANIZATIONAL CULTURE

Advancing the mission of the JCCC requires an organizational culture built upon the following principles:A.

Integrity
The reputation of the JCCC must be of the highest standard through the programs offered by
the JCCC and by the ethical, honest and principled and honest manner, in which Board
Members and Managers carry out all aspects of their work.

B.

Commitment to Inclusion
Board Members and Managers must understand and support the mission of the JCCC. The
JCCC is committed to embracing inclusion and understanding of different abilities,
experiences, perspectives, and styles within the institution.

C.

Professionalism
Board Members and Managers are committed to ensuring that the highest standards ofprofessionalism are maintained at the JCCC. The JCCC is committed to the highest quality of
research and scholarship in its heritage programming, including respect of the first‐person
perspective, top tier instruction, event presentation, community connections, partnerships,
and access for the widest possible audience. The JCCC values teamwork, collaboration, andrespect for the skills and experiences that each person contributes.

D.

Service to Constituencies
Board Members and Managers recognize that the JCCC is supported by many core
constituencies and endeavors to provide each with the highest level of service in accordancewith its mission and values. The JCCC maintains and cultivates partnerships by actively
seeking involvement of others in its work.

E.

Fiscal Accountability
The JCCC is committed to making the most effective use of its resources, including by utilizing
established financial policies and procedures while seeking a multitude of funding sources andrevenue‐generating opportunities that will enable the JCCC’s financial goals to be achieved.

IV.

LEADERSHIP

Board Members must be committed to the mission and values of the JCCC and ensure that all Managers
understand and support the JCCC’s Code of Ethics, vision, mission, values and strategic goals. Board
members will act in accordance with JCCC By‐Laws and applicable policies. They shall work cooperatively
on behalf of the JCCC, neither as individuals nor as advocates for particular activities or divisions within
the JCCC or its community, unless specifically tasked by the board to do so, for the purpose ofrepresenting a diversity of perspectives within the community at the board level.
A.

JCCC Board
The JCCC Board is the legal governing body of the JCCC. The JCCC Board is vested with thelegal and fiduciary responsibility for the operation of the JCCC, providing leadership, vision,
continuity of purpose and accountability to the public. It is responsible for establishing and
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implementing the organization’s vision, mission, values, and strategic plan, ensuringcontinued progress of the JCCC in achieving its mission, providing for the governance tosupport the management and operations of the JCCC and ensuring the JCCC’s identity andconnection with the community.
The JCCC Board selects the volunteer JCCC Board President/Chair, and is responsible forselecting, overseeing, evaluating and approving compensation for the Executive Director
based on performance. As set out in the JCCC bylaws, the Executive Director has responsibility
for the planning and management of the JCCC, with input, as required, by the JCCC Board
President/Chair.
The relationship between the Executive Director and the JCCC Board President/Chair willreflect the priority of and commitment to institutional goals over all personalconsiderations.
The working relationships among all Board Members and Managers shall be based upon equity
and mutual respect; their shared roles shall be recognized as collaborative and their separate
responsibilities respected.
Board Members shall adhere to the Code of Ethics in their representation of the JCCC at all
times and will additionally submit annually (or pursuant to an interval otherwise required
according to best practices at the time) to a criminal record background check by the Toronto
Police Service.
V.

STAFF, INSTRUCTORS & VOLUNTEERS
A.

Staff
Employment by the JCCC is a privilege. In all activities, staff shall act with integrity, in
accordance with ethical principles and the highest standards of objectivity.
The JCCC maintains high public visibility and esteem. Thus, staff must consider how anactivity may reflect upon the JCCC or be attributed to it. To the JCCC’s constituency,
the staff member is never wholly separate nor their activities independent from the
JCCC despite any disclaimers that are offered. Staff members must be mindful andconcerned; not only about their activities, their personal motivations and interests, butalso with the way in which the outside observer may construe such activities.

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B.

VI.

Instructors & Volunteers
Instructors have been a critical component of the JCCC organization from its founding,helping the JCCC to present the highest quality, category‐defining instruction in multiple
areas. Volunteers are the lifeblood of the JCCC, supporting the organization in all areas.
Instructors and volunteers have a responsibility to comply with the policies andprocedures of the JCCC. Those with access to JCCC materials, programs and privileged
information shall adhere to the same standards that apply to Board Members and staff
members and may be asked by staff to sign confidentiality and non‐conflict agreements toparticipate in certain activities. Instructors and volunteers will work toward the growthand development of the JCCC and not for personal gain other than the enrichment
inherent in volunteer service and any honoraria as may be provided to them from time totime. In the case of instructors, that includes respecting that JCCC members that sign up
for instruction at courses at the JCCC are JCCC students, that cannot be solicited tomigrate to private instruction platforms or courses that may be set‐up or separately run
by JCCC instructors in competition with, or in lieu of, JCCC courses. This Code of Ethics
shall apply to all JCCC instructors and volunteers.

ETHICAL GUIDELINESA.

Introduction
JCCC Board Members and Managers must promote the best interests of the JCCC rather
than individual financial gain. The reputation and image of the JCCC is significantly
influenced by the personal conduct of its Board Members and Managers. The following
are guidelines for Board Members and Managers.
1.

Conflict of Interest
All Board Members and Managers:a)

Must disclose any activity that might be interpreted as a conflict of interest as
between the JCCC and the personal interests of the Board Member or Manager
to the Executive Director of the JCCC. Any disclosure of a potential conflict ofinterest will be reported to and reviewed by the JCCC board, who will
determine appropriate action.

b)Must not use their position to secure special privileges or exemptions forthemselves or others.

c)Subject to paragraph VI (5) below, must not accept personal gratuities or
gifts from visitors or from participants in any program offered by or at
the JCCC. However, contributions to the JCCC should be encouraged.

d)Shall not engage in any transactions as a representative of the JCCC with any
business entity in which they have a substantial direct or indirect interest.

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2.

Confidentiality
Protection of confidential information is essential to the integrity of the JCCC.
This requires that each Board Member and Manager abide by the JCCC’s
policies and procedures which regulate use, restrict circulation, and provide forthe proper storage of Confidential Information (as defined) in order to prevent
disclosure or release in any manner to unauthorized persons.

a)“Confidential Information” includes, but is not limited to, materials such as
volunteer lists, donor lists and files, mailing lists, financial data, program data,
personnel information, compensation information and future event planningof the JCCC that has not yet been made public. This list is not meant to be
exhaustive. Any questions regarding Confidential Information should be
discussed with staff designated by the Executive Director.

b)Access to or possession of any Confidential Information is strictly on a need‐to‐know basis. A violation of the need‐to‐know principle can be cause for
personnel action; for termination of a staff member; or, for removal of a Board
Member or Manager.

c)

Board Members and Managers must hold confidential and leave intact all lists,
records and documents acquired in connection with JCCC activities. These
documents may not be transferred or transmitted to others under any
circumstances.

3.

Fundraising Practices
Fundraising is a vital component of the financial well‐being of the JCCC, and assuch requires considerable public interaction. Board Members and Managers
involved with raising of money or soliciting any other gifts‐in‐kind on behalf of
the JCCC must do so with honesty and integrity as to the need for suchcontributions.

a)Board Members and Managers must not receive gifts, compensation for
fundraising on a commission basis or receive any portion of the funds raisedfor any reason whatsoever.

4.

Business Relationships
The JCCC must avoid the appearance of unethical or compromising practices inrelationships with suppliers, contractors and other businesses. Board Members
and Managers are prohibited from soliciting or accepting, in their own interest,
money, loans, credits, discounts, favors, entertainment, meals, lodging and trips
from present or potential suppliers and businesses, which might influence
negotiations and purchasing decisions. These rules will also apply to family orhousehold members of personnel of the JCCC,
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unless the recipients of the gifts have a relationship with the donor outside of
the JCCC, and the acceptance of the gifts will not in any way create a conflict ofinterest.
5.

Personal Gifts
Managers are permitted to accept an occasional gift of insignificant value(valued at under $200) as long as the receipt of such gifts will not impair
judgment or otherwise influence decision‐making. Gifts of greater value may
be accepted only upon the written approval of the Executive Director or theirdesignee.

6.

Assistance
The relationship of Board Members and Managers is mutually beneficial to theinstitution. Nonetheless, no Board Member shall make excessive requests forservices or expertise from any Manager, unless such requests are approved fora specific purpose by the Executive Director (for instance, requests inconnection with financial reporting by the Treasurer/Finance Chair of the JCCC
Board).

7.

Political Activity
As a not‐for‐profit, non‐partisan institution, the JCCC does not take positions onpolitical issues, endorse candidates for public office nor support fundraising forsuch campaigns. As such, Board Members and Managers are not authorized to
do any of the above as a representative of the institution. Board Members andManagers who are involved in any way with the electoral or legislative process
must make clear that they are acting in a personal or individual capacity only.

8.

Public Expression of Personal Opinions
With the exception of the President/Board Chair and the Executive Director,
Board Members and Managers are not authorized to represent the institution
to social or news media without the specific permission of the Board
President/Chair or Executive Director.
When expressing a public opinion, which may or may not relate to the JCCC, it
should be clearly stated that the opinions expressed are independent or
personal in nature and do not necessarily represent the position or policy of the
JCCC. Due consideration must be given to the potential negative impact on the
JCCC at all times.
Any public document or publication must not in any way negatively impact thework of the JCCC. Official public documents or publications must have priorreview and approval by the Executive Director or designee. Discretion and theutmost attention to professional ethics should govern these activities.

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Board Members and Managers should consult with the Executive Director if
there is any question of propriety related to these issues. All parties should
consider the perception of any action they undertake and how it may reflect on
the JCCC.
9.

Outside Employment Activities
The work of the JCCC requires the complete commitment of full‐time
employees. Accordingly, outside employment is discouraged for full‐time staff
members. Full‐time employees must discuss the appropriateness of any
outside employment with their supervisor and obtain approval in writing
before accepting outside employment. Factors that will be considered in such
requests are as follows:a)That it does not affect the employee’s primary job performance;b)That the nature of the job or employer in no way presents a conflict ofinterest or questionable ethics;c)That the nature of the job or employer would in no way adversely affect the
reputation of the JCCC.

10.
a)Intellectual Property
It is the policy of the JCCC to develop, protect and utilize intellectual
property – ideas, inventions, works of authorship and other unique tangible
and intangible resources – to fulfill its mission.

b)

The JCCC acquires intellectual property through the work‐product (“Work”) of
its staff; independent contractors and interns who are contracted to develop
Work; collaboration with others; donations and other gifts; loaned items fromother institutions and persons (to a limited degree); and licensing agreementswith third parties. The JCCC will respect the intellectual property rights of third
parties with whom it comes into contact.

c)

Financial remuneration for the sale or lease of materials that are written,
designed or produced while the Manager is paid by the JCCC or providing
services to or on behalf of the JCCC is the property of the JCCC. In addition,material relating to such Work including correspondence, research notes,
reports, archival material, electronic files, photography and media (audio andvisual) is the property of the JCCC.

d)

Ownership of copyright vests in the JCCC on all material prepared as part of
the regular duties of the Manager or by special contract, unless exceptionalarrangement is made in writing with the JCCC Board President/Chair andExecutive Director or designee prior to publication or release.

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VII.

e)

Ownership of copyright for work done on a Manager’s own time remains thepossession of the Manager. However, such work must satisfy the outside
employment guidelines.

f)Managers who produce work, both for the JCCC and independently, should
acknowledge assistance provided by other colleagues, teachers and students
whose work provided original ideas or identified primary sources relevant to
the Manager’s research.

g)

Volunteers may occasionally create work as part of their volunteer activities
and assignments. The JCCC management shall determine the proposedownership of intellectual property rights in such work prior to assigning a
volunteer to such projects. Such determination shall be in a written form
approved by the JCCC and signed by the volunteer.

h)Managers shall ensure that their contributions to the JCCC work are original tothem, are public domain materials, or are properly licensed from a third party
for a specified use by the JCCC. Managers shall not incorporate into JCCC work
the unlicensed authorship, inventions, or trade secrets of third parties. Allquestions in this regard should be addressed to the Executive Director ordesignee.

ANNUAL DISCLOSURE AND COMPLIANCE CONFIRMATIONSA.

BOARD MEMBERS. Board Members are required to review and to provide annual
written confirmation of their ongoing adherence to, and compliance with, this Code of
Ethics, including the JCCC Anti‐Harassment/Anti‐Discrimination Policy (attached as
Schedule “A”). Board Members will also complete and sign a Conflict of Interest
Disclosure Statement (attached as Schedule “B”). Such written confirmation will be
provided by Board Members upon joining the Board, and each September thereafter.

B.

EMPLOYEES. As a condition of employment, all employees are required to review and toprovide annual written confirmation of their ongoing adherence to, and compliancewith, this Code of Ethics, including the JCCC Anti‐Harassment/Anti‐Discrimination Policy(attached as Schedule “A”). Employees will also complete and sign a Conflict of Interest
Disclosure Statement (attached as Schedule “B”). Such written confirmation will be
provided by employees upon the commencement of employment, and each September
thereafter.

C.

INSTRUCTORS. As a condition of service by instructors, instructors are required toreview and to provide annual written confirmation of their ongoing adherence to andcompliance with, this Code of Ethics, including the JCCC Anti‐Harassment/Anti‐
Discrimination Policy (attached as Schedule “A”). Instructors will also sign a Conflict ofInterest Disclosure Statement (attached as Schedule “B”). Such written confirmation will
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be provided by instructors upon the commencement of their engagements, and each
September thereafter.

VIII.

D.

VOLUNTEERS. As a condition of volunteer service, volunteers are required to review
and to provide annual written confirmation of their ongoing adherence to andcompliance with, this Code of Ethics, including the JCCC Anti‐Harassment/Anti‐
Discrimination Policy (attached as Schedule “A”), and, at the discretion of the
Executive Director, a Conflict of Interest Disclosure Statement (attached as Schedule“B”). Such written confirmation will be provided by volunteers upon thecommencement of their engagements, and each September thereafter.

E.

To ensure compliance with the JCCC’s Code of Ethics, any perceived violation must bereported to the staff member or volunteer’s immediate supervisor, or if the issue
involves the executive director or a board member, the Board Chair/President. Should
the supervisor or the Board Chair/President agree with the perception of violation, thematter shall be discussed with the staff member in an effort to resolve the situation. If
the indicated violation cannot be resolved, the matter shall be referred to the Board
Chair/President for appropriate action.

F.

Failure by any Board Member or Manager to meet the standards of the Code of
Ethics may result in appropriate disciplinary action, including termination of
employment. Failure by instructors, volunteers, including JCCC board members, toadhere to these standards may result in termination of JCCC affiliation.

NOTICE OF THIS CODE OF ETHICS

A copy of this Code of Ethics or notice of the existence thereof will be posted in a prominent place in the
JCCC, and a copy of the code will be appended to all rental, lease and other contracts entered into by the
JCCC in respect of the use of or work in the JCCC.

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