The Importance of Regularly Updating Your Association’s Code of Ethics

The Importance of Regularly Updating Your Association’s Code of Ethics

An association’s code of ethics should be a dynamic document that evolves to remain relevant and useful. Primarily serving as a guide, it reflects organizational values and defines acceptable behavior. A well-maintained code helps an association manage emerging issues, enhancing awareness and community. To keep it relevant, an article by ASAE suggests the code and related rules should be periodically reevaluated.

The first consideration in updating a code of ethics is determining the appropriate cadence. The frequency of updates may be influenced by organizational rules, practicality, and customs. Often, a board or committee is tasked with reviewing and amending the code, but some organizations involve the entire membership in the process. Updates can be triggered by internal or external events, such as disciplinary matters or strategic shifts, or they can follow a planned schedule, such as quarterly, annually, or biennially. A planned review ensures the code remains current, while ad-hoc updates address specific issues as they arise. Establishing a regular review process within the code or as a separate policy can prevent the code from becoming outdated.

The article also highlights enforcement rules as crucial to a robust code of ethics. These rules should align with the organization’s bylaws, articles of incorporation, and relevant statutes. Regular updates should include a thorough review to ensure all references and rules are accurate and aligned.

Dorothy Farrell, chief science officer at the American Association of Colleges of Pharmacy, emphasizes that their code is a “continual work in progress.” The association’s code is reviewed every three years by a Code of Conduct Advisory Committee, with input from the board, staff, members, and legal counsel. Guidance is provided to refine governance processes and maintain the code’s relevance.

Associations must define acceptable behavior and engage in regular updates of their code of ethics to ensure it remains relevant and clear, protecting and guiding all members.