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Corporate code of business conduct

CWB core values

In the pursuit of our commitment to add value for farmers in everything we do, we value:

Teamwork

The premise of single desk selling is simple: farmers marketing as one are stronger than if they were to market individually. Working as one is the foundation of teamwork. Demonstrating a level of commitment rarely found in the corporate world, CWB staff work together and rely on each other to deliver the best service to farmers and the best products to customers.

Innovation

When faced with a problem or challenge, we don't rely on what we did previously or take the path of least resistance. We gravitate towards innovation. It is at the core of our DNA since it defines what we are – a truly unique organization that markets quality Prairie grain in an innovative way that maximizes returns to farmers.

Respect

Respect is not something that can be demonstrated with words – it comes through in behavior and actions. For the CWB, respect means that we treat everyone fairly, whether they are our farmer stakeholders, customers or our staff. It also means listening without bias and placing a value on others' opinions and ideas even if they differ from our own.

Service Excellence

In today's competitive marketplace the distinguishing factor is service. We understand that excellence in service delivery is key to becoming a world class organization. That's why we continue to broaden our service package to both farmers and customers, striving to anticipate and meet their needs with innovative solutions.

Integrity

We operate according to a strict code of conduct that gives a framework and purpose to our daily activities. This code demands that we are fair, honest, and ethical in all business transactions.

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Purpose of the code

The success of the Canadian Wheat Board (CWB) is directly related to its reputation in the global marketplace. As CWB employees, it is essential that we perform our duties and conduct our professional affairs in such a manner that public confidence in the integrity, objectivity and impartiality of the CWB is maintained and enhanced.

This Corporate Code of Business Conduct was designed to clarify the guiding principles of this corporation. It is intended to help each of us understand our responsibilities and make the right choices. It is also intended to encourage awareness of the ethical issues that we may encounter in our day-to-day business activities. Doing the right thing begins with basic honesty, respect and integrity. However, now more than ever, it also depends on our good judgment and sensitivity to the way others see us and how they interpret our actions.

This code has been organized according to general topic areas. Contained within it, you will find:

  • A general statement of employee and management responsibilities.
  • Relevant CWB policy descriptions, linked to full policies.
  • Guidelines for conduct in areas where no separate CWB policy currently exists.
  • A statement of acknowledgement and agreement document – requires your signature (or electronic indication of agreement).

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Responsibilities

It is the responsibility of all CWB employees, including part-time and temporary employees, to comply with the Corporate Code of Business Conduct and all CWB policies, programs and practices. Contractors, consultants and those visiting the CWB must comply in the same manner as employees.

As a CWB employee, you are responsible for:

  • Reading this Corporate Code of Business Conduct carefully and asking questions about anything you do not understand.
  • Understanding and complying with all CWB policies, practices, procedures and guidelines and seeking clarification where necessary.
  • Understanding and complying with updates and changes to policies, programs and practices.
  • Using good judgment and exercising appropriate use of your influence and authority in interactions with co-workers, farmers, customers, suppliers and business partners.
  • Promptly reporting suspected or witnessed violations to your immediate manager, senior management, the CEO, People & Organizational Services (P&OS) or the Director of Corporate Audit Services.

As a CWB manager, you are responsible for:

  • Using good judgment and exercising appropriate use of your influence and authority in interactions with employees, farmers, customers, suppliers and business partners.
  • Ensuring employees understand and comply with the Corporate Code of Business Conduct policies and guidelines.
  • Ensuring employees are aware of updates and changes to policies, programs, practices, procedures and guidelines.
  • Addressing or reporting any violations of the Corporate Code of Business Conduct and/or CWB policies, programs or practices to senior management, the CEO, P&OS or the Director of Corporate Audit Services.

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Respecting others

All CWB employees are expected to treat colleagues, clients and business associates with respect, dignity, fairness and courtesy.

The CWB promotes and supports a balanced work life, enhancement of skills and a safe, comfortable working environment for all employees.

The CWB takes pride in the diversity of its workforce and is committed to maintaining a work environment free from discrimination or harassment. Diversity and employment equity are important concepts which are valued and considered a benefit to the CWB -- not only to promote social justice, but also for sound business and operational reasons. This has long been a natural part of our working environment, without the imposed use of hiring or promotional quotas. A corporate culture exists that accepts and values individuals for their personal skills and abilities.

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Ethical conduct

The highest standards of ethical business conduct are required of CWB employees and all other persons who act on behalf of the CWB, including contractors and consultants.

All CWB employees are expected to comply with all applicable laws, to act fairly, impartially and in an ethical and proper manner.

Conflict of interest

Employees are expected to perform their duties conscientiously, honestly and in accordance with the best interests of the CWB. As an employee, you must avoid any situation in which there is, or may appear to be, a potential conflict between the CWB's interests and your own personal interests.

Examples of potential conflict of interest situations include:

  • participating in deliberations, decisions and votes where this would give rise to real, potential or perceived conflict of interest;
  • assisting private entities or persons in their dealings with the CWB in a way that results in preferential treatment;
  • giving preferential treatment to family members or friends or to organizations in which you or your family members or friends have an interest;
  • using or allowing the use of CWB property, including leased property, for anything other than CWB approved activities, without proper authorization;
  • using for your own personal benefit, or disclosing to any unauthorized persons, information obtained through your employment with the CWB that is not generally available to the public;
  • giving or receiving gifts or benefits of any kind where it might be perceived that an obligation is created or a favor expected.
Private interests

Upon commencement of employment at the CWB, you must arrange your private affairs and activities in a manner that will prevent real, potential or perceived conflicts of interest from arising (note: farming is exempt). If such a conflict does arise, you must immediately notify P&OS and take steps to resolve it as soon as possible, in favor of the CWB's interest.

If an activity or ownership of an asset is likely to create an appearance (potential or actual) of continuing conflict, the CWB may require you to terminate the activity or divest of the asset. Assets and interests of a commercial nature must immediately be declared in writing and the declaration filed with P&OS. Divestment, if required, may include the sale of an asset or another arrangement considered satisfactory by the CWB for the purpose of effectively terminating the conflict.

Fraud and dishonesty

Neither employees nor their family members will take (or arrange/attempt to take) payment in any form, directly or indirectly, for the purpose of obtaining and/or retaining business or to obtain any other favorable action from the CWB.

You must not engage in unethical or improper practices for business or personal gain including:

  • bribery of any kind,
  • any action involving illegal, unethical, or improper payment of money or anything else of value,
  • misstating of inventory or financial data,
  • falsifying documents or records,
  • misrepresentation.
Gifts, hospitality and entertainment

Employees and members of their immediate families must not accept entertainment, gifts or favours that compromise, or even appear to compromise, their ability to make objective and fair business decisions. Similarly, you may not offer gifts or favors that might be perceived as unfairly influencing a business interaction. It is essential to effective business operations that all those who do business with the CWB as suppliers, contractors or customers have access to the CWB on equal terms.

You may accept or offer gifts and only as part of normal exchanges common to business relationships. A gift or entertainment is acceptable only if:

  • the benefit is of token and non-material value;
  • the CWB could easily reciprocate;
  • the exchange creates no obligation; and
  • the exchange occurs infrequently.

As a general guide, you should not accept any gift, hospitality or entertainment that could not be justified on a CWB expense claim. If there are any doubts, full and immediate disclosure to management is required and will be taken as good-faith compliance with this code. Entertainment being provided by the CWB, such as business lunches or hospitality suites should be reasonable and never lead to a sense of obligation on the part of the recipient.

Appropriate business entertainment occurring in connection with business discussions or the development of business relationships is generally deemed appropriate. This may include business-related meals, refreshments before or after a business meeting, and the occasional offer of entertainment such as attendance at athletic, theatrical or cultural events.

Inappropriate gifts received by employees should be returned to the donor and may be accompanied by a copy of this code.

CWB employees will not accept travel or accommodation. If travel or accommodation is being offered in conjunction with a business function or meeting, the CWB will reimburse the organization providing the travel and/or accommodation based on its costs. The only exception to this guideline is for meetings or conferences where other industry participants are all being provided with travel and/or accommodation. In such instances, CWB employees may accept these benefits on the same basis as all other participants.

In some cultures or business settings, the return of a gift or refusal of a favor would be offensive and negatively impact the business relationship with a particular customer or supplier. In these cases, the best practice is to accept the gift on behalf of the CWB; report it to your manager and turn it over to the Vice-President of Human Resources or the Corporate Secretary. The gift will be displayed, if appropriate, or provided to the Leadership Team to decide its disposition.

Post-employment conduct

CWB's Corporate Code of Business Conduct does not and is not intended to impose upon any employee more than what the employment law imposes on employees today.

Your obligation to protect the interests of the CWB extends after you leave employment with the CWB. Former employees have an implied obligation of good faith and confidentiality, as well as fiduciary obligations. Examples of a violation include, but are not limited to:

  • use or disclosure of employer confidential information (generally prohibited by law);
  • exploitation for your own benefit of any business opportunity of the CWB of which you were intimately aware as an employee (prohibited by law);
  • removal or failure to return CWB property.

Employees must be careful, when engaged in any discussion, negotiation or other business activity with a former employee, to act in a manner which does not facilitate or permit a breach of this code by the former employee.

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Company assets and resources

You are entrusted with the care of company assets and resources, with the expectation that you will use them for the benefit of, and as directed by, the CWB. Using company resources (whether physical, financial or time) for personal gain is a violation of this trust. You may not, therefore, obtain, use or divert CWB assets or resources for personal gain or benefit, or for the personal gain or benefit of others.

Responsibility for company assets and resources

You are responsible for the proper use and security of company assets and resources entrusted to you as an employee. You are expected to ensure that all assets and resources assigned to you are handled, managed and protected in accordance with established policies, programs, practices, standards, procedures and guidelines.

Personal use of company resources

Use of CWB property or services that is not solely for the benefit of the CWB must be approved in advance by your manager.

You may not, under any circumstances, use computers or facilities in any manner that is illegal, offensive, discriminatory, harassing or abusive. You may not participate in chat rooms, send or forward inappropriate or offensive jokes or chain mail, or download pornographic or any other unauthorized programs and materials onto CWB computers.

Incidental personal use is acceptable, subject to management's discretion, as long as it does not consume resources unnecessarily, interfere with productivity or pre-empt any business activity. The CWB monitors use of its systems and the data transmitted or stored to ensure compliance with CWB policies, programs, practices and standards. By using CWB systems, you are consenting to the inspection and use of transmitted or stored files and data.

Time is a valuable asset. You have an obligation to be honest with your time, to carry out your job responsibilities to the best of your ability and to report to work in a manner fit to perform all assigned duties.

If there is any question or doubt regarding the appropriate use of CWB property, assets, or services, please speak to your manager and seek clarification.

Corporate Credit Card

Overview

The Canadian Wheat Board (CWB) has empowered its employees with an alternative method for making material and service purchases. The credit card program will simplify the purchasing process and reduce overall costs by reducing the number of purchase requisitions, purchase orders, requests for cheques, cash advances and the use of personal funds reimbursed by an expense report.

Theft

Theft of CWB property, information, time and other company resources is the most fundamental breach of the employment relationship. The CWB will not tolerate theft under any circumstances.

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Confidential information

The CWB's confidential business and proprietary information is a vital asset in the operation of its business. The unauthorized use or disclosure of this information is prohibited. The disclosure of confidential information outside the CWB could seriously damage the CWB's interests. Safeguarding this information is everyone's responsibility.

Confidential information includes, but is not limited to:

  • information of a proprietary, technical, business, or financial nature;
  • marketing strategies;
  • trade secrets;
  • intellectual property;
  • personal information about customers, business partners or employees.

Personal information about employees, business partners and customers must be managed in a secure manner, respecting the privacy of the individual and taking into account CWB obligations under any applicable legislation, laws and business practices.

Disclosure of confidential information entrusted to employees by the CWB or its business partners cannot be carried out without prior authorization. You are responsible for protecting confidential information in your custody against theft, loss, unauthorized access, destruction or misuse.

This obligation continues after the employee has left the employment of the CWB.

Security

You are responsible and accountable for the protection and safeguarding of CWB assets in your care, including physical assets (buildings, people, property, information) and logical assets (networks, communications, information systems, intellectual property). Access and use of CWB assets must be authorized, adequately controlled and based on business requirements. In order to protect company assets, you are required to read, understand and comply with all corporate and business unit security policies, programs, practices, standards, procedures and guidelines.

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Compliance with laws, regulations and legislation

While the CWB conducts its business within the guidelines of professional standards, acts, laws, regulations and internal policies, programs and practices, it is also acknowledged that these do not govern all types of behaviour. This Corporate Code of Business Conduct requires you to conduct your business activities in a manner consistent with the core values of the CWB and in accordance with applicable laws, regulations, policies, programs and practices.

Copyright laws

You must abide by all copyright laws. Never make unauthorized copies of materials from copyrighted books, magazines, videotapes, newspapers, drawings or computer programs or software.

Employment equity

Our culture ensures equal treatment for all employees. This applies to all company activities, including, but not limited to, recruiting, hiring, training, transfers, promotions and benefits.

Anti - Harassment

Harassment or discrimination of any kind is a serious offence and will not be tolerated at the CWB. If you observe, learn of, or are subjected to harassment or discrimination, you are responsible for immediately reporting the conduct to your supervisor, managers or Human Resources for prompt investigation. Investigations will be conducted as discretely and confidentially as possible.

The CWB is committed to taking every reasonable step to ensure the right of all employees to work in an environment free of any form of abusive or unwelcome comment, behaviour or conduct that creates an intimidating, hostile or humiliating work environment.

Harassment of employees, applicants, customers, contractors or suppliers by other individuals is a violation of CWB policy. Harassment includes, without limitation:

  • verbal harassment (epithets, derogatory statements, slurs);
  • physical harassment (hitting, pushing or other aggressive physical contact); and
  • visual harassment (offensive posters, cartoons, drawings).
Sexual harassment

Sexual harassment is defined by the Canada Labour Code as any conduct, comment, gesture or contact of a sexual nature that is likely to cause offence or humiliation to any employee, or that might on reasonable grounds be perceived by that employee as placing a condition of a sexual nature on employment or on any opportunity for training or promotion.

Sexual harassment is coercive and one-sided (without mutual consent). Both men and women can be victims.

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Reporting violations

The CWB is committed to the highest standards of quality, honesty, openness and accountability. The CWB's core values state a commitment to demonstrating integrity by maintaining the highest standards of ethical business conduct. This value places an obligation on every employee to ensure that the organization operates accordingly. As part of that commitment, employees and others with serious concerns about any aspect of CWB work are encouraged to come forward and express those concerns for the betterment of the organization.

In many cases, concerns or complaints will be handled through normal procedures. However, in some cases, it is recognized that you may need to come forward on a confidential basis. You can do so without fear of reprisal or adverse employment action.

Non-Retaliation policy

Everyone at the CWB is responsible to ensure that corporate policies are upheld and, as such, we all have a responsibility to report violations of corporate policy. The Non-Retaliation policy is consistent with the CWB's objective of promoting openness in the workplace. It is designed to encourage you to report situations of serious concern about any aspect of CWB work. This policy ensures that you can report suspected violations of any corporate policy with the confidence that you will have your concerns treated seriously, investigated thoroughly and that you will be protected from reprisal or retaliation.

This policy supports employees who witness or suspect violations of any corporate policy, programs and practices. It encourages you to report these situations promptly to your manager, senior management, the CEO, P&OS or the Director of Corporate Audit Services. Where appropriate, you are encouraged to follow the reporting guidelines outlined within specific policies, programs or practices.

Whistleblower policy

The purpose of this policy is to provide a means for you to raise concerns if you have reasonable grounds for believing there are financial, legal or ethical business irregularities within the CWB. The policy also emphasizes the CWB's support and commitment to those who come forward. The CWB Code of Business Conduct clearly outlines individual responsibility to encourage staff to raise matters of concern responsibly through the procedures laid down in this policy.

Investigations and follow-up

All situations will be handled promptly, discretely and professionally. Discussion and inquiries will be kept in strict confidence to the extent appropriate or permitted by law.

Your right to have your concerns filed in confidence will be respected and protected to the greatest extent possible. No retaliatory action will be taken against you for making a good-faith report of any type of violation. However, if you took part in the prohibited activity, you may be disciplined - even if you were the one who reported it. Your decision to report will, in all cases, be given due consideration in the event any discipline is necessary.

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Acknowledgement and agreement

Compliance requirements

As a condition of employment with the Canadian Wheat Board, you are required to indicate your acknowledgement confirming that you have read the Corporate Code of Business Conduct, understand it and will comply with it, including all published corporate polices, programs and practices. P&OS will retain a confirmation of your acknowledgement.

It is your responsibility to ensure your ongoing compliance with the requirements outlined in the Corporate Code of Business Conduct and all published corporate policies, programs and practices. Any questions in regards to it should be directed to People & Organizational Services for clarification.

Consequences of non-compliance

Those who violate the Corporate Code of Business Conduct or any CWB policy, program or practice will be subject to disciplinary action, up to and including employment termination. Disciplinary measures will also apply to anyone who directs, approves and/or has knowledge of a Corporate Code of Business Conduct infraction without promptly moving to correct it or report it to the appropriate manager, senior management, the CEO, P&OS, or the Director of Corporate Audit Services.

Where a former employee does not comply with the applicable requirements of the Corporate Code of Business Conduct, the CWB may take such steps as it deems necessary, including initiating legal action, to ensure that the offensive conduct is stopped and that the former employee does not benefit unduly from previous employment with the CWB, as well as to recover and rectify any financial or other harm done to the CWB.

Consultants, contractors, independent proprietors or guests who violate this code or policies referred to within are subject to discontinuation of contracts or privileges derived from the relationship with the CWB and may be subject to legal action.

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