This Ethics and Integrity Policy sets the foundation for ethical conduct within the Action for Conservation and Environmental Sustainability (ACES). It outlines the principles and behavioural expectations that guide everyone involved with ACES, including staff, volunteers, researchers, consultants, board members, and partner organizations. The policy applies across all domains of our work: from scientific research and field operations to education, advocacy, community engagement, and strategic partnerships.
ACES is committed to creating an environment where responsibility, transparency, accountability, and respect for human rights and the environment are not just ideals but daily practices. Ethical behaviour is not limited to compliance with laws or policies, it also means doing what is right, fair, and respectful, especially in contexts where power imbalances or environmental risks are present. We recognize that our work often intersects with vulnerable communities, biodiversity hotspots, and policy-making spaces, making integrity essential to our mission.
This policy is designed to offer clear guidance on acceptable and unacceptable behaviour, helping individuals navigate complex situations with confidence and integrity. It also outlines mechanisms for reporting, redress, and enforcement, ensuring that those who raise concerns are protected and that violations are addressed fairly and promptly. Ultimately, our aim is to protect the reputation and impact of ACES while reinforcing a shared sense of ethical responsibility among all stakeholders.
ACES is committed to a set of core values that shape our identity and guide our decisions:
- Integrity
We act with honesty, consistency, and moral courage. We avoid deceit, manipulation, or exploitation in all forms. Integrity is the foundation of our trust-based relationships within and outside the organization.
- Accountability
We take full responsibility for our decisions, actions, and their consequences. We acknowledge errors, seek improvement, and uphold our commitments to stakeholders, donors, communities, and each other.
- Respect
We value the inherent dignity and worth of every individual. We promote respectful dialogue, acknowledge diverse perspectives, and ensure inclusive participation regardless of social or cultural background.
- Transparency
We are open in our operations, decision-making, and communication. We share information honestly and in a timely manner, particularly regarding finances, governance, and impact.
- Excellence
We strive for the highest quality in all we do—be it research, outreach, education, or program design. Excellence reflects our deep commitment to effectiveness and continuous learning.
- Social Justice
We work to eliminate systemic inequalities and advocate for fair treatment, access, and representation. We uphold human rights and support movements for justice and freedom.
This policy applies to all individuals and organizations affiliated with ACES, including but not limited to:
- Board members and trustees
- Executive and senior leadership
- Full-time and part-time employees
- Contract and freelance staff
- Research fellows and interns
- Volunteers and program participants
- Partner organizations, consultants, and service providers acting on ACES’s behalf
Ethical standards form the foundation of trust, credibility, and accountability in all ACES activities. Every representative of ACES—whether employee, volunteer, consultant, researcher, or board member—is expected to uphold the highest levels of personal and professional integrity in alignment with the organization’s values and mission.
- All representatives of ACES must conduct themselves with professionalism, diligence, and care: Individuals are expected to act with integrity, respect, and fairness in all internal and external interactions. This includes demonstrating reliability, competence, cultural sensitivity, and a commitment to continuous learning.
- Individuals must perform their duties in accordance with legal requirements, ACES’s values, and professional standards relevant to their role: Compliance with national laws, environmental regulations, donor agreements, and ethical standards specific to one’s area of work (e.g., scientific, financial, or educational) is non-negotiable. Ignorance of policies or laws is not considered an excuse for misconduct.
- Academic and research staff must avoid falsifying data, plagiarism, and any other form of scholarly misconduct: ACES holds its research staff and partners to strict academic standards. All data collection, analysis, and reporting must be conducted honestly and transparently. Misrepresenting research findings, copying the work of others without citation, or manipulating results to fit expectations undermines the credibility of the organization and the integrity of the scientific process.
- Organizational resources—including time, funds, and property—must be used responsibly and only for authorized purposes: Misuse of office equipment, project vehicles, research materials, or funds for personal purposes is strictly prohibited. Time allocated for ACES work must not be diverted to unrelated business or external commitments unless formally approved.
- Individuals must avoid any behavior that could bring disrepute to ACES: Staff and affiliates must be mindful that their actions reflect on the organization. This includes behavior in person, online, and during official travel or public events. Activities involving dishonesty, harassment, discrimination, or unlawful conduct—even outside work—may damage ACES’s reputation and will be addressed accordingly.
- A conflict of interest arises when personal interests, relationships, or external activities interfere with one’s duty to ACES: Such conflicts may compromise objectivity, judgment, or decision-making and can erode trust within teams and with external stakeholders. Even the appearance of a conflict can damage credibility.
- Staff must disclose all actual, perceived, or potential conflicts to their supervisor or the Ethics Office: Full and early disclosure is essential. When in doubt, individuals should err on the side of transparency. ACES will work with staff to assess the situation and manage or eliminate the conflict where necessary.
- Common examples include:
- Financial investments in organizations ACES may fund or partner with: For instance, if an employee has shares in a company seeking a contract with ACES, they must declare this interest to avoid influencing procurement decisions.
- Personal relationships with individuals applying for positions or grants: If a staff member is related to or has a close personal connection with a job candidate, they must recuse themselves from any part of the recruitment or grant review process.
- Accepting gifts or favors that may influence decision-making: Staff should not accept gifts, hospitality, or incentives from partners, vendors, or potential collaborators that may be perceived as an attempt to sway decisions. Modest tokens of appreciation may be acceptable in specific cultural contexts, but anything of material value must be reported.
- ACES staff are prohibited from using their position for personal gain or to benefit family, friends, or associates: Misuse of authority to secure employment, contracts, or program participation for acquaintances is strictly forbidden. Favoritism not only undermines organizational integrity but also violates the principle of fairness that ACES stands for.
Absolutely. Below is an expanded version of Section 4: Ethical Standards, covering 4.3 to 4.6, with thorough explanations to ensure clarity and enforceability:
ACES is committed to the transparent, accountable, and responsible management of financial resources. Every member of the organization must uphold the highest standards of honesty and integrity in all financial matters.
- ACES maintains robust financial controls to ensure responsible stewardship of resources: This includes regular internal and external audits, segregation of financial duties, budget oversight, and donor compliance mechanisms to prevent misuse or misallocation of funds.
- All financial transactions must be recorded accurately and honestly: Staff are required to maintain complete and truthful records, including receipts, invoices, and account logs. Financial misreporting or omission of expenses, even if seemingly minor, undermines donor trust and violates legal standards.
- Misuse of funds, embezzlement, or fraudulent accounting will result in disciplinary and legal consequences: Any attempt to divert funds for personal use, alter financial records, or collude in misappropriation will be dealt with severely, including termination of employment and possible prosecution under national laws.
- Staff are required to follow procurement policies, expense reporting protocols, and donor regulations: All expenditures must align with approved budgets and procurement guidelines. Unauthorized purchases, undocumented expenses, or deviations from donor terms without prior approval are considered violations.
- ACES prohibits the offering or acceptance of bribes, kickbacks, or illegal payments of any kind: This includes both direct and indirect forms of corruption, such as preferential treatment in exchange for gifts or undisclosed commissions. Staff must report any attempt at bribery or undue influence.
ACES is dedicated to promoting a safe, respectful, and inclusive environment for all. Every individual has the right to be treated with dignity and fairness, regardless of their background or identity.
- ACES is committed to creating an environment free from discrimination, intimidation, and harassment: This applies across all workspaces; physical, digital, and field-based, and to all staff, partners, community members, and beneficiaries.
- We do not tolerate discrimination based on race, ethnicity, nationality, religion, gender, disability, age, or political affiliation: ACES embraces diversity and inclusion as core values. Discriminatory comments, exclusionary practices, or bias in hiring and promotion will not be tolerated.
- Harassment – verbal, physical, visual, or sexual – is strictly prohibited: This includes offensive jokes, unsolicited physical contact, unwanted advances, degrading imagery, or any conduct that creates a hostile work environment. Consent and respect must guide all professional interactions.
- ACES will take prompt action to investigate and address all complaints of misconduct: A clear, confidential reporting mechanism is in place. Investigations will be thorough and impartial, with appropriate corrective measures taken when misconduct is confirmed.
- Victims and whistle-blowers will be protected from retaliation, and support services will be provided: No one who reports abuse or misconduct in good faith will face retaliation. ACES will ensure access to counselling, legal support, or other necessary services where appropriate.
Research conducted under ACES’s name must meet the highest standards of ethical responsibility, scientific integrity, and community respect.
- All research conducted or supported by ACES must uphold the highest ethical standards: This includes adherence to international research protocols and local legal and cultural contexts.
- Researchers must obtain informed, voluntary, and documented consent from participants: Participants must be clearly informed of the purpose, risks, and benefits of the research in a language and manner they understand. Consent must never be coerced or assumed.
- Risks to participants must be minimized, and benefits clearly explained: The safety and well-being of participants take precedence. Researchers must conduct risk assessments and ensure that no individual is exposed to unnecessary harm.
- Confidentiality of data must be maintained, and sensitive information must be securely stored: Personal identifiers and private details must be protected using secure storage systems. Data access must be limited to authorized individuals.
- Research involving vulnerable populations (e.g., children, displaced persons) requires additional safeguards: Extra care must be taken to protect the rights and welfare of groups that may be subject to exploitation or lack the capacity for full consent. This includes involving guardians and using child-friendly protocols when appropriate.
- Ethics approval must be obtained from a recognized review board prior to commencing studies: No research should begin without formal ethical clearance. Researchers are responsible for submitting proposals for review and complying with any conditions set by the ethics board.
ACES is committed to protecting the integrity, confidentiality, and lawful use of all data, especially that of staff, partners, and program beneficiaries.
- All personal, institutional, and partner data must be collected lawfully and used only for legitimate purposes: Data must be gathered with consent, for specified purposes, and in accordance with data protection regulations and ethical standards.
- Access to sensitive data is restricted to authorized personnel only: Whether physical files or digital databases, access must be limited based on the individual’s role and need-to-know basis.
- Breaches of data confidentiality must be reported immediately: Any accidental or deliberate data leak, loss, or exposure must be promptly communicated to ACES management for investigation and appropriate response.
- Digital systems must be protected with secure passwords, encryption, and updated antivirus software: Staff are responsible for maintaining cybersecurity hygiene, including using strong passwords, securing devices, and avoiding unauthorized software installations.
- ACES complies with international and local data protection laws: All data-handling practices are designed to meet national international requirements including Cameroon’s emerging legal frameworks.
- ACES carefully selects partners who share its values and ethical principles.
- All collaboration agreements must include clauses on ethics, transparency, and mutual accountability.
- ACES will not partner with organizations or governments involved in human rights violations, corruption, or environmental abuse.
- Regular assessments will be conducted to evaluate partner conduct and compliance.
- ACES may terminate any partnership that violates its ethical standards.
ACES is committed to creating a work environment that upholds dignity, respect, fairness, and inclusivity. This commitment extends across all stages of employment—from recruitment and onboarding to professional development, daily interactions, and exit procedures. The following practices ensure that gender equity is fully embedded in our human resource policies and organizational culture.
- Ensure job postings use inclusive language: All job advertisements and position descriptions will be carefully worded to avoid gendered language, stereotypes, or exclusionary terms. Language will explicitly welcome candidates of all genders, including women, youths, and people living with disabilities. Phrases like “ACES is an equal opportunity employer that values diversity” will be consistently included.
- Actively seek applications from women and marginalized genders: ACES will adopt proactive outreach strategies to attract candidates from underrepresented groups. This may include posting job openings in women-focused networks, Indigenous community boards, or youth platforms. Whenever possible, staff and partners will identify and encourage qualified individuals from marginalized backgrounds to apply.
- Ensure gender-balanced hiring panels: Every interview or recruitment panel will include individuals of diverse genders to reduce unconscious bias and ensure fair assessment. Training and/or guidance will be provided to panel members on inclusive hiring practices and equity-based evaluations.
- Provide mentorship and leadership opportunities equitably: ACES will offer structured mentorship opportunities that are accessible to staff of all genders, with particular attention to supporting women and gender minorities who may have less access to leadership pipelines. These programs will aim to build confidence, visibility, and technical or managerial skills needed for career advancement.
- Promote capacity building through training on gender sensitivity, inclusive leadership, and unconscious bias: Mandatory training sessions will be held regularly for all staff and volunteers, covering topics such as gender norms, power dynamics, and intersectionality. These trainings are designed to build a shared understanding of equity, improve collaboration, and create a safer, more supportive workplace.
- Offer flexible working hours, parental leave, and support for caregivers: ACES acknowledges that caregiving responsibilities whether for children, elders, or other dependents are often unequally distributed. The organization will accommodate flexible working arrangements where possible and provide parental leave to all new parents, regardless of gender. Additional support, such as remote work options or adjusted workloads, may be offered to caregivers when feasible.
- Create a respectful and inclusive workplace environment free from harassment or intimidation: A zero-tolerance approach to any form of gender-based harassment, bullying, or discrimination will be strictly enforced. All employees and volunteers are expected to treat each other with respect and to promote a culture where diversity is celebrated, not marginalized.
- ACES encourages all stakeholders to report concerns related to ethical misconduct, without fear of retaliation.
- Reporting options include:
- Line manager or supervisor
- Designated Ethics & Governance Officer
- Anonymous online reporting system (to be implemented)
- All reports will be treated confidentially, assessed promptly, and investigated impartially.
- If misconduct is confirmed, ACES will take appropriate disciplinary action, which may include warnings, termination, or referral to legal authorities.
- Whistle-blower protection is a core part of our ethical culture, and reprisals against those who report wrongdoing are strictly prohibited.
The success of this Ethics and Integrity Policy depends on consistent and impartial enforcement. ACES is committed to ensuring that violations are addressed promptly, fairly, and in accordance with organizational procedures and legal obligations.
- Violations of this Ethics Policy will result in consequences that are fair, consistent, and proportionate to the severity of the offense: ACES applies a graduated response to misconduct, taking into account the nature of the violation, its impact, intent, repetition, and the role of the individual involved. Disciplinary measures are designed to promote accountability while offering opportunities for learning and correction where appropriate.
- Possible actions include:
- Counseling or retraining: For first-time or minor offenses, individuals may be offered corrective coaching or required to undergo targeted training.
- Written warnings or reprimands: A formal warning may be issued for more serious or repeated violations, to document the misconduct and set expectations for future behavior.
- Suspension or dismissal: In cases involving gross misconduct or legal breaches, temporary suspension or termination of employment, contracts, or partnerships may be warranted.
- Blacklisting of partners or vendors: External parties found to have violated ethical standards may be disqualified from future collaborations or formally blacklisted from procurement or funding processes.
- Legal action or reporting to regulatory bodies: Where misconduct constitutes a criminal offense or breach of regulatory standards, ACES will cooperate with law enforcement or professional oversight bodies as required.
- Enforcement decisions will be overseen by the Ethics Committee, with due process ensured for all involved: The Ethics Committee—comprising senior staff, legal advisors, and independent representatives—will conduct thorough, impartial reviews of complaints. All parties will have the right to present their case, appeal decisions, and receive clear communication about the outcome.
To embed a strong ethical culture within ACES, it is essential that all personnel understand their responsibilities and are empowered to uphold the organization’s ethical standards in their daily work.
- All staff and affiliates must complete ethics orientation and training within 30 days of joining ACES: New employees, consultants, interns, and board members will receive structured onboarding that covers key ethical principles, expected behaviors, reporting procedures, and case studies relevant to their role.
- Annual refresher training will be mandatory: Ethics is not a one-time topic. Staff will be required to participate in annual refresher sessions to reinforce understanding, stay up to date with policy changes, and engage with emerging ethical challenges relevant to the sector.
- This policy will be shared via the staff handbook, onboarding packets, and the ACES website: To ensure accessibility and transparency, the Ethics and Integrity Policy will be made available in multiple formats and regularly updated. Staff and external stakeholders will be encouraged to familiarize themselves with its content and seek clarification when needed.
- Ethics-related workshops, case discussions, and seminars will be organized regularly: ACES will create spaces for open dialogue on ethical dilemmas. These forums will help build a learning culture where staff can reflect on complex situations, share experiences, and strengthen collective ethical decision-making.
- Leaders are expected to model ethical behavior and create a culture where ethical discussion is encouraged and normalized: Ethical leadership is essential to organizational integrity. Managers and team leads must actively demonstrate the values outlined in this policy, address concerns without delay, and foster a safe environment where staff feel confident to speak up about ethical issues.
- This Policy shall be reviewed and updated only as necessary to reflect evolving best practices.
- Revisions may also be initiated in response to changes in law, stakeholder feedback, or significant ethical challenges.
- All updates must be approved by the ACES Board and communicated to all personnel.
- Staff will be required to confirm their understanding and continued compliance with the revised policy.
- Title: Ethics and Integrity Policy
- Owner: ACES
- Approved by : Board of Directors
- Date of Approval: 19th April 2024
- Next Review Date: 20th April 2029
- Version Number: 1.0
