This is an HTML version of an attachment to the Freedom of Information request 'Ethics guide for staff'.




Ethics content on the HOME intranet  
 
Pages: 
•  Ethics & conduct  
•  Reference  
•  Case studies  
•  External activities  
•  Reporting  
 
 
 
 
Ethics & conduct   
C o n t a c t     Ethics correspondents 
U n i t    
SRD 02 - Human Resources   
 
Ethics Correspondents  
for DG Home Affairs, DG Justice and Shared Resources  
   
 
   
On these pages you can find: 
•  News  
•  Ethics & conduct in our DGs  
•  Ethics & conduct in the Commission  
•  Ethics Guidelines  
•  Case studies related to Ethics and Integrity at work  
•  External activities  
•  Reporting irregularities 
 
News 
SYSPER2 module for Gifts and hospitality: starting from 7 March 
2012 submit your requests for prior permission via Sysper2 
 
•  How? Go to Sysper2 and under "Ethics" you will find the option "My 
ethics requests".  
•  Find out more about gift and hospitality; FR  See Commission en direct 
issue 9>12/3/12 on the New guidelines on gifts and hospitality 
Ethics & conduct in our DGs 
The objective of the Code on Professional Ethics in DGs HOME and JUSTICE
 is 
 
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to create a local framework on professional ethics and integrity, taking into 
account the recommendations of the audit report of organisational ethics 
performed by the Internal Audit Unit and based on the central practical guide 
on ethics. This document provides also a series of Quick Guides on specific 
topics linked to the days-to-day activities of the DG.  
At DG Home Affairs and DG Justice, we seek to provide practical information 
about Ethics and Integrity and staff conduct through concise and user-friendly 
case studies in our newsletter and intranet, information sessions for 
newcomers and lunchtime sessions on specific topics. Information on upcoming 
events is published on the Homepage of the intranet, but you may also contact 
our Ethics Correspondents for more information.  
If you wish to learn more about Ethics, we invite you to take the one-day 
course Ethics & Integrity, which you can sign up for via Syslog. If you have any 
questions or concerns related to Ethics & Integrity, please contact one of our 
Ethics Correspondents. 
 
Ethics & conduct in the Commission 
As a public body, the Commission is accountable to the other institutions, most 
notably the European Parliament, as well as to the Member State governments, 
and ultimately, to the citizens, for ensuring that it meets the highest standards 
in terms of independence, integrity, impartiality and objectivity. 
The Staff Regulations establish the general framework of rights and obligations 
affecting EU officials. This is supplemented by the Commission's Code of Good 
Administrative Behaviour, which determines the type of service the public can 
expect from Commission staff. DG HR provides also a practical guide to staff 
ethics and conduct on MyIntracomm.  
The rules for employees not covered by the regulations above, such as trainees 
(stagiaires), seconded national experts (SNEs/ENDs), external experts, non 
regular external staff, employees of external service providers, etc. are 
described in the attached note 
.  
 
top 
  
Last update: 16/03/2012 10:13 
 
 
 
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Reference   
C o n t a c t     Ethics correspondents 
U n i t    
SRD 02 - Human Resources   
Ethics guidelines 
•  Code on Professional Ethics in DGs HOME and JUSTICE 
   
•  DG HR's practical guide to staff ethics FR   
•  Copy of the statement of ethical principles
   
•  General guidelines regarding interest groups (lobbyists) 
 
•  Guidelines on gifts and hospitality 
Staff conduct 
•  Staff regulation  
•  Code of good administrative behaviour 
•  Rules applicable to external staff such as trainees, seconded national 
expert (ENDs), Non regular external staff, agency staff, etc.
  
At work 
•  Rules on personal use of the internet and email  
Reports 
•  The 2009 report of the Investigation and Disciplinary Office of the 
Commission (IDOC)   
Other 
•  Commission en plus: General guidlines regarding interest groups  
•  The Ethical communication of 5 March 2008  FR   
•  Les dispositions relatives aux Stagiares et Experts Nationaux Détachés 
  
Last update: 16/03/2012 10:12 
 
 
 
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Case studies   
C o n t a c t     Ethics correspondents 
U n i t    
SRD 02 - Human Resources   
  
Case studies related to Ethics and Integrity at work 
Below you will find a selection of articles and case studies related to Ethics and 
Integrity at work.  
•  External activities - Real-life dilemmas  Commission en Direct 
10/09/2010  
•  Ethical dilemmas: test your ethical reflexes - Practical cases, page 
2 Commission en Direct 03/04/2008  
•  Accepting gifts JLS Staff matters edition 162 - 07/01/2010
  
•  An interesting ethics case: be careful with hospitality offers JLS Staff 
matters 05/11/2009 
 
•  A new code on Professional Ethics for DG JLS JLS Staff matters 
01/10/2009 
 
•  Should I declare my external activities, why and how? JLS Staff matters 
27/11/2008 
 
•  Enhancing our service to citizens through a culture of integrity - Et si 
vous deviez dénoncer un manquement grave ou une activité illégale? JLS 
Staff matters 30/10/2008 
 
•  How much do you know about ethics at work? JLS Staff matters 
26/09/2008
 
  
 
 
 
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External activities   
C o n t a c t     Ethics correspondents 
U n i t    
SRD 02 - Human Resources   
  
External activities 
Submitting a request 
From 1 September 2010, "external activities requests" are made via Sysper2. 
Paper requests are no longer accepted.  
•  How? Go to Sysper 2 and under "Ethics" you will now find the option 
"My ethics requests". Here you can now register external activities.  
•  Administrative notice No. 51-2010 FR DE  
•  If you have any questions please contact DG HR using this mailbox HR-
B1-ETHIQUE  
 Additional information 
•  Find out more about external activities FR  
•  Commission en direct issue 10 September 2010 on Ethics  
o  Activités extérieures durant le service actif - Des formalités 
simplifiées dans Sysper2 - page 2  
o  External activities - Real-life dilemmas   
 Publications, speeches, gifts  
•  Rules on publications/Right of freedom of expression  
•  Rules on gifts  
•  Applications are to be submitted by paper, using the circulation sheet 
below and the forms provided in the links above (DG HR). Please do not 
submit your request via ARES.  
•  Circulation sheets:   
o  Publications, speeches/discours 
(Jan 2012)  
o  Gifts/cadeaux 
 (Jan 2012)  
Last update: 22/03/2012 14:48 
 
 
 
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Reporting   
C o n t a c t     Ethics correspondents 
U n i t    
SRD 02 - Human Resources   
Informing about irregularities 
       Your duties 
Article 2 of the Commission Decision of 2 June 1999 (see OJ L 149 p. 57) 
obliges any official or servant of the institution to report "evidence which gives 
rise to a presumption of the existence of possible cases of fraud…" without 
delay to either the Director-General or, if the official or servant considers it 
useful, to OLAF or to the Secretary General. 
The duty is restricted to evidence suggesting wrongdoing relating to possible 
illegal activities and serious failure to comply with professional obligations. It 
does not cover all cases of non-respect of obligations under the Staff 
Regulations but only serious professional wrongdoings. Neither does it cover 
disputes or disagreements about policy matters. 
If you encounter an irregularity, you can fulfil your obligation to inform 
by reporting internally within DGs HOME and JUSTICE or directly to 
OLAF. You are not expected to prove that your presumption is true. 

However, your belief must be reasonable at the time of reporting. 
      The duties of the hierarchy 
When cases of irregularity have been reported to the Director-General or 
Secretary General, he is obliged to report the matter to OLAF without delay. As 
a result OLAF will have at hand the information necessary for its own 
investigations and can play its role in full independence. 
The Director General will have to decide whether the evidence provided reveals 
shortcomings that could be redressed or require other further measures in 
addition to the transmission of the information to OLAF. Following the 
investigation, if it appears that a management action, procedural or 
organisational change could prevent risks of further serious professional 
wrongdoing in the future, then these measures must be considered and, where 
appropriate, applied as soon as possible. 
The duty of the Director General to notify OLAF does not in itself 
absolve him from the responsibilities of tackling the wrongdoing.
 
     Protection from adverse consequences 
If you report evidence giving rise to a presumption of illegal activity or serious 
professional wrongdoing to the Director General, the Secretary-General or to 
OLAF you will be protected from any adverse consequences. Article 17 of the 
Staff Regulations obliges officials to exercise the greatest discretion with 
regard to facts and information received in the course of their work. It may not 
be disclosed, if not already made public, to any unauthorised person. 
Article 17 does not conflict with your obligation to report concerns either 
internally or directly to OLAF, as it defines the persons who are authorised to 
 
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receive information on wrongdoings. 
Reporting on irregularities does not conflict with Article 17 and you can 
be assured that no action will be taken against you. However, your 

protection depends on your good faith when reporting the wrongdoing. 
Should it be proved that you have reported information maliciously to 

OLAF, you would be open to disciplinary proceedings. 
To protect the interests of anyone who may be personally implicated in such an 
investigation, OLAF is under an obligation 
•  to notify that person as rapidly as can be done without harming the 
investigation, and  
•  to make no conclusions about that person without first giving him an 
opportunity to express his views on all the facts which concern him.  
Additionally, information supplied to or obtained by OLAF is in turn subject to 
an obligation of professional secrecy and ‘shall enjoy the protection given by 
the provisions applicable to the institutions of the European Union’. The 
preamble to the Regulations also make clear the need to give full respect for 
the human rights and fundamental freedoms of those involved and provide that 
the actions of OLAF may be judicially challenged where its investigations 
adversely affect the interests of a party. In this way it can be seen that the 
scheme itself has been designed so that OLAF is to provide safeguards against 
any malicious allegation and that you are not viewed as a complainant. 
In order to allow proper investigation and to protect the rights of those 
who are accused of wrongdoings, it is indispensable that the official to 
whom concerns are reported (your Director General, the Secretary-

General or an official of OLAF) must treat such evidence in accordance 
with Article 17 of the Staff Regulations, in confidence, and pass it on 

only to those persons who are competent to investigate the evidence 
provided.
 
 Related links and documents 
•  Whistleblowing  
o  Whistle blowing page on MyIntraComm  
o  Note 
 from Director-General DG Home Affairs (7 June 2011)  
o  Note 
from Director-General DG Justice (10 June 2011)  
 
•  Financial liability page  
•  IDOC page - Investigation and Disciplinary Office of the Commission 
(IDOC)  
•  link to the OLAF fraud hotline  
Last update: 27/10/2011 16:09 
 
 
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