USEC Representative Code of Conduct for Directors, Officers, and Appointed Committee Members

B.    Exercise of Good Judgment
Every Director, Officer, and appointed Committee Member of the United States Eurasier Club, Inc. (USEC) acting as a representative of the USEC enjoys a position of trust endowed upon them by the USEC membership and has a fiduciary duty to act in the best interests of the United States Eurasier Club, Inc. at all times. This duty exists while actively serving the USEC and continues after the service period ends for any reason.
 

C.    Standard of Conduct
USEC Directors, Officers, and appointed Committee Members are to hold themselves to the highest standards of courtesy, respect, professionalism, and ethics in their interactions with any person, including but not limited to current and past USEC members and the general public, regarding USEC matters. They must adhere to, comply with, and enforce USEC bylaws and policies. Directors, Officers, and appointed Committee Members are subject to the highest scrutiny and will be held strictly accountable for their actions.

1.    Adherence to Policies
USEC Directors, Officers, and appointed Committee Members will follow all USEC policies and bylaws.

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2.    Breeding
USEC Directors, Officers, and appointed Committee Members who are Breeders must maintain the highest breeding standard and adhere to all applicable USEC policies in those efforts.

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3.    Communications
When conducting business or otherwise acting on behalf of the USEC, all Directors, Officers, and appointed Committee Members of the USEC will conduct and identify themselves as a USEC representative and will at all times act in the best interests of the USEC. This expectation includes communications through social media, telephone conversations, email, messenger conversations, and all other manner of communication. All USEC representatives should identify themselves as such, and any information disclosed during the conversation must be shared with the USEC Board if requested.

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4.    Professionalism
All USEC Directors, Officers, and appointed Committee Members must refrain from making public comments, including but not limited to social media posts, that may allude to favoritism or that are not professional or factual in nature.

When making public comments of personal opinion, including but not limited to social media posts, USEC Directors, Officers, or appointed Committee Members must make clear that any personal opinions are not the opinions of the USEC. If such an opinion contradicts the USEC’s policies, it should not be shared publicly.

5.    Confidential Information 
No confidential information may be published or shared with anyone but the USEC Directors, Officers, or Committee Members who need to know at any time in any manner other than as directed by the Board, including but not limited to communications via email or on social media. Sharing confidential information verbally or in writing is strictly prohibited. Confidential information includes data, documents, or knowledge that is not publicly available.

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• Personally identifiable information such as addresses, account numbers, phone numbers, emails, and other contact information, without being granted express permission before release

• Microchip numbers, unless necessary for a rescue or lost dog

• Information communicated as confidential or in circumstances that imply it is confidential, such as breeding plans and breeder reports

• Information that is identifiable with sufficient specificity, such as providing enough details that the identity is assumed or becomes known

• Content of board and committee discussions until content has been approved for release to the membership.

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Health records and other relevant information must be shared to assist breeders in making pairing decisions or to fulfill other requests related to breed health. The sharing of information should only be with those who need to know. When sharing medical information with a broader audience, it should be presented as statistics rather than a list of specific dogs unless the information is publicly available, such as through the Orthopedic Foundation for Animals (“OFA”).

No Director, Officer, or appointed Committee Member of the USEC shall use any information acquired by their position for their private gain or to embarrass, humiliate, or otherwise harm any other person.

This duty of maintaining confidentiality continues after a Director, Officer, or appointed Committee Member has vacated their position.

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Any allegations or complaints of a breach of confidentiality may result in that individual’s direct access to all or some of the USEC email and documents being suspended until the matter has been resolved. Any such suspension or reinstatement of privileges must be by a majority vote of the USEC Directors.

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6.    Cooperation
Any allegations or complaints of a breach of confidentiality may result in that individual’s direct access to all or some of the USEC email and documents being suspended until the matter has been resolved.

Any such suspension or reinstatement of privileges must be by a majority vote of the USEC Directors.
 

D.    Financial Interest
If a Director, Officer, or appointed Committee Member of the USEC has a financial interest that they believe or has reason to believe may be affected by the actions of the USE, they shall disclose the precise nature and value of the interest. The disclosures shall be made at the time that interest arises and shall be in writing to the Clerk of the USEC. The information or the disclosures shall be available by the USEC Clerk for inspection by the USEC members or the public, except that the valuation shall be confidential except as required under applicable law.

E.    Conduct in USEC Hearings
The Board must have the opportunity to fully and candidly discuss matters before it. Rumors, gossip, and unsubstantiated allegations regarding USEC members, including Directors, Officers, and appointed Committee Members, must be eliminated while ensuring that well-founded allegations or concerns may be aired and addressed per USEC bylaws.

Accordingly, all Directors and Officers must address the issues and maintain the confidentiality of information brought forth relating to any alleged misconduct or violations by individual members of the USEC.

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a. The allegations may be disclosed to third persons only in accordance with USEC bylaws. Disclosures and/or allegations must be made using and in accordance with the USEC’s complaint and/or disciplinary process, in which the individual member accused is provided an opportunity to present evidence on their behalf.

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b. In allegations or complaints against any Director or Officer, the Director or Officer must recuse themselves. They are excused from all discussion and action, except as provided in the USEC Bylaws, for addressing the Board and presenting evidence and information on their behalf. The Director, Officer, or Committee member may lose the necessary privileges to access USEC email or documents until the matter is resolved. Subsequent reinstatement must be made by a majority vote of USEC Directors.

c. Individual discussion of any allegation or complaint outside of the Board by any Director or Officer in any other context is strictly prohibited.

d. Once any disciplinary and/or hearing process regarding an allegation against a Director, Officer, or appointed Committee Member is completed, the remaining Directors have the authority to determine if and to what extent the individual has violated USEC policy, USEC bylaws or failed to serve the best interests of the United States Eurasier Club.

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e. Disciplinary actions should be applied consistently, using the history of similar violations as a guide. Discipline may range from a warning, suspension, and/or probation to removal fromtheir elected or appointed position. In extreme cases or repeated violations, the termination of USEC membership may result following a vote by the USEC Membership. Intentional acts may result in more severe discipline. Decisions made by the USEC Board are final, with no possibility of appeal following a hearing.

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F.    Impartiality
While USEC Directors, Officers, and appointed Committee Members will likely have personal relationships with members and former members of the Club, it is imperative that every representative's first responsibility is to the USEC and that their actions serve the interests of the USEC. The Board will address complaints of favoritism or bias by USEC Directors, Officers, and appointed Committee Members.

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G.    Personal Matters
All USEC Directors, Officers, and appointed Committee Members, as the USEC representatives, are expected to present themselves professionally Although personal issues do not serve the best interests of the United States Eurasier Club, they will not be grounds for consideration of any disciplinary action by the USEC Board unless the matter involves or is related to possible violation of USEC policies and bylaws or failed to serve the best interests of the USEC.

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H.    Gratuities
No Director, Officer, or appointed Committee Member of the USEC shall accept any favor or gratuity from any person, firm, corporation, or other entity in exchange for an official act in their position with the USEC.

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I.    Annual Certification
Each Director, Officer, and appointed Committee Member of the USEC shall, upon acceptance of any position and annually in January of every calendar year, sign a Pledge of Confidentiality containing a certification that the representative has reviewed this “USEC Representative - Code of Conduct for Directors, Officers, and Appointed Committee Members” and will comply with the provisions contained therein. If the annual Pledge of Confidentiality is not signed, the duty to comply with this “USEC Representatives Code of Conduct” continues to exist while actively serving the USEC; however, this should not be an excuse not to sign annually.

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This Code of Conduct was adopted by the Board of Directors of the United States Eurasier Club, Inc.,
on the 19th day of February, 2008.
Revised August 15, 2017, November 15, 2023, November 16, 2024