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Welcoming Environment, Code of Ethics, and Whistleblower Policy

Welcoming Environment

The MAA encourages the free expression and exchange of ideas in an atmosphere of mutual respect and collegiality. The MAA strives to foster a welcoming environment for all, as a professional society supporting open discussion of mathematics and mathematics education. Therefore MAA specifically prohibits any conduct that is discriminatory, harassing, or threatening by any staff member to any other person engaged in MAA operations or activities. While MAA does not control the behavior of third parties, the MAA requests that all individuals attending activities sponsored or co-sponsored by MAA, its Sections, or its Special Interest Groups, conduct themselves professionally and respectfully toward other participants. Violations may be reported directly to the Executive Director or the Compliance Officer (Associate Treasurer). For immediate concerns at a meeting, proceed to the registration area or hotel/convention center security office.

Code of Ethics

The MAA is committed to adhering to ethical business and professional practices, and to following a policy of honesty and integrity, in the full range of MAA activities. All employees of the MAA and all members engaging in the business, operations, and activities of the MAA shall adhere to all federal, state, and local laws and regulations and conduct themselves in a proper ethical manner. The MAA requires Directors, Officers, Members, those compensated by the MAA and those donating their time, and all employees to observe high standards of business and personal ethics in the conduct of their duties and responsibilities. All employees and representatives of the MAA must practice honesty and integrity in fulfilling their responsibilities and comply with all applicable laws and regulations.

Whistle Blower Protection Policy

General

The MAA will not tolerate intimidation, coercion, or discrimination of any kind against employees or other individuals who file complaints or who testify, assist, or participate in any manner in an investigation or hearing. All such acts against complainants or other participants should be reported immediately to the Executive Director or Compliance Officer (Associate Treasurer)..

Reporting Responsibility

It is the responsibility of all Directors, Officers, members and employees to comply with the Code of Ethics and to report violations or suspected violations in accordance with this Whistleblower Policy.

No Retaliation

No Director, Officer, member, or employee who in good faith reports a violation of the Code of Ethics shall suffer harassment, retaliation or adverse employment consequences. An employee who retaliates against someone who has reported a violation in good faith is subject to discipline up to and including termination of employment. A volunteer may be removed from an appointment or elected position.

This Whistleblower Policy is intended to encourage and enable employees and others to raise serious concerns within the MAA prior to seeking resolution outside the Association.

Reporting Violations

The Code establishes the MAA’s open door policy and suggests that employees and members share their questions, concerns, suggestions or complaints with someone who can address them properly. In most cases, an employee’s supervisor is in the best position to address an area of concern. However, if the employee is not comfortable speaking with his or her supervisor or the employee is not satisfied with their supervisor’s response, the employee is encouraged to speak to anyone in management, including the Executive Director, whom they are comfortable in approaching. Supervisors and managers are required to report suspected violations of the Code of Ethics to the Executive Director, who has specific and exclusive responsibility to investigate all reported violations. In the case of a suspected violation of the Code of Ethics by the Executive Director, a report should be filed with the Compliance Officer. For suspected fraud, or when the employee is not satisfied or is uncomfortable with reporting to the MAA management, an individual should contact the MAA’s Compliance Officer (Associate Treasurer).

Members should report suspected violations either to the Executive Director or the MAA Compliance Officer. The Executive Director will report all violations of the Code of Ethics, actions taken, and resolutions to the MAA’s Compliance Officer. For immediate concerns at a meeting, members should proceed to the registration area to contact MAA staff or otherwise the hotel/convention center security office.

Compliance Officer

The MAA’s Compliance Officer is responsible for ensuring that all reported complaints and allegations concerning violations of the Code of Ethics have been properly investigated and resolved and, at his or her discretion, shall advise the Executive Director and/or the Audit Committee. The Compliance Officer has direct access to the Audit Committee of the Board of Governors and is required to report to the Audit Committee at least annually on compliance activity.

Acting in Good Faith

Anyone filing a complaint concerning a violation or suspected violation of the Code of Ethics should act in good faith and have reasonable grounds for believing the information disclosed indicates a violation of the Code. Any allegations made by staff members that prove not to be substantiated and which prove to have been made maliciously or knowingly to be false will be viewed as a serious disciplinary offense and will be handled accordingly. Allegations made by members that prove to be malicious or knowingly false will be reported to the Board of Governors and the member may be censured and relieved of MAA duties.

Confidentiality

Violations or suspected violations may be submitted on a confidential basis by the complainant or may be submitted anonymously. Reports of violations or suspected violations will be kept confidential to the extent possible, consistent with the need to conduct an adequate investigation.

Handling of Reported Violations

The Compliance Officer will notify the sender (if not anonymous) and acknowledge receipt of the reported violation or suspected violation within one month of the next Executive Committee meeting following the filing of a complaint. All reports will be promptly investigated and appropriate action will be taken if warranted by the investigation.

Passed by the Board of Governors, November 2005 via email ballot. Amended by the Executive Committee, January 2015 and July 2015

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