Professional Ethics
PROFESSIONAL ETHICS
DEPARTMENT OF STUDENT ACTIVITIES AND INVOLVEMENT STATEMENT OF PROFESSIONAL ETHICS
The Center for Student Involvement uses the following guidelines for National Association of Campus Activities (NACA) campus activities program,
guidelines on interactions with agents, and computing policies, and copyright information. The University of Florida is an institutional member of
NACA. Many professional agencies such as lecture or performer agencies that your organization may work with may be Associate Members. For further
information or to determine if the agency you are working with is an associate member, please contact the Office of Student Activities, 392-1655 or
check the NACA webpage www.naca.org.
NATIONAL ASSOCIATION OF CAMPUS ACTIVITIES (NACA)
STATEMENT OF PROFESSIONAL ETHICS
As an association of higher education institutions that provide co-curricular activities for the educational enrichment of their campus communities,
NACA exists to provide assistance for member institutions to establish and produce quality campus activities programming by providing education,
information and resources for students and staff. Toward that end, the following statement of professional ethics is presented as a guideline for the
behavior of campus activities professionals.
This statement describes beneficial modes of behavior for individual professionals and consequently for their campuses. The statement attempts to
describe for the professional what Albert Schweitzer called "good behavior" by providing guidelines to define the appropriateness of a professionals
actions, and to specify one’s expectations for the behaviors of others. The statement, therefore, should serve as a map that directs the way to "good
behavior" in the field of campus activities.
This statement is designed to be used in part within an educational process as a simulative tool. At the heart of this statement is a belief in the
individual professionals right to freely choose appropriate behavior rather than have behavioral choices dictated to him or her. Therefore, this statement
will not be enforced through the policing of members, but rather through self-discipline and cooperation.
NACA Statement of Business Ethics and Standards
NACA, as an educational, professional and trade association, has consistently promoted a high standard of ethical business practice among its
members. It is generally acknowledged by the NACA membership and supported by its leadership that all representatives of member institutions and
firms have a responsibility to themselves and their institutions or corporations to conduct business in an ethical manner. The NACA Statement of
Business Ethics and Standards indicates good business practices that generally promote the qualities of honesty, fairness, consideration and
enlightened professionalism. The NACA Grievance Procedures exist to provide opportunities for arbitration and to provide fair judgments about any
alleged violations of the Statement of Business Ethics and Standards by an NACA member.
Negotiating and Contracting
NACA's interest in promoting ethical practices among its members focuses on the critical areas of Negotiating and Contracting. Following are several guidelines and principles recommended for the successful conclusion of the negotiating and contracting process used by NACA institutional ( colleges and universities) and associate members (agencies and/ or performers) for a variety of attractions, performers and speakers:
- Negotiations should be undertaken and agreements reached only by individuals properly identified and authorized by the institutional member, associate member or attraction, and any limitations about an individual's authority should be clarified when negotiations begin.
- Associate members should clarify exclusive and non-exclusive representation rights, arrangements or agreements for attractions offered to institutional members upon request.
- Telephone calls should be returned and correspondence answered promptly.
- Institutional and associate members should respond promptly to offers and, if accepting or declining an offer, should clearly and explicitly express such intentions.
- An attraction should be able and willing to fulfill the elements of any offer made to an institution and, if an offer is conditional, make such conditions clear to the institutional member during negotiations.
- Contracts, riders and addenda should be completed, signed and returned by all parties promptly, and all requirements of signatory responsibility should be clarified during negotiations.
- Any associate member who signs contracts on behalf of an attraction is responsible for the provisions of any agreement unless the contract specifically states otherwise.
- Ethically, oral agreements and commitments should be honored, but oral agreements are not necessarily binding, and a written contract signed by all parties is essential to confirm the negotiated arrangements.
- Associate and institutional members are responsible for ensuring that the institution and attraction understand all the arrangements and terms in the contract and riders.
- Institutional members should provide complete and accurate information regarding the facilities and equipment to be used.
- Institutional members should clearly state the methods and timing of payment during negotiations and in the contract.
- Institutional members should specify all activities and expectations of the attraction in writing, and the agency or firm is responsible for informing the attraction of the institution's expectations.
- Associate members and/or the attraction should promptly provide information regarding the inability of an attraction to meet the obligations of an existing agreement.
- Associate members should not offer the availability of an attraction without the reasonable expectation that the offer can be fulfilled. Likewise, institutional members should not make offer for attractions unless the institution has serious intent to negotiate an agreement.
- Associate members should not enter into agreements with the express intent to offer a substitute or replacement for the agreed- upon attraction.
- Associate members should quote fair market value fees for attractions and should quote attraction fees that accurately represent the usual remuneration paid to the attractions.
- Offers, acceptances, revisions and requests for information should be expressed in writing to ensure clear understandings.
- Associate and institutional members should avoid excessive requirements or demands in any contract riders.
- Associate and institutional members should honor the terms of any agreements made even if the individuals authorized to make commitments on behalf of the member are no longer associated with the member.
Program Management
NACA members also are expected to fulfill the terms and provisions of all agreements and to conduct programs and events with professional business practices once an agreement has been reached. Following are several recommended guidelines and principles of ethical program management:
- Associate members should send agreements and promotional information promptly and as promised. Institutional members should request only the quantity and types of material needed.
- Institutional members should return videotapes, films or other special promotional materials promptly and in proper conditions specified in the agreements and as requested by the associate members.
- Institutional members should advertise and promote activities as completely and in as timely a way as possible.
- Promotional material should accurately reflect the attractions talent, skill, ability, performance, topic or service to be provided to the institution
- Institutional should not sell or otherwise use promotional materials provided to support activities programs without the knowledge and permission of the associate member.
- Institutional members must secure written permission before recording or videotaping a performance or program in accordance with the provisions of the agreement.
- Institutional members must report in a timely and accurate manner any attendance and expense reports that have an affect on the remuneration of the attraction.
- Institutional members should treat attractions as special guests on campus. Attractions should treat facilities and campus regulations with respect.
- Institutional members should offer to host the artist, speaker or attraction before, during and after programs and serve as a liaison with the campus community.
- Attractions and/or their representatives should schedule their travel to begin the performance or program at the time stated in the contract and should notify the institution promptly of any travel delays.
* The term attraction is defined as any act, artist, performer, speaker, individual, group, product or service that is represented by an associate member firm or agency.
