CONCEPT: Ethics in the Civil Air Patrol

APPROXIMATE TIME: 1 Hour

1. Define the term "ethics."
2. Discuss ethics as it relates to a code of conduct.
3. Cite examples of how ethics affects society and daily life.
4. Discuss the relationship between ethics and core values.

SUGGESTED MATERIALS: No additional materials are required. Refer to the Instructor Information   link in the User's Guide for the basic materials to teach a class.

This basic ethics-training course provides a wide array of texts and references to assist you in teaching this subject. The student reading is designed to provide a basic overview of core values and ethics. Instructor slides are provided with notes for you to use as reference material.

Case studies are provided within the slide program. The successful application of the case studies relies on your experience. It is critical for you to read all of the instructor slide notes the night before giving this lesson. This will help reinforce learning points and prepare you for participation with your class. The use of all reference text material is encouraged to facilitate the learning experience.

In this lesson, we will gain an understanding of ethics and ethical conduct. This lesson has two goals: First, to provide a general understanding of rules so that they can be provided as guidance for subordinates. Second, to encourage members to call the Ethics Officer and seek advice when they have questions.

1. Discuss CAP Core Values and how they are the essential ingredients of an ethics system.
2. Use the case studies included in the slide presentation to delve into the application of CAP core values and ethical issues.

Attention Step: (Slide 1) Personalize this slide with your CAP seal, title, name and telephone number. This lesson has two goals:

1. To provide members with a general understanding of the rules so that they can determine when uses of CAP resource is authorized and are able to provide guidance about CAP resource use to other CAP members.
2. To encourage all CAP members to call the Ethics Officer and seek advice when they have questions.

Lesson Objective 1: (Slide 2) On this slide are the Webster dictionary definitions of "ethics" and "ethical"

Lesson Objective 1: (Slide 3) These are the six basic principles that apply to ethics.

Lesson Objective 1: (Slide 4) The basic concepts that apply to ethical conduct and behavior include the following:

Lesson Objective 1: (Slide 5) We will discuss these ethical issues in further detail today.

Lesson Objective 2: (Slide 6) A member should not participate in an official capacity in certain matters without first obtaining authorization from the agency ethics official, if his/her impartiality would be questioned in those matters.

Matters covered include those where financial interests are involved.

Disqualification procedures apply but can be waived for all or part of a ethics issue.

A member is prohibited from participating in an official capacity where his/her actions have a direct and predictable effect on the financial interest of person with whom he/she is seeking employment.

Lesson Objective 2: (Slide 7) Misuse of position means the use of a position, title, authority, funds, relationships, etc. to:

• induce others to provide benefits;
• imply sanctions or endorsements of other persons or actions;
• endorse products;

Revelation or allowance of use of non-public information means:

• engaging in financial transactions regarding use;
• allowing improper use to further your own or others’ interests.

Unauthorized use of Government property, where it is a member’s duty to protect and conserve it.

Lesson Objective 3: (Slide 8) Supervisors have some discretion in allowing some personal uses of CAP resources. Please raise your hand if you think it is okay to :

1. Use the office copier to copy your tax returns?
2. Use the office computer to type your resume?
3. Send a personal e-mail letter from your CAP system?
4. FAX personal correspondence on the CAP office FAX?

Lesson Objective 3: (Slide 9) Under certain circumstances, all four items are permissible.

Lesson Objective 3: (Slide 10) Most of us have known for a long time that we may use CAP resources only for authorized purposes. However, most of us have assumed that the only authorized purposes mean the use of resources directly related to the accomplishment of the CAP mission.

Certain personal uses may also be authorized. However, these uses are very limited. These exist to help make CAP members more efficient at work. In other words, we recognize that it is often impossible for CAP personnel to totally ignore their personal matters during the CAP workday.

Lesson Objective 3: (Slide 11) Let us look more closely at when personal use may be authorized. A CAP supervisor may authorize personal use of CAP resources if it is supportive of the mission. The means that such:

• Use does not adversely affect the performance of official CAP unit mission.
• Use is of reasonable duration and frequency.
• Use serves a legitimate public interest (such as reducing disruptions to the workplace, enhancing professional skills, and supporting CAP community relations).
• Use does not reflect adversely on DoD or CAP (such as reducing disruptions to the workplace, enhancing professional skills, and supporting CAP community relations).
• Use creates no significant additional cost to CAP or DoD.

Lesson Objective 3: (Slide 12) Use of the office copier to make 100 copies of your letter to friends announcing your 15-year-old son’s graduation from medical school would not be authorized.

No legitimate public interest, significant additional costs.

When you are asked whether this would be permissible if the paper is supplied by the member, the answer is no. There is also a cost associated with copiers for toner and maintenance, which the CAP must fund.

Lesson Objective 3: (Slide 13) Answer: personal, authorized with permission of supervisor.

Lesson Objective 3: (Slide 14) Answer: personal, authorized with permission of supervisor.

Lesson Objective 4: (Slide 15) To help you keep things straight, we have reduced this issue down to two rules.

When deciding if the personal use of CAP resources is authorized or not, a balance test is usually involved.

The value to the CAP is weighed against the costs to the CAP. Additional factors, such as susceptibility to abuse, visibility, and sleaziness are also considered.

The bottom line, however, is that in order for any use to be authorized, it must be for the benefit of the CAP.

Lesson Objective 4: (Slide 16) Now that we have mastered the general theory, let us examine some aspects of these rules that deserve special attention.

Before you can determine what is "official use", you must understand the mission of the CAP. For example, it would not be official use for most of us to use the Internet to access the Federal Express Web Page to track delivery of mail. However, if your office sends mail via Federal Express, tracking delivery would be an official use. The point is that the use of particular resources may be an official use for some members, and not for others.

Lesson Objective 4: (Slide 17) Now that we have reviewed the general concepts, let us examine the rules as they apply to particular kinds of Government resources. The first category is CAP equipment. This includes computers, copiers, and printers. The general rule applies. We can use such equipment for official and personal use when authorized by a supervisor.

For example, if your office policy permits, you may use an office computer after hours to type your annual Christmas letter.

Any questions before we move on?

Lesson Objective 4: (Slide 18) Let us discuss a hot issue, the use of supplies and consumables. This seems to be a very common problem.

Here, too, the general rule applies. We may use supplies for official use and personal use that meet the general rule. However, since the general rule does not permit personal use when there is a significant additional cost or when there is no legitimate public interest, the use of supplies is rarely authorized.

One exception, however, is that supervisors may allow office supplies to be used to prepare papers for presentation to professional associations.

Lesson Objective 4: (Slide 19) Let us see what we have learned.

1. Yes, if approved by supervisor or office policy.
2. No, since this personal use does not serve a legitimate public interests and creates a significant additional cost to the CAP.
3. Yes, if the address is part of the HQ CAP Commanders official duties.
4. No, this personal use probably creates a significant additional cost to the CAP.

Lesson Objective 4: (Slide 20) Let us discuss authorized use of communications systems that are owned or paid for by the CAP. Included are communications by telephone, fax, and use of the Internet and e-mail.

Official use is permitted. This includes use that is necessary in the interest of the CAP, as well as use in emergencies. It may also include, when approved by a CAP commander in the interest of morale and welfare, personal communications by CAP members when they are deployed away from home for extended periods on CAP business. In addition, you can call home while on TDY to notify your family of a schedule change.

1. They do not adversely affect the performance of official CAP duties.
2. They are of reasonable duration and frequency, and whenever possible, are made during personal time, such as during lunch breaks or after duty.
3. They serve a legitimate public interest, such as keeping you at your desk rather than requiring you to go elsewhere; educating you on the use of a communications system; or enhancing your professional skills.
4. They do not reflect adversely on the CAP. Examples of use that would reflect adversely are communications involving pornography; chain letters; commercial advertising, soliciting or selling except for sale of your personal property on authorized bulletin boards; and violations of laws or regulations.

Lesson Objective 4: (Slide 22) CAP communications are monitored whether they are authorized or not. Further, a record of the use and user may be kept. For example, each time a CAP member uses the Internet on a Government communications system, the Government records the member’s name and computer address and the locations searched.

1. False. Soliciting or selling is prohibited, except for your personal property on authorized bulletin boards.
2. True, subject to conditions. This involves limited personal use at your workplace. The use must be permitted by your supervisor and must satisfy the other criteria that apply, as discussed.
3. True, subject to the conditions we already discussed on limited personal use at your workplace.

Lesson Objective 4: (Slide 24) Another resource is your CAP position. Misuse usually occurs in one of two areas.

1. The first area is endorsements. We all know that you can not use your office to endorse a private organization or product. Specifically, you can not use your title, position or organization to endorse these things. There is an exception, however, for using general terms of address, such as "The Honorable," or military rank. These may be used and do not imply this authority.

For example, you can not say General Smith, CAP, HQ Commander, loves Twinkies. You could say General Smith loves Twinkies.

2. The second area is fundraising and membership drives. You may use your CAP position, in accordance with applicable regulations, to support the official CAP fundraising functions. You may not use your CAP position for fundraising or membership drives for anything except those official events.

For example, a commander may not sign a letter recommending that members join the NCMA (National Contract Management Association) or similar organization.

Lesson Objective 4: (Slide 25) Let us discuss the rules that apply to CAP owned vehicles, which are vehicles that are owned or leased by the CAP. These rules do NOT apply to cars rented on TDY orders.

Of course, CAP vehicles may be used for official purposes. For example, you may use a CAP vehicle to travel from your official duty station to a work site, or between sites. You can not use a CAP vehicle for personal entertainment or recreation of any kind.

What are some examples of activities that are NOT authorized?

• You can not use a CAP vehicle to go to a theater, the local casino, or a dance hall.

1. Yes you may.
2. Yes, these are some of the official areas, so you may use your title to help fundraise for the organization, but only in compliance with fundraising regulations.

The standard of "official purpose" is that the use must be necessary for your health or comfort, and the continued efficient performance of CAP business.

Lesson Objective 4: (Slide 27) Certain resources are particularly subject to abuse. As a result, specific statutes and rules apply.

1. Food. As you probably know, appropriated funds may generally not be used to purchase food for members.
2. Business Cards. Appropriated funds may not be used to print business cards.
3. Gifts. Appropriated funds, other than Official Representation Funds, may NOT be used to purchase gifts, even mementos and trinkets. This includes gifts to CAP members as well as other individuals.
4. Stamps and franked envelopes. These items are for official use only. There are stiff penalties for anyone violating this restriction.
5. Credit Cards. You may use CAP credit cards ONLY for official purposes, such as travel and purchase of commodities. Unlike rental cars, you can not use the cards for personal expenses and then pay the expenses yourself.

1. Telephone five people – reasonable duration and frequency? Overburden communications system? Significant additional costs to CAP? Probably Ok.
2. Use computer to type agenda? Reasonable duration and frequency? Serve legitimate public interest? Probably Ok?
3. E-mail 200 notices – reasonable duration and frequency? Overburden communications system? Significant additional cost to CAP? Adversely affect performance of CAP duties? Reflect adversely on CAP Legitimate public interest? Probably not.
4. Xerox 200 copies? Reasonable duration and frequency? Significant additional cost to CAP? Probably not.

What if he brought in his own paper? Same answer there are costs, other than paper, associated with the use of printers and fax machines. For example, a printer cartridge costs $150 for 400-600 copies

5. Fax an invitation? Reasonable duration and frequency? Significant additional cost to CAP? This is a long distance call, so the member must use a personal credit card to charge the costs of the fax. Probably ok with limits.