Accepting Gifts - A Values & Ethics Brush-up Quiz

1.

Small gifts

An officer is about to bid farewell to his APEC contacts after having established close friendships. At a farewell gathering, he is presented with many lovely small farewell gifts as a token of appreciation for his hard work and cooperation over the course of the Summit. He can accept these gifts.

True

False

While small token gifts may be accepted, employees should turn down expensive gifts, or donate them to charity or the mission/departmental gift bank.

Explanation

While small token gifts may be accepted, employees should turn down expensive gifts, or donate them to charity or the mission/departmental gift bank.

2.

Accepting excessive gifts

If you have accepted a gift that does not meet the basic principles of the Code, you should close the loop with the donor through a letter thanking the donor for the gift, explaining the Code, and advising of the course of action chosen (e.g. donation to charity).

True

False

Accepting excessive gifts is considered a violation of the basic principles of the Code. In such cases, it is important to close the loop with the donor by sending a letter expressing gratitude for the gift, but also explaining the principles of the Code and informing them of the chosen course of action, such as donating the excessive gift to charity. Therefore, the statement "True" is correct, indicating that accepting excessive gifts should be followed by appropriate action and communication.

Explanation

Accepting excessive gifts is considered a violation of the basic principles of the Code. In such cases, it is important to close the loop with the donor by sending a letter expressing gratitude for the gift, but also explaining the principles of the Code and informing them of the chosen course of action, such as donating the excessive gift to charity. Therefore, the statement "True" is correct, indicating that accepting excessive gifts should be followed by appropriate action and communication.

3.

Christmas Gift

An embassy officer who steadfastly refuses gifts from suppliers and service providers during the course of the year receives a cell phone from one of the mission's service providers as a Christmas gift, thanking him for the good work he did during the APEC Summit. He can accept the gift.

True

False

Staff must maintain an arms-length relationship with service providers or suppliers and avoid situations where there will be a perception of personal gain and a loss of public trust. The gift is not of minimal value and should be returned with a note explaining why it cannot be accepted.

Explanation

Staff must maintain an arms-length relationship with service providers or suppliers and avoid situations where there will be a perception of personal gain and a loss of public trust. The gift is not of minimal value and should be returned with a note explaining why it cannot be accepted.

4.

Artwork

The mission is hosting a minister for a regional trade and economic affairs meeting. The delegation and mission staff go on a week long tour of companies in the area and upon their return, they report that the tour and meetings were very useful and that they were treated very well everywhere they went. Each member was also presented with a small statue made from semi-precious stones. They are obviously of more than a modest value. Under the Code, expensive gifts may be kept if they are unique artworks given as a common business courtesy.

True

False

All gifts received while on official government business must conform to the Code and public perception must be taken into consideration. The public may not view an all-expenses paid trip by officials to foreign locations very favourably, even if it was in the line of duty. The receipt of expensive gifts would be considered excessive under the Code and goes far beyond a normal expression of common business courtesy. It is possible that these gifts represent an effort to influence an outcome in business relations or an attempt to gain preferential treatment in the future.

The Head of Mission should discuss the situation with the group and advise them to return the artwork with a letter thanking their host for their hospitality but explaining that our Values and Ethics Code for the Public Service does not allow public servants to accept expensive gifts in the line of duty. If this is not possible, the statues could be auctioned at a charity event and the proceeds sent to a charity of the mission's choice. A letter should then be sent to the donor informing that this took place.

Explanation

All gifts received while on official government business must conform to the Code and public perception must be taken into consideration. The public may not view an all-expenses paid trip by officials to foreign locations very favourably, even if it was in the line of duty. The receipt of expensive gifts would be considered excessive under the Code and goes far beyond a normal expression of common business courtesy. It is possible that these gifts represent an effort to influence an outcome in business relations or an attempt to gain preferential treatment in the future.

The Head of Mission should discuss the situation with the group and advise them to return the artwork with a letter thanking their host for their hospitality but explaining that our Values and Ethics Code for the Public Service does not allow public servants to accept expensive gifts in the line of duty. If this is not possible, the statues could be auctioned at a charity event and the proceeds sent to a charity of the mission's choice. A letter should then be sent to the donor informing that this took place.

5.

Guidelines to follow

A) Employees may accept modest expressions of normal business courtesies where there is clearly no indication of any effort by the donor to obtain preferential treatment, and influence their decision making or conduct. Keep in mind that the Code refers to "a minimal value" and therefore care should be exercised when evaluating the worth of a gift, hospitality or other benefit.

B) Employees should politely decline any gift, hospitality or benefit where the intent of the donor is suspected to influence their decision-making or conduct, or to obtain preferential treatment at a later date. Employees may accept hospitality where the event is business related and is part of normal reciprocal hospitality.

Which of these statements is true?

A)

B)

Both A and B

Both statements A and B are true. Statement A states that employees may accept modest expressions of normal business courtesies as long as there is no indication of any effort by the donor to obtain preferential treatment or influence their decision-making or conduct. Statement B states that employees should decline any gift, hospitality, or benefit if they suspect that the intent of the donor is to influence their decision-making or conduct, or to obtain preferential treatment in the future. However, they may accept hospitality if it is business-related and part of normal reciprocal hospitality.

Explanation

Both statements A and B are true. Statement A states that employees may accept modest expressions of normal business courtesies as long as there is no indication of any effort by the donor to obtain preferential treatment or influence their decision-making or conduct. Statement B states that employees should decline any gift, hospitality, or benefit if they suspect that the intent of the donor is to influence their decision-making or conduct, or to obtain preferential treatment in the future. However, they may accept hospitality if it is business-related and part of normal reciprocal hospitality.

6.

Raffle Prize

An employee attends a trade show as the representative of DFAIT, to which many government employees have been invited. She is asked to leave her business card at the entrance and does so. All the cards are entered in a draw, unbeknownst to her. Her card is drawn and the prize is a Blackberry. This will certainly come in useful in her line work. However, the Blackberry should be returned to the trade show organizers.

True

False

As a matter of good practice, government employees should consider not entering draws at trade shows if they are attending on official business. Draws are organized by the trade show participants as a marketing tool by companies. Employees should not view a prize as a personal winning unrelated to their work and should consider the perception of preferential treatment which would most likely occur. Moreover, some draws are sometimes orchestrated by organizers and winners are "chosen" because of the work they do.

Explanation

As a matter of good practice, government employees should consider not entering draws at trade shows if they are attending on official business. Draws are organized by the trade show participants as a marketing tool by companies. Employees should not view a prize as a personal winning unrelated to their work and should consider the perception of preferential treatment which would most likely occur. Moreover, some draws are sometimes orchestrated by organizers and winners are "chosen" because of the work they do.

7.

Advising others

Who can you turn to when faced with a Values and Ethics problem related to gifts?

Your supervisor

Head of Mission

Deputy Head of Mission

ZVE - the DFAIT Values and Ethics Division

The Public Service Integrity Officer

Mission Values and Ethics Champion

Any of the above

Any of these persons or offices may be contacted to discuss an issue related to Values and Ethics.

Explanation

Any of these persons or offices may be contacted to discuss an issue related to Values and Ethics.

8.

The Code

Which of the following basic principles are advised by the Code?

The acceptance of gifts, hospitality, and other benefits is permissible if they:

Are infrequent and of minimal value

Arise out of activities or events related to official duties

Are within the normal standards of courtesy, hospitality or protocol

Do not compromise or appear to compromise in any way the integrity of the public service

All of the above

A, C and D only

These are the basic principles of the Code regarding gifts. Where it is impossible to decline gifts that do not meet these principles (e.g. for reasons of cultural sensitivity or undue embarrassment), you should advise your supervisor of the situation and follow their guidance. The supervisor will decide whether the gift should be declined, accepted by the Department, donated to charity, disposed of, or kept by the employee.

Explanation

These are the basic principles of the Code regarding gifts. Where it is impossible to decline gifts that do not meet these principles (e.g. for reasons of cultural sensitivity or undue embarrassment), you should advise your supervisor of the situation and follow their guidance. The supervisor will decide whether the gift should be declined, accepted by the Department, donated to charity, disposed of, or kept by the employee.

9.

Gift baskets

An assistant facilitates a meeting with her superior at the request of a prominent business executive. She later receives a gift basket filled with cookies, chocolates, candies and a bottle of wine, the total value of which is fairly high. Knowing this, the assistant plans to share the food contents of the gift basket with the employees in her area and keep the wine for the staff Christmas party. This is an acceptable course of action.

True

False

Employees should not be rewarded by clients for doing their job. Sharing the gift basket with colleagues does not change the risk of conflict of interest. The assistant could send the basket directly to a charity or raffle it off and send the proceeds. The assistant should also write a letter to the donor thanking him, but explaining that the Code does not allow employees to accept gifts of more than a nominal value which could undermine public trust, and explaining the action taken with the gift.

Explanation

Employees should not be rewarded by clients for doing their job. Sharing the gift basket with colleagues does not change the risk of conflict of interest. The assistant could send the basket directly to a charity or raffle it off and send the proceeds. The assistant should also write a letter to the donor thanking him, but explaining that the Code does not allow employees to accept gifts of more than a nominal value which could undermine public trust, and explaining the action taken with the gift.

10.

Dollar Value Limit

Under the Code, what is the maximum amount considered as a "small gift of nominal value" that an employee may be allowed to keep?

$5

$10

$20

$50

$100

None of the above.

The Code informs that low-cost promotional items, simple meals, and souvenirs with no cash value are examples of gifts which can be accepted. No dollar amount has been specified in order to encourage employees to exercise judgement and avoid the trap of playing with numbers instead of thinking about how best to maintain the integrity of the public service.

Explanation

The Code informs that low-cost promotional items, simple meals, and souvenirs with no cash value are examples of gifts which can be accepted. No dollar amount has been specified in order to encourage employees to exercise judgement and avoid the trap of playing with numbers instead of thinking about how best to maintain the integrity of the public service.