Student Affairs Buying 101 Ethics in Buying at OSU Students First Topic

Student Affairs Buying 101 Students First Topic Objectives PERCEPTION = TRUTH Ethics in Buying at OSU Have an understanding of the Buying Ethics at OSU 6-02

Student Affairs Buying 101 Students First Overview Ethics in Buying at OSU In Topic 2 (Where It All Begins), we discussed that we are all “stewards” and have been entrusted with fiscal responsibilities for the University and the public. As a “steward,” it is important that we have a basic understanding of the various laws and Code of Ethics for which we must comply, as well as discuss some potential situations and examples for which our ethics are important. In this topic, we will Discuss the Ohio Ethics Laws Discuss the National Association of Educational Buyers Code of Ethics, and Discuss the National Association of College Auxiliary Services Code of Ethics, and Work through some considerations and examples Perception = Truth 6-03

Student Affairs Buying 101 Students First Ohio Ethics Law Ethics in Buying at OSU Enacted in 1973 to promote confidence in government. As a public employee, we should not accept any: Gratuities Premium, or Other incentives Each employee involved in the expenditure of public funds must be held to the highest degree of public trust. Perception = Truth 6-04 The ethics laws also prohibit any employee from purchasing from a family member or friend, which is referred to as a “Conflict of Interest”. Conflict of interest is considered as receiving a premium or other incentive (above), regardless if the employee receives any personal benefits or not. It is critical that we give all competitive suppliers equal consideration/opportunities.

Student Affairs Buying 101 Students First National Association of Educational Buyers Code of Ethics Ethics in Buying at OSU Give first consideration to the objectives and policies of the University Strive to obtain the maximum value for each dollar of expenditure Decline personal gifts or gratuities Grant all competitive suppliers equal consideration insofar as state or federal statute and institutional policy permit Conduct business with potential and current suppliers in an atmosphere of good faith, devoid of intentional misrepresentation Foster fair, ethical and legal trade practices More (see the Code of Ethics in Appendix H) Perception = Truth 6-05

Student Affairs Buying 101 Students First National Association of College Auxiliary Services Code of Ethics Ethics in Buying at OSU The auxiliary services professional shall represent the institution with personal integrity and shall conduct the business of the institution professionally. The personal and professional conduct of the professional shall be such that it enhances the integrity and prestige of the institution. The professional shall refrain from entering into private or personal activities that may be interpreted as a conflict of interest and from accepting gifts or favors that infer an obligation of the institution. More (see the Code of Ethics in Appendix H) Perception = Truth 6-06

Student Affairs Buying 101 Students First Key Considerations and Examples Ethics in Buying at OSU Key Considerations (in addition to the law): “Perception” = “Truth” (whether it is true or not) Would you want it to appear on the front page of the paper? Would you like to be treated like that? Is it fair to everyone? Does it “feel” right? (If not, then it probably isn’t right.) Perception = Truth 6-07

Student Affairs Buying 101 Students First Key Considerations and Examples Ethics in Buying at OSU When you are buying something, what factors do you consider? Perception = Truth 6-08

Student Affairs Buying 101 Students First Key Considerations and Examples Ethics in Buying at OSU TRUST – both directions Being treated fairly Building long-term relationships Getting the best goods/services Reliability Reputation Service Timeliness Price Open and honest information on needs and expectations Accurate billing and timely payments Perception = Truth 6-11 What are the most common expectations from both the university and vendors?

Student Affairs Buying 101 Students First Group Work Ethics in Buying at OSU Situation: What is the perception? Is this right? Is this something that could appear on a newspaper’s front page? If you were the buyer for the manager, how would this make you feel? Is it fair to everyone? What would you do in this situation? Perception = Truth 6-12 Each group will be given at least one situation and will brief-back the situation and answer the below questions for each situation.

Student Affairs Buying 101 Students First Key Considerations and Examples Ethics in Buying at OSU Situation: (Manager to Buyer) “I need it in a hurry!” “Just split the purchase order into two orders so we don’t have to go through the bid process.” What is the perception? Is this right? Is this something that could appear on a newspaper’s front page? If you were the buyer for the manager, how would this make you feel? Is it fair to everyone? What would you do in this situation? Perception = Truth 6-12A

Student Affairs Buying 101 Students First Key Considerations and Examples Ethics in Buying at OSU Situation: (Vendor to Manager) “Let’s go to lunch. I’ll buy, and we can discuss your needs.” or “I’ve got extra tickets to Muirfield, want to go?,” or “I can get us on the country club golf course, want to go?” What is the perception? Is this right? Does this instill TRUST? Is this something that could appear on a newspaper’s front page? If you were a competing vendor, is it fair? What would you do in this situation? Perception = Truth 6-12B

Student Affairs Buying 101 Students First Key Considerations and Examples Ethics in Buying at OSU Situation: (Manager to Travel Coordinator) “When I’m going to the conference, I see that I can get a Mercedes Benz rental car for the same amount that I can get a mid-size car. So, get me the Mercedes Benz.” What is the perception? Is this right? Does this instill TRUST? Is this something that could appear on a newspaper’s front page? What would you do in this situation? Perception = Truth 6-12C

Student Affairs Buying 101 Students First Key Considerations and Examples Ethics in Buying at OSU Situation: (Manager to Buyer) “I’ve been working with XYZ company for a long time and really like them. So, even though the purchase is for more than $50,000, just write the RFP so that we can select them. I’m sure they are the only ones that can provide what we needed.” What is the perception? Is this right? Does this instill TRUST? Is this something that could appear on a newspaper’s front page? If you were a competing vendor, is it fair? What would you do in this situation? Perception = Truth 6-12D

Student Affairs Buying 101 Students First Key Considerations and Examples Ethics in Buying at OSU Situation: (Manager to Buyer) “We’ve been using ABC company for a number of years. Just go ahead and write the PO to them. We don’t need to go out for bid because the price is less than $25,000.” What is the perception? Is this right? Does this instill TRUST? Is this something that could appear on a newspaper’s front page? If you were a competing vendor, is it fair? What would you do in this situation? Perception = Truth 6-12E

Student Affairs Buying 101 Students First Key Considerations and Examples Ethics in Buying at OSU Situation: (Manager to Buyer) “Before we put this RFP out, I want you to contact XYZ company for them to come here and give us a demo. I want to see their product.” What is the perception? Is this right? Does this instill TRUST? Is this something that could appear on a newspaper’s front page? If you were a competing vendor, is it fair? What would you do in this situation? Perception = Truth 6-12F