Code of Practice for Council Members

33 Code of Practice for Council Members 25 a. When the need for a contract is discussed, Council members should be asked at the outset to declare whether they or any company associated with them are interested in bidding for the contract. b. Council members who have declared an interest to bid should not take part or be present at any subsequent discussions or meetings concerning the proposed contract, and should be prohibited from access to any information in relation to the contract (other than in the capacity of a bidder). c. Council members who have not declared an interest to bid (and the companies concerned) should not be allowed to bid subsequently. d. When a Council member (or a company associated with him/her) has expressed an interest to bid, the Council should ascertain whether any information relating to the contract has already come to the possession of that Council member in the course of his/her duties as a member. If so, such information should be made available to other bidders as well to ensure a level playing field. e. If a Council member (or a company associated with him/her) has put in a bid, care should be taken to ensure that s/he subsequently has no access to the submitted tender documents which may contain commercially sensitive information. f. Bidder identity should be anonymized before the evaluation of bids if a Council member (or a company associated with him/her) is one of the bidders. g. If a Council member (or a company associated with him/her) is successful in bidding for the contract, s/he should withdraw from all discussions relating to the contract, except when attending in the capacity of a supplier or a service-provider. 4.8.10. Misuse of Official Position Council members should act impartially and should not use their official position for personal gains, nor accord preferential treatment to University or persons with whom they have connections. They should not use or permit the use of their official position or title or an authority associated with their public office in a manner that is intended to coerce or induce another person to provide any benefit to himself/herself or his/her relations, friends or associates. Nor should they use their official position or title in a manner that could reasonably be construed to imply that the University sanctions or endorses their personal activities or those of another.