AMA Behavior Expectations

The AMA Behavior Expectations outlines norms for interactions within the AMA community. This policy contains four component parts:

General Conduct & Anti-Racism
Financial Integrity & Responsibility
Commitment to Conference Safety
Conflict of Interest

General Conduct & Anti-Racism

General Conduct

The American Marketing Association is dedicated to providing a safe, welcoming and professional environment for all. We expect all who engage with the AMA (staff, sponsors, volunteers, speakers, attendees, and other guests) to abide by this code of conduct in all AMA interaction, including events (in-person and virtual), board, council, and committee meetings, interviews, receptions, and ancillary activities.

The AMA values, honors and respects differences and diversity in its employees, members, customers, vendors. The AMA strives to provide a work and conference environment that offers equal opportunity to its employees and members and that is free from unlawful discrimination or harassment; one in which each employee and member is treated with dignity and respect.

We do not tolerate harassment in any form.

Harassment includes but is not limited to inappropriate actions or statements based on characteristics such as race, ethnicity, ancestry, national origin, political beliefs, religion, marital status, physical or mental ability, age, gender identity and/or expression, sexual orientation, or any other category protected by local, state, provincial, or federal law.

Harassing behavior includes but is not limited to:

Suggestive or inappropriate behavior or language
Unwelcome jokes or comments
Harassing photography or recording
Circulation of written or graphic material that denigrates or shows hostility toward an individual or group
Sustained disruption of talks, presentations or other events
Inappropriate physical contact
Deliberate intimidation, stalking or following
Advocating for or encouraging any of the above behavior

Sexual or Personal Harassment

Sexual harassment is any conduct, comment, gesture or contact of a sexual nature that is unwanted or unwelcome by any individual, or that might reasonably be perceived by that individual as placing a condition of a sexual nature on any AMA-related activity.

Personal harassment is any conduct, verbal or physical, that is discriminatory in nature, based upon another person’s race, ethnicity, ancestry, national origin, political beliefs, religion, marital status, physical or mental ability, age, gender identity and/or expression, sexual orientation, or any other category protected by local, state or federal law. Personal harassment includes but is not limited to discriminatory or other behavior, directed at an individual, that is unwanted or unwelcome and causes substantial distress in that individual and serves no legitimate AMA-related purpose.

The AMA does not tolerate sexual or personal harassment. Sexual or personal harassment in any form is strictly prohibited and may be grounds for suspension or termination as an officer, director or member of AMA.

Anti-Racism

The American Marketing Association (AMA) is committed to the goal of freedom from racial discrimination and harassment. The AMA defines racial discrimination as behavior which disadvantages certain individuals based on their real (or supposed) race, nationality, descent or ethnic or ethno-religious or national origin. The AMA is committed to ensuring freedom from other related forms of discrimination based on sex or disability, and also racial vilification. Racial vilification is a public act that encourages or incites others to hate, have serious contempt for, or severely ridicule a person, or group of people, because of race, color, nationality, descent or ethnic or ethno-religious or national origin. The AMA in its commitment to eliminating racial discrimination will implement programs that promote racial tolerance. AMA will recognize the rights of all stakeholders to creating an environment that is free from racial discrimination and harassment.

No Lobbying

The AMA as an organization does not take a position on political or partisan issues, and neither does it engage in lobbying or endorsement of political positions or organizations. No representative of the AMA may engage in these activities while acting within their role as a representative of the AMA. Neither may any AMA funds be spent on these purposes. Doing so is not only contrary to our mission, but it also may risk our status as a 501c3 non-profit organization.

Financial Integrity & Responsibility

Anyone who is responsible for spending money on behalf of the AMA, including employees and volunteers, should treat the money like it is their own. The AMA is a non-profit with limited funds, so we all need to ensure that each dollar is spent wisely.

Gifts

No matter how well-meaning or well-intentioned a gift, the potential exists for impropriety—or the appearance of impropriety—to be present. The AMA is committed to treating all people and organizations impartially. This includes both existing and potential:

Vendors and suppliers
Customers and clients
Partners
Sponsors and advertisers
Speakers and instructors
Employees and volunteers
Independent contractors
Any individual or organization with whom we come into contact

Such gifts may be acceptable as long as they are lawful, reasonable, both in cost and in scope, are conducted in the best interest of the AMA and are not intended or expected to, and do not, influence business-related decisions of the recipient of the entertainment or gift.

AMA representatives shall not solicit or accept for personal benefit directly or indirectly any gift, entertainment, or any item of substantial monetary value more than $75 from any person or entity. Examples:

An AMA employee may not accept a gift, meal, or entertainment valued at more than $75 from a vendor seeking to do business with the AMA.
A chapter president may not accept a gift, meal, or entertainment valued at more than $75 from an agency wishing to have their CEO speak at an upcoming chapter meeting.

In addition, AMA representatives shall not give a gift, entertainment, or any item of substantial monetary value more than $75. The policy on gift-giving serves to avoid appearances of impropriety as well as limit spending. Examples:

Thank you gifts for speakers
Sending flowers to a funeral
Outgoing board member gifts

Exceptions to this policy may be made for special awards and recognition of meritorious service.

AMA representatives may consult with the AMA COO on the appropriateness of any gift exchange.

Anti-Corruption and Anti-Bribery

All forms of bribery, kickbacks, and other corrupt practices are prohibited regardless of local customs. AMA is committed to complying with all applicable anti-corruption laws.

AMA does not pay bribes, kickbacks or facilitation payments at any time for any reason. This includes payments and gifts to government officials as well as non-government officials. This applies equally to any person or firm who represents the AMA.

Forced Labor and Coercion

Third Parties doing business with the AMA must not use involuntary labor of any kind, including debt bondage, indentured servitude or forced labor by governments. The AMA has zero tolerance for involuntary labor of any kind, and will terminate its business relationship with any vendor, supplier or service provider who uses involuntary labor or purchases from any subcontractor who uses involuntary labor of any kind. If a vendor, supplier or service provider of AMA recruits foreign contract workers, the vendor, supplier or service provider must pay agency recruitment commissions and must not require any worker to remain in employment for any period of time against his or her will. Likewise, the use of physical acts to punish or coerce workers, or psychological coercion, or any other form of non-physical abuse, including threats of violence, sexual harassment or verbal abuse is prohibited.

Accounting Practices

All payments and transactions must be reported accurately in the applicable books and records. All payments and transactions must follow local laws and regulations. The use of AMA funds for personal, non-AMA reasons is strictly prohibited, even if the individual intends to pay the AMA back.

Fraud Prevention

Unfortunately, fraud is becoming more and more common. It is the responsibility of every AMA employee and volunteer to be on the lookout and have procedures in place to prevent fraud.

Fraud can be as simple as an email with a seemingly innocuous subject line like “are you around” used as an opener to get you to let down your guard. Malactors can spoof the email address of AMA employees or volunteers so you think it is coming from a trusted source. If you reply, they will ask you to send a check or gift cards. Other common lines include “I lost my phone”, “I changed my email address”, or “ I am home sick today.”

Volunteer leaders are especially susceptible to this type of fraud because they tend to work together virtually more often than in person. A spoofed email looks no different from a real one on a mobile device.

How to Prevent Fraud for Volunteer Leaders

Policy

The AMA Support Center recommends that chapters adopt a policy of two step authorization for any financial transaction over a nominal amount (e.g. $100). This means that two different authorized people on the board need to approve a purchase. If you have a smaller board and this is not practical, implement approval via two communication methods. If the request comes in via email, verify via text or voice.

Be Aware

Discuss the possibility of financial fraud at your next board meeting. Make all board members aware of the widespread scams, and review your chapter’s financial policies that ensure fraud prevention (like two step authorization). Emphasize that the President (or any other board members) will never ask others to complete a purchase solely via email or text.

Be on Guard

Be suspicious of emails that are too brief, sound strange, or are out of character for the sender. Don’t hesitate to verify with that person via another communication method. It is better to take an extra minute to exercise caution than to be the next victim.

Commitment to Conference Safety

Details

The American Marketing Association is dedicated to providing a safe, welcoming and professional conference experience for all participants. We expect all conference participants (staff, sponsors, volunteers, speakers, attendees, and other guests) to abide by this code of conduct at all events (in-person and virtual) including sessions, business meetings, interviews, receptions and ancillary activities.

We do not tolerate harassment of conference participants in any form.

Harassment includes but is not limited to inappropriate actions or statements based on characteristics such as race, ethnicity, ancestry, national origin, political beliefs, religion, marital status, physical or mental ability, age, gender identity and/or expression, sexual orientation, or any other category protected by local, state or federal law.

Harassing behavior includes but is not limited to:

Suggestive or inappropriate behavior or language
Unwelcome jokes or comments
Harassing photography or recording
Circulation of written or graphic material that denigrates or shows hostility toward an individual or group
Sustained disruption of talks, presentations or other events
Inappropriate physical contact
Deliberate intimidation, stalking or following
Advocating for or encouraging any of the above behavior

Anti-Racism Policy

Virtual Conference/Events Code of Conduct

The AMA hosts a number of virtual conferences and events (in addition to traditional in-person conferences and events) and the goal at each of these events is to create an environment where everyone feels welcome to participate, speak up, ask questions, and engage in conversation. This requires a harassment-free and inclusive environment that recognizes the inherent worth of every participant. AMA is committed to providing a harassment-free environment where everyone can express their opinion freely regardless of race, ethnicity, ancestry, national origin, political beliefs, religion, marital status, physical or mental ability, age, gender identity and/or expression, sexual orientation, or any other category protected by local, state or federal law. We do not tolerate harassment of participants in any form. Sexual language and imagery is not appropriate during any aspect of this virtual event/conference, including talks, workshops, parties, social media such as Twitter, or other online media.

Anyone who feels they have been discriminated against, harassed, threatened, intimidated, has observed or witnessed violations of this code, or has other concerns is encouraged to immediately report these instances. To do so, you may fill out the AMA Code of Conduct Issue Reporting Form, which goes directly to the AMA CEO as Grievance Coordinator for the AMA. See more information on how complaints are handled in the AMA Code of Conduct Reporting Procedures section of the AMA Code of Conduct.

If you have an issue at an in-person event that warrants immediate attention, please go to the customer support desk and ask to speak privately with the lead event organizer or an on-site member of the AMA’s senior leadership team.

The AMA may take any action to address those who violate our principles. Penalties may include verbal warning, ejection from the meeting without refund or other measures the AMA deems appropriate. Retaliation for complaints of inappropriate conduct will not be tolerated. Notifying the AMA does not constitute or replace a notification to local law enforcement and all violations of the law should be reported to local law enforcement.

Conflict of Interest

Conflict of Interest Policy

ARTICLE 1

Purpose:

The purpose of the Conflict of Interest Policy is to protect the interests of American Marketing Association (the “Corporation”) when it is contemplating entering into a transaction or arrangement that might benefit the private interest of an officer or director of the Corporation or might result in a possible excess benefit transaction. This policy is intended to supplement but not replace any applicable state and federal laws governing conflict of interest applicable to non-profit and charitable organizations.

ARTICLE 2

Definitions:

1. Interested Person.

Any director, principal officer, or member of a committee with governing board delegated powers, who has a direct or indirect financial interest, as defined below, is an interested person.

2. Financial interest.

A person has a financial interest if the person has, directly or indirectly, through business, investment, or family:

a. An ownership or investment interest in any entity with which the Corporation has a transaction or arrangement;

b. A compensation arrangement with the Corporation or with any entity or individual with which the Corporation has a transaction or arrangement; or

c. A potential ownership or investment interest in, or compensation arrangement with, any entity or individual with which the Corporation is negotiating a transaction or arrangement.

Compensation includes direct and indirect remuneration as well as gifts or favors that are not insubstantial.

A financial interest is not necessarily a Conflict of Interest. Under Article 3, Section 2, a person who has a financial interest may have a conflict of interest only if the appropriate governing Board or Committee decides that a conflict of interest exists.

ARTICLE 3

Procedures:

1. Duty to Disclose.

In connection with any actual or possible Conflict of Interest, an interested person must disclose the existence of the financial interest and be given the opportunity to disclose all material facts to the directors and members of committees with governing board delegated powers considering the proposed transaction or arrangement.

2. Determining Whether a Conflict of Interest Exists.

After disclosure of the financial interest and all material facts, and after any discussion with the interested person, he/she shall leave the governing board or committee meeting while the determination of a conflict of interest is discussed and voted upon. The remaining board or committee members shall decide if a conflict of interest exists.

3. Procedures for Addressing the Conflict of Interest.

a. An interested person may make a presentation at the governing board or committee meeting, but after the presentation, he/she shall leave the meeting during the discussion of, and the vote on, the transaction or arrangement involving the possible conflict of interest.

b. The chairperson of the governing board or committee shall, if appropriate, appoint a disinterested person or committee to investigate alternatives to the proposed transaction or arrangement.

c. After exercising due diligence, the governing board or committee shall determine whether the Corporation can obtain with reasonable efforts a more advantageous transaction or arrangement from a person or entity that would not give rise to a conflict of interest.

d. If a more advantageous transaction or arrangement is not reasonably possible under circumstances not producing a conflict of interest, the governing board or committee shall determine by a majority vote of the disinterested directors whether the transaction or arrangement is in the Corporation’s best interest, for its own benefit, and whether it is fair and reasonable. In conformity with the above determination it shall make its decision as to whether to enter into the transaction or arrangement.

4. Violations of the Conflict of Interest Policy.

a. If the governing board or committee has reasonable cause to believe a member has failed to disclose an actual or possible conflict of interest, it shall inform the member of the basis for such belief and afford the member an opportunity to explain the alleged failure to disclose.

b. If, after hearing the member’s response and after making further investigation as warranted by the circumstances, the governing board or committee determines the member has failed to disclose an actual or possible conflict of interest, it shall take appropriate disciplinary and corrective action.

ARTICLE 4

Records of Proceedings:

The minutes of the governing board and all committees with board delegated powers shall contain:

a. The names of the persons who disclosed or otherwise were found to have a financial interest in connection with an actual or possible conflict of interest, the nature of the financial interest, any action taken to determine whether a conflict of interest was present, and the governing board’s or committee’s decision as to whether a conflict of interest in fact existed.

b. The names of the persons who were present, in person or participating remotely, for discussions and votes relating to the transaction or arrangement, the content of the discussion, including any alternatives to the proposed transaction or arrangement, and a record of any votes taken in connection with the proceedings.

ARTICLE 5

Compensation:

A voting member of the governing board who receives compensation, directly or indirectly, from the Corporation for services is precluded from voting on matters pertaining to that member’s compensation.

A voting member of any committee whose jurisdiction includes compensation matters and who receives compensation, directly or indirectly, from the Corporation for services is precluded from voting on matters pertaining to that member’s compensation.

No voting member of the governing board or any committee whose jurisdiction includes compensation matters and who receives compensation, directly or indirectly, from the Corporation, either individually or collectively, is prohibited from providing information to any committee regarding compensation.

ARTICLE 6

Annual Statements:

Each director, principal officer and member of a committee with governing board delegated powers shall annually sign a statement which affirms such person:

a. Has received a copy of the Conflict of Interest Policy;

b. Has read and understands the Conflict of Interest Policy;

c. Has agreed to comply with the Conflict of Interest Policy; and

d. Understands the Corporation is charitable and in order to maintain its federal tax exemption it must engage primarily in activities which accomplish one or more of its tax-exempt purposes.

ARTICLE 7

Periodic Reviews:

To ensure the Corporation operates in a manner consistent with charitable purposes and does not engage in activities that could jeopardize its tax-exempt status, periodic reviews shall be conducted. The periodic reviews shall, at a minimum, include the following subjects:

a. Whether compensation arrangements and benefits are reasonable, based on competent survey information and the result of arm’s length bargaining; and

b. Whether partnerships, joint ventures, and arrangements with management organizations conform to the Corporation’s written policies, are properly recorded, reflect reasonable investment or payments for goods and services, further charitable purposes and do not result in inurement, impermissible private benefit or in an excess benefit transaction.

ARTICLE 8

Use of Outside Experts:

When conducting the periodic reviews as provided for in Article 7, the Corporation may, but need not, use outside advisors. If outside experts are used, their use shall not relieve the governing board of its responsibility for ensuring that periodic reviews are conducted.

AMA Code of Conduct

The AMA Behavior Expectations is a section of the overall AMA Code of Conduct.