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ONE SMILE AT A TIME - CODE OF CONDUCT

 

The Code of Conduct provides standards and guidance for all One Smile at a Time Constituents on topics related to Organizational Governance, Human Resources, Child Protection, Medical Quality, and Fiscal Management.

 

These standards of ethics and integrity apply to all One Smile at a Time Constituents, including Board members, employees, volunteers, students, fellows, donors, collaborators, vendors, and any other third-party partners whenever they engage with One Smile at a Time or on its behalf.

 

A Code of Conduct cannot envision every issue that might arise in One Smile at a Time’s daily activities. Rather, it documents One Smile at a Time’s commitment to professional, ethical, and legal conduct. When Constituents act consistently within the Code of Conduct, we build trust, strengthen community relationships, and preserve our superior reputation as a leading national and international dental surgical nonprofit organization.

 

ONE SMILE AT A TIME - CODE OF CONDUCT

 

• One Smile at a Time’s Code of Conduct provides standards and guidance for all activities undertaken to support its vision ~ “Increasing oral health knowledge by delivering education, prevention, and treatment with the concept of giving back one smile at a time.” This Code of Conduct represents One Smile at a Time’s commitment to all its Constituents, including Board members, employees, volunteers, students, fellows, donors, collaborators, vendors, and any other third-party partners. The organization expects all Constituents to implement and adhere to policies and procedures that uphold this Code of Conduct.

 

A. ORGANIZATIONAL GOVERNANCE

 

• BOARD STRUCTURE AND STEWARDSHIP

One Smile at a Time, Inc Board of Directors is responsible for the following:

 

• Ensuring that One Smile at a Time fulfills its obligations to the laws of each country where it works and the commitments to its Constituents.

• Approving One Smile at a Time’s strategic direction and appropriate policies, procedures, and resources required to carry out its activities and charitable objectives.

• Protecting One Smile at a Time’s assets and providing oversight to ensure its financial, human, and material resources are used appropriately.

• Evaluating the performance of the CEO annually.

• Evaluating the performance of the Board as a group and individually no less frequently than every two years and having clear procedures for removing Board members who cannot fulfill their responsibilities.

• Having clear policies establishes the terms' length and the number of consecutive terms Board members may serve.

 

TRANSPARENCY

 

• As a non-profit organization dependent upon the financial support of generous private and corporate donors, One Smile at a Time is committed to organizational transparency, including the following:

 

2.1 Maintaining a webpage with accurate and updated information, including:

 

• Contact information.

• Official financial information.

• Name of the auditor.

• Vision and mission statements.

• Names of the Board members and appointed corporate officers.

• This Code of Conduct.

• Disclosing the percentage of the funds used for administration, fundraising, and programs.

• Publishing an annual report listing Board members, describing the mission, sharing information on program activities, and stating total income, expenses, and ending net assets.

• Assuring information provided about the organization is accurate and timely.

 

PROGRAM PARTNERS, VENDORS, AND THIRD PARTIES

 

• Before collaborating with an external partner, One Smile at a Time shall determine if the collaboration may have (1) negative consequences in any country where it works and/or (2) a negative impact on its reputation. If these consequences cannot easily and transparently be avoided, One Smile at a Time shall refrain from entering the relationship. It is One Smile at a Time’s intention only to cooperate with organizations and individuals that agree to honor One Smile at a Time’s Code of Conduct or their own if it aligns with One Smile at a Time’s. Paying particular attention to:

 

3.1 Respecting human rights.

• Taking responsibility for the rights of children, adults, and the elderly.

• Taking responsibility for the environment.

 

MARKETING AND SOLICITATION

 

• One Smile at a Time will accurately represent its story, services, solicitations, collaborations, and partnerships. One Smile at a Time will respect the individual rights of any person whose personal story or images are being used to promote its charitable purpose or to raise funds for One Smile at a Time directly or in coordination with public or private third parties.

 

INTELLECTUAL PROPERTY & CONFIDENTIAL INFORMATION

 

• One Smile at a Time protects its intellectual property by registering logos, trademarks, and copyrights and protects its confidential information by taking precautions to prevent inappropriate disclosures or loss. All Constituents are responsible for protecting One Smile at a Time’s intellectual property and confidential information. Constituents will not disclose any confidential or proprietary information obtained due to their involvement with One Smile at a Time. Confidential or proprietary information includes all non-public information.

 

ETHICS/COMPLIANCE HOTLINE

 

• One Smile at a Time must hold itself and each Constituent accountable for adhering to One Smile at a Time’s Code of Conduct, the law, and the highest level of professional integrity and conduct. All Constituents have a duty to comply with the principle of: “If you see something say something.”

 

• One Smile at a Time wants and needs to know when it does not meet its standards consistently, locally, or internationally. One Smile at a Time wants and expects its Constituents to notify it of violations of its Code of Conduct, ethical concerns, or other concerns related to misconduct or questionable activities. If in doubt, report.

 

• Concerns are resolved quickly if reported to the program's leaders in person during the event. Reports can be submitted by phone, email, or via a web contact form from anywhere worldwide, 24 hours a day. Reports may be submitted anonymously, and all reports are treated as confidential. Those who submit reports in good faith shall be protected against any form of harassment, intimidation, discrimination, or retaliation. Those who engage in any retaliatory conduct against a good faith reporter will be subject to discipline up to and including separation from One Smile at a Time.

 

• One Smile at a Time believes information regarding its transparency should be easily accessible on its website, posted in its offices and clinics, included in future employee handbooks and volunteer credentialing materials, and addressed in other corporate communications as appropriate.

 

NO AFFILIATION TO POLITICS OR RELIGION

 

• One Smile at a Time is a non-governmental organization (NGO) with no affiliation to politics or religion. All bodies acting under the brand of One Smile at a Time should clearly state the absence of the organization’s affiliation to politics or religion under all circumstances.

 

B. HUMAN RESOURCES

 

NO DISCRIMINATION OR HARASSMENT

 

• One Smile at a Time does not discriminate against nor tolerate harassment or bullying of any of its Constituents based on race, color, creed, religion, sex, age, disability, national origin, ancestry, citizenship, armed forces service, marital or veteran status, sexual orientation, gender orientation, political opinions, or any other impermissible factor.

 

• Concerns related to discrimination, harassment, or bullying should be reported as soon as possible and will be addressed.

 

HUMAN CAPITAL

 

One Smile at a Time strives to protect and nurture its employees and volunteers by:

 

• Treating all future employees and current volunteers with respect and compassion.

• Having and implementing written Human Resources policies for future employees and current volunteers.

• Selecting and remunerating future employees based on their skills and ability to perform their duties.

• Enabling opportunities for personal and professional development.

 

HEALTH & SAFETY

 

• The health and safety of One Smile at a Time’s future employees and current volunteers is a top priority.

• Future employees and current volunteers shall have access to personal protective equipment and other safety equipment needed to work safely, even in austere environments.

• One Smile at a Time will strive to provide future employees affordable health and welfare benefits.

• Future employees are encouraged to take time off as rest and relaxation help rejuvenate and connect with their inner selves.

• Where feasible, One Smile at a Time will provide medical evacuation insurance protecting volunteers when actively traveling and participating on its behalf.

• One Smile at a Time seeks professional guidance regarding the safety and security of the sites where it works locally (United States of America) or abroad, and One Smile at a Time will modify its program activity and initiate tactical risk mitigation protocols as needed.

 

PERSONAL CONDUCT

 

• One Smile at a Time is only as strong as its reputation, which is directly impacted by all those with whom it works. Individual actions of each Constituent should always be considered as they reflect on the One Smile at a Time brand, whether positively or negatively.

 

• To maintain a strong culture of integrity, respect, and quality when engaging in One Smile at Time activities or traveling in connection with One Smile at Time activities, One Smile at a Time asks its Constituents to support One Smile at a Time by:

 

• Avoiding behaviors or situations which may be regarded as offensive or reflect badly on One Smile at a Time.

• Respecting local customs, culture, and values and refraining from behaviors that might be viewed as inappropriate or insensitive in the host country.

• Being sensitive to and respectful of cultural differences includes respecting differences in dress style, personal space, humor, and gestures of affection

• Being polite and respectful in all communications.

• Using good judgment regarding the content created, posted, and shared, including personal communications on social media.

• Not consuming alcohol excessively or to a level that impairs performance or endangers others; not offering or tolerating the consumption of alcohol or tobacco to any youth participating in One Smile at a Time’s program.

• Not exchanging money, employment, goods, or services for sexual favors.

• Not engaging in sexual relationships between Constituents as such relationships can be based on inherently unequal power dynamics and can undermine the credibility and integrity of our work.

• Not having any type of elective surgery or other non-emergency procedures performed during a One Smile at a Time program.

 

C. CHILD PROTECTION, PATIENT RIGHTS, NO EXPLOITATION

 

CHILD PROTECTION

 

• One Smile at a Time shall always respect the rights of all children and the Articles of the United Nations Convention on the Rights of the Child (UNCRC). The standards set forth are the minimum acceptable standards, and Constituents are expected to meet or exceed these standards when applying them to a local context. We define a child as anyone under 18, even if the age of majority is attained earlier under local law.

 

One Smile at a Time’s conduct must reflect its fundamental belief that all children:

 

• Are deserving of its support, care, and protection.

• Have equal rights to protection from physical and mental abuse and exploitation, including sexual exploitation.

• Have a fundamental right to life, survival, and development.

• They should enjoy a decent life and deserve the opportunity to participate in their community fully and actively.

• Should be given the right to express their views freely and have those views given ‘due weight.’

• Will be treated with respect regardless of gender, nationality, or ethnic origin, religious or political beliefs, age, physical or mental health, sexual preference, gender identity, family, socioeconomic or cultural background, or any history of conflict with the law.

• Those who encounter One Smile at a Time should be better off because of the experience. Besides the inherent risk of undergoing medical care, no child must come to harm due to their engagement with One Smile at a Time.

 

PATIENT RIGHTS

 

One Smile at a Time’s patients and their families:

 

• Are deserving of respect, dignity, quality care and realistic expectations regarding what One Smile at a Time can and cannot accomplish.

• Should be well informed and involved in decisions regarding their care; treatment should only be provided after the proper informed consent has been obtained from the patient (if of legal age) or from the patient’s guardian (if the patient is a minor).

 • Are entitled to their privacy and the protection of their health information; therefore, health information or other confidential information is only to be shared with those involved in providing medical treatment or maintenance of medical records unless the patient/guardian consents to the sharing of such information or the disclosure is required by law.

• Have the right to control the use of their images, video recordings, and audio recordings. Constituents taking photographs or videos must:

• Obtain informed documented consent from the patient, parent, or guardian before photographing or filming and explain how the materials will be used.

• Ensure images present the patient and family in a dignified and respectful manner, not in a vulnerable manner.

• Ensure the patient is adequately clothed and not in pain or distress.

• Comply with local traditions or restrictions for reproducing personal images.

• Ensures images are honest representations of the facts.

 

NO EXPLOITATION

 

• One Smile at a Time has zero tolerance for abuse or exploitation of any sort, particularly sexual exploitation, and maintains an environment that prevents sexual exploitation and abuse. One Smile at a Time will immediately protect those it believes are being exploited and cooperate with law enforcement. One Smile at a Time will take disciplinary action, including severing all ties with the accused.

• Sexual exploitation and abuse by any Constituent will be considered an act of gross misconduct and be grounds for termination of the relationship and will also result in reporting to law enforcement as required or (if not required) as appropriate.

• Sexual activity with children (persons under the age of 18) is prohibited regardless of the local age of majority or age of consent. Mistaken belief in the age of a child is not a defense.

• Exchange of money, employment, goods, or services for sex, including sexual favors or other forms of humiliating, degrading, or exploitative behavior, is prohibited

• Sexual relationships with any beneficiaries (patients or one of their family members) are prohibited. Such relationships undermine the credibility and integrity of humanitarian aid work.

• Constituents with concerns regarding sexual abuse or exploitation should report such concerns as soon as possible via One Smile at a Time’s established reporting channels.

 

D. MEDICAL QUALITY

 

GLOBAL STANDARDS OF CARE

 

• All medical and programmatic activities follow One Smile at a Time’s Global Standards of Care. One Smile at a Time ensures that staff, volunteers, affiliates, and other Constituents know and comply with these standards.

 

 FITNESS FOR SERVICE

 

• Dental volunteers are expected to maintain the high-quality standards demanded by the licensure requirements of their home country and honor any requirements set out by the host country when securing temporary medical licensure. Dental volunteers whose licensure has been suspended or terminated must be fully reinstated before being eligible to participate as dental volunteer.

• Dental volunteers may only perform services they have been licensed and chosen to perform. Training and education of Dental volunteers beyond the realm of observation learning must be conducted as part of sanctioned, structured, and properly supervised One Smile at a Time Programs.

• No one engaged in providing any kind of dental care will do so under the influence of alcohol or illicit drugs. The same is true if it relates to legally prescribed pharmaceuticals taken in excess or where there is a noticeable impairment. The safety of One Smile at a Time’s patients must always come first.

 

SUPPLY CHAIN INTEGRITY

 

• The safety and well-being of One Smile at a Time patients depend on its ability to source and utilize dental supplies, equipment, and pharmaceuticals from reputable manufacturers and suppliers. Anyone purchasing on behalf of One Smile at a Time is expected to source supplies, particularly pharmaceuticals, from reputable manufacturers and suppliers who can demonstrate their procurement and safety protocols and the pedigree of any items procured or utilized. All local suppliers should be reported to One Smile at a Time, and supplier changes should be reported via established reporting channels. Suppliers must be willing to allow facility tours or other inspection techniques upon request.

 

 

E. FINANCIAL MANAGEMENT

 

 ZERO TOLERANCE OF FRAUD, MONEY LAUNDERING, AND CORRUPTION

 

• One Smile at a Time will not tolerate fraudulent activity, money laundering, or corruption, defined as illegal or deceptive behaviors conducted for inappropriate financial or other benefits. Neither fraud nor corruption is restricted to monetary or material benefits but could also include gaining intangible benefits such as increased status or beneficial information. Any suspicion of fraud, money laundering, corruption, or other improper gain will be investigated, and legal action will be taken if necessary.

 

One Smile at a Time expects Constituents to honor its financial policies, which include:

 

• Anti-corruption policies and policies prohibit bribes, money laundering, and fraud.

• Internal processes and control systems to prevent, detect and act against potential fraud and corruption.

• Dealing fairly and without favoritism with patients, partners, suppliers, competitors, and independent auditors, and refraining from taking advantage of anyone through manipulation, concealment, abuse of privileged information, misrepresenting material facts, or any other unfair dealing or practice.

• Not making any improper payments (i.e., bribes, kickbacks, or other payments for illegal purposes) to government or non-governmental officials, suppliers, or any other person or organization connected to or seeking to do business with One Smile at a Time.

• Not accepting any improper payments (i.e., bribes, kickbacks, or other payments for illegal purposes) from government or non-governmental officials, suppliers or any other person or organization connected to or seeking to do business or otherwise interact with One Smile at a Time.

• Not engaging in any fraudulent activities such as deception, bribery, forgery, extortion, theft, conspiracy, embezzlement, misappropriation, false representation, concealment of material facts and collusion or other acts of deceit to obtain a personal or collective advantage, avoid an obligation or cause loss.

• Not using legal financial transactions to hide or dispose of money or property acquired from criminal activity (also known as money laundering).

 

STEWARDSHIP

 

• One Smile at a Time will exercise good internal governance, focusing on transparency and accountability. One Smile at a Time is accountable for its actions and decisions, not only to its funding agencies and government but also to all Constituents. Authority, responsibility, and accountability should be clearly defined, as well as adequate internal control mechanisms. Key areas for which there should be policies and procedures (and which should be reviewed and updated regularly) include:

 

• Proper authorization – e.g., the definition of authorization levels.

• Segregation of duties – e.g., all payments and reimbursements should require the authorization of two people.

• Good procurement practices.

• Adequate documentation and records retention and destruction policies.

• Independent audits.

• Quality control and assurance for all dental-related activities.

• Annual review of risks associated with key assets – e.g., property, goodwill, key program activities.

• Performance management – e.g., a process by which to review the effectiveness of program activities and use of performance metrics.

 

AUDITS & RECORDKEEPING

 

• One Smile at a Time and those managing funds under the One Smile at a Time name will:

 

• Adhere to professional standards of accountancy and audit procedures as stipulated by applicable laws and fulfill all financial and reporting requirements.

• Follow proper bookkeeping and prepare annual financial statements of income and expenditures.

• Prepare an annual report containing the description and budget of activities and projects over the last financial year and include a statement of how these have promoted One Smile at a Time’s charitable objectives.

• Undergo an annual audit by an independent, qualified auditor and make the final audit report available to One Smile at a Time Constituents.

• Maintain records on required audit trails as required by relevant regulations.

• Use registered bank accounts for money flows in each transaction.

• Record and report all information accurately and honestly; recognizing accurate information is essential to One Smile at a Time’s ability to satisfy all obligations.

• Not allow any Constituent to sign, submit, or permit others to sign or submit on One Smile at a Time’s behalf any document or statement he or she knows or has reason to believe is false.

 

CONFLICTS OF INTEREST

 

• All conflicts of interest involving employees or key Constituents (or their respective families) will be disclosed in writing to One Smile at a Time, and the employee or key Constituent will not take part in decisions related to the transaction.

 

FUNDRAISING

 

One Smile at a Time and those raising funds under the One Smile at a Time name shall:

 

• Engage in responsible, ethical, and legal fundraising activities in compliance with all applicable laws.

• Decline funding if it is suspected the source of the funds originates from illegitimate or illegal activities.

• Ensure all solicitation and communication materials are accurate and correctly reflect One Smile at a Time’s mission and intended use of the solicited funds.

• Provide accurate information regarding the value and tax implications of contributions.

• Ensure donor intentions use contributions and seek explicit consent from donors if repurposing of funds is needed.

• Protect all personally identifiable information and provide a mechanism to remove one’s personally identifiable information from One Smile at a Time’s records and lists sold to, rented, or exchanged with other organizations.

• Report fundraising results using accurate and consistent accounting methods that conform to relevant guidelines or regulations adopted by the appropriate regulatory authorities.

 

 

F.COMPLIANCE

 

• The leadership team of each One Smile at a Time organization is responsible for ensuring that employees, volunteers, donors, and other third-party partners, as applicable, understand and comply with this Code of Conduct. Further, each organization is responsible for creating a working environment in which compliance is expected and rewarded.

 

• The Code of Conduct violation should be reported immediately to the executive in charge of the One Smile at a Time organization, the CEO, COO, or General Counsel of One Smile at a Time, Inc. The identity of the person(s) reporting will remain confidential and only be disclosed to participants in the investigation. The reporter may remain anonymous. Any executive in charge who receives a report will follow the notification protocols in place.

 

• Constituents who are engaged in frequent work with One Smile at a Time will be required to periodically confirm in writing that they understand and are complying with these policies, that they are not aware of any violations of these policies, and that they have properly reported all suspected violations.

 

• One Smile at a Time will promptly investigate any alleged violation of these policies. Violation of a policy, retaliation against any individual for reporting a violation, or failure to otherwise comply with these policies will not be tolerated and will result in disciplinary action, including termination of employment, volunteer status, or the One Smile at a Time Licensing Agreement, or, when appropriate or as required, reporting to law enforcement.

 

• Questions concerning this Code of Conduct should be directed to the CEO, COO, or General Counsel of One Smile at a Time, Inc., or when located outside of the United States of America, questions may also be directed to the CEO or Executive Director of the local One Smile at a Time Foundation.