Code of conduct guidance for interpreters and translators

The purpose of this guidance is to illustrate requirements or examples that are particularly relevant for interpreters and translators. In doing so, it is does not in any way limit the application of the full expectations set out in the MBIE Code of Conduct 2015.

If you are in any doubt about how to deal with an issue, you should discuss the situation with the Interpreter Coordinator.

It is important that you read the MBIE Code of Conduct 2015 and this additional guidance material, understand and follow them in your work with the MBIE.

Responsibilities and expectations

A. The Ministry’s obligations

The MBIE acknowledges its obligations to:

• Deal with you in good faith.
• Maintain open communication and the sharing of information where appropriate.
• Respect your right to privacy and to be treated with dignity.
• Value diversity and provide equal employment opportunities.
• Implement fair and impartial selection and appointment processes, including appointment review procedures, based on best practise.
• Provide a workplace free from sexual and racial harassment and unlawful discrimination.
• Provide clear descriptions of duties.
• Provide appropriate feedback and communications on performance as necessary, and reasonable access to and support for, training and career development.
• Provide appropriate disciplinary and dispute procedures with opportunity for redress for unfair or unreasonable treatmen

B. Responsibilities of all interpreters and translators

You are expected to maintain the highest standard of ethical behaviour at all times. Along with this you have some specific responsibilities to:

• Deal with the MBIE in good faith.
• Maintain open communication and the sharing of information where appropriate.
• Carry out your duties efficiently and use your skills and resources to the best of your ability.
• Be active in your own self-development and take opportunities to enhance your performance.
• Obey the law at all times of any country in which you are working.
• Ensure that you do not incur any liabilities without proper authorisation.
• Keep yourself informed about MBIE policies, procedures and instructions that are issued from time to time.

Specific Code of Conduct examples for interpreters and translators

Personal behaviour

Conflicts of Interest

You must perform your duties honestly and impartially and avoid any personal, financial or professional situations which might compromise (or be seen to compromise) your integrity.

The impartiality and integrity of all interpreters and translators is central to ensuring that the public, our clients and the Government have confidence in the MBIE and in the work we do. Conflict of interests may be actual or potential and interpreters and translators need to be mindful of the public’s perception of their actions.

You will disclose all conflicts of interest (including potential and perceived conflicts) to the Interpreter Coordinator. This is to safeguard both you and MBIE. This can include, but is not limited to, conflicts of interest arising from being a member of a club, society or association, having a professional or legal obligation to someone else (such as being a trustee) and owning a beneficial interest in a trust/land.

Even if you believe that you have dealt with the situation in the appropriate manner you must advise the Interpreter Coordinator because with conflicts, perception (how it looks) is as important as reality (what actually happens).

Further examples of conflict of interest situations:

• An interpreter interprets for a friend or relative at a MBIE interview without disclosing their relationship to the MBIE.
• An interpreter who is an elected head of their ethnic community may receive pressure from the community to help members of the community [with immigration issues] which can jeopardise their impartiality.

Gifts and Favours

Accepting gifts, prizes, fees, entertainment, hospitality or any other form or reward whatever its nature or value, may be, or may be perceived to be, an inducement that puts you under an obligation to a third party. They should not be accepted in any circumstances.

Examples of gifts and favours include:

• At the conclusion of an immigration interview, the applicant offers to buy you lunch. 
• An applicant approaches you and tries to offer you money or a discount on goods and services of a business they operate.

Use of knowledge and influence

You will maintain confidentiality in relation to MBIE matters at all times, including after your contract has ended.  You will not pass on or sell MBIE information or information held by MBIE to a third party, for example to a family member.

While working with MBIE, you may have access to knowledge, procedures, activities and systems which may personally benefit you and others. Your use of this knowledge – and the influence it may give you – should be solely for appropriate Ministry purposes and must be beyond reproach, open to the closest scrutiny and comply with the Privacy Act 1993 and the Official Information Act 1982.

Use of Ministry knowledge for any purposes other than carrying out the duties that you are contracted for may be unlawful, unethical and may create a conflict of interest.

Examples of inappropriate use of knowledge and influence include:

• An interpreter or translator uses knowledge gained about MBIE systems and in-house policies to help a family member complete an immigration application. 
• An interpreter or translator uses their knowledge of the format of a immigration interview to advise an applicant what questions might be asked and/or how to answer.   

Protection of private or confidential information

Examples of how private or confidential information must be treated:

• Interpreters should not speak about a case they have been interpreting for.Translators should not speak about any translation work they have undertaken.
• Notes taken by an interpreter during an interview should be given to the interviewing officer or destroyed. They should not be taken out of MBIE offices.
• Translators should not keep translations saved to a public computer.
• Translators should not keep translations saved on their personal computer for longer than needed.
• Translators should not keep documents in the public eye when they are completing the work.

Information security

The MBIE is required by law to take proper care of the information it holds. We are all responsible, individually and collectively, for the management and storage of information. You must:

• Ensure that all information, whether electronic or hard copy, is assessed, used, stored and disposed of appropriately. Any information taken from MBIE premises must be kept safe and treated with utmost care, irrespective of the media on which it is stored.
• Assess MBIE computers only by authorised means. You may not change security access by tampering with passwords or do anything to the MBIE’s computers that might corrupt or disrupt them.
• Keep access cards and passwords safe and do not let anyone else use them.

Competence

You should undertake only such interpretation or translation work as you know to be within your competence.

• Ensure questions and answers are interpreted in the ‘first person’.
• Interpret/translate truly and faithfully what is said, without anything being added, omitted or changed.
• Not enter into discussion, give advice, or express opinions or reactions to any of the parties.
• Possess the ability to interpret/translate accurately, fluently and appropriately between both languages using the correct techniques.
• Take responsibility for your performance on the job and, when appropriate, correct errors promptly.
• Bring to the attention of the MBIE, any issues pertaining to culture, creed and language that may arise in the course of the interview with the permission of all parties. 

Maintenance and improvement of skills and knowledge

Interpreters shall strive to achieve the highest level of competence by maintaining and expanding their skills and knowledge through formal and informal continuing education.

Acknowledgement of receipt of the MBIE Code of Conduct 2015

I, 

acknowledge that I have received a copy of the MBIE Code of Conduct 2015, and the guidance for Interpreters and Translators.

I sincerely declare:

1. That I will faithfully and carefully follow the MBIE Code of Conduct 2015, and its accompanying guidance for Interpreters and Translators as published from time to time.
    
2. That I know of no impediment and/or bias which may adversely impact on my ability to perform the functions of an interpreter.
    
3. That I will declare to the MBIE any known (or likely to be perceived) potential conflicts of interest which may arise and immediately declare such as soon as it becomes reasonably evident.
    
4. That I acknowledge that my engagement as an interpreter is on a “contract for services” basis with my services being supplied independently of the MBIE or its customers.  As such, I am not employed by the MBIE or its customers.
    
5. That I undertake to make myself available to attend an interpreter training course(s) as required by the MBIE. 

I recognise that a breach of the Code of Conduct may lead to disciplinary action.

Signed:

Date:

NZSTI code of ethics and code of conduct

Code of ethics and code of conduct(external link) — New Zealand Society of Translators and Interpreters