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Code of Ethics of Politeiai

Preamble

Politeiai – dalla polis alla res publica is a non-profit association pursuing civic, solidarity-based, and socially beneficial purposes through cultural, scientific, educational, training, and knowledge-promotion activities, with particular attention to the study of the ancient world, its legacies, and the dialogue between knowledge, institutions, citizenship, and contemporary society.This Code of Ethics defines the principles, values, and rules of conduct that guide the entity, its governing bodies, its members, volunteers, collaborators, committee members, partners, and all those who, in any capacity, participate in the activities of Politeiai.The Code of Ethics supplements the association’s statutes and is founded upon the principles of the Third Sector Code, legality, transparency, impartiality, responsibility, sound administrative management, freedom of research, respect for human dignity, and the promotion of cultural heritage.

Art. 1 – Purposes of the Code of Ethics

This Code of Ethics aims to:

  1. define the fundamental values that guide the actions of Politeiai;
  2. promote conduct consistent with the statutory purposes of the association;
  3. prevent conflicts of interest, abuses, discrimination, and improper conduct detrimental to the reputation of the association;
  4. ensure transparency, fairness, and responsibility in the management of resources;
  5. safeguard the scientific, cultural, and educational quality of the activities promoted;
  6. foster a respectful, inclusive, and collaborative associative environment.

 

Art. 2 – Scope of Application

This Code of Ethics applies to:

  • founding members, ordinary members, supporting members, and any other categories that may be provided for in the statutes;
  • members of the association’s governing bodies;
  • members of the Scientific Committee and of any other advisory committees;
  • volunteers, collaborators, consultants, and service providers;
  • teachers, speakers, trainers, and participants in activities organized by the association;
  • entities, institutions, associations, universities, foundations, and partner organizations, within the scope of the activities carried out with Politeiai.

 

Membership in or collaboration with Politeiai implies acceptance of the general principles set forth in this Code.

 

Art. 3 – General Principles

Politeiai bases its activities on the following principles:

  1. legality, in compliance with applicable legislation, the statutes, internal regulations, and the obligations specific to Third Sector entities;
  2. transparency, in the management of decisions, resources, collaborations, and institutional communications;
  3. responsibility, in the use of funds, assets, resources, and the name of the association;
  4. autonomy and independence, from personal, political, economic, or religious interests incompatible with the purposes of the association;
  5. scientific and cultural quality, in the planning, implementation, and dissemination of activities;
  6. inclusion and accessibility, in promoting participation and, as far as possible, removing economic, social, linguistic, physical, or cultural barriers;
  7. respect for the individual, human dignity, freedom of thought, diversity of opinions, and diversity of individual paths;
  8. protection of tangible and intangible cultural heritage, with particular regard to the critical transmission of ancient knowledge and its relevance in the contemporary world.

 

Art. 4 – Scientific and Cultural Integrity

Politeiai promotes freedom of research, methodological rigor, critical debate, and respect for expertise.

In scientific, educational, and outreach activities, the persons subject to this Code undertake to:

  1. avoid any form of plagiarism or misappropriation of others’ ideas, texts, data, images, or materials;
  2. properly acknowledge sources, contributions, collaborations, and funding; 
  3. clearly distinguish between data, interpretations, hypotheses, and personal opinions;
  4. respect methodological and disciplinary pluralism; 
  5. not use the name of Politeiai to endorse positions not approved by the competent bodies;
  6. promote the responsible circulation of knowledge, including through educational initiatives, public outreach, and public access to culture.

 

Art. 5 – Internal Relations and Associative Environment

Politeiai promotes an environment based on courtesy, collaboration, attentive listening, mutual responsibility, and respect for roles.

The following are contrary to this Code:

  1. offensive, intimidating, disparaging, or discriminatory behaviour; 
  2. psychological, verbal, physical, or digital harassment;
  3. abuse of position, authority, experience, or academic prestige;
  4. arbitrary exclusions or differential treatment not justified by objective reasons;
  5. the improper use of the association’s information, contacts, documents, or resources.

 

Any disagreements must be addressed in a constructive spirit, with priority given to dialogue, mediation, and respect for internal procedures.

 

Art. 6 – Non-Discrimination and Inclusion

Politeiai rejects any form of discrimination based, by way of example, on national or social origin, language, gender, personal orientation, age, disability, economic conditions, personal, religious, or political beliefs, cultural background, or educational path.

Within the limits of its resources, the association undertakes to promote:

  • the accessibility of cultural and educational activities;
  • the participation of students, early-career scholars, persons in training, and individuals with fewer opportunities;
  • intergenerational, interdisciplinary, and international dialogue;
  • the adoption of organizational arrangements that respect the personal and professional needs of participants.

 

Art. 7 – Volunteering, Collaboration, and Gratuitous Service

Politeiai values the contribution of members, volunteers, and collaborators, recognizing the value of the time, expertise, and commitment made available to the association.

Voluntary activities must be free, informed, and non-discriminatory. They may not be used to circumvent remuneration, tax, social security, or insurance obligations provided for by applicable law.

The association undertakes to clearly distinguish between:

  1. voluntary activities; 
  2. professional assignments; 
  3. occasional collaborations; 
  4. unpaid services provided in a spirit of association; 
  5. expense reimbursements, which must be documented, authorized, and compliant with internal rules.

 

Art. 8 – Administrative Transparency and Resource Management

The economic, patrimonial, and material resources of Politeiai must be used exclusively for the pursuit of the association’s statutory purposes.

The persons subject to this Code undertake to:

  1. use with due care the association’s funds, assets, resources, premises, archives (paper and digital), libraries, and materials;
  2. avoid unauthorized expenditures or expenses inconsistent with the association’s purposes;
  3. properly document income, expenditures, donations, contributions, reimbursements, and assignments;
  4. comply with the approval procedures established by the statutes and any internal regulations;
  5. ensure the traceability of payments and the preservation of administrative documentation;
  6. clearly communicate the allocation of contributions, donations, membership fees, and public or private funding.

 

Art. 9 – Conflicts of Interest

A conflict of interest exists when a personal, family, professional, economic, academic, or institutional interest may interfere, even potentially, with the impartiality of decisions taken in the interest of Politeiai.

Anyone who finds themselves in a situation of conflict of interest, even a potential one, must:

  1. promptly disclose it to the competent body;
  2. refrain, where appropriate, from participating in the relevant decision-making process;
  3. provide all information necessary to allow a transparent assessment of the situation.

 

Collaboration with universities, cultural bodies, associations, foundations, or scientific institutions does not in itself constitute a conflict of interest, provided that it is declared and consistent with the purposes of Politeiai.

 

Art. 10 – Relations with Institutions, Partners, and Funders

Politeiai maintains relations with public and private institutions, universities, schools, research institutes, associations, foundations, libraries, archives, museums, and funders in accordance with the principles of autonomy, fairness, and transparency.

The association does not accept contributions, sponsorships, or collaborations that:

  1. are incompatible with its statutory purposes;
  2. compromise the scientific or cultural independence of the association;
  3. impose opaque or discriminatory conditions; 
  4. may damage the reputation of the association; 
  5. are linked to unlawful activities or contrary to the principles of this Code.

 

Any significant agreement must be approved by the competent bodies and, where appropriate, formalized in writing.

 

Art. 11 – Communication, Image, and Use of the Association’s Name

The name, logo, distinctive signs, digital channels, and materials of Politeiai must be used exclusively for authorized purposes consistent with the statutes.

No member, collaborator, or partner may speak on behalf of the association, undertake commitments, or issue official statements without prior authorization from the competent bodies.

The association’s communication must be:

  1. clear, accurate, and not misleading;
  2. respectful of individuals and institutions;
  3. consistent with the cultural and scientific purposes of the association;
  4. mindful of the protection of personal data and copyright;
  5. free from discriminatory, offensive, or degrading content contrary to human dignity.

 

Art. 12 – Protection of Personal Data and Confidentiality

Politeiai processes the personal data of members, volunteers, collaborators, participants, donors, and partners in compliance with the applicable legislation on personal data protection.

The persons subject to this Code are required to:

  1. use personal data only for legitimate and authorized purposes;
  2. not disclose confidential information acquired in the course of association activities;
  3. protect archives, lists, documents, mailing lists, and access credentials;
  4. respect the confidentiality of internal communications and association procedures;
  5. report any loss, unauthorized access, or improper use of data and documents.

 

Art. 13 – Library, Documentary, and Digital Heritage

Where Politeiai establishes or manages libraries, archives, documentary collections, databases, digital resources, or research tools, such assets must be preserved, catalogued, used, and made available according to principles of responsibility, accessibility, protection, and sustainability.

The use of such resources must comply with:

  1. copyright legislation;
  2. any restrictions arising from donations, deposits, or loan agreements;
  3. internal rules governing consultation and lending; 
  4. proper citation of materials; 
  5. the physical and digital security of the assets.

 

Art. 14 – Educational, Teaching, and Dissemination Activities

The educational, teaching, and dissemination activities promoted by Politeiai must be organized with seriousness, clarity, and respect for participants.

Where applicable, the association undertakes to specify:

  1. the aims and contents of the activity;
  2. the intended participants and participation requirements;
  3. any fees or contributions required;
  4. registration procedures and selection criteria;
  5. the qualifications of instructors or speakers;
  6. the possible issuance of certificates or attestations, avoiding improper or misleading wording.

 

Art. 15 – Minors and Vulnerable Persons

Where Politeiai organizes activities intended for minors, persons with disabilities, elderly persons, or other individuals in situations of particular vulnerability, the association adopts appropriate measures of prudence, protection, and responsibility.

In particular, the association undertakes to:

  1. ensure safe and respectful environments;
  2. carefully select the volunteers, trainers, and collaborators involved;
  3. avoid situations of isolation or abuse of position;
  4. comply with any required authorizations;
  5. protect the images, data, and personal information of participants.

 

Art. 16 – Sustainability and Social Responsibility

Politeiai promotes responsible management of its activities also from a social, environmental, and organizational perspective.

Within the limits of its possibilities, the association undertakes to:

  1. reduce waste and unnecessary consumption;
  2. encourage the shared and sustainable use of goods and tools;
  3. give preference to accessible and sustainable solutions for events and meetings;
  4. promote forms of remote participation when useful for inclusion and international cooperation;
  5. foster a culture of responsibility toward future generations.

 

Art. 17 – Reporting and Management of Violations

Anyone who becomes aware of conduct contrary to this Code may report it to the President, the Executive Board, or any body designated by the association.

Reports must be handled with:

  1. confidentiality;
  2. impartiality;
  3. promptness;
  4. protection of the reporting person against retaliation;
  5. respect for the right of defence of the person concerned.

 

Reports that are manifestly unfounded, defamatory, or instrumental may themselves constitute a violation of the Code.

 

Art. 18 – Consequences of Violations

Violation of this Code may result, depending on the seriousness of the facts and in compliance with the statutes, in:

  1. a written warning;
  2. a request to cease the conduct;
  3. suspension from positions or activities;
  4. exclusion from participation in specific initiatives;
  5. a proposal for expulsion from the association, where provided for by the statutes;
  6. termination of collaborations or agreements;
  7. possible reporting to the competent authorities, in cases provided for by law.

Any measure must be proportionate, justified, and adopted in compliance with internal procedures.

 

Art. 19 – Approval, Dissemination, and Updating

This Code of Ethics is approved by the competent body in accordance with the provisions of the association’s statutes.

Politeiai ensures its dissemination among members, volunteers, collaborators, partners, and participants in its activities, including through publication on the association’s website or other institutional channels.

The Code may be amended or supplemented in response to the development of the association, applicable legislation, and the activities effectively carried out.

 

Final Provisions

This Code of Ethics was approved by the Executive Board on 30 April 2026 and enters into force on the same date.

Parma, 30 April 2026