Ethical Guidelines for Procurement

The Ethical Guidelines for Procurement are divided into three parts, each with a separate purpose and target group.

The guidelines clarify who is covered by which guidelines and what requirements UiO places on its contract suppliers and its procedures for supplier follow-up.

This is done to clearly communicate our expectations to the market and the outside world, as well as to ensure compliance with the new procurement strategy and fulfil our membership obligations in Ethical Trade Norway.

The Ethical Guidelines were adopted by the University Board on 18 September 2024 (in Norwegian).
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1. Purchasing and supplier contact

Ethical Guidelines for all UiO employees.

The Ethical Guidelines are of general applicability and apply to all employees in all forms of purchasing and supplier contact, whether within or outside framework agreements. They contain practical guidelines that set out expectations for employee conduct in purchasing and supplier contact.

UiO¡¯s Ethical Guidelines for Purchasing and Supplier Contact apply to all employees in all forms of purchasing and supplier contact, whether within or outside framework agreements.

Employees who have questions about the guidelines are asked to contact their line manager.

Expectations of individual employees

The guidelines shall contribute to ensuring that employees conduct themselves with a high degree of ethical integrity and moral standards in accordance with UiO¡¯s values. The guidelines are intended to serve as general directions but also require awareness and reflection on the part of individual employees. Managers, in particular, are expected to exercise a high degree of due diligence, set a positive example for their employees, and take responsibility for ensuring that the guidelines are communicated in their activities.

Use of contracts

Existing contracts shall be utilised where they can meet the purchasing need. Personal use of UiO¡¯s agreements is not permitted.

Misuse of public funds

Employees shall avoid purchases that do not align with UiO¡¯s needs and thereby hinder its value creation. It is important that employees adhere to the established routines and systems that contribute to good control routines for invoicing, ordering, follow-up and performance reporting. Through these and other measures, we are able to maintain society¡¯s trust in UiO¡¯s appropriate use of public funds.

Acceptance of gifts and other benefits

As an employee or employee representative, you are not permitted to accept gifts, money or other benefits from business partners, suppliers or others. If there is any doubt as to whether a benefit should be accepted, it shall be refused.

Business conduct and socialising

Employees shall only travel or make visits during working hours if such activities are justified by the institution¡¯s needs and serve a relevant professional purpose. This also applies where suppliers or others offer visits to private or public enterprises, inspections, seminars, courses, trips to exhibitions or other events, both when held during leisure time and during working hours. This also applies to the inspection of instruments and similar related to all activities at UiO. Travel and visits shall always be approved by the line manager and paid for by UiO.

Misuse of information

Confidential information received in connection with the employment relationship shall be respected and shall not be used for personal gain. Information received from the market regarding tenders and bidders shall be treated confidentially and shall not be misused, for example, in relation to competing bidders. The duty of confidentiality also applies after the person in question has left the job.

2. The procurement process

Ethical Guidelines for all employees and external parties.

These guidelines apply to all UiO employees who participate in a procurement process, and to external parties who participate in a procurement process led by UiO. The purpose is to set out expectations and requirements for ethical conduct in connection with a procurement process. This is done by highlighting the risks that require particular attention, the responsibilities of individuals, including in relation to assessing one¡¯s own impartiality, and clarifying the division of responsibilities between individual employees, individual units and the Procurement Office.

UiO¡¯s Ethical Guidelines for Procurement Processes apply to all UiO employees who participate in a procurement process, and to external parties who participate in a procurement process led by UiO.

Employees who have questions about the guidelines are asked to contact their line manager or the Procurement Office.

Why Ethical Guidelines?

Public procurement involves particular risks that it is important to be aware of. These Ethical Guidelines highlight existing risks and contribute to preventing, identifying and correcting nonconformities. The guidelines operate in conjunction with UiO¡¯s procurement strategy, internal control routines, due diligence assessments and risk-based follow-up of our contract suppliers.

The guidelines are founded on universally applicable ethical values and norms, such as fairness, role clarity, integrity, loyalty, honesty, trustworthiness, truthfulness, and the principle of treating others as one would want to be treated by them.

Expectations of each individual participating in the procurement process

Declaration of impartiality

Employees participating in a procurement process shall assess their impartiality at the beginning of the process and sign a declaration of impartiality upon receiving a bid. However, it can sometimes be difficult to identify an existing conflict of interest. If there is any doubt, the employee shall discuss the matter with their line manager.

Individual responsibility to assess one¡¯s own impartiality

The fact that a person is deemed disqualified or ¡®unfit¡¯ in a legal sense means that there are circumstances that are likely to undermine confidence in the person¡¯s impartiality in a particular matter. It is each employee¡¯s responsibility to assess their own impartiality in a procurement. If there is any doubt about the employee's impartiality, the employee¡¯s line manager shall make the final decision.

Conflicts of interest and integrity

UiO employees shall not seek to obtain benefits for themselves or closely associated persons that may call their integrity into question.

Nor may UiO employees, in the preparatory phase, take part in or seek to influence a procurement through descriptions and decisions of a procurement need that may be perceived as or give rise to a conflict of interest. This may relate to a personal interest in the procurement, financial or otherwise, directly or through closely associated persons.

Employees must not take part in or influence procurements to UiO from their own enterprise or that of closely associated persons. If purchases are planned from enterprises in which the procurement advisor is aware that UiO employees have an interest, said person shall withdraw from the procurement process and appoint a suitable alternate.

Equal treatment of suppliers in relation to previous participation in research and development projects

It is important to exercise a high degree of caution in research and development projects to ensure that their handling is not intermingled with any subsequent procurements, in accordance with UiO¡¯s rules on impartiality, gifts, and sponsorships. Experience from such projects may be used in the design of requirement specifications in the procurement process, however, suppliers from such development projects may not be involved in a way that discriminates, leads to a breach of the principle of equal treatment, prevents a supplier from participating in the competitive tender or otherwise limits or excludes real competition.

Nepotism

UiO does not tolerate nepotism. Nepotism refers to the practice of favouring friends or long-time acquaintances in procurements and tenders. According to Transparency International Norway, this is known as cronyism.

Corruption

Corruption refers to the abuse of power in positions of trust for private gain. Such abuses may take the form of bribes of varying severity or personal favours.

Corruption and trading in influence are punishable under the Norwegian Penal Code. Both individuals and enterprises may be subject to sanctions, including imprisonment and fines.

Role of the Procurement Office

The Procurement Office has the professional responsibility for leading and guiding UiO employees in the implementation of procurement processes in accordance with applicable legislation.

The Procurement Office is part of the Department of Finance and Business Management and is tasked with contributing to increased value creation for both UiO and society through sound procurement.

The Procurement Office serves in an advisory and guidance capacity to the University¡¯s units, in accordance with the current allocation of responsibilities. This means that each unit is responsible for its own purchasing in terms of finance, planning and management.

UiO¡¯s procurement advisors posses a high level of procurement expertise and carry out all procurements in accordance with applicable legislation, as well as internal procurement principles. The aim of the Procurement Office is to provide optimal support and guidance to units to ensure that purchases are carried out in accordance with UiO¡¯s procurement principles and applicable legislation.

3. Sustainable procurement practices

Principles for UiO¡¯s suppliers and other stakeholders.

These principles are primarily directed externally, toward UiO¡¯s suppliers and other stakeholders.They demonstrate how UiO systematically works to stop, prevent, and mitigate adverse impacts on people, society, and the environment throughout the supply chain, and to ensure sustainable procurement practices in line with the Norwegian Public Procurement Act and Regulations, the Norwegian Transparency Act, and UiO¡¯s membership commitments.

The principles encompass UiO's Code of Conduct, which sets out minimum requirements for sustainable business practices applicable to all suppliers with whom UiO enters into agreements.

UiO¡¯s principles for sustainable procurement practices demonstrate how we work with our suppliers to stop, prevent and mitigate adverse impacts on people, society and the environment in the supply chain.

Furthermore, they describe the minimum requirements for sustainable business practices that UiO sets for its suppliers.

Employees or suppliers who have questions about the principles are asked to contact the Procurement Office.

Risks associated with the purchase of goods and services

UiO has significant purchasing activities involving goods and services in several different markets. Therefore, it is important to adopt an ethical and conscious approach to the risks our trade entails and how we can contribute to sustainable development.

UiO recognises that our activities may have an adverse impact on people, society and the environment. These are challenges that UiO does not face alone, but shares with other organisations that purchase goods and services in markets involving risks, including:

• decent work and working conditions
• human rights
• environmental impact
• greenhouse gas emissions
• corruption
• animal welfare

UiO, including all its employees, shall never offer or accept illegal or improper monetary gifts or other forms of compensation in order to obtain business or personal advantages for themselves or for customers, agents, or suppliers.

Due diligence assessments

In order to stop, prevent and mitigate adverse impacts in the supply chain, UiO engages in active due diligence to ensure sustainable procurement practices. This is a risk-based approach to respecting and safeguarding people, society and the environment in our own activities and throughout the supply chain. We assess the areas involving the greatest risk of adverse impacts, set requirements and follow-up on our suppliers in a proportionate manner, based on the identified risk.

Measures are monitored and the effects are assessed and communicated to those affected. Where our activities cause or contribute to adverse impacts on people, society or the environment, we shall cease this activity and endeavour to remedy the harm. Where the supplier is responsible for the adverse impact or harm, they are also responsible for remedying it.

Due diligence assessments:

• are preventive
• are risk-based and involve the prioritisation of serious and likely adverse impacts on people, society and the environment
• are dynamic
• are strengthened through stakeholder involvement
• do not deflect responsibility
• comply with international standards for sustainable business practices
• depend on the circumstances, such as business model, product choice, size, position in the supply chain, etc.
• include continuous communication

Our memberships and commitments

UiO is a member of and supports organisations that specialise in their respective fields. Through its memberships, UiO gains direct access to updated and best practice in the field. This contributes to conveying attention and solutions in a recognisable manner, while the memberships also entail commitments that support UiO¡¯s own focus and priorities.

Ethical Trade Norway

As a member of Ethical Trade Norway, UiO endorses Ethical Trade Norway's Articles of Association and Declaration of Principles (etiskhandel.no). These documents contain principles for sustainable business practices based on UN and ILO conventions and international standards covering human rights, decent work, climate and the environment, anti-corruption and animal welfare.

UiO shall use its influence to strengthen the support for and enhance knowledge of ethical trade. We shall actively pursue sustainable business practices that respect people, animals, society and the environment within the scope permitted by the applicable legislation.

This includes:

• Adopting strategies and policies that include an expressed commitment to respecting people, animals, society and the environment.
• Actively engaging in due diligence for sustainable business practices to prevent breaches of Ethical Trade Norway¡¯s Principles for Sustainable Business Practices and contributing to lasting improvements for people, the environment and society throughout the supply chain. UiO shall maintain an objectively defined quality level, referred to as the baseline, in its due diligence assessments.
• Adapting our purchasing practices to improve conditions for people, animals, society and the environment in the supply chain.
• Supporting freedom of association in relation to trade unions and other forms of democratically elected employee representation.
• Avoiding trade partners engaged in business activities in countries subject to trade sanctions imposed by the United Nations and/or the Norwegian authorities. This also applies to our suppliers.

We report annually to Ethical Trade Norway on our activities, results and plans in relation to the commitments mentioned above and also publish these reports.

Ecolabelling Norway

The University of Oslo is a member of the Network for Eco-labelled Procurement. Through our membership, we recognise the importance of proper and comprehensive ecolabelling. Through requirements and criteria for our procurements, UiO seeks to increase its proportion of eco-labelled purchases.

We are committed to prioritising the procurement of goods and services bearing the Type 1 ecolabel, where available. Type 1 ecolabels are based on verifiable criteria developed in an open and transparent procedure, independent of specific industries or suppliers and third-party verified.

The Nordic Swan Ecolabel is the official Nordic ecolabel and is an example of a Type 1 ecolabel that covers the entire life cycle, from raw materials, production and use to recycling and disposal. By requesting the Nordic Swan Ecolabel or equivalent labelling schemes, UiO ensures that we procure the most environmentally sound products and services within each purchasing category.

Transparency International Norway (TI)

UiO is a member of Transparency International Norway (TI) in order to support its efforts to combat corruption and to enhance expertise within our own organisation. The values that characterise Transparency International, and which UiO also supports, are transparency, integrity, trustworthiness, solidarity, fairness, and democracy.

Requirements and expectations for suppliers

All procurements carried out by UiO require suppliers to comply with our Code of Conduct. The Code of Conduct contains principles for sustainable business practices encompassing fundamental requirements for human rights, workers¡¯ rights, anti-corruption, animal welfare and the environment. UiO expects our suppliers and partners to work purposefully and systematically to comply with these principles.

Our suppliers shall:

• Act in good faith towards UiO as the client and comply with the terms of the contract.
• Comply with our Ethical Guidelines, including our Principles for Sustainable Business Practice (Code of Conduct).
• Actively engage in due diligence, i.e., carry out risk assessments of adverse impacts on people, society and the environment, and stop, prevent and mitigate such impacts. Measures must be monitored and the effects assessed and communicated to those affected. Where the supplier is responsible for the adverse impact or harm, they are also responsible for remedying it.
• Demonstrate a willingness and ability to continuously improve the situation for people, society and the environment through cooperation.
• At the request of UiO, be able to document how they and any subcontractors seek to comply with the guidelines.

UiO imposes stringent requirements on supplier integrity relating to awareness of ethical trade, bribery, corruption, and all other forms of unethical conduct, or any indications thereof, in all procurement processes.

If the supplier, after several requests, fails to demonstrate a willingness or ability to comply with the guidelines for suppliers, UiO may terminate the contract.

Code of Conduct ¨C Principles for Sustainable Business Practices

The Principles for Sustainable Business Practices for UiO¡¯s suppliers are based on UN and ILO conventions. They set minimum, and not maximum, standards that our suppliers are required to observe.

Legislation at the production site shall be respected. Where national laws and regulations cover the same topics as these guidelines, the highest standard shall apply.

Forced labour/slave labour

ILO Conventions Nos 29 and 105 apply.

• There shall be no form of forced labour, slave labour or involuntary labour.
• Workers shall not pay deposits or hand over identity papers to employers, and shall be free to terminate the employment relationship by giving reasonable notice.

Organised labour and collective bargaining

ILO Conventions Nos 87, 98, 135 and 154 apply.

• Workers shall, without exception, have the right to join and establish trade unions of their own choice and negotiate collectively. Employers shall not interfere with, prevent or work against organised labour or collective bargaining.
• Trade union representatives shall not be discriminated against or prevented from carrying out union work.
• If freedom of association and/or the right to collective bargaining are restricted by law, the employer shall facilitate, and not prevent, alternative mechanisms for free and independent association and bargaining.

Child labour

The UN Convention on the Rights of the Child, ILO Conventions Nos 138, 182 and 79, and ILO Recommendation No 146 apply.

• The minimum age for workers shall be no less than 15 and in line with the national minimum age for employment, or the minimum age for compulsory schooling, applying from the highest age. If the local minimum age is 14 in line with the exemptions of ILO Convention No 138, this may be acceptable.
• New recruitment of child labour in breach of the above-mentioned minimum age shall not take place.
• Children under the age of 18 shall not carry out work that may harm their health, safety or morals, including night work.
• Action plans shall be established on phasing out child labour in breach of ILO Conventions Nos 138 and 182 as soon as possible. The action plans shall be documented and communicated to relevant personnel and other stakeholders.
• Support schemes shall be facilitated that provide an opportunity for children to take an education until they have completed their compulsory schooling.

Discrimination

ILO Conventions Nos 100 and 111 and the UN Convention on the Elimination of All Forms of Discrimination against Women apply.

• There shall be no discrimination in employment, pay, training, promotion, termination or retirement on the basis of ethnicity, caste, religion, age, disability, gender, marital status, sexual orientation, union membership or political affiliation.
• Protection must be established against sexual coercion, threatening, offensive or exploitative behaviour, and against discrimination on unreasonable grounds, such as marriage, pregnancy, parenthood or status as HIV positive.

Cruel, inhuman, or degrading treatment (Universal Declaration of Human Rights ¨C UDHR)

• Physical mistreatment or punishment, and threats of such physical mistreatment, are prohibited. The same applies to sexual and other forms of abuse and other forms of degrading treatment.

Health, safety and the environment

ILO Convention No 155 and Recommendation No 164 apply.

• Efforts shall be made to secure a safe and healthy working environment for all workers. Harmful chemicals and other substances shall be handled responsibly. Necessary measures shall be implemented to prevent and minimise accidents and harm to health/injuries as a result of, or related to, matters in the workplace.
• Employees shall receive regular and documented training in health and safety. Health and safety training shall be repeated for new and relocated employees.
• Workers shall have access to clean sanitary facilities and clean drinking water. If relevant, the employer must also ensure access to facilities for safe storage of food.
• If the employer offers lodgings, these shall be clean, safe and well-ventilated with access to clean sanitary facilities and clean drinking water.

Pay

ILO Convention No 131 applies.

• Worker¡¯s wages for a normal working week shall be at least that of national minimum pay provisions or industry standards, whichever is highest. Wages shall always be sufficient to cover basic needs, including some savings.
• Circumstances surrounding pay, including disbursement, shall be agreed in writing before the work can commence. The agreement shall be comprehensible to the worker.
• Pay may not be deducted as a disciplinary sanction.

Working hours

ILO Conventions Nos 1 and 14 apply.

• Working hours shall be in line with national laws or industry standards, and not exceed working hours in accordance with applicable international conventions. Normal working hours shall not normally exceed 48 hours per week.
• Workers shall have at least one day off every seven days.
• Overtime work shall be limited and voluntary. The recommended maximum of overtime work is 12 hours per week, i.e., total working hours of 60 hours per week. Exceptions from the recommendation can be made if regulated in a collective agreement or national legislation.
• Workers shall always be paid overtime supplements in connection with working hours that exceed normal working hours (see above), as a minimum in accordance with applicable legislation.

Regular employment

• Commitments to workers, in line with international conventions, national laws and regulations on regular employment, shall not be avoided by using short-term appointments (such as use of contract workers, casual workers and day labourers), subcontractors or other working relationships.
• All employees are entitled to an employment contract written in a language they understand.
• The duration and content of apprentice programmes shall be clearly defined.

Marginalised groups

• The production and use of natural resources shall not contribute to destroying the resource and income basis for indigenous people or other marginalised groups, for example by seizing large areas of land, unsustainable use of water or other natural resources the population is dependent on.

The environment

• Adverse environmental impacts shall be reduced throughout the value chain. In accordance with the precautionary principle, measures shall be implemented to continuously minimise greenhouse gas emissions and local pollution, the use of harmful chemicals and pesticides, and to ensure sustainable resource consumption and management of water, oceans, forests and land, while preserving biodiversity.
• National and international environmental legislation and regulations shall be complied with, and relevant emission permits shall be obtained.

Corruption

• All forms of bribery are unacceptable, as is the use of alternative channels to secure illegitimate private or work-related advantages for clients, agents, contractors, suppliers or their staff, as well as public servants.

Animal welfare

• Animal welfare shall be respected. Measures should be implemented to minimise adverse impacts on the welfare of livestock and work animals.
• National and international animal welfare legislation shall be complied with.