Communications Charter

Communications charters are tools that workplaces use to create a positive, healthy and inclusive workplace culture. The UI Communications Charter sets out guiding principles and strategies for promoting positive, constructive and professional communication between students, administrative staff, teaching staff, researchers, visitors and contractors in the University community.

The charter is the product of 15 workshops attended by UI students and employees. Those who were unable to attend the workshops were invited to submit comments through an online survey. A draft of the charter was presented to both employees and students and both groups had the opportunity to give feedback. The charter is made up of seven sections, each focused on one or two key concepts that were most frequently mentioned by stakeholders. These seven sections create guiding principles for good communication across the University community.

Poor communication can cause stress and extra work, but in a healthy workplace communication is based on trust, respect and cooperation. Good communication – whether face to face or online, whether in the classroom, the break room, meetings, clinical settings, or off campus – is the foundation of constructive teamwork.

The University of Iceland has a zero-tolerance approach to bullying, violence, threats and harassment of any kind – whether gender-based, sexual or of any other nature. The University has set rules of procedure on the response to bullying and the response to harassment.

This charter includes a list of resources and strategies for employees and students to turn to if the charter is breached, as well as procedures for reporting bullying, violence and gender-based or sexual harassment and violence.

We are responsible for our own behaviour, communication and reactions, whether in formal, informal or everyday work-related environments. This includes responsibility for our communication in emails, remote meetings and on social media.

Examples:
In everyday interactions:

• We take responsibility for our own behaviour and can admit fault if we make a mistake. We apologise for and correct mistakes and accept others’ apologies with good grace.
• We consider our own role when something goes wrong instead of placing all the blame on others.
• We are open to constructive criticism and only offer criticism ourselves if it is constructive.
• We do our best to work to a high standard.

We respect each other’s work and time. We also respect people of different genders, gender identities, sexual orientations, backgrounds, cultures, disabilities and generations. Respect can be essential for psychological safety, inclusion and equality.

Examples:

• In everyday interactions: We treat each other and the work of others with respect. We respect the contributions and different perspectives of colleagues and students. We respect each other’s free time and do not expect students, colleagues or instructors to respond to communications outside normal working hours.
• In meetings: We respect the meeting schedule and agenda. We remain present throughout the meeting, e.g. by not allowing ourselves to be distracted by other projects.
• In class: Instructors and students treat each other with respect in discussions, teaching and digital communications.
• In research: Researchers respect the contributions of colleagues, scientific methods and different academic perspectives.

We build trust by keeping our word and working in a fair and honest way. This allows us to express ourselves safely, without fear of harsh criticism or prejudice. We admit our mistakes and avoid equivocating or hiding the truth.

Example:

• In everyday interactions: We create a workplace culture and learning environment that fosters objective discussion and constructive debate.
• In class: Instructors are open about assessment methods and correct mistakes as they come up. Instructors and students treat information about real-life situations shared in class as confidential.
• In research: Researchers work in a professional manner, acknowledge the contributions of others, share data responsibly and avoid making false assertions.
• In administration: Employees provide accurate information, work in a transparent way and meet deadlines.
• Students in clinical or practical training: Students maintain strict confidentiality and avoid sharing personal and sensitive information, either publicly or on social media.
• In digital communications: It is prohibited to make secret recordings of classes, meetings or fellow students. It is also prohibited to share material without the permission of all relevant parties. It is not appropriate to make anonymous comments about the University or its employees on social media.

We interact with others in a considerate, friendly and appropriate manner. We are polite in our words, actions and digital communications. A small interaction can have a significant impact on morale and wellbeing.

Examples:

• In everyday interactions: We make the effort to greet each other at the start of the day and say goodbye when we leave. We tidy up after ourselves in break rooms and other shared spaces.
• All UI employees: We choose our words carefully, show consideration and avoid talking about people behind their backs in everyday interactions. We provide quality services with an understanding attitude.
• In class: Instructors listen to different perspectives and engage in objective debate. Students are polite to instructors and fellow students and debate issues objectively.
• In research: Researchers ensure professional conduct and apply constructive criticism.
• In digital communications: We choose our words carefully, maintain a polite tone and avoid using all caps for entire sentences or a ranting style, whether in emails or other online communication. We appear on camera in remote meetings where appropriate.

We listen, try to understand other people’s points of view and show empathy. We accept that there can be generational differences and that our cultural backgrounds can affect how we interpret interactions. We try to respond with tact and to put ourselves in other people’s shoes.

Examples:

• In everyday interactions: Students and employees offer help if needed and show understanding when other people find themselves in difficult circumstances, e.g. due to bereavement.
• In class: Students show that they understand the need to follow UI and programme-specific rules.
• In research: Researchers comply at all times with set standards for good practice and ethics in science and research.
• In administration: Employees show consideration for the diversity of students and other employees.

We try to cultivate a positive mindset and make sure to praise each other, express gratitude and be happy together when appropriate. Positivity and joy contribute to healthy communication and good morale.

Examples:

• In everyday interactions: We praise each other when appropriate and do our best to create a positive atmosphere in the workplace. We celebrate successes, small and large.
• In class: Instructors create a positive environment where mistakes are part of learning. Students encourage and praise each other when appropriate.
• In research: Researchers approach disagreements with a problem-solving attitude and encourage constructive debate.
• In administration: Employees promote positive relations with a service attitude and problem-solving approach.

We work together towards the University’s shared goals, support each other and show patience. We can achieve more as a team than as individuals. Cooperation is an important part of a positive work environment based on trust and respect.

Examples:

• In everyday interactions: We offer help, share our knowledge and encourage each other.
• In class: Instructors encourage cooperation and students support each other when appropriate.
• In research: Researchers share their experience and support early-career academics.
• In administration: Employees work together to find solutions and share information with integrity.

Employees are encouraged to refer to the Communications Charter if they experience negative behaviour that falls under the scope of the charter.

Example: If an employee is looking at their phone during a meeting, you can refer to the Communications Charter and ask them kindly to put their phone down until the meeting has finished.

Example: If colleagues are consistently negative (grumbling), you can refer to the Communications Charter and ask them to use the appropriate channel for their complaints.

Example: If colleagues or students are phoning you or sending messages on social media in the evening or at weekends, you can refer to the Communications Charter or the UI Family Policy and ask them kindly to respect your free time.

The UI Health Hub provides employees with direct access to counselling from professionals to help them handle communication problems or conflict with colleagues or managers. It can be healthy to talk about how you are feeling and get support and practical advice about how to respond in order to sensibly resolve communication problems.

Employees can go to their managers if they feel that the Communications Charter has been breached.

Employees are encouraged to contact the Director of Human Resources / a human resources manager to explore their options if they feel that the Communications Charter has been breached.

Information on the front page of Ugla explains how to report bullying or other violence.

Information on the front page of Ugla explains how to report gender-based or sexual harassment/violence.

Suggestions or complaints regarding equality can be sent to: jafnretti@hi.is

The UI Code of Ethics can be found on the University website. The Code of Ethics lays out standards for the conduct of all members of the University community, on and off campus, whether they are academics, other staff members or students at UI. Article 7.1 explains how to report a matter to the UI Ethics Committee.

The Code of Research Ethics for Public Higher Education Institutions can be found on the University website. This code is intended to provide a framework for the research of students, teaching staff and research staff at public higher education institutions in Iceland, and thereby safeguard the integrity of their research.

Students are encouraged to refer to the Communications Charter if they experience negative or harmful behaviour that falls under the scope of the charter.

Students can seek help from psychologists and counsellors at the University of Iceland Student Counselling Centre.

Students are encouraged to talk to the head of their faculty if they feel the Communications Charter has been breached.

Information on the front page of Ugla explains how to report bullying or other violence.

Information on the front page of Ugla explains how to report gender-based or sexual harassment/violence.

The role of the ombudsman is to be somebody impartial who can advise PhD students and help them resolve problems. The ombudsman makes sure students are aware of their rights and responsibilities, promotes effective communication between students and supervisors, and helps students navigate the rules and procedures at UI.

Suggestions or complaints regarding equality can be sent to: jafnretti@hi.is

The UI Code of Ethics can be found on the University website. The Code of Ethics lays out standards for the conduct of all members of the University community, on and off campus, whether they are academics, other staff members or students at UI. Article 7.1 explains how to report a matter to the UI Ethics Committee.

The Code of Research Ethics for Public Higher Education Institutions can be found on the University website. This code is intended to provide a framework for the research of students, teaching staff and research staff at public higher education institutions in Iceland, and thereby safeguard the integrity of their research.