The meaning of Code of Conduct Policy for Organizations.

A code of conduct outlines the behaviour that is considered suitable for the organization’s healthy working environment. In certain circumstances, the employee faces a dilemma where he comes across two or more equally appropriate options. In such case, the code of conduct will guide him by clarifying what the company expects from the employee. The code of conduct is a subset of the code of ethics and gives it a real-life application beyond what only seems like philosophical speculation. It also lists which specific laws are meant to be obeyed in the organization’s operations and the industry. This policy ensures ethical decision making and working in the environment.

A well-written code of conduct elucidates an organization’s mission, values, and principles, linking them with professional conduct standards. It is a central guide and reference for the employees to support day-to-day decision making. It encourages discussions of ethics and compliance, empowering employees to handle ethical dilemmas they encounter in everyday work. It serves as a vital reference, helping employees locate relevant documents, services, and other resources related to the organization’s ethics. A code of conduct serves three critical purposes: Compliance, Marketing, and Risk Mitigation.

This policy sample will define the following:
  • All employees are told to follow a code of conduct.
  • The employees should maintain a healthy and ethical working environment.
  • The consequences of practicing bribery and corruption in the organization.
  • Employees’ responsibility towards the assets of the company.
  • The procedure to manage ethical dilemma.
  • The Obligation of the employee towards any existing/ suspected malpractices within the organization.

Code of Conduct Policy Sample

The code of conduct policy of “Name of the Company” is a legal document that describes a set of rules that refers to ideal characteristics and behavior any employee should obey in the organization. The employee is liable to follow this agreement upon signage between a new recruit and the employer.

Purpose

The major purpose of this policy is to give importance to the organization’s principles, goals, mission, and values.

“Name of the Company’s” code of conduct describes the set of essential standards and regulations controlling decent and lawful behavior of each employee of the company. In addition, this policy describes the ideal relationship between the company’s staff with partners like customers, government agencies, suppliers, media, etc.

Through this policy, “Name of the Company” creates a standard ethical behavior for its workplace.

Scope

The policy extends to all the stakeholders of the “Name of the company” regardless of the position or location, including directors, board members, employees, interns, suppliers, distributors, customers, and anyone in contact with the company.

Working Environment

“Name of the Company” follows all the essential and applicable rules and regulations to ensure all its employees a comfortable working environment. Every active employee of the company is expected to fulfill their responsibilities ethically. If any of the coworkers are seen with improper misbehavior, it is an employee’s primary duty to inform or prevent them from doing so. In this way, employees can help the company implement a “zero-injury” environment.

Bribery and Corruption

The company strongly disregards any kind of direct or indirect bribery and corruption entertained by any stakeholders and considers it as a punishable offense. This also includes offering gifts, entertainment, hospitality, or other advantages in order to influence any decisions.

Political Contributions and Charitable Donations

Any corporate offerings to political parties, people, or action committees, including the endowment of services or materials for a value less than the market price, with the aim of a Quid-pro-quo arrangement in favor of the company, are not entertained. It will only be considered after written approval of “Authorized person’s name and designation”.

Use of Company’s Assets

Any assets assigned to employees that include IT equipment and access credentials such as e-mails, desktops, laptops, mobile phones, etc., must strictly be used for business purposes and not for personal usage.

Training and Awareness

All the employees who become a part of “Name of the Company” must read and acknowledge the Code of Conduct policy by filling out the Employee Certification form mentioned in Annexure.

The training requirements will be applicable to both temporary and permanent employees if their job profile is considered important by the company. As far as training is concerned, the HR team will be accountable for setting its degree and nature.

Employee Obligation Report

In any case of doubts or questions, the employee is free to seek advice from the HR director, Legal director, or CFO. In addition, the employee is also responsible for reporting any misconduct against any law of the code of conduct policy.

Managing Ethical Dilemma

In case of any ethical dilemma related to business, the employee has the right to consult their manager, HR head, Legal head, or CFO and resolve the issues considering everyone’s interest.

Monitoring and Administration

The company’s Board of Directors will govern the employees’ code of conduct. Any alterations to it seek immediate confirmation by the Board of directors, CFO, or HR Head.

If any query or explanation is required, it shall first be discussed with the HR Head, Legal head, or CFO.

Dissemination

The code of conduct policy will be shared on the employee’s portal and in the company’s common space.

Annexure

EMPLOYEE CERTIFICATION

I, _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ working with _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ with employee code_ _ _ _ _ _ _ _ _ _ _ _ _ _ _, hereby certify that I have read, understood, and agreed to obey the Code of Conduct policy of the organization.

Date: _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _
Signature: _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _
Printed Name: _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _
Office Address: _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _
Function: _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _

*Please read the policies enclosed and then print the employee certification letter. Sign and return it by courier to the HR Department.

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