Code of Conduct Policy Sample
Download Sample Code of Conduct Policy
Table of Contents
A code of conduct defines acceptable behaviors to promote a robust organizational culture. When they must choose between two equally valid choices, the employee’s code of conduct is a guiding reference that clarifies the company’s expectations.
An employee code of conduct is a set of principles and guidelines to show how any employee should follow up on the premises. This includes an organization’s day to day tasks and culture. The policy encourages various discussions of ethics which will help employees to handle ethical dilemmas they face in everyday work-life.
It is a must-have policy for all sizes of businesses. Download factoHR’s code of conduct policy sample template for free and implement one perfect policy for your organization.
This policy sample will define the following
- All employees know the guidelines to follow the code of conduct.
- The employees know how to maintain a healthy and ethical working environment.
- The consequences of practicing unethical behavior in the organization.
- The procedure to manage ethical dilemmas.
- The obligation of the employee towards any existing/ suspected malpractices within the organization.
What is the Code of Conduct Policy?
Every organization has their own values and principles to conduct its daily operations. For this, you need a perfect and well-structured code of conduct for employees.
A code of conduct consists of guidelines that outline the expected behavior of all team members in the workplace. These guidelines cover aspects such as digital etiquette, dress codes, and the behavioral expectations employees should uphold toward their colleagues and supervisors. Establishing a business code of conduct promotes open communication and professionalism.
Get a Free Company Code of Conduct Policy Template
A code of conduct policy for employees shows the rules and principles for the ethical behavior expected from the employees in the organization. We have prepared a downloadable and all-in-one sample template to have the best code of conduct format.
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 every employee should obey in the organization. If any new employee signs the employment contract, he/she is legally obligated to follow the employee code of conduct.
Purpose
The 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 and the lawful behavior of each employee of the company. This policy also describes the ideal relationship between the company’s staff and partners like customers and government agencies.
The policy is for all the stakeholders of the “Name of the company”. This is to be taken into account for everyone, including directors and employees. It also includes the suppliers and distributors of the company.
Working Environment
“Name of the Company” follows all the essential and applicable rules and regulations to ensure all its employees have a comfortable and friendly working environment. Every active employee of the company is expected to fulfill their responsibilities ethically. If any of the coworkers are seen with improper behavior, 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 has a limit to any kind of direct or indirect bribery. Any type of corruption will not be entertained by any stakeholders. This will be a punishable offense. This includes giving gifts or any other advantages to influence the 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 the “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.
Compliance with Law
We comply with all the laws, which include national and regional laws. All the employees of our company who act on our behalf must protect the company’s legality. They should comply with fair dealing of laws and environmental safety.
Public Representation of the Company
Our company honors and is committed to providing timely information to the general public and individuals. This is for those individuals and the general public who have vested their interest in our company. The company, in its public appearance, when disclosing the business’s information, will be represented by the shareholders and employees only.
Financial Reporting and Accounting
There should be accurate and complete financial information with all the business records. Any employee should not engage in actions that can result in conveying false data to our company or clients. The business records should align with the internal accounting and auditing.
Confidential Information of the company
For the company, confidential information is a valuable asset. All the directors and employees of the company must protect the same. Confidential information includes personal data and all non-public information. It is essential to maintain confidentiality.
Conflict of Interest
Any employee in the company must not engage in any business relationship or activity that can harm and create a conflict of interest in the company. This conflict of interest may be actual or potential and direct or indirect.
Corporate Citizenship
We support and respect all human rights. This also includes social environmental responsibility and involvement in people’s quality of life.
National Interest
The company will be committed to all the transactions to the benefit of the economy and our country. There will be no engagement in any activity that can affect this objective. This also includes projects or activities that can harm the nation’s interest or have a negative impact on the social and cultural life patterns of the citizens.
Competition
The company will fully contribute to the establishment of a competitive open market in India and abroad. All the stakeholders must cooperate in the efforts for promoting progressive trade in any country.
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: _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _
Printed Name: _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _
Office Address: _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _
Function: _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _
Why is the Code of Conduct for Employees Important?
A code of conduct is vital for both employees and organizations. It acts as a blueprint for expected behaviors and ethical standards in a workplace. It also promotes ethical workplace behavior with values and respect.
Increased Sense of Community
When there are the same core values to be followed by everyone in the organization, it increases trust within the organization. This means everyone comes together to achieve and target the same goals.
Improved External Perception
Many companies publish their ethical code of conduct on their websites, making their standards public. Potential applicants can thus enhance their perception of the organization and its stakeholders.
More Protection for Employees
In times of difficulty, employees need clear guidelines to follow. With the code of conduct in hand can help employees understand how to behave and what behavior is expected from their team members and supervisors.
Lower Risk of Legal Consequences
A business code of conduct can protect a company from breaking any laws. With this, it can reduce the risk of inappropriate communication within the company and outside of it as well.
Fosters a Compliant and Ethical Culture
The code of conduct for the workplace is an important document that promotes ethical and legal behavior from employees. This helps in creating a positive and respectful workplace culture.
What Points Should a Code of Conduct Cover?
A code of conduct should be carefully planned. The policy should include a few key points. Every company has its standards and objectives.
Purpose
The purpose of a code of conduct is framed for maintaining order and consistency within the organization. The order and consistency should be ethical decision-making with compliance and a supportive work environment.
Scope
The scope should define the behaviors and interactions expected from the employees and stakeholders.
Guidelines for Employees
This guideline should include points like those mentioned below.
- Respect
- Integrity
- Professionalism
- Confidentiality
- Collaboration
Behavior Toward Third Parties
This section should include various standards for dealing with other parties. Provide guidelines on protecting intellectual property and disclosing information.
Social Equality
Mention the social equality section as one of the key components in the code of conduct. This should ensure that all people have equal rights and opportunities in the organization.
Compliance with Industry and Regulations
It is necessary to convey the company’s expectations. Note that this should align with the industry and government rules and regulations.
Sustainability and Social Responsibility
Any company’s corporate social responsibility (CSR) should include points like.
Environment sustainability is like reducing greenhouse gas emissions.
Environment protection through various measures.
Disciplinary Actions
It is important to include a section on violations and disciplinary actions. This section will make employees understand how to report violations in the policy. It contains statements for employees who violate the code of conduct for business. Like warning letters and suspension.
Best Practices for Creating Code of Conduct for Employees
Include Core Values
Mention the organization’s core values and goals as they act as a backbone to the code of conduct.
Give a Personal Touch
Leaders should drive the organization towards the goals and message by introducing the code and keeping the top priorities straight.
Easy to Understand and Use
Write the code of conduct in plain and straightforward language that can be understood by everyone. Use designs to make attractive layouts to make the code of conduct more engaging.
Make It Accessible
Make the code of conduct policy accessible on all digital platforms through one click. Also, maintain a physical copy for easy access.
Take Employees Input
Try to mention the points your employees want in the code of conduct. These insights can prove to be more practical and grounded.
Give Training Sessions
Give regular training sessions to keep employees informed about the code of conduct’s meaning in day-to-day work situations.
Review and Update
Review and update your code of conduct regularly. This includes keeping up with new company laws and specific shifts in societal norms.
Monitor and Take Actions
Ensure everyone knows the code of conduct and be clear about the consequences of violations. Protect those employees who come forward and report the violations.
How to Customize the Company Code of Conduct Policy?
- Clearly define the purpose and scope, identifying the organization’s key goals and objectives. Also, determine the areas of behavior it should cover.
- Before finalizing the company code of conduct policy, it is essential to conduct a risk assessment to identify past and potential areas of concern. This analysis can help you consider the ethical issues similar businesses have faced and prevent them from occurring in your organization.
- Create the code of conduct from the information gathered most appropriate for the analysis.
- Discuss the draft with the stakeholders to review its contents. Use their input to identify areas for clarification.
- After reviewing, you can compose the final draft for publication and monitor the policy regularly.
You can meet your organization’s needs with factoHR’s customizable code of conduct template. Download factoHR’s code of conduct sample in PDF format.
To Sum up
A code of conduct is essential for contemporary organizations to develop effective policies. This code can organize and address the organization’s unique needs. Organizations can conserve time and improve overall operational quality by having this policy in place.
With factoHR, you can simplify and scale all your HR management tasks. factoHR’s all-in-one HR software solution is designed to streamline HR-related functions for small and large enterprises.
Related HR policy templates to streamline your workplace management
Disclaimer
This policy template is meant to provide general guidelines and should be used as a reference. It does not consider all relevant local, state, or federal laws. It is not a legal document. The author or factoHR will not assume any legal liability for using this policy.
Continue with Google