Employee Code of Conduct Policy Template

The purpose of our organization's code of conduct

We’re proud of our reputation as a business. And we want to make sure that all of our team members take this same pride. So our organization's code of conduct outlines how we expect all our employees to represent our company.

The scope of this code of conduct policy and procedure

Our company code of conduct applies to all employees (including full-time, part-time, and contractors), interns, volunteers, and business partners.

Why we need a written code of conduct

We’re all adults here. And at this phase in our lives, we typically understand what is and isn’t acceptable behavior in a business environment. So, what should a code of conduct include and why do we need one anyway? Simply put, this policy is how we get rid of any grey areas. What one person thinks is okay might cross someone else's boundaries, causing potentially serious problems.Our employee code of conduct is a way to align everyone on what is acceptable behavior - and what is not. AKA it gets rid of that grey!

Dress code

Our everyday dress code is [formal/business casual/casual]. But we leave a lot of what that means up to the individual - and their best judgment.For example, [slacks and a blouse for female employees and a golf shirt and khakis male employees] might be appropriate for the average workday. But if you have an important meeting, interview, or industry event, it might call for a bit more formality. And we expect that you'll dress accordingly.Please check our company’s dress code policy for more information.

Cybersecurity

[Company name] does everything in our power to protect our company data. This includes:

• Installing anti-malware and virus protection software
• Setting up firewalls and other authentication programs
• Holding cybersecurity training for employees company-wide
• Updating employees regularly on what they should look out for
• Investigating all cybersecurity breaches thoroughly and takes the necessary follow-up action

And to help us out with this initiative, we ask all employees to:

• Keep personal information and client data off your work devices
• Password-protect all your devices (work and personal)
• Update your internet browsers and devices monthly - or whenever an update is recommended
• Avoid downloading unauthorized software to your work computer
• Stay away from suspicious or unsecured websites
• Use private networks when logging onto your work computer (for example, opt for your personal hotspot over a coffee shop's wifi)
• Don't leave your devices unlocked or unattended - especially when in a public place
• Lock your screen or turn off your device when you step away from your workspace
• If the equipment is stolen or broken, report it right away to [HR or IT] immediately
• Avoid downloading suspicious or illegal software to your work computer

Please note that your work devices are only intended for your use, and lending it out or giving someone else access is never allowed.If you have any questions, please check our company’s cybersecurity policy for more information.

Internet usage

While at the office, we ask all employees to please use our company wifi. If working from home or from a public space, please use private networks to access company data (AKA no coffee shop wifi).While on company wifi, you may not:

• Upload or download anything illegal, obscene, or offensive
• Send confidential information (either about the company or coworkers) to unapproved parties
• Attempt to access personal information about coworkers or clients that would violate someone’s privacy
• Visit websites that jeopardize the security of the company
• Participate in any unlawful activities (such as hacking another device)

Please check our company’s cybersecurity policy for more information.

Cell phone usage

While we allow cellphones to be used throughout the workday, we do not allow excessive cell phone use.We define "excessive use" as any usage that:

• Distracts you or someone else from the job on hand
• Bothers other coworkers (such as loudly taking personal calls)
• Can lead to security issues (such as visiting sketchy websites on company wifi)
• Poses legal concerns (such as texting while driving a company car)
• Threatens the confidentiality or security of the company

Please check our company’s cell phone policy for more information.

Corporate email

Your company email should be reserved for mostly business-related reasons. This includes your daily responsibilities, professional growth opportunities, staying updated on our industry via newsletters, or building client or partner relationships.You may not, however, use your company email to:

• Send out unauthorized emails or promotional content
• Sign up for illegal or disreputable websites, services, etc.
• Use a competitor’s service (unless told to do so)
• Send insulting, discriminatory, or disrespectful messages
• Spam people’s inbox with emails for any reason

Please check our company’s cybersecurity policy for more information.

Social media

We [allow] all employees to use social media sparingly throughout the workday (unless social media is an integral part of your responsibilities). But we have a few expectations for how your personal accounts and our business accounts should be used.Regarding your personal accounts, please be judicious about what you post so you can represent us well - even when you're not at work. Because you are employed by us, everything you post online (even to your personal accounts) can easily be associated with our company.Regarding our company accounts, you must:

• Be careful and thoughtful about what you post on social media
• Avoid posting anything that could be perceived as derogatory, offensive, or as harassment
• Avoid posting confidential company information and intellectual property
• Correct wrong, misleading or confusing information as quickly as possible

Please check our company’s social media policy for more information.

Conflict of interest

Our company does not allow employees to participate in any activities that post a conflict of interest. This includes all actions taken by an employee - both inside and outside of work.If you have unknowingly entered a conflict of interest, please reach out to [your manager/HR]. And they will help you to resolve this issue as quickly as possible. No disciplinary action will ensue - unless no solution can be found.However, if you purposefully engage in a conflict of interest - or deliberately conceal these activities - disciplinary actions will be taken. In these cases, [HR] will conduct a full investigation before settling on a resolution.Please check our company’s conflict of interest policy for more information.

Employee relationships

Here at [company name], we don't want to say who you can and can't have a relationship with. And we acknowledge your right to choose friends and partners.However, we have a few rules and requirements to keep these relationships from negatively impacting our work in any way.For example, personal relationships cannot:

• Distract from the work at hand
• Affect collaboration in the professional setting (particularly, arguments and breakups)
• Happen across company levels, if the relationship is romantic or intimate (such that a supervisor cannot date an individual contributor)
• Cause potential conflicts of interest

However, we want to avoid abuse of authority, sexual harassment, and accusations of favoritism. So, managers are not allowed to be in relationships with their direct reports.Please check our company’s fraternization policy for more information.

Employment of relatives

You're more than welcome to refer your relatives for open positions that you do not oversee or report to. Meaning, you cannot be put in a direct manager-employee relationship or work on the same team. And you cannot be involved in the hiring process in any capacity.If you are a hiring manager, you cannot be involved in the hiring process of a relative, spouse, or partner in any capacity.Please check our company’s fraternization policy for more information.

Workplace visitors

Any time you want to show friends or relatives around the office, let [the office manager] know before your guest arrives.All visitors must sign in as soon as they enter company property and show a state-issued form of identification. After they do this, they will receive a pass that must be worn at all times. Please make sure your guest returns it to [front desk/ front gate] before they leave.Please note: Your visitors are your responsibility! When someone comes by, please keep these guidelines in mind:

• Keep an eye on your visitors (especially if they’re young children)
• Stay away from private information, hazardous materials, and heavy machinery throughout your guest's visit
• Keep visitors from attempting to convert your coworkers religiously, requesting donations, or encouraging participation in such activities while in a work environment/li>

Delivery drivers and mail carriers are expected to wait at the [front desk/ front gate]. If you’re waiting for delivery, let the [front desk/front gate] know. Then, they will alert you when it arrives so you may retrieve it.

Solicitation and distribution

Solicitation is not allowed during working hours unless approved by management. This does not include breaks and meals.Exceptions include when employees are:

• Helping organize an event or gift for another employee (such as a birthday celebration/birth/adoption)
• Asking for help with a company-sponsored event (such as fundraising/charity)
• Inviting a coworker to events outside of work after getting approval (such as getting lunch/volunteering)
• Asking coworkers to join work-related groups that are protected by law (such as discussion unions)

Please check our company’s solicitation policy for more information.

Questions? Comments? Concerns?

Have a question about this team code of conduct policy? Reach out to [HR contact].

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