Code of Conduct Policy Adherence Process

Without having guidelines to refer to, how are your company’s employees supposed to know what conduct is expected from them, both in and out of the workplace?

It’s simply not possible.

Until a code of conduct policy is created, that is.

This template will help HR teams to write, edit, and provide a code of conduct policy. The red boxes indicate where the HR team should write or paste their codes.

Once all the company guidelines have been put in by HR and no red boxes remain, company employees can then launch a checklist to read through and understand the entire code of conduct policy.

Specific tasks have been added which ask employees questions about the code of conduct, ensuring they’ve fully understood it. 

To provide maximum value, ensure that all employees launch and complete one checklist each, every quarter. New employees should also complete a checklist during the onboarding process, so they’re given explicit information regarding company rules and regulations.

The next task in this short section will ask you to provide your basic details. Considering all employees from the company will be going through the code of conduct policy adherence multiple times, writing down your information will help to distinguish who has completed the checklist and when.

Put in your basic details (name, department, job title, email, and today’s date) in the corresponding form fields.

By putting in your basic information, the HR team will be able to see who has launched and completed the checklist.

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In the next section, you will be introduced to what a code of conduct is and how it relates to company values.

You will then be asked to rewrite what you’ve learned. This will ensure you’ve understood correctly.

The HR team will need to supply the appropriate information before asking their employees to complete this checklist.

Learn what a code of conduct policy is by reading the text below.

A code of conduct policy (sometimes known as ‘code of ethics’ or ‘code of business conduct’) is a set of ethical, legal, and organizational rules. The policies have been made for and should be read by all employees. 

A code of conduct is not a purposeless document. It defines what’s expected of employees in the workplace and out of it. Not adhering to the code of conduct could result in consequences, depending on which codes have not been followed.

[If there’s anything you’d like to add to this definition’s content, change the text by editing this template. Make sure no content writing mistakes occur.]

Acknowledge the company’s mission by reading through the mission statement.

Every company has a mission. To achieve that mission, companies must hit various goals.

The mission statement is where those purposes and goals are explicitly discussed. By reading through the mission statement yourself, you can learn exactly what your mission is as a company employee.

The company’s mission:

[Supply the company’s mission text/mission statement here.] 

Rewrite the company’s mission in the text form field below.

To help you fully grasp the company’s mission, rewrite it in the text form field. By launching this checklist every quarter and repeating this task, you will begin to remember the mission over time.

Understand the company’s values by reading them below.

Values are different from goals. Values are the guidelines of what’s generally expected from you at work.

So that employees can bring their whole selves to work, the company values must be followed at all times. Read through the values and understand them.

Company values:

[Add the list of general company values here. These could be values relating to common decency, respecting the workforce and the workplace, and having a productivity-minded drive. Keep in mind that the later sections focus on certain ethical values more intently.]

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Restate the company values in the text box below.

All the company values won’t be remembered instantly. But by repeating the company values, it will help to solidify those values in your mind and remember them.

This next section will provide you with information regarding the company standpoint on diversity and inclusion.

Seeing as how diversity and inclusion are both necessary and important, a section devoted to D&I is a core part of every code of conduct policy. 

Read the company’s standpoint on D&I.

It’s been shown that a diverse, inclusive workforce and workplace has benefits across the board. Not only does it bring cultural positives, but business positives as well. 

Read through the company’s diversity and inclusion standpoint below to learn why it’s important.

Company standpoint on D&I:

[Add your company’s standpoint on D&I here. You could include a diversity statement, in addition to mentioning the diversity-related initiatives your company currently has in place. Use Vox’s code of conduct as a reference point.]

Write down how the company benefits from D&I. 

After reading the company’s standpoint on D&I, it’s time to show that you not only acknowledge diversity and inclusion, but you fully understand the benefits of it.

Use these materials from Officevibe, Deloitte, and Project Include – in addition to the hyperlinks from the previous task – to guide your answers. You should write the answers in the text box below.

The next section focuses on inclusivity in the workplace.

Completing the policy-related tasks will help you understand expected employee conduct, unacceptable behaviors, and how to navigate tricky situations. You will also familiarize yourself with the HR team.

Learn about expected interpersonal conduct by reading through the list below.

While at work, you’ll be frequently communicating with people. More than that, you’ll be frequently communicating with a broad range of people.

Despite any differences in personality, background, or identity, your fellow colleagues should treat you with respect, and you should treat them with respect.

The list below contains codes relating to the company’s expectations of interpersonal conduct. Study the list.

Expected interpersonal conduct:

[Include your company’s list of expected interpersonal conduct here. For inspiration, read Vox’s ‘Expected Behaviors’ section.]

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Read through the unacceptable behaviors below.

While there are expected positive behaviors which help to foster inclusivity, there are also unacceptable behaviors which inevitably result in negativity.

By reading through the list below, you’ll know which behaviors are unacceptable.

Unacceptable behaviors:

[Add your company’s list of unacceptable behaviors here. As a reference point, the University of Cambridge’s list of unacceptable behaviors for employees could be used.]

List the unacceptable behaviors yourself in the text box.

So that you can memorize the unacceptable behaviors and notice them if they occur, list the company’s unacceptable behaviors below. 

If possible, try not to look back at the previous task. Put in what you can from memory.

Know how to respond to negative behaviors by reading the text provided by the HR team.

Sometimes work can bring on stress and cause emotions to flare. Additionally, some behaviors and actions may occur without the person realizing what they are doing. But that doesn’t mean negative behaviors should go unchecked. 

The list below contains advice and actions on responding to negative behaviors. Read through them.

Responding to negative behaviors:

[Provide specific actions on how your employees should respond to certain types of negative behavior. You might want to link to the employee complaint procedure checklist as a part of your action guide.]

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Write how you’d respond to different negative behaviors in the text box below.

Seeing as you now know how to appropriately respond to different scenarios, now write down the appropriate methods of response in the text box yourself.

Familiarize yourself with the HR team by learning who they are and how they can help.

The human resources (HR) team is composed of qualified professionals whose job it is to manage, assist, and support the company’s employees.

Below, you can see the names of the HR employees and their email addresses, should you require their assistance. Familiarize yourself with them.

The HR team:

[Provide a link to the HR team roster. If this isn’t possible, add all HR employees’ names, followed by their job titles and email addresses.]

How the HR team can help:

[Add text on how, as an HR team, you can help assist and support employees.]

The next section homes in on working intelligently: that is, going about your day-to-day work in accordance with company rules.

By going through the section’s associated tasks, you will understand the company’s codes of conduct regarding attendance, lawful compliance, proper usage of company assets, and more.

Read through the information supplied below concerning attendance.

Regular and consistent attendance is expected of all employees. However, illnesses are inevitable, and showing up to work sick is more detrimental than taking a sick day to recover.

Read the company guidelines of attendance (including how to navigate holiday leave and sick leave) below.

Attendance of employees:

[Add information regarding your company’s attendance rules here. It is advised to include info on what to do if employees are sick, if they want to request holiday leave, and any flexible working policies.]

Read the provided list below to gain an understanding of your company’s lawful compliance codes.

Depending on your role, there will be a variety of laws which you need to concern yourself with. Additionally, there are a number of laws (such as safety and environmental laws) which apply to everybody, regardless of role.

Read the company’s list of laws your company expects you to be compliant with.

Lawful compliance:

[Include sections on how your company expects employees to be compliant with laws such as GDPR, HIPAA, anti-bribery laws, anti-corruption laws, to name only some. If help is needed, use this blog post.]

Understand the appropriate conduct concerning your public affiliation with the company.

No matter if it’s in the digital or the physical world, employees of the company should present themselves and the company in the best possible light. Particularly through social media.

By reading the text below, you’ll understand what to do and what not to do when using the internet and interacting with others.

Appropriate public affiliation conduct:

[Add text on how you expect your employees to present themselves as affiliated employees. eBay’s section on public affiliation (starting on page 66) is a good resource, should you need help.]

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Learn how to properly use company assets by reading the provided text.

As an employee of the company, the way you use company assets will differ depending on the role. That being said, there are general rules concerning company assets that must be followed.

Look at the information provided by the HR team below.

Proper usage of company assets:

[Include information on how your employees should or should not use company assets (money, physical and intellectual property). For inspiration, use eBay’s section regarding company assets on page 41.]

Read the list provided below to comprehend the additional codes to abide by. 

Additional important codes:

[Add the additional smaller codes you deem relevant here. If they’re particularly important – similar to how lawful compliance is crucial – create separate tasks for them.

You might want to include information on:]

• [Conflicts of interest]

• [Internet/mobile phone usage]

• [Dress code]

• [Looking after the workplace/work environment]

Ensure you’ve understood what’s expected of you at work by listing one expectation for each of the below sections.

Similar to how you rewrote the company’s mission after reading it, do the same for the five sections concerning attendance, lawful compliance, public affiliation, company assets, and any additional codes. Write down one expectation per box.

If this isn’t your first time reading through this code of conduct policy, write down different expectations to the ones you wrote previously.

To help you solidify your knowledge regarding this code of conduct policy, the company, and its mission and values, the next task provides you with a wealth of material to read and/or watch. 

The task after that will ask you to provide feedback on the code of conduct.

Engage with additional reading and viewing material.

The following links will take you to internal and external company resources. Engaging with them is particularly helpful for new employees, as they can deep-dive into relevant material. It’s also useful for long-term employees, as their memories will be refreshed.

Additional reading and viewing material:

[Add links to relevant resources (such as an employee handbook, any eBooks, the privacy information page, the security information page, employee guides, instructional internal videos, and more) here.]

Provide feedback on the code of conduct by answering the questions below.

The penultimate part of your adherencing training is to give comprehensive feedback on our code of conduct.

A code of conduct policy is never a static set of guidelines, and it changes appropriately over time. With your feedback, we could potentially improve the overall code of conduct policy for the better.

Read the questions below and write your answers.

You have now read through the complete code of conduct policy, and have almost completed the adherence process. 

The final step is to assign the HR team to this checklist so they can review your progress.

Have HR review your progress by selecting a due date.

The HR team is already assigned to review this task. By adding a due date, however, they can be given a timeframe in which to complete the review.

Select the due date for 24 hours ahead.

[So that the HR team is always notified that they’re required to complete this task, create an HR team group and assign them to this template task. The user cannot have their progress reviewed without you doing this.]

• Wikipedia – Company Code of Conduct
• The Ethics and Compliance Initiative (ECI) – Why Have a Code of Conduct
• Entrepreneur Encyclopedia – Mission Statement
• Work It Daily – 4 Core Values That Every Organization Should Have
• Vivian Hunt, Dennis Layton, & Sara Prince – Why diversity matters
• Vox Media – Code of Conduct
• Justin Fragapane – Diversity in the Workplace 101
• Juliet Bourke & Bernadette Dillon – The diversity and inclusion revolution: Eight powerful truths
• Project Include
• University of Cambridge Human Resources – Acceptable and Unacceptable Behaviour
• Stephen Miller – Beware the Ill Effects of Sick Employees at Work
• Thomas Fox – Code of Conduct, Compliance Policies and Procedures-Part I
• eBay Inc. – Code of Business Conduct and Ethics

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