We encourage all employees to actively participate in community outreach and events that foster both your own growth and the growth of social values. Company X will reward this activity if accompanied with ethical decision making by increasing promotion opportunities and/or allowing this experience to be counted in your job description. If you are interested in this opportunity, see Human Resources for a list of approved community outreach opportunities. Company X Values It is the policy of Company X to embrace ethical behavior through clear communication of the laws, rules and expectations that are defined in this code of ethics. In addition, Company X values accountability for good ethical choices and socially respected behavior. We rely on every member to evaluate their own behavior and conduct respectable business through solid every day decision making. Ethics are not fixed, and subject to interpretation through each and every interaction between everyone involved. Because values and ethical decision making can be challenging, Company X wants to take some of the pressure off the complexities of making difficult ethical decisions.
Therefore, this manual provides directives used to evaluate and interpret best practices in the business environment. In addition, these policies and all regulations including administrative actions, apply to all staff members, contractors, and volunteers and are strictly enforced (see section Member Misconduct).The manual also contains fixed principles, mandatory training, resources for questionable situations, ethics mentor, anonymous hotline, and resources for situations that may be questionable. A signed copy of this manual will be placed in all members personnel file and will be used as reference for future use. Please be sure you understand these policies and procedures before you sign the document. We begin by outlining and defining the standards of social and ethical conduct. In addition to standards of behavior, training is outlined. Training is mandated to all staff employed by Company X. Additional training and resources are offered throughout the year in response to the changing needs of the industry and social issues and will be announced semi-annually.
Principles of Behavior and Conduct No member, contractor or person acting as a representative shall: Discriminate against clients, coworkers, stakeholders, Accept monetary compensation, services in trade or benefit from any interaction directly or indirectly related to the services provided by company x if the value is determined to be at or above $30. Engage in, use or create an appearance of using official capacity to influence clients stakeholders, or other members for personal or professional gain. Knowingly make statements or take action that is untruthful or can be reasonably determined to be untruthful. Engage either directly or indirectly in political campaigns, nor engage in political conversation with anyone while acting in capacity of Company X business. Retaliate against any member who comes forward with claims of ethical violations.
Retaliation is mandatory termination of employment without further warning (see section Member Misconduct). All members contractors, or persons acting as a representative shall: Report all incidents of violations to the Ethics Office. Interact and promote personal integrity, honesty, fairness and confidence in compliance with all laws, rules, policies and regulations both internally and externally. Maintain confidentiality in all interactions. Written, verbal, email, phone. Avoid inappropriate associations with clients or client representatives. Engage, actively encourage and support community involvement through support and reassurance in wrap-around service delivery. Utilize efficient use of resources in such a way that minimizes the impact to the environment (energy and materials). Report suspected, potential, or clear violation of ethical
All members in the chain of command are held to the same standards. Contractors, and any individual acting in a capacity to officially represent Company X are also required to carry out all actions with an intent to promote public trust, integrity, and confidence. From team members to corporate leaders, we expect the same set of principles through a set model of best practices. Best practices is recognized by asking yourself is this decision going to cause harm to someone, is this situation going to violate law or company policy, is my action going to violate stakeholder values, or compromise my position within my job role? Best practices will help us all to remove some of the risks we might face in everyday decision making by communicating set values, social responsibility and ethical standards for all members. Because best practices is subjective, training and resources will be available to provide leadership and mentoring. We encourage open discussion when personal values and ethics might cause conflict or confusion. As a condition of continued employment, mandatory ethics training is provided and monitored (see monitoring ethics section below).
Ethics Training Leadership teams attend annual ethics training. Training includes skills to monitor and mentor lower staff. As a result, members can be confident that management is able to provide guidance and support for most ethical decisions. In order to communicate Company Xs policies, values, and changing trends in legal and social ethical issues formal training is required. Company X models this by providing training. As a result, all staff are required to complete the following formal training: In the first month of employment, all staff will go through instructor led training targeted toward individual and group acknowledgement of legal situations, ethical dilemmas, social responsibility and reporting requirements. This interactive training will present scenarios in which employees will make decisions whether ethical violations may or may not have occurred. Independent trainers with local management will evaluate answers and offer answers to difficult scenarios.
All staff will take a yearly instructor led course on the history of civil rights and one follow up interactive on line course which presents current social, business and ethical issues in industry. General managers will receive value based ethics training tailored from annual risk assessment data. The goal is for managers to set modeled behavior and create positive influence. Company X sponsors an annual Industry Standards Town Hall meeting. We value transparency and company input from all of us and our intentions are to provide all of us the opportunity to go over changing social issues, our previous years successes and failures, and what can we do to support the values of Company X, our clients, and community partners. Our company will be closed on this day while each of us enjoy a paid day to come and participate in this interactive get together. Member Misconduct Company X recognizes ethical conduct is not always easy to define. We value fairness and strive to provide impartial judgment based on facts and data.
All reports of violations are reviewed and judged by an independent review board who will at determination of reported violations, determine consequences and refer cases for criminal prosecution if necessary. Consequences for violation of ethical misconduct will be strictly enforced. Company X has zero tolerance for unethical behavior. Informal and formal offenses will be forwarded to the Ethics Committee for record keeping purposes. Informal counsel for misconduct not related to any act of gross misconduct. This is the preferred method for first time offenses. Formal counsel is written report placed in member file for duration of one year. Two written reports within one year that are found to be validated through investigation will result either in unpaid suspension or immediate termination. Unpaid suspension. Gross negligence results in immediate termination and will be referred for criminal prosecution.
Monitoring Auditing and Reporting Video monitoring in central locations where customer interactions will be supervised by an independent contractor. This is to protect you as an employee, protect customer interactions, and protect the interest of Company X. All computer and resource use by all employees is subject to monitoring and will be strictly enforced. IT managers have unlimited access to company owned property. Due to the potential time sensitive situations that may arise, no notice will be given prior to IT management accessing company computers. Team members personnel files will be maintained and include reported violations. These files will be analyzed for trends that can be traced back to departments, leaders, hiring practices, or substandard training. The Ethics Office, and Human Resources do not require your written consent for release of information related to ethical violations. Semi-annual audits will be conducted on all departments within Company X by the Ethics Audit committee: Anonymous hotline reports will be compiled and reported to the Ethics Audit committee.
Plan for Evaluating and Improving the Ethics Program After Implementation. The final results of all data compiled by the Ethics Office will be submitted to Corporate Leadership Committee who will analyze the results in order to evaluate potential changes to Company Xs ethical inventory. Data will also be collected from hotline calls, imposed ethical violations, and employee suggestions. This data will be measured against all complaints, judgments, and lawsuits both within Company X and the industry and be used to revise program standards. Data will also be analyzed and evaluated for ethical issues that need to be integrated in to future training and resources for staff.
All staff will complete annual on line How Are We Doing? surveys. Focus groups tailored to each departments group dynamic will analyze the data and make formal recommendations to the Ethics Office Staff, community and stakeholder input will be collected and analyzed for social and ethical value. The Ethics Office will compile the results from all departments and present the evidence to CEOs and senior management. Middle management and supervisors will be included in the final findings. Training will be adjusted and targeted to cultural, legal, and ethical risk factors. Positive yearly ethical performance evaluations, focus group opportunities, and promotional opportunities will be tied to annual employee review.
Help and Resources
Here at Company X we recognize that some ethical situations may be complex or blurred. Additionally, we recognize that the difficult decision to come forward with information against coworkers may prevent reporting incidents that need investigation. Furthermore, ethical decisions are often confusing and require complex decision making. We are here to help. Furthermore, if you have questions about your own decisions, questions about an incident, or just want to ask questions, we want to support you. For this reason, we provide an anonymous phone line that allows members to report violations, present questions and trouble shoot challenging scenarios. Ethics Office 360-555-1212 staffed by trained ethics officer. Anonymous hotline 360-555-4242 State Office of Ethics 1-999-555-2323 Federal Office of Ethics 1-777-555-7878
We provide annual reports of imposed ethics violations and the penalties imposed. Here is the link to www.companyx/ethics/reports.com
I have read and understand the policies and ethical standards set for Company X. I am aware a signed copy of this policy will be placed in my team member personnel file.