Code of Conduct (COC) [Simple Example]

Example of a simple Code of Conduct for HRD
Example of a simple CoC

Here it’s a simple example of an effective Code of Conduct (COC). You can follow it to prepare your own Code of Conduct for your company.


Code of Conduct (COC)

Foreword:

Our company continues to grow, bringing with it many changes, which make the ways of doing business more complex. Despite these changes, the essence of ethical conduct remains the same; each of us expected to conduct ourselves with integrity in all our business relationships. This applies to each other, the Company, our customers, suppliers, business partners and associates.

Our vision, in the years to come, is to rapidly build [Company’s name] as the respected, trustworthy and leading [sector of your company] company in Bangladesh, ensuring long term sustainable and profitable growth; and also to build a company that employs people and delivers products that stand for strong values and ethics. [Company’s name] should strive to be an example in our community.

By taking up this policy, I entrust you to safeguard and enhance our corporate image, which reflects our professional standing as individuals and serves as a source of pride for all of us.

It is essential that the Code of Ethics is observed every day and does not remain only on paper. Please read the document carefully and commit to pursue its spirit and practices.

Chairman


Code of Ethics policy Statement:

The purpose of this document is to explain the Company’s policy with regard to business ethics and how to deal with potential conflicts of interest.

As it is not possible to set out a set of rules on code of business ethics and conflict of interest covering all circumstances, the following policy statements should, therefore, be regarded as being a framework with which all employees should comply.

Employees are expected to act in a manner consistent with devoting their full-time services to the Company and to avoid situations, which might give rise to questions as to whether they have acted in the best interests of the Company.

This document aims to give basic common sense approaches to prevent conflict of interest situations. On certain occasions, the questions of whether or not conflict of interest exists may be less clear, and open to different interpretation. In such a case, consultation with Human Resource Department may be necessary to ensure that all our activities are in line with the sprit of our business ethics.

General Conduct Guidelines:

  1. Employee Responsibility:

Employees are expected to comply with both in letter and sprit of Company’s Standards, policies and procedures, guidelines and the laws and regulations that govern our business which are being reviewed and revised from time to time. The Company does not want employees who achieve results at the cost of violation of laws or deal unscrupulously. It is not just a matter of achieving results but it is also of great importance how those results are achieved.

In the conduct of Company’s business, employees must keep the management properly informed and record all material transactions accurately as well as being honest and forthcoming with the Company. They should be alert to any situations that could violate these standards or other Company policies.

  1. Management Responsibility:

Manager or superiors have a special responsibility to set an example by exhibiting high standards of behavior. They must also:

  • Ensure that each employee for whom they are responsible knows and understands these Standards and relevant Company policies and procedures and how to apply them;
  • Demonstrate in words and deeds their commitment to the Standards and relevant Company policies and procedures;
  • Encourage employees to seek advice or help without fear of punishment or reprisal; and
  • Be approachable and available to all employees for whom they are responsible
  • Encourage fairness in all levels.
  • Keep the subordinate informed of any changes in the procedure, policy, guidelines from time to time. 
  1. Human Resource And The Workplace

The Company is committed to fostering a work environment in which all individuals are treated with respect and dignity. The Company requires a business-like atmosphere that promotes equal employment opportunities and prohibits any form of physical or sexual harassment or abuse. All relationships among persons in the workplace must be business-like and free of unlawful bias and prejudice.

  1. Misconduct:

Any employee found guilty of misconduct involving in discipline, disobedience, dishonesty, inefficiency, gross negligence etc. shall be subject to disciplinary action, to be given at the discretion of Management.

  1. Office Alliances And internal politics:

With the extraordinary challenges, but also vast opportunities in front of us, there is neither room nor time in our corporate culture for internal politics, and backbiting. Office alliances and internal politics are as alien to our firms’ value as rampant individualization. More than anything else, we have to steer away from internal issues and be focused outward on the changing market. Our energy enthusiasm and dedication should be concentrated on how we can best compete and on how we can continue to lead in the marketplace.

  1. Criminal Activities/Fraud:

The company will not permit any illegal or criminal activity to take place and not, with due knowledge, directly or indirectly, support any such activity. The company will not tolerate employees who allow themselves to be involved in fraudulent activities. The following are some examples of fraud:

  • Misappropriation of funds, or any other assets;
  • Any irregularity in the handling or reporting of monetary transactions;
  • Forgery or alteration of cheques, drafts & securities;
  • Manipulation, falsification or alteration of records or documents;
  • Suppression or omission of material effects of transactions from records, documents, etc.

It is the responsibility of each employee to immediately notify his immediate superior or the Human Resource Department upon noticing any irregularity or suspicion of any irregularity.

In case of fraud by an employee, the Company will take severe measures, which may not consist solely in the dismissal of the employee, but also in the filing of a police report and/ or criminal case.

Conflict of Interest

A “Conflict of Interest” occurs when the employee’s loyalty may be divided between [Company’s name]’s interests and his or her own interests. This may occur when the personal interests interfere or appear to interfere, with the employee’s judgment or ability to act in the best interest of the company. Such situation could give the impression that the Company has acted improperly. [Company’s name] requires its management and employees to avoid even the appearance of impropriety (conduct not considered correct, moral, or appropriate) in its business dealings on behalf of the Company.

  1. Relation with Other Organizations:

Employees are obliged to protect the Company’s reputation for fair and honest dealings when involved with other organizations. No employee should use his/her position, or any knowledge gained from it, in such a way that might present a conflict between the Company’s interests and his/her personal ones. The employees should therefore refrain from any financial involvement (personal, family or friends) in any transaction between the company and third parties, which can influence or affect the official judgment.

During the employment with the Company, an employee is:

* Not allowed to be engaged in other forms of gainful employment or business activities within or outside the Company’s time, even if these activities are not related to the Company’s business;

* Not allowed to accept any employment or business appointments in any other company, firm or organization, whether as employee, executive director, active partner, adviser, agent, management or consultant;

* Not allowed to accept outside non-executive directorship (other than within [Company’s name]) or become a silent partner or shareholder in companies, which either directly or indirectly have business dealings with the Company. This also includes companies seeking to do business with us.

The above rules may only be exempted in exceptional cases with the written approval of the Managing Director. These rules do not apply to shares held by employees in publicly quoted companies, which have a business relationship with the Company. However, if there is any possibility that such a holding could cause conflict with his/her duty as an employee, the employee concerned should bring the matter to the immediate attention of HRM Department.

  1. Family Interests: 

Employees, whose families have interests (whether this be in the form of directorships, partnerships, shareholdings or through agencies) in companies which are on our Company’s list of suppliers, contractors, distributors, and who are involved in any decisions or dealings with such companies in the course of their duties with our Company, should inform the Management in writing of such interests prior to entering into any such decisions/dealings. The Management will then consult with the employee concerned as to the best possible way to prevent a conflict of interest.

Acceptance of Gifts

The Company’s business interests are best served when its relationships are free of influences such as gift giving or receiving. Only in this way, the company can sustain constructive, on-going relationships with those organizations, firms and individuals doing business or seeking to do business with the Company. Therefore, the Company prohibits the practice of giving or receiving gifts. In this regard, the Company will, from time to time, communicate with its suppliers and contractors to discourage gift giving on their part to the Company’s employees.

Employees are not allowed to solicit, accept or offer gifts, gratuities, cash, discounts, commissions, entertainment or other benefits during the course of their employment, which may improperly influence their opinion or judgment in performing Company duties. This includes benefits or favors, loans, shares in profit, etc., which may make them obligated to a 3rd party dealing, or desiring to deal with the Company. This also includes the giving of gifts or the provision of complimentary services by the Company’s contractors, suppliers, bankers, distributors or customers to its employees, as this could place such employees in a position whereby their independent business judgment may be prejudiced.

The above rules are also extended to the employees’ spouses and children.  

Notwithstanding the above, the Company however, recognized that it is a common practice in Bangladesh for organizations having dealings with the Company to present token gifts, especially during festive times and New Year celebrations. This may include hampers, and other consumable gifts. Also

common are a variety of small token gifts and souvenirs such as calendars, dairies, pocket calculators, lighters, pens, pencils, etc.

Any gift exceeding Tk 1000 must be reported to the Departmental Head concerned or in the case of gifts to Departmental Heads, to the Managing Director. The responsibility of reporting gifts received rests entirely upon the employee involved. Whereas the Company will, from time to time, remind employees of this obligation and will also advice contractors, suppliers and distributors of the policy, it in no way relives the duty of the employees to comply with the obligation. If any employee is in doubt as to whether a gift exceeds Tk 1000 as stated above, it is recommended to report the item.

Entertainment

Entertainment includes dining, attending an event or participating in a recreational or related activity. In the course of business, contractors, distributors, suppliers or customers have the tendency to entertain our Company staff and in certain cases the staff’s families and spouses. Whilst the Company recognized that a certain amount of entertainment is normal practice, employees, their spouses and children should restrict such entertainment to within responsible bounds which should normally not extend beyond a single social occasion. In short, such entertainment should generally be on an infrequent basis, and be appropriate to the business responsibilities of individuals. The employee should further be capable of reciprocation.

Hence lavish entertainment, which could influence the employees in the performance of his duties, is strictly forbidden.        

Information policies

Employees are required to treat all information relating to employees and Company operations in strictest confidence, during or subsequent to their Company employment.

Under no circumstances, unless with written approval of the management, are employees allowed to give or release to any person or organization, any Company data or information or a confidential or proprietary nature.

Certain employees will, by nature of their position, often be in possession of data or information of a confidential or proprietary nature concerning the Company. It is important, that no grounds should be given whereby any such information has been used for personal advantage or used improperly.

The basic principle is that an employee should not, without the written approval of the management, disclose any confidential information about the Company’s affairs to unauthorized persons or use or appear to use such information for the benefit of him/herself or others.

For further details, please refer to the [Company’s name] information Policy and [Company’s name] Corporate Business Principles.

Information Systems & Copyright Guidelines

  1. Computer, E-mail and Internet:

Employees are responsible for using the Company provided IT systems, including its electronic mail (E-mail) system and the Internet/Intranet properly and in accordance with Company Policies. They should direct any questions about these policies to the immediate supervisor or IT department. Employees should be aware of, among other matters, the following:

The computers provided by the Company for Company work are the property of the Company and have been provided for use in conducting Company business. All communications and information stored and transmitted by its information systems (whether through word processing programs, E-Mail, the Internet or otherwise) are Company records and property of the Company.

Users must use information systems facilities and services only for the purpose for which they were authorized. Use of computer resources, internet, fax machine, printer or copier is for business purposes only. Use of facilities or services for other personal or entertainment purposes is prohibited and any violation of these rules nay result in disciplinary action.

Employees must be courteous to other users of the information systems and always conduct in a professional manner. Company policies prohibit using the Company’s information Systems to send, receive, view, download or print messages or files that are illegal, sexually explicit, abusive, defamatory or offensive.

  1. Copyrights and Trademarks:

The company respects all kinds of copyright of materials, documents, software, and other intellectual property. Therefore, making unauthorized copies or multiplication in any form of all materials, documents and other intellectual properties such as computer software will be considered as violation and shall be subject to disciplinary action. The Company’s Information Systems may not be used to send (upload) or receive (download) copyrighted materials, trade secrets, proprietary financial information, or similar materials without authorization of the owner of such materials.

  • Protection of the Environment

[Company’s name] respects the environment and is committed to environmentally sound business practices throughout Bangladesh and taking into account the need to preserve natural resources and save energy. Therefore it is our duty to always keep our business operations in compliance with laws and regulations on environmental protection. Towards this direction, [Company’s name] has developed and adapted the [Company’s name] Environment Management system (bEMS), and is working towards its extensive implementation. For further details, please refer to the [Company’s name] Environment Management Systems (bEMS) Policy.

  • Political Activities
  1. Company

It is the policy of the Company to abstain totally from participation in any political activities. Therefore, the Company will not make contributions or payments to political parties, activities or candidates. However, as a good corporate citizen, the Company will always fulfill its obligations with the Government and observe the laws of the country. 

  1. Employee

The Company discourages employees from being actively involved in party politics while working for the Company. Employees should resign from the Company if they wish to stand for any election other than in professional bodies representing the company. No employee shall use directly or indirectly any Company’s funds, or property or working support of political organization, activities or candidates.

Breach

The Company shall institute an inquiry where breach of any of the above guidelines of conflict of interest is suspected in order to establish the facts. Disciplinary and/or legal action, including dismissal may be taken.

Reporting Concerns or Problems

Any incident, situation or unusual occurrence adversely impacting the Company’s facilities or products, human health or safety, or the environment in a material way-particularly matters which may require prompt remedial action-should be reported by a Manager or supervisor to the HR Department.

লেখাটি শুরু থেকে শেষ পর্যন্ত মন দিয়ে পড়ার জন্য আপনাকে অনেক ধন্যবাদ। ভালো লাগলে আপনার বন্ধুদের সাথে শেয়ার করুন।

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