Sample Policies of Employee Conduct

Following are several examples of work rules presented in an inclusive format. In general, these codes of conduct are in a format that includes:

• An introductory statement describing the purpose of the work rules.
• General statement describing the consequences of violating a work rule.
• In many cases, there is a statement that indicates that the rules may not be totally inclusive. See example 2 below.
• In addition to the generalized statements, it is common to have a form presented as a part of the code of conduct for employees to read, sign and return to the employer. This form is kept in the personnel file and produced to show that the employee acknowledged receiving and reading the code.

A listing of work rules constitutes the body of the code.

These codes of conduct were provided for your review. It is unwise to adopt another company's rules because work rules must be firmly representative of the company, reviewed and agreed upon by management and consistent with the corporate culture. In addition, any code of conduct should be reviewed by counsel prior to adoption to ensure compliance with federal and state law.

EXAMPLE 1--

RULES OF CONDUCT 

We try to make this a safe and pleasant place to work. The cooperation of all employees is necessary to carry this out. People who have worked together for a long time realize that one person s misconduct may harm all the rest, and they expect certain standards of conduct to be set. 

The following list of improper performances is considered to be against the best interest of the majority and will be subject to corrective actions including reprimand, warning, layoff or dismissal: 

• Employees not being at their appointed work places, ready to work, at the regular starting time and failing to remain at such work places and at work until the regular quitting time or until relieved.
• Stealing.
• Willful damage to, or destruction or theft of property belonging to fellow employees or the Company.
• Fighting, horseplay or disorderly conduct.
• Punching another s time card or falsifying any time or production record.
• Refusing or failing to carry out a legitimate instruction of a supervisor.
• Leaving your work station (except for reasonable personal needs) without permission from your supervisor.
• Inattention to duties, visiting or loafing during working hours.
• Coming to work under the influence of alcohol or any drug, or bringing alcoholic beverages or drugs onto Company property.
• Intentionally giving any false or misleading information to obtain employment, a leave of absence or for any other employment purpose.
• Smoking contrary to established practice or violating any other fire protection regulation.
• Willful or habitual violation of safety or health regulations.
• Frequent tardiness or unexcused absences from work.
• Carelessness or neglect resulting in abuse to equipment and tools.
• Unauthorized possession of firearms, cameras, or weapons of any kind on Company property.
• Use of threatening, harassing or abusive language toward a fellow employee.
• Unauthorized distribution of literature, or written or printed matter of any description on Company premises.
• Failure to wear clothing conforming to established standards.
• Employees shall not enter the plant or remain on the premises unless they are on duty, scheduled to work, or are otherwise authorized by the Management.
• Unauthorized use of Company equipment.

EXAMPLE 2--

PERSONAL CONDUCT AND PROHIBITED ACTIVITIES 

It would be impractical to set forth a list of all activities that are considered to be illegal or contrary to good business practices and good employee-employer relations. This is intended only as a guideline.

It is emphasized, however, that any act or omission, which in the judgment of management is not consistent with this policy, shall be grounds for disciplinary action.

The following activities are violations of company rules of conduct.

• a. Willful damage to, or unauthorized removal of property.
• b. Committing an improper, immoral act or any act of violence, such as fighting, on the company premises.
• c. Repeated tardiness or absenteeism.
• d. Absence without legitimate cause or failure to inform appropriate management of absence within a reasonable time.
• e. Refusal to perform work as directed, willful neglect of duty, malingering or shirking of duties.
• f. Possession or use of alcoholic beverages, or illegal narcotics or dangerous drugs on the company premises or reporting/returning to work under the influence of same.
• g. Falsification or omission of pertinent data when completing applications for employment and/or clearance, accounting forms, personnel records or other company records.
• h. Willful violation or disregard of safety, health, fire, security or employment regulations, signs and notices.
• i. Disobedience or insubordination.
• j. Permitting another person to substitute or falsely use an official badge or identification card.

EXAMPLE 3--

The Company has established some sensible rules to ensure the smooth and efficient operation of the company and your job.

In the interest of efficient and safe operation, and to protect the well-being and rights of all employees, it is necessary to observe certain work rules and rules of conduct. Employees are expected to become familiar with these rules and observe them without exception. If any of them are not clear, your supervisor should be consulted. Violation of any of these rules is cause for disciplinary action.

• Soliciting other employees for membership, contributions, funds, or other purposes, during the employee's working time, or at any other time if such solicitation interferes with other employees who are supposed to be working, is not permitted.
• The only exception to the above is that the Company may authorize the solicitation of funds for recognized and established charities which benefit the general community.
• Distributing, at any time, in any working area, written or printed matter of any description or for any purpose is not permitted.
• You are expected to work your scheduled hours. If you cannot make a shift for any reason other than personal illness, give your supervisor at least 48 hours notice. Should you need time off for any reason, give your supervisor at least one week s notice.
• If you are sick and unable to work, you should personally notify your supervisor immediately. Tell him/her why you cannot report for work.
• Be at your work area, ready to begin work, promptly at the time your shift begins. It s not sufficient merely to be in the store at that time.
• You must sign or punch in at the time you begin work and sign out or punch out at the time you cease work (except for Managers and professional staff). This procedure also applies to meal periods, but not to coffee/rest breaks.
• Always wear a name tag and be neatly dressed and well-groomed. While the wearing of smocks is not mandatory, their use is encouraged to project a professional image, and to protect your clothing.
• No smoking, eating, or drinking on the sales floor or at check-out counters.
• Any dangerous or belligerent behavior will lead to immediate dismissal.
• Reporting for work under the influence of drugs or alcohol can lead to immediate suspension or termination.
• No dangerous weapons or unauthorized possession of drugs are allowed on the premises.
• If anybody (customer or employee) is injured, call the Manager or Assistant Manager at once.
• Please ask your friends not to visit with you during working hours. Such visits can interfere with service to customers.
• If you plan to resign, common courtesy dictates that you notify your supervisor at least two weeks in advance.

EXAMPLE 4--

SHOP WORK PRACTICES AND RULES OF CONDUCT

If you violate any of the following rules, you will be disciplined. Whether or not you are dismissed will depend on the severity of the violation and your previous conduct record.

The rules are as follows:

• Employees are expected to be on the job, on time, each scheduled workday. Occasionally, there is a good reason for being absent or late. When such occasions arise the employee must notify the Personnel Department or his immediate supervisor as early as possible before, but in any event no later than 1/2 hour after the start of the shift, indicating how long he will be absent or late, so that work schedules can be planned.
• Excessive absenteeism and/or tardiness cannot be tolerated. A continuing record of unsatisfactory attendance or punctuality will result in progressively severe discipline, from verbal and written warnings to time off without pay, to dismissal, if necessary.
• Employees are expected to be at their work place at the start of each work period, and to remain on the job until the signal sounds for the five-minute wash-up period. They must not leave their work station or work area without the approval of their supervisor, except in cases of emergency, for personal needs, or to obtain tools or parts.
• If an employee has a complaint, it should be taken up verbally with his supervisor. If the complaint cannot be satisfactorily settled by the supervisor, the employee is then free to submit a written complaint according to procedures described in Section II of this manual.
• The employee's job is important, and he is expected to cooperate with his supervisor and must follow instructions. Insubordination (refusal to follow a supervisor's orders) is a major offense making the offender subject to dismissal.
• Poor workmanship is not acceptable. Each employee is expected to perform his work properly and efficiently and to meet established standards of quality.
• Rules for safety and health are set up for the employee's protection. For the employee's sake, and for his or her family's sake--the rules must be observed. If you should be injured on the job no matter how slight the injury, you must report immediately to the First Aid Room to receive proper attention. If possible, you should notify yours supervisor before leaving your department.
• Liquor and drugs do not mix with work. The use of either during working hours, or reporting for work under the influence of either, is strictly prohibited.
• The time card is the basic record of earnings and determines the pay received. An employee must never allow anyone to punch his card and never punch the card of another employee. Falsification of these, or any other Company records, is cause for dismissal.
• The vending of anything in the plant without authorization is not allowed, nor is gambling in any form permitted.
• Notices must not be posted or distributed in work areas without authorization. There must be no deliberate defacing or damaging of bulletin boards or other Company property.
• Soliciting for contributions without authorization is not allowed.
• Certain shop areas are designated as No Smoking areas because of potential fire hazards. These signs must be observed at all times.
• If for any reason an employee must leave the plant during regular working hours, he must first obtain permission from his supervisor. If permission is received, he must punch out.
• Acts of physical violence, including horseplay, are not permitted.
• Carrying of firearms, ammunition, or any other kind of weapon in the plant without specific Company authorization is strictly forbidden.
• Any conduct which is in violation of law or accepted standards of decency and morality, including the use of obscene or abusive language, will not be tolerated.
• There will be no loitering or unnecessary visiting or roaming through the plant either during assigned working hours or outside of these hours.
• Reading of newspapers, books, and other literature not relating to the job will not be tolerated during working hours.
• Sleeping or loafing on the job is forbidden.
• Stealing from the company or from other employees is cause for immediate dismissal.
• The company provides a parking area and expects employees to park only in assigned areas. This includes employees on all shifts.
• Employees are expected to keep their machines and assigned areas and equipment clean and neat. To keep the work area clean and orderly, discard beverage containers, food and candy wrappers, etc., in the receptacles provided and follow specific housekeeping instructions of the foreman.

EXAMPLE 5--

EMPLOYEE PERFORMANCE AND CONDUCT

We believe that the discharge of an employee is a serious matter both for the employee and company and with this in mind, each individual termination is considered carefully. For your benefit in ascertaining what type of performance or conduct will not be condoned by the company, we have listed some, but not all, examples of conduct that may result in termination of employment. A discharge may be immediate or at a date following the occurrence of the act causing the discharge.

• Damaging our reputation with customers by acting in an impolite or insolent way.
• Failure to record a sale.
• Failure to make a daily bank deposit.
• Theft of money or merchandise.
• Failure to maintain satisfactory level of any job performance aspect.
• Failure to follow prescribed work procedures.
• Failure to maintain reasonable standard of dress, grooming, cleanliness, personal conduct or speech.
• Use of obscene or abusive language.
• Defacing or willfully damaging property, equipment, merchandise or records of the company or others.
• Falsifying or altering company records, including employment application.
• Signing in on another employee's time card, allowing someone else to sign in on employee's card, or falsifying time and attendance records.
• Leaving work without authorization.
• Unreported or unexcused absence of three days or more. This is considered a voluntary quit. (See Attendance section.)
• Commission of an immoral or criminal act whether on or off the job.
• Acting in an impolite or insolent manner toward members of management or other employees.
• Refusal to comply with instructions from any authorized management member.
• Reporting to work or working under the influence of liquor, drugs, or possessing intoxicants or drugs on company premises.
• Fighting, gambling or carrying firearms or other dangerous weapons on company premises.
• Commission or violation of any act detailed in The Notification To Employees -- Statement of Company Policy and Rules for Personal Conduct.
• Violation of any other policy or procedure detailed in issued memorandums from management or contained in the Store Operating Manual.

EXAMPLE 6--

EMPLOYEE CONDUCT 

As a Company, we want to ensure the rights and safety of you and your coworkers. Because we work closely together and rely on each other s work, we must observe certain requirements that will benefit the group as a whole. The following is a list of the most important requirements that all employees are expected to follow. Failure to abide by these and any other Company requirements or standards may result in disciplinary action up to possible discharge. 

The Company requires total honesty. We will not accept: 

• Any acts of dishonesty, including, but not limited to, falsification of any Company records, documents or information provided concerning you or other employees.
• Stealing or having in your possession the property of the Company or of other employees without prior permission.
• Gambling on Company premises. 

The Company requires a non-abusive environment. We will not accept: 

• Fighting, horseplay or any other acts of physical abuse towards anyone on Company property.
• Misusing, defacing, damaging or destroying the Company s or another employee's property.
• Racial, sexual or any other verbal harassment including obscene or abusive language, threats, intimidation or coercion.
• Possession of a weapon on Company property at any time.
• Possession, consumption, distribution or being under the influence of alcohol or controlled substances on Company property at any time. 

The Company requires a safe environment. We will not accept: 

• Failure to follow Company established standard operating policies and procedures or any other unsafe conduct.
• Failure to maintain proper personal hygiene and/or follow required sanitary manufacturing practices; failure to wear proper uniforms (when applicable) and clothing.
• Failure to cooperate with management in the investigation of accidents, efficiencies, meeting quality or quantity standards, or any other matter dealing with improving the means and methods of production and/or improving the quality of our product and work environment.
• Failure to promptly report or in accord with proper procedures a work connected injury.
• Smoking in restricted areas. 

The Company requires a team effort. We will not accept: 

• Insubordination--Refusal to obey a reasonable direct order from your manager, or any other member of management.
• Deliberately restricting production output; malingering, loitering, or sleeping during working time, or interfering with another employee in the performance of his/her job.
• Excessive tardiness or unauthorized absences from scheduled work.

Reprinted with permission. © CCH