Purpose
State the code's intent to govern equity awards, promote compliance, and protect shareholders; explain who and what is covered by the policy.
A written code clarifies expectations, reduces disputes over grant terms, and supports securities compliance and fiduciary duties. It helps demonstrate consistent processes in audits and regulatory reviews and provides a documented basis for enforcement and remedial action.
Typical stakeholders include HR, legal, the compensation committee, senior management, and employees who receive equity.
The document is both a governance tool for leadership and a reference for employees who hold or may receive equity awards.
The General Counsel typically reviews legal compliance, drafts model language, and certifies that the code aligns with securities, employment, and corporate laws. This role coordinates with external counsel when complex issues arise or when state-specific rules differ.
The compensation committee chair or board designee formally approves the code and any material amendments. That approver ensures the policy matches corporate governance practices and that grant administration follows the approved framework.
State the code's intent to govern equity awards, promote compliance, and protect shareholders; explain who and what is covered by the policy.
Identify covered equity types (stock options, RSUs, ESPP) and the employee, officer, and director populations to which rules apply.
Describe grant approval, vesting commencement, acceleration conditions, forfeiture triggers, and treatment on termination or change in control.
Define insider trading prohibitions, pre-clearance procedures, blackout periods, and permitted exceptions under a trading policy.
State restrictions on transfer, pledging, or assignment of equity and any required board consent for transfers.
Outline disclosure obligations, how to report conflicts, disciplinary actions for violations, and escalation to the audit or compensation committee.
| Field | Configuration |
|---|---|
| Signature Type | Electronic signature with audit trail |
| Authentication | Email plus optional SMS code |
| Retention | Keep signed copies and audit logs securely |
| Notifications | Automated reminders for unsigned acknowledgments |
Choose a platform that supports reliable audit trails, access controls, and secure storage for signed policy documents.
Board-approved date; effective immediately upon approval
Requested within 30 days of distribution
Policy review every 12 months by counsel and HR
Apply immediately upon communication and re-acknowledgment
Retain signed acknowledgments per record retention policy
Legal and HR produce a draft and gather stakeholder feedback.
Formal approval by the board or compensation committee.
Send policy and collect employee signatures.
Track compliance, investigate breaches, and apply remedies.
Our team adopted digital acknowledgments to streamline equity administration and ensure clarity for recipients.
A single digital policy helped distribute consistent terms to contractors and employees across offices.
| signNow | DocuSign | Adobe Sign | PandaDoc | HelloSign | |
|---|---|---|---|---|---|
| Starting Price | $8/user/mo | $15/user/mo | $14/user/mo | $19/user/mo | $15/user/mo |
| Free Trial | 7-day free trial | Varies | Varies | Varies | Varies |
| Bulk Send | Yes | Yes | Yes | Yes | No |
| Audit Trail | Yes | Yes | Yes | Yes | Yes |
| HIPAA Compliant | Yes | Yes | Yes | No | No |