HR Conduct Code Template

HR CONDUCT CODE TEMPLATE & EMPLOYEE ACKNOWLEDGMENT

Personal Information

Position Information

Proposed Start Date:

Employment Type: Full-time Part-time Contractor

Employment History (Most Recent First)

Dates Employed: From To

Dates Employed: From To

Education

Graduation Date:

References

HR Conduct Code — Standards and Policies

Purpose: This Conduct Code sets forth minimum standards of professional behavior required of all employees. Compliance with these standards is a condition of employment. Violations may result in disciplinary action up to and including termination.

1. Professional Conduct and Integrity

Employees are expected to perform duties honestly, responsibly, and in the best interests of the organization. Employees must not engage in theft, fraud, falsification of records, or other acts of dishonesty. All financial transactions and expense reporting must be accurate and supported by appropriate documentation.

2. Conflicts of Interest

Employees must avoid situations where personal, financial, or other interests conflict or appear to conflict with job responsibilities. Employees shall disclose any potential conflicts to Human Resources in writing and obtain approval before engaging in external employment or business activities that relate to the organization's operations.

3. Confidentiality and Data Protection

Employees must protect confidential information, proprietary data, and personally identifiable information. Disclosure of confidential information to third parties is prohibited unless expressly authorized by management or required by law. Employees must follow all record retention, access control, and data-handling procedures.

4. Workplace Conduct and Harassment

The organization maintains a zero-tolerance approach to unlawful harassment, discrimination, and retaliation. Employees must conduct themselves professionally and respectfully. Any employee who experiences or witnesses harassment or discrimination must report the conduct immediately through the designated reporting channels.

5. Substance Use and Safety

The use, possession, sale, or distribution of illegal drugs on company premises is prohibited. Employees must not be under the influence of alcohol or illegal substances while performing job duties. The organization reserves the right to require drug and alcohol testing where permitted by law and consistent with business needs.

6. Use of Company Property and Electronic Communications

Company property, including computers, phones, and networks, must be used for legitimate business purposes. Limited personal use is permitted in accordance with policy guidelines. Employees must not access, distribute, or store unlawful, obscene, or offensive material on company systems.

7. Social Media and External Statements

Employees must not speak on behalf of the organization in public communications unless authorized. Personal social media activity must not disclose confidential information or interfere with job performance. Employees should avoid statements that could reasonably be construed as representing the organization.

8. Reporting Violations and Investigations

Employees are required to report suspected violations of this Conduct Code. Reports will be investigated promptly and discreetly. The organization will take corrective action when violations are substantiated. Employees who make good-faith reports will not be subject to retaliation.

9. Disciplinary Measures

Violations of this Conduct Code may result in disciplinary measures up to and including suspension or termination. Corrective action will be proportionate to the severity of the violation and may include counseling, restitution, demotion, or termination.

Acknowledgements and Consents

By checking the boxes below, the employee acknowledges receipt and understanding of the Conduct Code and consents to the specified authorizations.

I acknowledge receipt of the HR Conduct Code and understand that compliance is a condition of employment.

I have read and understand the standards, policies, and reporting obligations described in this document.

I agree to safeguard confidential information and comply with data protection requirements.

I understand the organization’s harassment and non-discrimination obligations and will report violations promptly.

I will comply with the organization’s electronic communications and social media rules.

I authorize the organization to conduct background checks, employment verification, and reference checks as permitted by law.

I authorize previous employers and listed references to provide information about my employment and qualifications to the organization.

Legal Notices

At-Will Employment: Unless otherwise provided in a separate written agreement signed by an authorized representative of the organization, employment is at-will. Either the employee or the organization may terminate the employment relationship at any time, with or without cause and with or without notice.

Equal Employment Opportunity: The organization provides equal employment opportunity without regard to race, color, religion, sex, national origin, age, disability, or any other protected characteristic. Employment decisions are based on legitimate business considerations.

Employee Certification

I certify that the information I have provided on this form is true, correct, and complete to the best of my knowledge. I understand that omissions or false statements may result in disciplinary action, including termination. I acknowledge that I have had the opportunity to ask questions about the Conduct Code and that policies may be updated; continued employment constitutes my agreement to abide by revisions.

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