SECTION I
STANDARDS& PROCEDURES:
Unacceptable Behaviors;
Bullying- aggressiveness will only be accepted when applied to boost production of the company. Any kind of aggressiveness beyond measure towards a fellow employee will be considered as a form of bullying; which goes against our code of conduct.
Harassment- this company treats every one as an equal. We do not have special employees and others as inferior. The company upholds the art of hospitality, respect and modesty. Any harassment in the form of physicality, sexuality, race, gender or color will not be tolerated at our esteemed company.
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Negligence of duty- The Company has set aside a task for each of its employees. Every member of staff has a special task which he is charged with attending to. The management expects only perfection as other employees will not be liable for your failures.
Insubordination- this company is run by a continuous flow of authority all the way from the top management to the lower divisions of management then down again to the unskilled labor. This hierarchy is to be respected, all doors respected and modesty observed between all parties. A volume of respect must be spread across staff members of all levels and this way, harmony will be achieved.
Ill manners- habits like messing up office areas with dirt, unnecessary and irritating movement across offices, bad hygiene, noise pollution and all other kinds of behaviors that do not make the cut to the social norms are not acceptable under any circumstances.
Dressing code- good grooming was and is a part of why you are an employee to the Ultra-ray company. This MUST be observed and kept in check by all our staff members as it portrays a very broad picture to our customer base. We need to present ourselves to the public as professionals and a good dressing code is a key to this. The uniforms need to be clean, ironed and in good condition at all time.
Cyber bullying- the internet access accorded to employees must be utilized for the god of the company and that of the employees. The use of social media to embarrass the company or an employee of this company is prohibited.
Misuse of company’s resources- we all know that the company has invested a lot in purchasing mega machines to ease the operations of production and customer service. These resources should always be utilized for the good of the company. We all have a responsibility to take good care of the company’s property.
SECTION II
Training Program for Ethics:
Components of an ethics training program;
Purpose- the training program must have an objective and should be clearly understood by all the employees.
Introduction and analyzing of the ethic codes- a systematic analysis of the expected and prohibited behaviors must be done and any questions can be raised.
Consequences of failure to comply with the set code of conduct- all the trainees will be acquainted with the results that await them when they fail to comply to the rules and regulations governing employee behavior within the company’s premises.
Frequency of training- this is an annual event.
Training personnel- the training activities will be carried out by externally sourced trainers under the supervision of the management. All parties involved will be informed of the activity an ample time prior to the date of the training program.
Nature of the training program- the training program will be a combination of speech, PowerPoint presentation, live play performances and brochures with the content overview will be distributed for all.
SECTION III
Monitoring Employee Misconduct;
Procedures:
CCtv surveillance- the cameras installed in the general offices and public space will help in identification of any queer traits portrayed by any staff members.
Staff’s reported information- employees have a responsibility to report any kind of unethical behavior expressed to them by a fellow employee in the premises.
Regular employee evaluation
Notable Misconduct on the spotlight
Sexual harassment- this should be reported by any victim even before other methods can reveal it to the management.
Indecent dressing codes- observable via CCtv cameras and by supervisors too.
Cyber bullying- the IT department will keep a close check on the uses of internet by the employees and any irregularities will be noted with concern.
Reporting Employee Misconduct.
Procedures of reporting employee misconduct
Should be done to the authority just above your responsibility level; for example, the casual workers should report to their supervisor who can then pass the information to the higher authorities.
Use the suggestion boxes available- any incident of employee misconduct can be written on paper and forwarded to the management by dropping it in the suggestion boxes made available to the employees within the premises.
Use of common sense- it is however recommended that small issues concerning disagreements be settled at the grassroots’ level of the problem by the victims involved. Some scores can be settled by a mere discussion even without the intervention of a senior authority. However, cases like sexual, physical harassments and insubordination must be forwarded to the higher management for good ground levelling.
SECTION IV
Ethics Audit:
Tools to measure the effectiveness of the ethics program.
Observation- the management will observe the behavior of employees to check whether there are any abnormal behaviors being exhibited within the premises. This will be done by both the naked eye observation and secondly, by the inspection of the files from the CCTV camera captions.
Comparative study- based on a certain period, the rate of transgressions will be compared to a similar period in the previous year. This way, the company’s management can determine if the ethics training program are serving their purpose or not.
Supervisory reports- the management receives reports regarding finances, output and employee conduct every quarter of the year. By assessing these files of reports, any cases of disciplinary concern will be noted and addressed according to the rules of the company. However, the supervisors are charged with the responsibility to verbally and instantly report any incidence of employee misconduct to the higher management.
Customer feedback- from the website feedback sections, social media platforms such as Facebook and Twitter as well as the CRM sources, any uncouth behavior expressed to a client by one of our employees will be noted and addressed following the rules and regulations of the company.
Frequency of review& personnel involved:
A review of the disciplinary progress will be done every quarter of a year by the supervisors and submitted to the management for inspection and decision making. A disciplinary committee will be formed each of these periods to deal with any culprits.
Implementation of ethics’ improvements:
Supervisors will help the junior employees with adapting to the new ethics being reintroduced and they will address any uncertainties within their jurisdictions.
Self-drive and conscience- as a responsible human being with a moral upbringing, an education and common sense, the management expects that these set code of conduct are to be followed as we are a community and each community has a set of social norms that are followed by everyone.
Motivation- a reward has been set for the most in-form employee in every department based on their performance in the upholding of the company’s policies. These award categories include punctuality, decency in dressing, etiquette and social awareness among other categories.
Communication of changes:
Any changes regarding the expected code of conduct will be communicated verbally by the supervisors and through random memos posted in the designated areas with notice boards.
The company is guided by the mantra “ignorance is no defense.” Some of these rules do not even need revising. Our moral standards should never be in question, hence it is important to carry ourselves with self-esteem and respect for everyone around us. With determined goals and a spirit to succeed as a company, an engaged mind will not have the time or space to harbor thoughts of treating your fellow employee with disrespect or misusing the company’s resources. The management hopes that these regulations will be followed to the letter and that they will bring the harmony that we require amongst us.
