Title: Employee Code of Conduct

Insert Policy No: Insert date when policy rolled out:

Insert date of Last Review: Insert date of Next Review:

Purpose
The Employee Code of Conduct outlines standards of personal and professional conduct
that all employees must strive to uphold and behave in an ethical and professional manner
at all times. The Code provides a basis for all employees to maintain a working
environment that is productive, positive, enjoyable, safe and free from harassment and
discrimination. It will also assist managers to induct employees into the (ORG NAME) and
address any circumstances that may arise which conflict with the stated standards and
Values.

Scope
The Employee Code of Conduct provides clear guidelines and standards for the
appropriate behaviour expected of (ORG NAME) employees.

Process
This Code of Conduct provides a framework for appropriate behaviour for all (ORG NAME)
employees where they can address ethical issues, which employees and management:
 conduct themselves towards other employees or colleagues, employees
representatives and their representatives, government authorities and clients;
 perform their duties and obligations
 fulfil the mission, goals and objectives of (ORG NAME); and
 practice fairness and equity.

The Code of Conduct is established on the following organisational values: integrity,

honesty, conscientiousness, compassion, courtesy, fairness, and respect. This relies on
individuals being responsible for their own professional behaviour within the provisions of
this code, (ORG NAME) policies, legislation and relevant industrial clauses that apply to
individual contracts of employment.

Where there is doubt as to the application of the Code, or the appropriate course of action
to be adopted, employees affected should discuss the matter with their manager.
Contents

PURPOSE 1

SCOPE 1

CONTENTS

PURPOSE

SCOPE

EMPLOYEES RESPONSIBILITIES

PERSONAL CONDUCT

DRESS AND APPEARANCE

PERSONAL BEHAVIOUR

EMPLOYEE/CLIENT BOUNDARIES

RELATIVES AND CLOSE FRIENDS

ALCOHOL AND SUBSTANCE ABUSE OR MISUSE

SMOKING

POLICIES

COMPLIANCE WITH LAWFUL INSTRUCTIONS

DISCRIMINATION AND EQUAL EMPLOYMENT OPPORTUNITY (EEO)

RACIAL AND RELIGIOUS VILIFICATION E

OCCUPATIONAL SAFETY AND HEALTH

OWNERSHIP OF PRODUCTS AND COPYRIGHT

PUBLIC CONDUCT AND MEDIA CONTACT

MISUSE

BREACHES OF THE CODE

1. MANAGERS/SUPERVISORS RESPONSIBILITIES 4

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2. EMPLOYEES RESPONSIBILITIES 4

3. PERSONAL CONDUCT 4

ATTENDANCE AND PUNCTUALITY: 4

4. DRESS AND APPEARANCE 4

5. PERSONAL BEHAVIOUR 5

16. EMPLOYEE/CLIENT BOUNDARIES 8

17. RELATIVES AND CLOSE FRIENDS 8

20. ALCOHOL AND SUBSTANCE ABUSE OR MISUSE 8

21. SMOKING 9

22. POLICIES 9

23. COMPLIANCE WITH LAWFUL INSTRUCTIONS 9

EMPLOYEES MUST COMPLY WITH ANY LAWFUL INSTRUCTION GIVEN BY ANY PERSON
HAVING AUTHORITY TO MAKE OR GIVE SUCH AN INSTRUCTION. 9

24. BULLYING 9

25. DISCRIMINATION AND EQUAL EMPLOYMENT OPPORTUNITY (EEO) 9

26. HARASSMENT 10

27. RACIAL AND RELIGIOUS VILIFICATION 10

28. OCCUPATIONAL SAFETY AND HEALTH 10

 REPORT ALL INCIDENTS, ACCIDENTS, INJURIES AND HAZARDS TO MANAGEMENT FOR

ACTION 10

29. OWNERSHIP OF PRODUCTS AND COPYRIGHT 11

30. PUBLIC CONDUCT AND MEDIA CONTACT 11

31. MISUSE 11

33. GRIEVANCE HANDLING 12

34. Breaches of the Code 12

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 1. Managers/Supervisors responsibilities
Managers are responsible and accountable for:
 undertaking their duties and behaving in a manner that is consistent with the
provisions of the Employee Code of Conduct
 informing employees in their teams about the Employee Code of Conduct, relevant
policies, procedures and minutes
 providing appropriate training and/or performance counselling to ensure the required
standard is met.
 reporting any departure from the Employee Code of Conduct by themselves or
others
 acting consistently and fairly in dealing with behaviour that breaches this code.

2. Employees responsibilities
All employees have a responsibility to:
 be personally responsible and accountable for their own performance, behaviour
and attendance in the workplace
 undertake their duties and behave in a manner that is consistent with the provisions
of the Employee Code of Conduct.
 report any departure from the Employee Code of Conduct by themselves or others
 comply with Shire policies and procedures
 promote a positive, safe and healthy environment in the conduct of their work

3. Personal conduct
Attendance and punctuality:
1. employees are expected to be punctual and regular in their attendance.
2. when an employee is unavoidably absent from work due to sickness or any other
reason, the employee should telephone their manager (or appropriate delegate)
promptly (preferably before their normal starting time) and indicate their likely return
to work.
3. managers may exercise their responsibility to contact employees who have not
contacted them directly within a reasonable timeframe to ascertain the reasons for
that individual’s absence.
4. employees wishing to extend their leave must arrange this before commencing the
leave. If the employee is on leave they must speak to their immediate manager at
least 2 working days before their leave ends.

4. Dress and Appearance

(ORG NAME) is well-recognised and respected and projects a particular image to our
clients. Employees must therefore ensure that their appearance is neat, clean and
appropriate for their particular area of work. A high standard of personal hygiene is
expected at all times.

Where a uniform is provided, it must be worn in accordance with the (ORG NAME)
requirements. When wearing a uniform to and from work, employees are expected to
conduct themselves in a responsible and professional manner. The manager is
responsible for determining the dress code appropriate to the environment while the
manager can make exceptions for medical purposes.

Casual business wear is defined as:

 trousers, pants, skirts
 modest shirts, blouses, jumpers, cardigans, non-sports jackets

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Casual business wear does not include:
 denim jeans or leggings
 any form of sports shoes (including joggers or runners), thongs, slippers or
dilapidated footwear
 athletic wear
 torn or ripped clothing (even if ‘designer’ tears)
 unsuitably revealing clothing (including backless tops or dresses, or garments that
reveal the midriff)
 any clothing displaying offensive messages including racist or similar

5. Personal behaviour
Employees are required to undertake their duties in a professional, responsible,
conscientious and ethical manner and to act in the best interests of the (ORG NAME).
They are expected to act honestly in all of their duties when dealing with clients, suppliers,
contractors and fellow employees.

6. Natural justice, fairness and equity

If an employee is required to investigate complaints against other employees or issues
affecting employees, they must act consistently, promptly, and fairly and in a timely
manner. The principles of natural justice must be maintained in dealing with each
investigation.

7. Use of facilities and equipment

Employees should take all possible care when using (ORG NAME) property, goods,
intellectual property and services and ensure they are used efficiently, carefully and
honestly.
Unless permission has been granted by the employees manager, (ORG NAME) resources
are not to be used for private purposes.

8. Privacy and use of personal and official information

Employees have an obligation to ensure that professional information is secured against
loss, misuse or unauthorised access, modification or disclosure.
Employees have a duty to maintain the confidentiality, integrity and security of official
information for which they are responsible.

9. Records management
Employees need to be aware of their record keeping responsibilities and are reminded
there is a legal requirement to adhere to proper records management practices and
procedures.

All employees must therefore ensure that (ORG NAME) documents are not placed in
unofficial or private filing systems but place such documents in official files.
Employees must not remove documents from official files. They are controlled records, and
must be complete, up-to-date and capable of providing organisational accountability when
officially scrutinised.
Employees must not damage, dispose of, or in any other manner, interfere with official
documents or files. The destruction of records may only take place in accordance with a
disposal and retention schedule, which has been approved by the Chief Executive Officer.

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 10. Information technology
Employees must not access information which they are not authorised to access or use,
and must not allow any other person access for any reason.
Employees must take all reasonable precautions, including password maintenance and file
protection measures to prevent unauthorised access and have an obligation to maintain the
security and confidentiality of the information systems over which they have responsibility
or control and that are owned or used by agreement.

11. Conflict of interest

If an employee becomes aware of the potential for conflict of interest then they must notify
their manager of the potential or actual conflict of interest. (ORG NAME) expects
employees to:
 declare any likely conflict of interest to supervisors; and
 avoid any detrimental outcome as a result of a conflict of interest.

If a conflict of interest arises where a employees :

 engages or is likely to engage in activities or advances, or
 is likely to advance personal or other interests at the expense of (ORG NAME)
interests or the interests of other employees, (ORG NAME) may then intervene.

Employees must ensure that there is no conflict or incompatibility between their personal
interests, whether pecuniary (eg money) or non-pecuniary and the impartial fulfilment of
their duties. It is not possible to define all potential areas of conflict of interest but a
number of situations are referred to below.

 gifts and hospitality offered where there is an expectation of a return favour (which
may or may not be to the detriment of the (ORG NAME).
 additional employment that prevents or hinders the performance of a person in their
role
 decisions regarding the employment or promotion of relatives or friends
 promotion of or soliciting for clients for own private business

If an employee is in doubt as to whether a conflict exists, they must contact their manager.
Wherever possible employees should disqualify themselves from situations of conflict of
interest.

Where an employee has an impartiality, financial or proximity interest in any matter regarding
provisions outlined within this Code, or which might be perceived as being in conflict with the
interest of another person who may be affected then the employee must immediately disclose
this to the Chief Executive Officer or at the meeting if prior disclosure is not possible.

12. Financial interests

Employees should avoid any financial involvement or undertaking that could directly or
indirectly compromise or undermine the performance of their duties or the (ORG NAME)
objectives or activities.

Financial conflict of interest may arise where an employee, who has a financial interest in a
company or other business, is in a position to influence contracts or transactions between
the (ORG NAME) and that business. This conflict may extend to any business undertaking
in which employees and their immediate family or the employees is acting in direct
competition with the (ORG NAME) activities or interests for personal gain.

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 13. Acceptance of commissions, gifts or benefits
Employees should not accept a gift, secret commission or a benefit from a person or
organisation outside the (ORG NAME) if the intent of the gift or the benefit is to induce the
employee to waive or reduce requirements or to extend a financial or other benefit to a
person or organisation outside the (ORG NAME) to the detriment of the (ORG NAME)
interests.

As a general rule, no employee should accept a gift or benefit if it could be seen as

intended or likely to cause that person to:
 perform their job in a particular way, which the person would not normally do, or
 deviate from the proper or usual course of duty.

Employees may accept token gifts or benefits in circumstances approved by the Chief
Executive Officer or a nominee, provided that there is no possibility that the employee
might be perceived to be, compromised in the process. Gifts of a nominal value generally
used for promotional purposes by the donor, or moderate acts of hospitality may be
accepted by employees.

The employee must advise their manager of any gifts and benefits they have received as
soon as the gift or benefit is received and must not take advantage or seek to take
advantage of their position to obtain a benefit, either for themselves or for someone else.

14. Influence to secure advantage

No employee shall elicit the improper influence or interest of any person to obtain
promotion, transfer or other advantage.

15. Use of official information

While employees can contribute to public debate on social issues there are some
circumstances in which public comment is inappropriate. Public comment by employees
should not imply that the comment, although made in a private capacity, is in some way an
official comment by (ORG NAME). The employee may only disclose official information,
with due regard to confidentiality, in order that it is in their official capacity and duties.

An employee can disclose confidential or restricted information or documents acquired in

the course of their employment only when required to do so by law, in the course of their
duty, when called to give evidence in court, or when proper authority has been given.
Approval to release confidential information on employees should be sought from the Chief
Executive Officer.

In circumstances where employees are requested to provide information, they should

provide it in a timely and accurate manner and which complies with the principles of
Freedom of Information, confidentiality, and the rights of the individual.
Employee’s acting in honorary capacities may be asked by third parties to make comment
on (ORG NAME) policy or procedure and in such cases, employees should confine
comments to factual information. Where employees are privy to information of a restricted
nature, which may compromise the position of the (ORG NAME) or infringe on the privacy
of members of (ORG NAME), the information should not be divulged.

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 16. Employee/client boundaries
The term ‘employee/client boundaries’ identifies the importance of the trust inherent in the
relationship between employees and their clients however, breaching of employee/client
boundaries is going outside the limits of the employee/client relationship.
Employees are expected to maintain proper boundaries with clients. Employees are
expected to make themselves aware of any workplace and/or program-specific
policies/guidelines in this area.

17. Relatives and close friends

A conflict of interest may arise where an employee makes or participates in decisions
affecting another person with whom they have a personal relationship (such as a relative,
spouse, close friend or personal associate).
In cases where a conflict may arise, employees must advise their manager. Wherever
possible employees should disqualify themselves from dealing with those persons in such
situations.

18. Personal and professional behaviour

Employees should perform the duties associated with their position to the best of their
ability, diligently, impartially and conscientiously. In the performance of their duties,
employees should:
 comply with legislative and industrial obligations and administrative policies
 fulfil their Equal Employment Opportunity and Occupational Safety & Health
obligations
 strive to keep up to date with advances and changes in the knowledge and the
professional and ethical standards relevant to their areas and expertise
 maintain adequate documents to support decisions made
 treat all persons with courtesy and sensitivity to their rights and provide all
necessary and appropriate assistance
 not take or seek to take improper advantage of any official information gained in the
employment with (ORG NAME)
 not harass or discriminate against employees or in work practices on the grounds of
sex, pregnancy, race (including colour, ethnic background or national identity),
marital status, disability, sexual preference, political or religious belief, or age
 act responsibly when becoming aware of any unethical behaviour or wrong doing by
any employee. Such information should be forwarded to the CEO
 continuously improve work performance. All employees should actively pursue
quality improvements
 not make disparaging remarks about other employees

20. Alcohol and substance abuse or misuse

Employees must ensure that the safety and health of other employees, volunteers and
clients are not endangered by any misuse. The (ORG NAME) expects employees to
perform their jobs with skill, care and diligence. Employees should not perform any act or
omission that is likely to have a detrimental effect on their work performance and that of
other employees and clients. Accordingly, employees should not be under the influence of
alcohol or other substances while they are at work or at work functions.

Possession, use or trafficking in illegal drugs on the premises is not permitted. The (ORG
NAME) premises include but are not limited to all buildings, vehicles, car parks, meeting
rooms, and open spaces. Any such activity will be immediately referred to the police and
the (ORG NAME) may take disciplinary action, which may include termination of
employment.

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Employees must notify the manager if the taking of, or failure to take, prescribed
medication is likely to affect their performance and/or affect the safety of any person at the
workplace. This is to ensure workplace safety is not jeopardised and that any performance
impact is properly managed. It is the responsibility of employees to follow the
directions/precautions for any drugs prescribed by a health professional for individual use
and/or commercially available preparations that may impact their capacity.

21. Smoking
Passive smoking can impact on other employees, the community and create a poor image
of the (ORG NAME), which does not promote or encourage smoking. Smoking is not
permitted in (ORG NAME) owned or leased vehicles or buildings.
Employees may only smoke in their own time during authorised breaks as set out in the
award, agreement or employment contract and/or as authorised individually by their
manager.

22. Policies
Employees are responsible to carry out and comply with the (ORG NAME) policies and
procedures and legislation. It is acknowledged that employee views, on particular matters,
may differ from the (ORG NAME), however such views must not either interfere with the
performance of an employee’s duty or prevent the employee from supporting the (ORG
NAME) objectives.

23. Compliance with lawful instructions

Employees must comply with any lawful instruction given by any person having authority to
make or give such an instruction.

24. Bullying
Bullying is unreasonable behaviour that is directed against an individual or group by
another individual or group and is derived from the misuse of power over the target of the
behaviour. This may include:
 verbal abuse, shouting
 excluding or isolating behaviour
 deliberately withholding information vital for effective work performance
 giving employees impossible assignments
 physical abuse

Bullying is unacceptable conduct within the (ORG NAME) and all reported incidents will be
investigated.
Whilst it is the responsibility of all employees within the (ORG NAME) to ensure that
premises and facilities are free from harassment, managers have a particular and clear
responsibility to meet this requirement. Managers who become aware of serious breaches
of policy must immediately notify their manager or the CEO.

25. Discrimination and Equal Employment Opportunity (EEO)

Anti-discrimination laws provide guidelines on respecting personal difference. Treating
people differently on the basis of personal characteristics is unlawful. The following are
examples of attributes: age, industrial activity, parental status, political belief, personal
association, race, ethnic background, carer status, marital status, pregnancy/potential,
lawful sexual activity, unrelated criminal record, impairment, religious belief/activity,
physical features, gender identity, disability and sex.

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Discrimination is unacceptable conduct within the (ORG NAME) and all reported incidents
will be investigated.

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 26. Harassment
Harassment is any type of behaviour that:
 the other person does not want and does not return
 offends, embarrasses, or scares them, and may be either sexual or non sexual in
nature
 targets them because of their race, sex, pregnancy, or other protected attribute
under the law
 constitutes a form of bullying
 harassment does not have to be a series of incidents or an ongoing pattern of
behaviour. Neither does harassment need to be intentional to attract disciplinary
action. Harassment can occur in any work related context including:
- Social functions
- Conferences
- Office social gatherings
- Business trips
Harassment and discrimination form part of a continuum of unacceptable behaviour that
can include sexual assault, stalking and harassing phone calls, some of which are also
against criminal law, which means the police may prosecute anyone who commits such
acts.

Fair discipline, performance counselling or workplace control practices based only on

performance issues do not, in themselves, constitute harassment.

27. Racial and religious vilification

Racial and religious vilification is conduct that incites hatred against, serious contempt for,
or revulsion or severe ridicule against a person or group on the grounds of racial
identification or religious belief or activity. Racial and religious vilification is a form of
harassment and discrimination and is unacceptable conduct in the (ORG NAME). All
reported incidents will be investigated.

28. Occupational safety and health

The (ORG NAME) is committed to providing a safe and healthy workplace for all
employees and visitors however, employees have a responsibility to make the workplace a
safe and healthy place for all concerned, as far is reasonably practical.

It is therefore important that employees are familiar with the standards or procedures in
their particular area of work. If employees have not been advised of these standards or
procedures during the induction process, they must as a matter of urgency ask their
immediate manager to obtain the necessary information.

All employees are responsible for:

 knowing and complying with the OSH rules and guidelines
 working so as not to endanger themselves or any other person by any act or
omission
 use and follow OSH instructions, training or other information
 report all incidents, accidents, injuries and hazards to management for action

29. Professional development

Employees must continually strive to improve their professional competence, maintain their
knowledge and encourage the development of their skills and competence of associates.

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 30. External employment
(ORG NAME) will not restrain employees from working outside business hours provided
that the employees do not undermine or compromise the (ORG NAME). Employees should
not engage in such employment, if that employment:

 places them in conflict with their official duties, or would lead to the perception that
they have placed themselves in conflict with their duties;
 is likely to affect their efficiency in the performance of their duties; or
 involves the use of (ORG NAME) resources for private purpose without
authorisation or recompense.

Subject to current policies, employees may not accept outside payment for activities, which
would be regarded as part of their normal work activities.

29. Ownership of products and copyright

All products, literary, dramatic, musical, cinematographic and artistic works, computer
programs, material in written or other format, discoveries, inventions and improvements in
relation to such matters, together with all copyright and intellectual property created,
authored, discovered, developed or produced by the employee for the purpose of, or in the
course of, the employee’s employment will remain the property of the (ORG NAME) and
will not be used by the employee other than for the purpose of Shire business.

Unless otherwise agreed, the (ORG NAME) retains the copyright of work produced by you
during your employment with the (ORG NAME).

Upon termination of employment the employee will return all correspondence, documents,
data, information, equipment and things, including copies thereof, belonging to the
employer that may be in the employee’s possession, custody or control.

30. Public conduct and media contact

Employees making comments in a public forum on any matter relating to the (ORG NAME)
must act in a way that is in keeping with the values and protects the reputation of the (ORG
NAME). Only authorised personnel may speak with the media on behalf of the (ORG
NAME). Employees are not permitted to speak with media representatives without first
receiving clearance from the CEO.

31. Misuse
Employees must not deliberately misuse Shire equipment, assets, or the services of other
Shire personnel. When using Shire equipment, employees are required to follow the
instructions provided in order to avoid personal injury and/or maintenance and replacement
costs. Examples of misuse include:
 copying computer software programs regardless of whether or not the programs are
protected by copyright
 use of the (ORG NAME) letterhead paper or postage when corresponding on
personal or other matters not directly related to the (ORG NAME)
 unauthorised use of the (ORG NAME) logos
 falsifying, manipulating or destroying business records without specific authorisation
 using the (ORG NAME) equipment for personal commercial gain

Employees provided with vehicles (private or commuter use) are expected to use them in
accordance with the (ORG NAME) policy and guidelines.

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 32. Confidentiality
Employees may have access to personal or commercial information relating to individuals,
the public, or the financial or other operations of the (ORG NAME). This information is to
be used for Shire purposes only and should remain secure and confidential. It is important
that the community has confidence that information acquired by the (ORG NAME) is only
used for the stated purposes for which it was collected.

Employees must not discuss or release to any unauthorised person and/or anyone outside
of the Shire, any confidential or sensitive information relating to the (ORG NAME) and/or its
operations.

33. Grievance handling

It is expected that as a first step, employees will attempt to resolve the issues between
themselves. Where this is not appropriate or does not result in a satisfactory resolution a
more formal procedure as outlined in the Grievance – Resolving Issues and Concerns
Policy can be applied.

The dispute resolution process will operate within the following principles: Confidentiality,
Impartiality, Promptness, Sensitivity, Courtesy and Respect.

Disputes may be resolved in a formal or informal manner. Where possible, as a first step
and with the agreement of both parties, the dispute may be resolved informally. If the
dispute is not resolved at the informal level then the formal process provides graduated
steps for further discussion and resolution at high levels of authority. A formal resolution
requires a thorough investigation to be undertaken, and the process documented.

Appropriate managers will investigate a complaint or allegation of behaviour that is contrary

to these standards. Investigations will be carried out with sensitivity and fairness and
maintain confidentiality.

34. Breaches of the Code

the (ORG NAME) is committed to the standards set out in the Employee Code of Conduct.
Where a breach of the Code has been identified by the (ORG NAME) a response to the
breach may result in:

 counselling  suspension; or
 disciplinary action  laying of criminal charges or civil
 termination of employment action.

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 35. Terminology

 employees refers to general employee

 personal information means any information about an identified or identifiable
individual that is not available in the public domain
 records management is the control and management of records to meet business,
legal, fiscal and administrative requirements. It is a business imperative, a corporate
responsibility and a critical function performed through the collective actions of
individuals
 a record is recorded information in any form, including data in computer systems,
created or received by any employees of the (insert name of organisation) in the
course of his/her duties
 conflicts of interest are assessed in terms of the likelihood that employees
possessing a particular interest could be influenced, or might appear to be
influenced, in the performance of their duties
 public comment includes public speaking engagements, comments on radio and
television; and expressing views in letters to the newspapers or in books, journals or
notices, or where it might be expected that the publication or circulation of the
comment will spread to the community at large; and
 senior Officer means the Chief Executive Officer; Executive Managers

36. Email

Staff may only use e-mail and web browsing for work related purposes and that all e-mail
and web access logs will be monitored for compliance with the staff position. As the
organisation has responsibility for its computer systems and networks, it has the right to
make directions as to its use.

Informing people about the personal information that is collected, held and what is done
with it is an important privacy principle.

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 Employee Code of Conduct

Statement

By signing this statement I declare that I acknowledge and agree to abide by this (ORG
NAME) Employee Code of Conduct.

(signature)

(print name)

(insert date)

The original signed statement should be placed in the employee’s personnel file and a copy
should be provided to the employee.

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