Employee Code of Conduct
An employee code of conduct is a set of principles characterizes how an organization’s workers should follow up on an everyday premise. It mirrors the association’s day by day tasks, beliefs and organization culture. Thus, every set of accepted rules is one of a kind to the association it speaks to.
Working with integration is the foundation of Quba Homes. Integrity protects our team, our company, and our clients; improves our business performance; and differentiates us from our competitors. Our priorities lie with the sustained commitment to ethical practices. Though we promote freedom of expression and open communication, we still expect all employees to follow our Code of Conduct.
As an employee, you are responsible to behave appropriately at work. We outline our expectations here. We can’t cover every single case of conduct, but we trust you to always use your best judgement. Reach out to your manager or HR if you face any issues or have any questions.
Cordial Atmosphere
To work effectively, all of us need a healthy and safe work environment. We provide a work environment free of coercion, discrimination, and harassment. Therefore, respect, inclusiveness and shared ethical values are at the heart of our core values. Irrespective of your department and rank, you should conform with our equal opportunity policy in all aspects of the work, from recruitment and performance evaluation to interpersonal relations. Remember, all forms of substance abuse as well as the use or distribution of drugs and alcohol while at work is strictly prohibited.
● Compliance With Law
We comply with all laws, whether local, national or regional. All our employees, and those acting on our behalf must protect the Company’s legality. They should comply with all environmental, safety and fair dealing laws. Violations of law can result in significant harm to the Company, including financial penalties, denial of government contracting privileges, imprisonment for criminal misconduct and damage to our business relationships and reputation. People associated with us are expected to be ethical and responsible when dealing with our company’s finances, products, partnerships, and public image.
● Protection Of Company Property
All employees should treat our Company’s property, whether material or intangible, with respect and care. Employees shouldn’t misuse Company equipment or use it frivolously and should respect all kinds of incorporeal property. This includes trademarks, copyrights, software and other assets including intellectual property. Employees should use them only to complete their job duties. Additionally, the use of our assets for individual profit or any unlawful, unauthorized personal or unethical purpose is prohibited.
· Dress code
Our company’s official dress code is smart business formals. However, an employee’s position may also inform how they should dress. If you frequently meet with clients or prospects, please conform to a more formal dress code. We expect you to be clean when coming to work and avoid wearing clothes that are unprofessional (e.g. workout clothes.)
As long as you conform with our guidelines above, we don’t have specific expectations about what types of clothes or accessories you should wear.
We also respect and permit grooming styles, clothing and accessories that are comfortable for you.
Below are the mandatory guidelines for dress code policy:
· All employees must wear clean, properly ironed and well-groomed uniforms. Grooming styles dictated by religion and ethnicity are restricted.
· All clothes must be work-appropriate. Clothes that are typical in workouts and outdoor activities aren’t allowed.
· All clothes must project professionalism. Clothes that are too revealing or inappropriate aren’t allowed.
· All clothes must be clean and in good shape. Discernible rips, tears or holes aren’t allowed.
· Employees must avoid clothes with stamps that are offensive or inappropriate.
· For men, Shoes to be properly polished and for females proper hairdos along with suitable makeup and accessories.
· Attaching here some reference images for dress code:
· Cyber security and digital devices
This section deals with all things digital at work. We want to set some guidelines for using computers, phones, our internet connection and social media to ensure security and protect our assets.
Internet usage
Our corporate internet connection is primarily for business. But, you can occasionally use our connection for personal purposes as long as they don’t interfere with your job responsibilities. Also, we expect you to temporarily halt personal activities that slow down our internet connection (e.g. uploading photos) if you’re asked to.
You must not use our internet connection to:
● Download or upload obscene, offensive or illegal material.
● Send confidential information to unauthorized recipients.
● Invade another person’s privacy and gain access to sensitive information.
● Download or upload pirated movies, music, material or software.
● Visit potentially dangerous websites that can compromise our network and computers’ safety.
● Perform unauthorized or illegal actions, like hacking, fraud or buying/selling illegal goods.
Cell phone
We allow use of cell phones at work. But, we also want to ensure that your devices won’t distract you from your work or disrupt our workplace. We ask you to follow a few simple rules:
● Use your cell phone in a manner that benefits your work (business calls, productivity apps, calendars.)
● Keep personal calls brief and use an empty meeting room or common area so as not to disturb your colleagues.
● Avoid playing games on your phone or texting excessively.
● Don't use your phone for any reason while driving a company vehicle.
● Don’t use your phone to record confidential information.
● Don’t download or upload inappropriate, illegal or obscene material using our corporate internet connection.
Also, you must not use your phone in areas where cell phone use is explicitly prohibited.
Corporate email
Email is essential to our work. You should use your company email primarily for work, but we allow some uses of your company email for other reasons.
● Work-related use. You can use your corporate email for work-related purposes without limitations. For example, you can sign up for newsletters and online services that will help you in your job or professional growth.
● Personal use. You cannot use your email for personal reasons.
Our general expectations
No matter how you use your corporate email, we expect you to avoid:
● Signing up for illegal, unreliable, disreputable or suspect websites and services.
● Sending unauthorized marketing content or emails.
● Registering for a competitor’s services, unless authorized.
● Sending insulting or discriminatory messages and content.
● Spamming other people’s emails, including your coworkers.
In general, use strong passwords and be vigilant in catching emails that carry malware or phishing attempts. If you are not sure that an email you received is safe, ask our [IT Team.]
· Social media
We want to provide practical advice to prevent careless use of social media in our workplace. We address two types of social media uses: using personal social media at work and representing our company through social media.
Using personal social media at work
You are permitted to access your personal accounts at work. But, we expect you to act responsibly, according to our policies and ensure that you stay productive. Specifically, we ask you to:
● Discipline yourself. Avoid getting sidetracked by your social platforms.
● Ensure others know that your personal account or statements don’t represent our company. For example, use a disclaimer such as “opinions are my own.”
● Avoid sharing intellectual property (e.g trademarks) or confidential information. Ask your manager or PR first before you share company news that’s not officially announced.
● Avoid any defamatory, offensive or derogatory content. You may violate our company’s anti-harassment policy if you direct such content towards colleagues, clients or partners.
Representing our company through social media
If you handle our social media accounts or speak on our company’s behalf, we expect you to protect our company’s image and reputation. Specifically, you should:
● Be respectful, polite and patient.
● Avoid speaking on matters outside your field of expertise when possible.
● Follow our confidentiality and data protection policies and observe laws governing copyrights, trademarks, plagiarism and fair use.
● Coordinate with our [PR/Marketing department] when you’re about to share any major-impact content.
● Avoid deleting or ignoring comments for no reason.
● Correct or remove any misleading or false content as quickly as possible.
● Our Deliverables
Employees must compete fairly and ethically for all business opportunities. We serve our clients, regardless of role focusing on the best interests of our clients. Employees involved in the sale of our products and services must ensure that all statements, communications, and representations to clients are accurate, complete, and truthful. Similarly, you must not make or attempt to make any unauthorized commitments on the Company’s or our client’s behalf. Do not inappropriately implicate or involve the Company in your disputes with clients or others.
● Financial Integrity And Accounting
Accurate and reliable financial and business records are of critical importance. You must not engage in any actions that could result in conveying false or inaccurate financial information to our Company or our clients. You must ensure that all submissions you make to the Company or the client on our behalf are complete and accurate.
● Company Confidential Information
For any Company, its confidential information is a valuable asset and every director, employee, and agent of the Company must protect it. Confidential information includes all non-public information. It also includes personal information obtained from any source in the course of business. An important element of such protection is maintaining the confidentiality of confidential information and other proprietary information.
● Conflict of interest
When you are experiencing a conflict of interest, your personal goals are no longer aligned with your responsibilities towards us. For example, owning stocks of one of our competitors is a conflict of interest.
In other cases, you may be faced with an ethical issue. For example, accepting a bribe may benefit you financially, but it is illegal and against our business code of ethics. If we become aware of such behaviour, you will lose your job and may face legal trouble.
For this reason, conflicts of interest are a serious issue for all of us. We expect you to be vigilant to spot circumstances that create conflicts of interest, either to yourself or for your direct reports. Follow our policies and always act in our company’s best interests. Whenever possible, do not let personal or financial interests get in the way of your job. If you are experiencing an ethical dilemma, talk to your manager or HR and we will try to help you resolve it.
● Workplace visitors
If you want to invite a visitor to our offices, please ask for permission from our [HR Manager/ Security Officer/ Office Manager] first. Also, inform our [reception/ gate/ front-office] of your visitor’s arrival. Visitors should sign in and show identification. They will receive passes and will be asked to return them to [reception/ gate/ front-office] once their visit is complete.
When you have office visitors, you also have responsibilities. You should:
● Always tend to your visitors (especially when they are underage.)
● Keep your visitors away from areas where there are dangerous machines, confidential records or sensitive equipment.
● Prevent your visitors from proselytizing your colleagues, gathering donations or requesting participation in activities while on our premises.
Anyone who delivers orders, mail or packages for employees should remain at our building’s reception or gate. If you are expecting a delivery, [front office employees/ security guards] will notify you so you may collect it.
● Always Be Professional
All employees must show integrity and professionalism in the workplace:
· Personal Appearance
All employees must follow our dress code and personal appearance guidelines.
· Corruption
Employees accepting gifts from clients or partners is not appreciated. We prohibit briberies for the benefit of any external or internal party.
· Job Duties And Authority
All employees should fulfil their job duties with integrity and respect toward customers, stakeholders, and the community. Supervisors and managers mustn’t abuse their authority. We expect them to delegate duties to their team members taking into account their competences and workload. Likewise, we expect team members to follow team leaders’ instructions and complete their duties with skill and in a timely manner.
· Absenteeism And Tardiness
Employees should follow their schedules. We can make exceptions for occasions/emergencies that prevent employees from following standard working hours or days. But, generally, we expect employees to be punctual when coming to and leaving from work. Always keep your Manager informed of your delayed reporting to work or absenteeism from work.
· Communication
All employees must be open for communication with their colleagues, supervisors or team members.
· Policies
All employees should read and follow the Company policies. For any queries, they should ask their managers or Human Resources (HR) department.
● Disciplinary Actions
Our Company may have to take disciplinary action against employees who repeatedly or intentionally fail to follow our Code of Conduct. Disciplinary actions will vary depending on the violation.
Possible Consequences Include:
· Demotion
· Reprimand
· Suspension Or Termination For More Serious Offenses.
· Detraction of Benefits For A Definite Or Indefinite Time.
We may take legal action in cases of corruption, theft, embezzlement or other unlawful behaviours.
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