Employee Code of Conduct Policy - Template, Sample Form Pro · NG-law

CODE OF CONDUCT POLICY
________

This Code of Conduct Policy (the "Policy") sets out the standards of conduct required of employees of ________, a company incorporated under the Companies and Allied Matters Act 2020 with registration number ________, whose registered office is at ________ (the "Company"), within the workplace. It describes acceptable conduct towards colleagues, supervisors, managers, clients and the Company, and the disciplinary measures applicable to non-compliant employees.

This Policy is issued pursuant to the Company's powers under its contracts of employment and is to be read together with the Labour Act (Cap. L1, Laws of the Federation of Nigeria 2004), the Nigeria Data Protection Act 2023, the Employee's Compensation Act 2010, and all other applicable laws of the Federal Republic of Nigeria.

At ________, we encourage freedom of expression and communication, but we expect our staff to conform to this Policy to ensure a peaceful and respectful working environment. Employees must refrain from the use of abusive or vulgar language, fighting, unhealthy rivalry, and other unacceptable practices within the work environment.

PART 1: SCOPE

1.1. This Policy applies to all employees of the Company, whether on full-time, part-time, fixed-term, probationary or temporary engagement, at every level and grade.

1.2. All employees are advised to read this Policy carefully and to comply with the provisions contained herein. This Policy takes effect from ________.

PART 2: WORK ETHICS

2.1. Personal Appearance

Employees are expected to maintain good personal hygiene and grooming and to appear neat and decent at the workplace at all times. The Company's dress code is as follows:

________

All employees are required to comply with the Company's dress code.

2.2. Attendance and Punctuality

Punctuality and regular attendance are mandatory for all employees, save where an employee has been granted approved leave of absence. The Company's normal working hours are ________. Where an employee will be absent or will report late, the employee must notify his or her supervisor at the earliest possible time. An employee who needs to leave before closing time must obtain the prior approval of his or her supervisor.

If an employee remains absent from work and fails to notify their supervisor of such absence for a consecutive period of ________ working days, such continued absence may, subject to the Company's right to make appropriate enquiry, be treated as abandonment of employment.

2.3. Professionalism

Employees are expected to complete all assigned tasks on time and to perform their duties effectively and diligently. Unsatisfactory work performance and lack of professionalism will not be condoned.

2.4. Communication and Cooperation

Employees should display strong verbal and non-verbal communication skills in dealing with customers, clients and co-workers. Employees must not use foul language within the office premises, whether in direct communication with colleagues, visitors, clients, subcontractors or other staff.

2.5. Attitude and Character

All employees are expected to maintain a positive attitude to work and show loyalty to the Company. Diligence, honesty, industry, creativity and innovation are virtues every employee should exhibit in the workplace.

2.6. Teamwork

Employees may be required to work in teams. Each team member must cooperate, collaborate and communicate effectively to ensure productivity. Where a team has an appointed team head, members must respect and comply with the lawful directives of the team head.

2.7. Respect in the Workplace

All employees must respect other employees of the Company regardless of age or position. In particular, employees must not engage in: (I) physical or verbal abuse in the workplace; (II) deceit or other fraudulent practices; (III) theft of any property belonging to an employee or the Company; or (IV) any harassment or discrimination against an employee.

Employees must comply with all federal, state and local laws, policies, guidelines and regulatory practices, and must act with integrity and professionalism in all dealings.

2.8. Smoking and Drinking

Employees are prohibited from smoking or consuming alcohol during business hours. Smoking is not permitted within the office premises, in conformity with the National Tobacco Control Act 2015.

2.9. Gift Policy

Employees may receive gifts from clients and visitors of the Company provided that the nature and value of such gift is disclosed to their supervisor or management, and provided that the gift is not intended or capable of being construed as an inducement contrary to the Corrupt Practices and Other Related Offences Act 2000.

PART 3: DUTIES, OBLIGATIONS AND INSUBORDINATION

3.1. Duties and Obligations

All employees must perform their duties honestly and diligently and treat customers and clients with respect. Managers, supervisors and other persons in positions of authority must delegate tasks fairly and must not abuse their authority.

3.2. Insubordination

Insubordination is an employee's wilful refusal to submit to designated authority. This includes disrespecting constituted authority and wilful refusal to perform lawful tasks assigned by a supervisor, manager or other person in a position of authority.

PART 4: EMPLOYEE RELATIONSHIPS

4.1. Romantic Relationships with Co-workers

The Company prohibits dating and romantic or consensual relationships between co-workers, save in respect of employees who are lawfully married to each other.

Dating means any romantic, consensual or sexual relationship between co-workers. It does not include casual breakfast or lunch between employees who are friends and have no romantic or sexual interest in each other.

4.2. Friendship at Work

The Company encourages friendly and casual relationships between co-workers as they foster effective communication and collaboration. However, employees must treat one another with respect and remain focused on their assigned tasks, and friendship must not impede productivity.

4.3. Employment of Relatives

The Company does not, as a general rule, hire relatives of employees, in order to prevent conflicts of interest. Relatives are persons connected to an employee by blood or marriage, including spouse, children, siblings, parents, in-laws, cousins and other extended relatives.

PART 5: VISITORS AT THE WORKPLACE

Employees may receive visitors at the workplace provided that such visitors:

________

When receiving a visitor, an employee must attend to the visitor, ensure that the visitor stays away from dangerous areas and areas reserved for staff only, and prevent visitors from fraternizing with other employees.

PART 6: ELECTRONIC DEVICES AND INTERNET USE

6.1. Computers and Handheld Devices

Employees are provided with computers and mobile devices to ensure the effective performance of their duties. Employees must handle such devices with care and will be held responsible for their loss or damage caused by negligence or misuse.

Employees must ensure that the use of such devices conforms with the purpose for which they were provided and must avoid frivolous or personal use. The use of personal devices during working hours should be limited and must be in accordance with the following policy:

________

However employees use their personal phones, the Company expects employees to avoid the following:

(I) playing video games or texting excessively at work;

(II) transmitting the Company's confidential or trade secret information;

(III) downloading obscene, disparaging, inappropriate or illegal materials using the Company's internet;

(IV) where personal calls must be taken at work, keeping them brief and avoiding lengthy calls that do not benefit the Company.

6.2. Email and Internet Acceptable Use

The Company permits various means of communication, including e-mail, text message, instant messaging, voice messages and voice calls, via mobile devices or computers. Employees must not use e-mail to disseminate offensive, disparaging or copyrighted material, or to make unauthorized disclosures of confidential information or trade secrets.

Employees are expressly prohibited from using corporate email to:

(I) engage in the unsolicited dissemination of information about the Company;

(II) transmit unauthorized adverts or marketing content;

(III) disseminate disparaging, derogatory, vulgar or inappropriate content;

(IV) register for illicit, unreliable or discreditable services or websites;

(V) solicit customers or clients of the Company for personal gain;

(VI) send unsolicited emails to co-workers, clients or customers of the Company.

Employees must refrain from:

(I) the unauthorized download of software on the Company's computers or mobile devices;

(II) using the Company's devices to disseminate confidential information or trade secrets;

(III) using the Company's devices to disseminate, transmit or download disparaging, obscene or illicit materials;

(IV) downloading, copying or installing video games, videos, pictures or other unauthorized materials on the Company's devices.

Employees are also prohibited from using the Company's internet connection to:

(I) gain unauthorized access to sensitive information;

(II) perform illicit transactions such as internet fraud, hacking or downloading pirated materials, contrary to the Cybercrimes (Prohibition, Prevention, etc.) Act 2015;

(III) download, upload or distribute obscene, disparaging or inappropriate materials;

(IV) visit unreliable or disreputable websites;

(V) unlawfully disseminate confidential information and documents;

(VI) perform any action that can compromise network safety; or

(VII) perform any action that can damage the reputation of the Company.

6.3. Information Security

The Company maintains a strict policy on confidential electronic information, and every employee with access to such information must adhere to this policy. Employees must not leave printed documents relating to the Company, its clients or customers unattended at their workstations.

Employees who use Company devices must use a secure password and promptly notify management in the event that any device is lost or damaged. The Company prohibits any unauthorized use or distribution of confidential information or documents. Any employee who discovers a computer system that does not conform to this Policy must promptly notify management.

PART 7: COMPANY PROPERTY AND INTELLECTUAL PROPERTY

7.1. Employees must use the Company's property with care and protect the Company's assets, equipment and facilities from damage or destruction.

7.2. Company tools must be used solely for the performance of designated tasks, and employees must not engage in frivolous use of Company facilities and equipment.

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7.4. Any employee who obtains unauthorized possession of any Company property shall be disciplined accordingly and may be reported to the appropriate authorities.

PART 8: NON-DISCRIMINATION

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(I) the acceptance or rejection of conduct is used as a basis for obtaining employment, promotion or any employment benefit;

(II) the acceptance or rejection of conduct is used as a basis for making employment decisions affecting an employee; or

(III) there is any instance of differential treatment of any person on a prohibited ground.

PART 9: HARASSMENT AND BULLYING

9.1. Harassment

The Company prohibits bullying, harassment and victimization in the workplace. Harassment is any unwanted or unsolicited act or conduct that is offensive or disturbing and has the purpose or effect of creating an intimidating or hostile work environment, and includes but is not limited to:

(I) making requests in exchange for benefits, promotion or other employment advantages;

(II) threatening an employee for refusing sexual advances;

(III) making unwanted sexual advances or propositions;

(IV) using sexually-oriented comments about a person's body;

(V) unwelcome leering, touching or unsolicited body contact;

(VI) using sexual or disparaging gestures or comments;

(VII) using derogatory, offensive or vulgar remarks;

(VIII) making derogatory remarks about a person's body, gender, age, disability or other characteristics;

(IX) the unwelcome display of obscene or sexually suggestive videos or images.

The Company will not tolerate verbal or physical abuse, fighting, shouting, teasing or other inappropriate or violent conduct. Conduct amounting to assault or sexual offence may also constitute a criminal offence under applicable law.

9.2. Bullying

The Company has zero tolerance for bullying in the workplace, which may take various forms, including:

(I) Cyber-bullying: any harm exacted through computers, mobile phones or other electronic devices, including sending insulting or abusive messages, spreading unverified information, or intimidating a co-worker online;

(II) Physical bullying: hitting, kicking, pushing, tripping, damaging another's property, or any other violent act against a co-worker;

(III) Verbal bullying: making hurtful, disparaging or damaging remarks, including racial, gender-related or discriminatory remarks intended to intimidate;

(IV) Social bullying: spreading rumours and lies, unwarranted teasing, embarrassing jokes, or other conduct intended to humiliate any employee.

PART 10: SOCIAL MEDIA POLICY

Employees may access their social media accounts during work hours provided that they do not do so excessively. Employees must maintain the confidentiality of clients, customers and other employees, must avoid sharing the Company's confidential information, and must not circulate derogatory, insulting or disparaging information about the Company.

Where employees represent the Company on their personal social media accounts, they must avoid commenting on topics outside their expertise, must refrain from making inaccurate or misleading statements, and must not share confidential information.

PART 11: CONFLICT OF INTEREST AND NON-SOLICITATION

11.1. Employees must avoid any partnership, association, interaction or relationship that may conflict with the Company's interests, and must disclose all cases of actual or potential conflict of interest.

11.2. A conflict of interest includes any situation where an employee forms, engages in or participates in any business venture in direct competition with the Company's business.

11.3. As a condition of employment, employees agree not to, directly or indirectly, engage in any business that competes with the Company within ________ during the period of employment, which restraint includes:

(I) seeking to procure orders from or do business with any client or customer of the Company;

(II) setting up any organization that provides products or services offered by the Company;

(III) advising or working, directly or indirectly, for any person or organization in competition with the Company, whether as employee, independent contractor, director or consultant.

11.4. Any restraint contained in this Part shall apply only to the extent that it is reasonable and necessary to protect the legitimate business interests of the Company, and shall be enforceable only insofar as permitted by Nigerian law.

PART 12: DATA PROTECTION AND PRIVACY

12.1. The Company processes employee personal data in accordance with the Nigeria Data Protection Act 2023 and any subsidiary regulations made thereunder, and takes reasonable measures to reduce the risk of unauthorized access to employees' personal data.

12.2. Employee personal data will not be disclosed except as required for lawful business operations, as required by law, or with the consent of the employee where consent is the applicable lawful basis.

12.3. Unauthorized copying, transmission or access to any employee's personal data shall constitute misconduct and shall be subject to discipline. Employees must report any suspected personal data breach to management without delay so that the Company may comply with its breach notification obligations under the Nigeria Data Protection Act 2023.

12.4. The Company's Data Protection Officer (where appointed) is ________.

PART 13: CONFIDENTIALITY OBLIGATION

13.1. In the course of employment, employees may have access to non-public confidential and trade secret information regarding the Company's business operations.

13.2. Confidential Information includes all information or materials of whatever nature relating to the business operations of the Company, including documents, techniques, practices, tools, specifications, inventions, patents, trademarks, software, drawings, programmes and other information not known or easily ascertainable by the public.

13.3. Confidential Information does not include information that:

(I) can be established by written records to be already in the public domain at the time of disclosure;

(II) enters the public domain through no fault of the employee;

(III) is given by the Company to third parties without restriction;

(IV) is lawfully disclosed to the employee by a third party entitled to disclose it; or

(V) is required by law or by order of a court of competent jurisdiction to be disclosed.

13.4. As a condition of employment, employees are required:

(I) to take proper and reasonable measures to ensure the confidentiality of the Company's information;

(II) not to publish or disclose, in whole or in part, any information relating to the business or dealings of the Company without the requisite consent;

(III) not to use Confidential Information for any purpose other than the performance of designated duties;

(IV) to use all Confidential Information in accordance with their contract of employment; and

(V) not to modify or alter any Confidential Information without the prior consent of their supervisor or management.

13.5. Employees agree to comply with this Part both during and after the termination of employment for so long as the relevant information remains confidential or a trade secret.

PART 14: DISCIPLINARY MEASURES

14.1. Introduction

Employees who fail or wilfully refuse to comply with this Policy or other policies regulating employees shall face disciplinary action, which may include verbal warning, written warning, suspension, lawful deduction, loss of benefits and, for serious offences, dismissal. All disciplinary action shall be conducted in accordance with the principles of fair hearing and due process.

14.2. Verbal Warning

Depending on the severity of the offence, an employee may receive a private verbal warning. The employee will meet privately with a representative of the Company who will explain the date and nature of the incident, the consequences of the employee's conduct, and issue a note of correction.

14.3. Formal Written Warning

An employee who contravenes the policies or rules of the Company may be issued a formal written warning, being a signed letter outlining the date, time and nature of the offence, how the situation will be rectified, and a note of warning.

14.4. Suspension

Depending on the severity of the offence, an employee may be suspended from duties. Suspension may be for a definite or an indefinite period. Where a suspension affects salary or other benefits, it shall be applied only to the extent permitted by the Labour Act and the employee's contract of employment.

14.5. Deduction from Wages

Any deduction from an employee's wages shall be made only in accordance with Section 5 of the Labour Act. An employee's wages may be lawfully deducted where the employee is guilty of the following:

________

14.6. Loss of Employment Benefits or Privileges

An employee may receive penalties such as loss of promotion or suspension of bonus for contravening the rules and policies of the Company.

14.7. Dismissal or Termination of Employment

This is the final disciplinary action and may be taken against an employee for repeated infractions or for gross misconduct. An employee may be dismissed for any of the following reasons:

________

Dismissal will only be approved after a thorough investigation conducted in accordance with the principles of fair hearing. The following steps will be taken before an employee's contract is terminated:

________

Nothing in this Part shall derogate from an employee's entitlement to notice or payment in lieu of notice as provided in the contract of employment and the Labour Act, save in cases of summary dismissal for gross misconduct.

PART 15: GRIEVANCE, COMPLAINTS AND ENQUIRIES

15.1. Every employee must comply with this Policy, as non-compliance shall attract disciplinary measures up to dismissal, depending on the circumstances.

15.2. Any employee who has suffered harassment, discrimination, verbal or physical abuse, or who has any complaint against a co-worker, should report to their supervisor or management. Complaints should be made as follows:

________

15.3. Upon receipt, management shall conduct an enquiry to ascertain the veracity of such complaints, which may involve interviews, examination of evidence and the engagement of trained personnel. The findings shall be kept confidential, and the Company shall keep a record of all enquiries made.

15.4. After investigation, the Company will impose an appropriate disciplinary action where warranted, in accordance with the principles of fair hearing.

PART 16: GENERAL PROVISIONS

16.1. Amendment

The Company reserves the right to amend, modify, vary or update this Policy from time to time as it deems necessary. Employees will be duly notified of any changes and are required to comply with the Policy as amended.

16.2. Severability

If any provision of this Policy is found to be invalid, illegal or unenforceable by a court of competent jurisdiction, such provision shall be severed and the remaining provisions shall continue in full force and effect.

16.3. No Contract of Employment

This Policy is intended to guide the conduct of employees and does not, of itself, create a contract of employment or any contractual obligation between the Company and its employees, save where expressly incorporated into a contract of employment.

16.4. Governing Law and Jurisdiction

This Policy shall be governed by and construed in accordance with the laws of the Federal Republic of Nigeria, and any dispute arising from or in connection with this Policy shall be subject to the jurisdiction of the National Industrial Court of Nigeria sitting at ________.

ACKNOWLEDGEMENT OF RECEIPT

I acknowledge receipt of a copy of the Code of Conduct Policy, which contains the policies, practices and procedures of ________, and I agree to read, understand and be bound by all the provisions of this Policy.

I understand that this Policy is intended to serve as a guide and does not, of itself, create any contractual obligation on any party except as expressly incorporated into my contract of employment.

I also understand that failure to comply with the provisions of this Policy may result in disciplinary action up to and including dismissal.

I acknowledge that the Company reserves the right to modify the policies, procedures and other provisions contained in this Policy.

Name of Employee: ________

Designation: ________

Date of Receipt: ________

Signature of Employee: ________