UWEAR/
PALEDENIM
CODE
OF
CONDUCT
KENNETH C HOLMES
CTU UNIVERSITY ONLINE
LEADERSHIP AND PROFESSIONAL ETHICS
PROFESSOR: CARMEN KIMBLE
PHASE 5: INDIVIDUAL PROJECT
DECEMBER 19, 2014
Statement from the Chief Executive Officer:
At UWEAR/PALEDENIM we consider all
employees, clients, vendors, and stockholders
part of our team.
We take great pride in manufacturing and
providing our clients quality, durable, tailored
professional uniforms at fair market prices, and
providing reliable quality service.
We are committed to conducting all business
transactions with professionalism, integrity, ethics, teamwork, and a strict adherence to our Code
of Conduct and all state and federal laws and regulations. Non-compliance will not be tolerated.
At UWEAR/PALEDENIM it is the responsibility of our leadership to set behavior by treating
employees, clients, prospects, vendors and competitors with honesty and respect, and by always
following our policies and the law, and we expect all employees to do the same.
I take great pride in personally welcoming you to the UWEAR/PALDENIM family, I thank you
for your commitment to comply with our Code of Conduct, high standards of integrity and
business ethics, and wish you a prosperous future.
Sincerely,
Thomas Tramlin
Thomas Tramlin
Chief Executive Officer
Code of Conduct
A code of Conduct policy is the official document stating an organizations mission,
values, principles, and established standards of behavior and professional conduct for all
employees. It communicates a company’s commitment to its employees, its standards for
conducting business, and its relationship with the community. It also serves as an internal
communication tool, and serves to protect the company in cases where it must terminate an
employee for cause.
Mission Statement
At UWEAR/PALEDENIM, our mission is to provide our clients with quality, durable,
tailored, professional uniforms at a fair, competitive price, based on our quality of service and
reliability. We pride ourselves on our expectation that all employees be honest, professional, and
ethical in dealing with each other, clients, prospective clients, vendors, and competitors, and that
all behavior is free from discrimination, libel, slander and harassment. We proudly adhere to the
letter of the law by being an Equal Opportunity Employer, participating in recycling, following
all OSHA standards, providing a clean, safe, and healthful environment, and by accurately
preparing and reporting all financial documents. Our policies have been established to create
solid guideline to follow and to ensure consistency in all business practices.
Harassment
Definition: Harassment involves threats of violent actions and/or bullying, and is based upon
an individual’s: sex, race, ethnicity, national origin, age, religion or any other legally protected
characteristic. Sexual harassment is behavior of a sexual nature that is unwelcomed and offensive
to the person or persons it is targeted toward (Sample Anti-Discrimination and Harassment
Policies, 2014).
Examples:
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Physically assaulting a co-worker
Using ethnic slurs or defaming terminology against a co-worker
Submission or rejection of sexual favors as a basis for employment
Unwelcomed physical contact
Foul language of a sexual nature, sexual jokes, remarks, and obscene
gestures
Sexual propositions
Displays of pornography, sexually explicit pictures, drawings, or
caricatures
Use of employer’s computer for the purpose of viewing, displaying,
or distributing material sexual in nature
Policy:
Violations against anyone employed or associated with UWEAR/PALEDENIM including: threat
of violent actions or bullying; sexual; ones race, color, religion, creed, national origin, age, sex,
marital status, lawful alien status, physical or mental disability, veteran’s status, sexual
orientation, gender identity or expression, or any other basis prohibited by law, and will be
treated as a severe violation.
Breach of Confidentiality
Definition: The unauthorized release of employer, employee, family members, clients, and
potential client’s private information for: distribution, blackmail, defamation, or sale to outside
or third parties (Doqra, 2012).
Examples:
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Selling company secrets to a competitor
Using an individual’s personal information to blackmail
them or damage their reputation
Talking about employer’s confidential information on
social media, chat rooms, blogs, and the internet
Policy:
All employees are to hold UWEAR/PALEDENIM’S, clients, vendors, and employees private
information under strict confidence. Any violation of that confidence will result in (Fowler,
2014, Hearst Newspapers, LLC):
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The breach of the employment contract
Termination
Potential Lawsuit
UWEAR/PALEDENIM can obtain damages from the employee if it causes identifiable
monetary damages
Can be punishable by fine or Federal imprisonment if the breach constitutes theft of
UWEAR/PALEDENIM’S proprietary information or intellectual property.
Employees who are found guilty of Breach of Confidentiality may also have
permanently tarnished their employment record and reputation
Theft
It is our policy that company equipment is to be used for business purposes. The use of company
equipment for personal purposes is limited, and misuse and/or abuse of equipment will not be
tolerated, and will be treated as a minor violation.
The time employees spend on the job is for professional business
purposes. Employees are permitted time for lunch breaks, use of
restrooms, and smoke breaks. Excessive break time is not permitted and
will be treated as a minor violation.
The actual theft or destruction of company property and/or finished or unfinished product
(materials and merchandise) is prohibited, and will be treated as a severe violation.
Embezzlement
Definitions: The illegal transfer of property and/or funds from a business for the purpose of
personal use, usually performed by someone who has legal access to the property and funds, and
has been entrusted with its handling and care (Lalwani, 2011).
Examples:
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Stealing funds from corporate accounts to purchase a home oversees
Transfer of corporate funds into an overseas account
Policy:
It is our policy that property and funds of UWEAR/PALEDENIM are exactly that, the property
of UWEAR/PALEDENIM, and are for company use only. Any violation of this policy can result
in:
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Jail time, from ten to twenty five years
Probation, ranging from three to five years or more
Fines that do not exceed $500,000 or twice the value of the funds or property that was
misused, whichever is higher.
Community service, depending on the severity of the crime
Charges of felony, which means serious damage to one’s professional and personal
reputation
Embezzlement penalties are part of civil law, but are no less severe than criminal charges
Conflict of Interest
Definition: personal and financial conflicts that can often affect the employees judgment or
influence the execution of his or her duties on behalf of the employer; relationships with,
investments in, or other interests with individuals or organizations that can potentially influence
any decisions (Code of Conduct Development).
Examples:
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Employee of the firm who also works as a consultant for a client of the firm or a
competing firm.
The accepting of gifts both tangible and intangible from company clients or potential
clients.
Hiring of family members based on their relation to an employee
Personal or family member employment and business interests that conflict with each
other.
Policy:
All UWEAR/PALEDENIM employees are required to: complete a written disclosure of any
potential conflicts; address the
potential conflict with Human
Resources; if necessary present the
conflict to the Board of Ethics;
and if needed we utilize an outside
third party to resolve the conflict
or dispute. It may be necessary for
us to require the employee to
refrain from participating in certain
UWEAR/PALEDENIM
decisions. It is necessary to resolve
conflicts of interest to avoid
legal penalties and consequences
(Clarke, 2014).
Gifts, Bribes and Kickbacks
Gifts
Other than gifts with a value of no more than $25, neither employees nor their relatives may give
or receive gifts from current or prospective clients, vendors or any other commercial entity
associated with UWEAR/PALEDENIM. Presenting or accepting a gift over $25, or presenting or
accepting gifts to or from private commercial parties requires prior written approval from the
ethics committee. Doing so without prior approval will be documented, and treated as a major
violation. The receipt or giving of gifts is not permitted to avoid the appearance of undue
influence on decisions.
Dining and Entertainment
The facilities of UWEAR/PALEDENIM client’s may be used for dining and entertainment,
however, our employees are required to pay for their own meals and entertainment, and are not
allowed to ask or demand our clients pay. If the client offers to pay for dining and entertainment,
this exchange must be disclosed to the Ethics Committee. Violation of our policy will be treated
as a major violation.
Bribery
Accepting or providing cash or equivalent bribes in an effort to secure
clients, vendors, or to cover up wrongful acts is forbidden and is treated as
a severe violation.
Kickbacks
Accepting or providing kickbacks in the form of cash or equivalent gifts involving employees,
clients or vendors is forbidden and is treated as a sever violation.
Workplace Violations and their Consequences
Minor Violations Include (Neil Kokemuller, 2014): Frequent or unexplained tardiness or
absences, inappropriate or unprofessional language with colleagues or clients, simple instances
of insubordination or insolence, incomplete work, abuses of workplace resources including
misuse or abuse of office equipment.
Penalties:
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Initial verbal or written warning
Repeated minor offenses can lead to more strict consequences including termination
Major Violations Include: More aggressive confrontations with colleagues, supervisors,
clients, prospective clients, or vendors.
Penalties:
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Treated with written, documented warnings
Suspensions
If the violation is related to misuse of resources or abuses of power, the employee may be
stripped of some privileges or duties
Severe (Terminable Offenses) Include: Valid claims of sexual harassment, physical
threats made against others, acts of violence, bringing a weapon to work, destroying work
property, theft, and abuse of power.
Penalties:
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Demotion
Job transfers
Pay reductions
Automatic firing for cause
May require internal security or the police
Reporting Violations
We believe in leading by example and encourage all employees who have witnessed or have
knowledge of any violation of company codes to report such violations to: the Ethics Committee,
Human Resources, or Supervisors, you can call our hotline (1-800-hot-tips), or can send an email
to ethicsreports@uwearpaledenim.org. Your calls and electronic communications will always be
handled with confidentially and there will never be retaliation when a matter is brought forth in
good faith.
If a violation is not reported in good faith, was fraudulent and/or done for retaliatory reasons: it
will be documented, and treated as a major violation.
Good Faith Definition: with honesty in dealing with people, honesty or lawful of purpose.
Example: I reported the violation I witnessed in good faith.
State and Federal Laws and Regulations
At UWEAR/PALEDENIM we are committed to full compliance with all state and federal laws
and regulations, and require all employees to do the same. We are committed to providing a
workplace that is clean, safe, healthful and free from discrimination.
The Sarbanes-Oxley Act requires CEO’s and CFO’s to certify that the
financial statements are properly prepared and accurate, and take full
responsibility for the planning and oversight of the internal control of
financial reporting (Corporation, Sarbanes-Oxley Act, CTU Week 3
MUSE, 2010).
At UWEAR/PALEDENIM we want employees, clients and
stockholders to feel comfortable working with, doing business with,
and investing in our company. As a result we take that responsibility
seriously and ensure responsible and accurate financial statement.
The Whistleblowers Protection Act prohibits discrimination against
employees for filing an OSHA complaint, participating in an inspection
or talking to an inspector, seeking access to employer exposure and
injury records, and raising a safety or health complaint with the
employer. By law UWEAR/PALEDENIM cannot take adverse action
against an employee including: firing or layoff, blacklisting, demoting,
denying overtime or promotion, disciplining, denial of benefits, failing to
hire or rehire, make threats, reassigning to affect prospect of promotion,
or reduce pay or hours (OSHA Enforcement, 2014).
UWEAR/PALEDENIM is an “equal opportunity employer”. We do not
discriminate and will take all measures to ensure against discrimination in
employment, recruitment, advertisements for employment, compensation,
termination, upgrading, promotions, and other conditions of employment
against any employee or job applicant on the basis of their race, color,
creed, religion, national origin, age, sex, marital status, lawful alien status,
physical or mental disability, veteran’s status, sexual orientation, gender
identity or expression or any other basis prohibited by law (OSHA
Enforcement, 2014).
If an employee has questions, needs additional information, wants to file a complaint, or would
like to contact OSHA, call 1-800-321-OSHA (6742), or email any questions to (e-mail OSHA).
All correspondence will be treated with strict confidentiality (OSHA Enforcement, 2014).
Additional Policies
Policy for Human Resources
It is the responsibility of the Human Resource Manager to provide all employees with the Code
of Conduct handbook, schedule online training, conduct the onsite training class, and answer any
questions in reference to the handbook. It is of utmost importance that any questions and/or
issues are to be resolved regarding the handbook, because it is our mission that all employees
understand and follow the Code of Conduct to ensure full compliance with state and federal
laws, and to move the company forward.
Promoting from Within:
It is the policy of UWEAR/PALEDENIM to promote from within, and we encourage all
personnel to grow and pursue their future with us. All employees are welcome to ask HR for a
list of all available positions, and are encouraged to apply for those positions after a minimum of
1 year in their current position.
Policy for Sales Department
It is the policy of UWEAR/PALEDENIM that we sell all of our products based on quality,
professional styling, durability, and the quality and reliability of our service, and we offer
package plans to conform with most budget. Sales Representatives are not permitted to negotiate
or sign contracts on behalf of the company. All sales contracts must be approved and signed by
the Sales Manager and Finance. We strive to address any issues in advance, and will make all
reasonable accommodations quickly and reliably. Any violation of this policy will be treated as a
severe violation.
Policy on Drugs and Alcohol
It is the policy of UWEAR/PALEDENIM that employees who are under the influence of drugs
and/or alcohol, will not be permitted on the premises for personal or professional purposes. If an
employee is injured on the job, they will be tested for drugs and alcohol, if the test results prove
the employee is under the influence, they will be terminated immediately. Employees who are
found to be participating in: the manufacturing, selling, buying, or distribution of drugs will be
terminated immediately.
Policy on Employee Dating Within the company
It is the policy of UWEAR/PALEDENIM that employee dating between co-worker, vendors,
clients, potential clients, and competitors is not permitted, as to avoid employee tensions, and
any conflicts of interest that could arise from such relationships.
Recycling Program
UWEAR is a proud participant in our cities local recycling program. We
require all metal, glass, plastic, paper, and empty printer cartridges be
placed in the appropriate receptacle. All recyclables are taken to the local
recycling facility, processed, and used to make new products. We proudly
protect and preserve earth’s resources, and as a result, we expect all
employees to comply and follow the guidelines to the recycling program.
Medical Treatment
It is our policy to ensure all employees receive proper medical treatment. As a
result, first Aid kits are located in each restroom, in the break rooms, and at the
receptionist’s desk. For anyone requiring more extensive care we gladly make
arrangements for an ambulance, or other transportation to the closest hospital.
Acknowledgement Form
Please sign, date and give to your supervisor for them to sign. Your form will be kept in
your personnel file in the Human Resource Department.
As an employee, I agree to represent UWEAR/PALEDENIM with the respect, ethics and
professionalism they deserve, to uphold the company mission and values, and to follow all
policies and regulations as stated in the Code of Conduct. I agree to attend Code of Conduct
training, both online and on premise, and understand the Code of Conduct is a guide to assist me
on my road to success at UWEAR/PALEDENIM.
Employee Signature: ___________________________________________________
Date: __________________________
Supervisors Signature: __________________________________________________
Date: __________________________
REFERENCES
Clarke, P. (2014, June 19). Business Conflicts of Interest. Retrieved from Legal Match.com:
www.legalmatch.com/article/business-conflicts-of-interest
Code of Conduct Development. (n.d.). Retrieved from CTU Instructor Files: CTU.edu
Corporation, C. E. (2010). Sarbanes-Oxley Act, CTU Week 3 MUSE. Retrieved from CTU
online: CTUonline.edu
Doqra, A. (2012, February 23). Condidentiality in the Workplace. Retrieved from Buzzle.com:
www.buzzle.com/articles/confidentiality-in-the-workplace
Fowler, P. M. (2014, Hearst Newspapers, LLC). Employee Consequences for Breach of
Confidentiality. Retrieved from Chron: smallbusiness.chron.com>Managing Employees
Images. (2014, Microsoft). Retrieved from Bing Images.com: bing.com/images
Lalwani, P. (2011, September 21). Embezzlement Penalties. Retrieved from Buzzle.com:
www.buzzle.com/articles/embezzlement-penalties
Neil Kokemuller, D. M. (2014). What Is a Code of Conduct Violation. Retrieved from Chron:
work.chron.com>Relations With Colleagues and Supervisors
OSHA Enforcement. (2014). Retrieved from United Stated Department of Labor:
www.OSHA.gov
Sample Anti-Discrimination and Harassment Policies. (2014). Retrieved from Small Business
Find Law.com: www.smallbusiness.findlaw.com
Sexual Harassment Stock Photos/Pictures/Photography. (2000-2014). Retrieved from
Inmagine.com: www.inmagine.com/searchterms/sexual_harassment.html
Why Have a Code of Conduct. (2014, May 29). Retrieved from ERC-Ethics Resource Center:
www.ethics.org/resource/why-have-a-code-of-conduct