Employee Code of Conduct

Employee Code of Conduct is one of the important tools in HR arsenal. In fact, probably in all establishments where harmonious relationship needs to be attained.

Discipline is a systematic instruction intended to train a person, sometimes literally called a disciple, in a craft, trade or other activity, or to follow a particular code of conduct or rules of order. To discipline means to enforce an order–that is, ensuring that instructions are carried out–which is often regulated through punishment.

When an employee is of violent temper, caused trouble during office hours and even defied his superiors as they tried to pacify him, he should not be rewarded with re-employment and back wages. It may encourage him to do even worse and will render a mockery of the rules of discipline that employees are required to observe. (Wenphil Corp. vs. NLRC, G.R. No. 80587, February 8, 1989)

Comparing the Code of Discipline with the company’s disciplinary policy, disciplinary policy is a formal statement of principles and/or rules related to the conduct, behavior and actions that employees must observe, obey, and follow. Company policy is a broader concept which includes disciplinary policy.

Disciplinary policy is distinguished from disciplinary procedure in that a procedure tells members of the organization how to carry out or implement a policy. Policy is the “what” and the procedure is the “how to”. Policies are written as statements or rules. Procedures are written as instructions, in logical steps.

Why is there a need to establish disciplinary policy?

The need to establish disciplinary policy:

• Employer has to exercise its management prerogative to make his business successful
• The company has to communicate its expectations, culture, values, mission, vision and goals
• Provide consistent, fair and just system, treatment and handling of employees and employment issues
• Provide tools for management to make efficient decisions that are in accord with law, rules and procedures
• The exercise of prerogative should not result in the demise of the employer in terms of crippling labor dispute
• The decision to discipline should be defensible in court.

HR Bundle by Atty. Villanueva

In general, management has the prerogative to discipline its employees and to impose appropriate penalties on erring workers pursuant to company rules and regulations. Thus, in one case, the Supreme Court found complainant’s protestation unfounded. For, based on the record, the employer imposed said penalty pursuant to the Company Code of Discipline which the labor agencies find to be fair and in accordance with law.

In fact, the penalty for violating the provision on Neglect of Duty ranges from warning to dismissal depending on the gravity of the offense. The company explained that mishandling the delivery of highly flammable petroleum products could result in enormous damage to properties and loss of lives at the terminal and surrounding areas. Hence, it has to exercise extraordinary diligence in conducting its operations in view of the delicate nature of its business. Considering the attendant circumstances, the Supreme Court agreed that the penalty of suspension first imposed on complainant is reasonable and appropriate as well as legally unassailable. (Deles vs. NLRC, G.R. No. 121348, March 9, 2000.)

Code of Conduct written in Filipino or Tagalog is also crucial in industries where workers are not conversant of the English language. Below are some of the sample provisions of a Code of Conduct written in Filipino (Purchase an Editable Copy of the Code of Conduct in Filipino / Tagalog here):

CODE OF CONDUCT OF XYZ CORPORATION

MGA ALITUNTUNIN AT PATAKARAN SA PAGDIDISIPLINA

1. Mga Kahulugan ng Terminolohiya:
2. Written Warning—ito ay isang sulat o memorandum na ibinibigay sa empleyado xxx.
3. Stern Warning—Ito ay isang nakasulat na mas seryosong babala sa empleyado na xxx.
4. Reprimand—Ito ay parusang ipinapataw sa paulit-ulit na paglabag sa patakaran ng kompanya na kung saan siya ay xxx.
5. Suspension—Ito ay pansamantalang pag-alis sa empleyado sa serbisyo xxx.

Dismissal—Ito ay ang xxx.

1. MGA PINAGBABAWAL NA GAWAIN (PROHIBITED ACTIVITIES)
2. Pagpapa-utang ng pera sa loob ng opisina o pagsagawa ng mga kalakip na gawain gaya ng paniningil, pangongolekta ng hulog, at pagpapatubo sa loob ng opisina

First Offense   –    Written Warning

Second Offense  –    Written Reprimand

Third Offense   –    3 days suspension

     Fourth Offense  –    5 days suspension

2. Pangongolekta ng anumang pera mula sa kanino man sa loob ng opisina para sa kontribusyon, ambag, at mga katulad na dahilan

First Offense   –    Written Warning

Second Offense  –    Written Reprimand

Third Offense   –    3 days suspension

Fourth Offense  –    6 days suspension

3. Pagtitinda, paglalako, o pag-aalok ng anumang uri ng paninda o serbisyo sa loob ng opisina, sa oras man ng trabaho o hindi

First Offense   –    Written Warning

Second Offense  –    Written Reprimand

Third Offense   –    2 days suspension

     Fourth Offense  –    4 days suspension

4. Pag-alis o pagtanggal ng anumang pag-aari o kagamitan ng kompanya sa itinakdang lalagyan o lugar at pagdala o paglagay sa ibang lugar na walang pahintulot

First Offense   –    Written Warning

Second Offense  –    Written Reprimand

Third Offense   –    6 days suspension

     Fourth Offense  –    15 days suspension

5. Pagpasok sa trabaho nang lasing o habang naka-inom

First Offense   –    Written Reprimand

Second Offense  –    3 days suspension

Third Offense   –    6 days suspension

     Fourth Offense  –    Dismissal

10. Pagbukas, pagpasok, pagtingin, panonood, o anumang kahalintulad na gawain ng mga social networking websites, hindi mga awtorisadong o opisyal na email account, o mga katulad na websites

First Offense   –    Written Reprimand

Second Offense  –    3 days suspension

Third Offense   –    6 days suspension

     Fourth Offense  –    Dismissal

14. Pagsagawa ng mga hindi awtorisadong long distance call gamit ang telepono, cellular phone, at iba pang kagamitan ng kompanya sa komunikasyon

First Offense   –    Written Warning

Second Offense  –    Written Reprimand

Third Offense   –    2 days suspension

     Fourth Offense  –    6 days suspension

15. Sadyang pagbagal ng gawain o trabaho (deliberate slowdown), pagpalawig ng mga gawain (dragging out of work), o katulad pang mga paglabag

First Offense   –    Written Warning

Second Offense  –    Written Reprimand

Third Offense   –    3 days suspension

     Fourth Offense  –    6 days suspension

16. Paninigarilyo sa loob ng opisina o iba pang lugar sa loob ng kompanya

First Offense   –    Written Warning

Second Offense  –    Written Reprimand

Third Offense   –    3 days suspension

Fourth Offense  –    6 days suspension

17. Pagbukas ng account sa Facebook, Instagram, Twitter, o anumang Social Media platform sa oras ng trabaho o sa loob ng kompanya.

First Offense   –    Written Reprimand

Second Offense  –    3 days suspension

Third Offense   –    6 days suspension

Fourth Offense  –    Dismissal

18. Paggamit ng Internet o network ng kompanya upang magbukas ng account sa Facebook, Instagram, Twitter, o anumang Social Media platform.

First Offense   –    Written Reprimand

Second Offense  –    3 days suspension

Third Offense   –    6 days suspension

19. Pagpost ng mga hindi awtorisadong mensahe, larawan, kasabihan, meme, at iba pang katulad sa Facebook, Instagram, Twitter, o anumang Social Media platform.

First Offense   –    3 days suspension

Second Offense  –    6 days suspension

Third Offense  –    Dismissal