A code-of-conduct violation can occur when an employee doesn't follow company policies, or when a member of a profession or an industry doesn't adhere to written ethical guidelines. While some code-of-conduct violations might seem obvious, it's important that you learn all of the written policies of any company you work for or association to which you belong.
Understanding what code-of-conduct violations are, where you can find the rules you're supposed to be following and how to address accusations of misconduct will help you keep your job and good standing in your industry or profession.
In the workplace, code-of-conduct violations don't necessarily refer to process rules, such as what software program to use for interoffice memos, how to order supplies, how to request vacation time and so on.
Advertisement Article continues below this adCode of conduct usually refers to your behavior, hence the word "conduct." Due to an increased emphasis on corporate social responsibility and the need to decrease employee lawsuits, more and more businesses have introduced conduct codes. These can cover behaviors that lead to sexual harassment or discrimination, damage the company's reputation with its external stakeholders, include physical threats or intimidation, or decrease office morale.
Putting your hands on employees, even giving hugs or putting your arm around someone, can create a breach of a code of conduct. While these acts might seem innocent to you and might be reciprocated by a coworker, a business might want to prohibit this type of behavior because other employees might engage in inappropriate touching.
Advertisement Article continues below this adIf you make sexist, homophobic or racist remarks, these are obvious violations of a workplace code of conduct. However, some jokes at the expense of other groups might be offensive enough to fellow employees to trigger a code warning. For example, if you make repeated, negative remarks about Republicans or Democrats, or make insults about Yankees or Southerners, you can get into trouble.
Spreading gossip, even if what you're saying is true, is probably a violation of your company's code of conduct. Don't even repeat gossip someone else has started, even if it's your boss, because you are still repeating and spreading the gossip.
If you want to be politically active or pursue social activism, you have the right to speak your mind on social media channels outside of the workplace. However, if you trash a particular group, even on your own time, members of that group have the right to stop patronizing your company and even call for a boycott of your company because of your behavior.
For this reason, it's a good idea to find out what social-media use policies your company has. Advertisement Article continues below this adDoctors, lawyers, architects, pet sitters, realtors, landscapers and just about every large trade, industry or profession has a trade association or professional society. These groups exist not only to serve the interests of their members, but also to move the industry or profession forward.
According to the Illinois Institute of Technology's coursework on professional ethics, an occupation becomes a profession when professionals in the same occupation agree to work using a standardized set of ethics or to support a moral ideal.
Therefore, these groups create codes of ethics, and then codes of conduct for their members. These ethics cover topics such as disclosing conflicts of interest with clients, making false claims about services or results, making comments about fellow professionals in that industry or meeting financial obligations.
Advertisement Article continues below this adSome professional code-of-conduct violations relate to how people in an industry compete. For example, tennis coaches who are members of the Professional Tennis Registry or U.S. Professional Tennis Association are not supposed to teach lessons at a facility that employs a tennis coach without getting that tennis director's or manager's permission first.
Magazine writers, bloggers and others who create content are supposed to disclose whether or not they are being paid to write an article, or if they are being paid to mention a particular company or advertiser.
Some professional ethics codes include general behavior recommendations, such as not speaking ill of a fellow professional, representing the industry with professionalism, expanding one's professional knowledge, and even requiring proper dress and grooming. It's rare that you will ever be sanctioned for violating general ethics policies, which are often put into place to make an organization or industry look more professional.
Advertisement Article continues below this adDon't rely on common sense to help you avoid code-of-conduct violations. Ask your employer for your company policies and guidelines if you are not given an employee manual or handbook. During your onboarding process with a new employer, ask for examples of code-of-conduct violations they've experienced.
If you belong to a trade association or professional society, visit their website and look for copies of their bylaws and code of ethics. If you ever have a question about an action you've been asked to take by a manager or a client or coworker, contact HR or the association and request guidance.
If you're nervous about identifying yourself because you're involved in a sensitive situation, you might create a new email account using a free service like Gmail or Yahoo! and send an anonymous email.
Advertisement Article continues below this adIf you are ever accused of a code-of-conduct violation, resist responding until you are able to contact an attorney. If you are falsely accused and are terminated, or if the accusation is communicated to others, the person or company making the accusation can seriously damage you for the rest of your career.
First, get the complaint in writing. Next, find out the procedures your company or an association uses to investigate and mediate these types of complaints. If you try to explain yourself, that information can be used against you if you ever decide to seek legal action.
If you are contacted by a group investigating a breach of a code of ethics or a workplace code-of-conduct violation, make sure you have an attorney present at any meeting or on any phone call, or have the attorney review any written responses you provide.
Advertisement Article continues below this adIn addition to protecting yourself, taking legal action against a false ethics accusation can result in large monetary damages. This is likely to occur, for example, when a supervisor at a small business takes your coworker's word in a he-said/she-said conflict and doesn't require proof of your guilt.
In other cases, a judge might find that you did do the act of which you're accused, but that it's not a violation of law and that the employer's or association's rules were not legal and the employer or association should not be allowed to enforce them. Jeopardizing a large legal award is another reason you should not respond to ethics accusations without contacting an attorney.
Simply telling your HR director, "I'm sorry, I can't respond to this without contacting my attorney. Would you please put this in writing?" might result in your company immediately withdrawing the complaint.