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Misconduct & Disciplinary Action Policy

Version history

Version Number Date Description Created By Approved By
0.1 23/Jan/2024 Initial Copy [Name] [Name]
0.2 18/Jun/2024 Approved [Name] [Name] [Name]
0.3 28/Aug/2026 Knowledge kernel, AI/agents, control alignment Knowledge steward [Name]

Objectives

It is the Company’s expectation that all employees will conduct themselves according to generally accepted standards of conduct and performance. When employees do not meet these standards, it is HR’s responsibility to act in a timely manner and initiate a program of disciplinary steps to address the problem.

This policy outlines the basic principles and procedures of a system of progressive discipline which is intended to ensure that all employees are treated as consistently and as possible throughout the Company. The policy is also to address employee conduct and performance issues in a reasonable, consistent, and effective manner.

Scope

This policy applies to all our employees , at all locations and is deemed to be incorporated in the service conditions of all employees, vendors, consultants, trainees, and visitors. All workers, at every level, will be subject to discipline for any violation of this policy. The policy will be applicable both on and off company premises and during or outside of work hours. Local country laws will take precedence over this policy, in other geographies, if applicable.

Requirement

To assure orderly operations and provide the best possible work environment, the Company expects Employees to follow rules of conduct that will protect the interests and safety of all Employees and the Company.

It is not possible to list all the forms of conduct that are considered unacceptable in the workplace. The following are examples of infractions of rules of conduct that may result in disciplinary action, including and up to suspension or termination of employment.

  • Tardiness, excessive absenteeism or any absence without notice.

  • Unauthorized or inappropriate use, removal or possession of Company property.

  • Falsification or omission of timekeeping records.

  • Working under the influence of alcohol or illegal drugs.

  • Possession, distribution, sale, transfer, or use of alcohol or illegal drugs in the workplace, while duty, or while operating Company-owned vehicles or equipment.

  • Falsifying or making a material omission on an employment application or any other Company record.

  • Fighting or threatening violence in the workplace.

  • Disruptive activity in the workplace.

  • Negligence or improper conduct leading to damage of Company property.

  • Insubordination or other disrespectful conduct.

  • Unsatisfactory performance or conduct

  • Incompetence.

  • Violation of safety or health rules.

  • Unprofessional conduct or attitude to supervisors, co-workers, or clients.

  • Sexual harassment, racial or ethnic slurs, or otherwise engaging in harassment, discrimination or retaliation against any Employee, intern, visitor, client, or others on Company premises.

  • Possession of dangerous or unauthorized materials, such as explosives or firearms, in the workplace.

  • Unauthorized use of Company-owned telephones, mail systems, or other equipment.

  • Violation of personnel policies.

  • Improper attire.

  • Theft or inappropriate removal/possession of property.

  • Abusive conduct or bullying.

  • Refusal to cooperate with an inspection or search on Company property when requested by appropriate Company personnel.

  • Solicitation of money or sale of any articles, tickets, or gambling on Company premises, unless approved by the Company.

  • Solicitation during work time of either the Employee soliciting or the Employee being solicited; or distribution of any hard copy literature, posters, handbills, or notices in work areas. For purposes of this rule, break times and meal periods are not considered work time.

  • Violation of security regulations.

  • Failure to declare or, upon request, to withdraw from outside activities that create a conflict of interest with Employee’s work for the Company.

  • Failure to report an accident occurring on Company premises or involving Company equipment or giving false information in accident or insurance reports.

6.

7.

Non-Harassment

It is the Company’s policy to prohibit intentional and unintentional harassment of or against job applicants, contractors, interns, volunteers or Employees by another Employee, supervisor, vendor, customer or any third party on the basis of actual or perceived race, color, creed, religion, national origin, ancestry, citizenship status, age, sex or gender (including pregnancy, childbirth and pregnancy related conditions), gender identity or expression (including transgender status), sexual orientation, marital status, military service and veteran status, physical or mental disability, genetic information or any other characteristic protected by applicable federal, state or local laws (referred to as “protected characteristics”). Such conduct will not be tolerated by the Company.

The purpose of this policy is not to regulate our Employees’ personal morality, but to ensure that no one harasses another individual in the workplace, including while on Company premises, while on Company business (whether or not on Company premises) or while representing the Company

  1. Harassment Defined

  2. Harassment generally is defined in this policy as unwelcome verbal, visual or physical conduct that denigrates or shows hostility or aversion towards an individual because of any actual or perceived protected characteristic or has the purpose or effect of unreasonably interfering with an individual’s work performance or creating an intimidating, hostile or offensive working environment.

  3. Harassment can be verbal (including slurs, jokes, insults, epithets, gestures or teasing), visual (including offensive posters, symbols, cartoons, drawings, computer displays, text messages, social media posts or e-mails) or physical conduct (including physically threatening another, blocking someone’s way, etc.)

  4. Sexual Harassment Defined

Sexual harassment can include all the above actions, as well as other unwelcome conduct, such as unwelcome or unsolicited sexual advances, requests for sexual favors, conversations regarding sexual activities and other verbal, visual or physical conduct of a sexual nature when:

Submission to that conduct or those advances or requests is made either explicitly or implicitly a term or condition of an individual’s employment; or

• Submission to or rejection of the conduct or advances or requests by an individual is used as the basis for employment decisions affecting the individual; or

• The conduct or advances or requests have the purpose or effect of unreasonably interfering with an individual’s work performance or creating an intimidating, hostile or offensive working environment.

  1. Reporting Procedures

If an Employee has been subjected to or witnessed conduct which violates this policy, the Employee should immediately report the matter to the Employee’s Supervisor. If the Employee is unable for any reason to contact this person, or if the Employee has not received an initial response within five (5) business days after reporting any incident of what the Employee perceives to be harassment, the Employee should contact Operations Excellence. If the person toward whom the complaint is directed is one of the individuals indicated above, the Employee should contact any higher-level manager in the reporting hierarchy.

  1. Investigation Procedures

Every report of perceived harassment will be fully investigated, and corrective action will be taken where appropriate. All complaints will be kept confidential to the extent possible, but confidentiality cannot be guaranteed. All Employees must cooperate with all investigations conducted pursuant to this policy.

  1. Retaliation Prohibited

  2. In addition, the Company will not allow any form of retaliation against individuals who report unwelcome conduct to management or who cooperate in the investigations of such reports in accordance with this policy. If the Employee has been subjected to any such retaliation, the Employee should report it in the same manner in which the Employee would report a claim of perceived harassment under this policy.

  3. Violation of this policy including any improper retaliatory conduct will result in disciplinary action, up to and including termination.

PROPER ATTIRE AND CONDUCT

  • Neatness and good taste in dress, personal care, interest in Employee’s work, and a willing, cooperative attitude toward Employees, customers, and visitors are required.

  • No matter what an Employee’s position might be, it is important to remember that good manners give a good impression.

  • All Employees are required to wear, at all times during working-hours, proper attire that is appropriate for each Employee’s job duties and functions.

  • Any questions about proper business attire should be directed to the H.R. Department.

CONFLICTS OF INTEREST

A conflict of interest exists when an Employee’s loyalty is divided between the Employee’s responsibilities to the Company and to an outside or personal interest. When evaluating whether a conflict might exist, it is often helpful to view the situation as an outside observer might. Would they think my actions are motivated by my loyalty to the Company or to some other responsibility or self-interest? Even if no actual conflict exists, Employees should always avoid even the appearance of a conflict of interest.

  • Relationships with any Company supplier, customer, or competitor in which Employee’s ability to make independent and objective decisions on the Company’s behalf might be compromised. All close personal associations or relationships with a Company supplier, customer, or competition should be disclosed to the Company.

  • Any appearance of impropriety when dealing with Company’s clients, customers, or suppliers.

  • Soliciting fellow Employees to purchase merchandise, make donations, or support a particular personal or political cause.

  • Giving gifts to or receiving gifts from any customer, supplier, or competitor without Company approval or knowledge.

  • Having outside interests or activities, including other employment, which materially affect Employee’s ability to perform the Employee’s job duties to the best of Employee’s ability

Performance Evaluation

  • Clear and open communication about job performance and expectations is one of the essentials of a good relationship between an Employee and the Employee’s supervisor.

  • Company’s management meets with Employees to formally discuss job performance issues regularly. This discussion may include,

  • a job performance review measured against job objectives and expectations,

  • a diagnosis of strengths and weaknesses in performance

  • a development plan for strengthening weaknesses and capitalizing on strengths.

  • An evaluation form may be used for this purpose, and, if so, a copy of the completed evaluation form will also be included in the Employee’s personnel file. The Company reserves the right to defer performance evaluations.