Employee Code of Conduct

Updated 1 October 2024

Purpose

The purpose of this Employee Code of Conduct is to outline the expectations for behaviour and performance for all members of our organisation.This code serves as a framework to ensure that all employees understand their roles and responsibilities, fostering a culture of mutual respect and collaboration. Adherence to the principles outlined in this document is a requirement of a condition of employment and breaches of this policy are subject to disciplinary actions.

Scope

This Employee Code of Conduct applies to all directors, managers, employees, contractors, and temporary staff of the organisation, regardless of their role or level of responsibility. It is applicable in all locations and settings where the organisation conducts business, including onsite, offsite, and during company-related events or activities.

Policy review

The Employee Code of Conduct is subject to an annual review to ensure its relevance and alignment with the organisation's goals and legal obligations. This review will be conducted by the Human Resources department in collaboration with senior management. Any necessary updates or modifications will be communicated to all employees and incorporated into the Code. Employees are encouraged to provide feedback and suggestions regarding this policy, which will be considered during the review process to enhance its effectiveness.

1.  Anti-Discrimination

All employees, managers and directors are strictly prohibited in any form of discrimination based on race, sex, gender identification, sexual orientation, national origin, native language, religion, age, disability, marital status, citizenship, genetic information, pregnancy, or any other characteristic protected by law.

Felcorp Support has a zero tolerance policy for acts of discrimination whether conscious or unconscious behaviour by any Felcorp employee, manager or director may receive disciplinary action as detailed in Section 5.

2. Anti-Harassment (Non-Physical)

All employees must not engage in any non-physical harassment behaviour including direct insults, threats of harm, bullying, victimisation, offensive or sexually explicit discussions and gestures, spiteful gossip.

Non-physical harassment conduct includes, but is not limited to:

• Derogatory or condescending comments or bullying regarding any of outlined discrimination categories as explained in the Anti-Discrimination Policy
• Unwanted sexual advances, comments, posing questions of an intimate nature.
• Threats of physical assault, harm or injury
• Improper or unwanted touching.
• Outbursts of anger and destruction of property.
• Making offensive sounds or gestures toward someone. 
• Distributing inappropriate sexual material or discriminatory photos, videos, or internet postings.
• Spreading malicious rumors to discredit someone.
• Sabotaging or destructively interfering in the work of others.
• Singling someone out to do demeaning tasks unrelated to their job. 

3. Anti-Harassment (Physical)

Physical harassment consists of any unwanted or inappropriate physical contact that may cause harm or distress to another individual. This includes but is not limited to:

• Unwarranted physical contact such as hitting, shoving, grabbing, pinching, or any form of aggressive bodily contact.
• Inappropriate touching or grabbing that violates an individual's personal boundaries.
• Making unwanted physical advances or gestures that threaten an individual's sense of safety.
• Engaging in sexual assault or coerced physical interactions.

Employees, managers, and directors are expected to refrain from any behavior that can be construed as physical harassment. Any violation of this policy will result in disciplinary action, which may include suspension or termination. It is the responsibility of all staff members to report instances of physical harassment to the Human Resources department promptly.

4. Workplace Violence

1. Instances of Workplace Violence

Workplace violence is defined as any act or threat of physical violence, intimidation, harassment, or other threatening disruptive behavior that occurs at the work site. Instances include, but are not limited to:

• Physical assault, such as hitting, pushing, or using an object to cause harm.
• Threats of violence, whether verbal or written, that imply a potential for harm.
• Intimidating or aggressive actions aimed at instilling fear in employees.
• Stalking behaviors that compromise an individual's safety.
• Offering harm or violence as a retaliatory action.

2. Weapons

Weapons are defined as any objects or substances designed to cause physical harm or death. This includes, but is not limited to:

• Firearms, including handguns, rifles, and shotguns.
• Blades, such as knives or any other tool with cutting edges.
• Any chemical agents, such as mace, pepper spray, or similar substances.
• Implements used with the intent to harm, such as blunt instruments or makeshift weapons.

3. Violations of Policy

Violations of this policy include but are not limited to:

• Bringing or possessing any defined weapons on company property or at company events.
• Using or threatening to use any object as a weapon.
• Failing to report known threats or acts of workplace violence.
• Encouraging or inciting others to engage in workplace violence activities.
• Refusing to comply with the reporting and dismissive procedures when violence is suspected or observed.

All violations of this policy will be taken seriously, and those found in violation may be subject to disciplinary actions which may include immediate dismissal, law enforcement notification, and legal prosecution.

5. Retaliation

Felcorp Support is committed to creating a work environment where employees feel safe and empowered to report unethical or inappropriate behavior without fear of retaliation. Retaliation against individuals who report misconduct, participate in an investigation, or refuse to partake in unethical activities is strictly prohibited.

1. Protected Activity

Employees are protected from retaliation when they engage in activities such as:

• Reporting concerns about discrimination, harassment, or any violation of company policies to a supervisor, manager, or Human Resources.
• Cooperating with or participating in a workplace investigation, grievance process, or legal procedure.
• Refusing to carry out orders that are unlawful or violate company policies.
• Advocating or supporting another employee's complaint regarding unethical conduct.

2. Forms of Retaliation

Retaliation can entail any adverse action taken against an employee as a result of their participation in protected activities. This includes, but is not limited to:

• Termination, demotion, or denial of promotion.
• Reduction in salary or unfavourable change in job assignments.
• Isolation or exclusion from work-related activities and opportunities.
• Harassment or other forms of intimidation that create a hostile work environment.

3. Reporting Retaliation

Employees who believe they have experienced retaliation are encouraged to report the incident promptly to their manager, Human Resources, or through the company’s designated ethics hotline. All reports of retaliation will be thoroughly investigated and treated with confidentiality to the extent possible.

6. Employee Insubordination

Felcorp Support upholds a standard of professionalism and respect towards authority and assigned responsibilities within the workplace. Insubordination occurs when an employee wilfully disobeys or challenges clear and lawful directives from supervisors or members of management.

1. Employee's right to decline job duties outside their scope of employment

Employees have the right to fulfil their job responsibilities as outlined in their employment agreements without facing undue interference or being instructed to engage in unlawful, unethical actions or perform job duties outside their reasonable scope of the role they are hired for.

2. Areas of Insubordination

Insubordination may include, but is not limited to:

• Refusal to perform assigned duties or tasks that are part of the employee's job responsibilities.
• Openly defying or verbally challenging a direct instruction from a supervisor.
• Engaging in actions that undermine authority, such as insubordinate behaviour in meetings or public disputes with management.
• Deliberately ignoring communication or instructions from superiors.

7. Damage and Deliberate Misuse of Company Equipment

1. Definition of Damage and Misuse

Damage and deliberate misuse of company equipment refer to any intentional act that impairs or destroys company property, as well as the use of equipment in a manner that is counterproductive or unauthorised. This includes:

• Tampering with, dismantling, or sabotaging work equipment or systems.
• Using equipment for non-business-related activities that could affect its functionality.
• Allowing unauthorised individuals to access or operate company equipment.
• Ignoring safety protocols that result in damage or increased wear.

2. Employee Responsibility

Employees are expected to:

• Use all equipment only for its intended business purpose.
• Follow all operational and safety guidelines provided for each piece of equipment.
• Report any defects, breakdowns, or safety concerns to their supervisor or the designated maintenance team promptly.
• Avoid using equipment for personal activities unless explicitly authorised.

3. Reporting and Investigation

Incidents involving equipment damage or misuse must be reported immediately to a supervisor or the Human Resources department. All reports will be thoroughly investigated to determine intent and circumstances.

8. Theft or Negligence Loss of Company Equipment

1. Definition of Theft and Negligence Loss

Theft involves the unauthorised taking or use of company equipment with the intention of permanently depriving the company of its possession. Negligence loss occurs when equipment is lost or damaged due to an employee's failure to exercise reasonable care or adhere to established procedures.

2. Employee Responsibility

Employees are responsible for ensuring the security and proper usage of company equipment assigned to them. This includes:

• Exercising due diligence in safeguarding company property both on and off premises.
• Adhering to all company procedures regarding equipment use, storage, and security.
• Immediately reporting any loss, theft, or suspicious activity to their supervisor or the Human Resources department.

3. Reporting and Investigation

All incidents of theft or negligence loss must be reported without delay. An investigation will be conducted to assess the circumstances and determine responsibility. The outcome may involve consultation with law enforcement if deemed necessary.

9. Drug and Alcohol Usage

1. Prohibited Conduct

The following conduct is strictly prohibited while on company premises, during work hours, or while conducting company business off-site:

• The possession, use, sale, purchase, or distribution of illegal drugs or controlled substances.
• Being under the influence of illegal drugs or excessive alcohol consumption
• Consumption of alcohol during work hours or in any manner that is above the local drink and drive legal alcohol consumption limit.

2. Employee Assistance

Felcorp Support encourages employees who may have substance abuse issues to seek help. The company offers an Employee Assistance Program (EAP) that provides confidential counselling and support services to address drug or alcohol problems.

3. Reporting and Investigation

Employees are encouraged to report any violations of this policy. Reports should be submitted to a supervisor or Human Resources. All reports will be treated confidentially to the extent possible and will be thoroughly investigated.

10. Mobile Phone Usage

1. Access to Mobile Phones

Employees are permitted to carry and use their mobile phones during work hours, ensuring they can communicate and attend to personal matters without restricting access at any time.

2. Restrictions on Workstations

For data security protection, the use of mobile devices at workstations is strictly prohibited. Employees must refrain from having phones present or engaged while accessing company systems or handling sensitive information. This measure ensures the safeguarding of proprietary data and minimises potential security breaches.

3. Designated Areas for Usage

Employees are encouraged to use their mobile phones in designated break areas or personal spaces where security concerns are less prevalent. By respecting these guidelines, employees contribute to a secure and efficient work environment for all.

11. Dress Code and Attire Policy

1. General Expectations

Employees are expected to maintain a professional appearance that is conducive to the company's business environment. Our standard dress attire policy when no formal attire request has been made is semi-formal work wear this includes:

• Dress shirts or blouses
• Tailored trousers or skirts
• Blazers or sports jackets
• Closed-toe dress shoes or loafers
• Dresses with modest length
• Sweaters or cardigans worn over collared shirts
• Coordinated belts and accessories that complement the outfit

2. Business Attire

Standard business attire is required for official meetings, client interactions, and any events representing the company. This typically includes:

• For men: Dress shirts, ties, dress pants, and business suits.
• For women: Business suits, blouses, dress pants, skirts, or dresses appropriate for the office setting.
• Conservative and polished footwear that complements the overall business attire.

3. Casual Days

On designated casual days, employees are permitted to wear more relaxed clothing, such as:

• Jeans, khakis, or casual trousers.
• Polo shirts, blouses, or casual tops.
• Closed-toe shoes or clean sneakers.

Even on casual days, clothing should not be overly casual, ripped, or inappropriate for a professional work environment.

4. Prohibited Attire

Regardless of the day, the following are not permitted:

• Clothing with offensive language or images.
• Excessively tight, revealing, or torn clothing.
• Athletic and gym attire
• Open toed shoes (flip flops, sandals)

5. Clean and presentable clothes

We require all staff to present clean and hygienic workwear. This means no stains, rips or marks. We will accept, small stains and marks that aren' clearly visible.

6. Enforcement

HR is responsible for ensuring that employees adhere to this policy. Violations of the dress code may result in being asked to leave the workplace to change attire, and repeat offences may lead to disciplinary action. Management retains discretion over interpreting the appropriateness of attire.

12. Social Media Usage

1. Employee Obligations

Employees are encouraged to engage with social media in a manner that supports and reflects positively on the company. While employees have the freedom to share their experiences and company-related content online, they are required to:

• Exercise discretion and professionalism when mentioning the company on social media platforms.
• Refrain from sharing confidential or proprietary information about the company, clients, partners, or projects.
• Ensure that personal posts do not disparage, misrepresent, or negatively impact the company’s image or reputation.
• Avoid making discriminatory, offensive, or inappropriate comments related to the workplace, colleagues, or company policies.

2. Disciplinary Action

Any instances of misconduct or disparagement involving social media will be subject to review and, if necessary, disciplinary action. This may include, but is not limited to, warnings, suspension, or termination of employment. The company reserves the right to determine the severity of each case and take appropriate measures to protect its reputation and interests.

13. Office Relationships Policy

1. Overview

At Felcorp, while we understand that personal relationships may develop between employees, we strive to maintain a professional and respectful work environment. Office relationships are generally not encouraged to ensure workplace efficiency and harmony, but they are not expressly prohibited. However, certain limitations and guidelines are established to uphold fairness and professionalism.

2. Management and Subordinate Relationships

Romantic or intimate relationships between a supervisor, manager, or anyone in a position of authority and a subordinate are strictly prohibited. Such relationships create conflicts of interest, perceptions of favouritism, and other workplace issues that could undermine the morale and effectiveness of the team.

3. Disclosure Requirement

Employees involved in a romantic relationship must disclose their relationship to Human Resources within two weeks of its commencement. This helps the company manage any potential conflicts of interest or perception issues and ensures compliance with workplace policies.

4. Professional Conduct

Employees engaged in an office relationship are expected to maintain professional behaviour at all times during working hours. The relationship must not interfere with job performance or disrupt the work environment. Public displays of affection or any conduct that could make colleagues uncomfortable are not appropriate in the workplace.

5. Confidentiality and Discretion

All disclosed relationships will be treated with confidentiality, and any necessary adjustments within the workplace will be handled discreetly. Human Resources will work with the individuals involved to mitigate any potential conflicts and maintain a respectful work environment.

6. Conflict Resolution

In cases where the relationship leads to workplace conflicts or issues, Human Resources will mediate discussions to facilitate a constructive resolution.

14. Employee Gross Negligence

1. Definition of Gross Negligence

Gross negligence encompasses actions or attitudes that depict a profound failure to exercise proper care in performing job duties. Examples include, but are not limited to, the following:

• Ignoring or violating safety regulations leading to potential or actual harm.
• Failing to comply with critical operational procedures or protocols.
• Recklessly disregarding instructions or company policies, resulting in significant financial or reputational damage.
• Mismanaging responsibilities to the extent that it threatens company assets or employee safety.

2. Serious Misconduct

Gross negligence is classified as serious misconduct. Such actions undercut the integrity of our workplace environment and may put the company at risk. Employees are expected to uphold a high level of diligence and integrity in all aspects of their job responsibilities.

3. Disciplinary Actions

Instances of gross negligence will be subject to stringent disciplinary actions. Depending on the severity of the infraction, measures may include but are not limited to:

• Formal warnings or reprimands.
• Suspension without pay.
• Dismissal or termination of employment.

The disciplinary process will be managed with transparency and fairness, ensuring that all actions taken align with company policy and legal standards.

4. Reporting and Investigation

Employees witnessing acts of gross negligence should report them immediately to their manager or Human Resources. All reports will be investigated thoroughly, with confidentiality maintained to the fullest extent possible.

15. Unexplained Absence

1. Definition of Unexplained Absence

An unexplained absence occurs when an employee fails to report to work without prior notification to their supervisor or manager and without a valid reason. It typically includes situations where the employee does not communicate their absence before the start of their scheduled work hours and does not provide an adequate justification upon returning.

2. Occurrences of Unexplained Absence

This policy applies to any instance where an employee is not present at their designated work location during their expected work hours without having received approval or provided timely notification of their absence. Common scenarios include:

• Failure to inform a supervisor about absences due to illness, emergencies, or personal reasons.
• Leaving work during shift hours without notifying or receiving consent from a manager.
• Not returning to work at the end of sanctioned leave or break without updating the status with a supervisor.

3. Consequences for Repeated Unexplained Absences

If an employee accumulates three unexplained absences within a three-month period, management reserves the right to suspend the employee without pay.

4. Reporting Requirements

Employees are expected to inform their immediate supervisor or the Human Resources department as early as possible if they foresee any reason for not being able to attend work. In cases of last-minute emergencies, communication should be made within the first hour of the missed work shift whenever possible.

16. Late Attendance Policy

1. Definition of Late Attendance

Late attendance is defined as an instance where an employee arrives at their workplace after their designated start time. It includes any situation where the employee is not present at their workstation ready to perform their duties at the required start time.

2. Acceptable Reasons for Late Arrival

While timely arrival is critical, the company recognises certain circumstances that may cause delays. Acceptable reasons for late attendance may include:

• Unforeseen emergencies.
• Severe weather conditions.
• Public transportation disruptions.

In such cases, employees are expected to inform their supervisor as soon as they become aware of the potential delay.

3. Tracking Late Attendance

Employees who arrive more than 30 minutes late are required to report to their immediate supervisor and record the reason for late attendance. Supervisors will monitor attendance records to identify patterns of lateness and address any concerns promptly.

4. Consequences for Repeated Late Attendance

If an employee is late by more than 30 minutes on three occasions within a single month, management reserves the right to consider suspension as a disciplinary measure. The employee will be notified in writing before any suspension takes effect.

5. Communication and Improvement Plans

Employees with repeated instances of lateness may be required to meet with their manager or a Human Resources representative to discuss the reasons for their tardiness and to develop an improvement plan. This collaborative approach aims at supporting employees in achieving punctuality and preventing future occurrences.

17. Employee Nondisclosure and Confidentiality

1. Agreement to Maintain Confidentiality

Employees are required to adhere to strict nondisclosure and confidentiality standards as outlined in the Non-Disclosure and Confidentiality Policy. This policy is designed to protect internal proprietary data and also client data that contains privileged and sensitive data.

2. Scope of Confidential Information

Confidential information encompasses any data, documents, or materials not publicly available and includes, but is not limited to:

• Client and customer details.
• Financial records and projections.
• Internal reports, memos, and communications.
• Strategies, plans, and initiatives.

3. Obligations of Employees

Employees must:

• Not disclose confidential information to external parties unless explicit permission is granted by authorised personnel.
• Use confidential information only for legitimate business purposes and as necessary to fulfill their job responsibilities.
• Safeguard any physical documents or digital data containing confidential information from accidental or intentional leaks.

4. Consequences of Breach

Violations of the nondisclosure and confidentiality obligations may result in disciplinary actions, including termination of employment and potential legal consequences, consistent with the guidelines outlined in the Non-Disclosure and Confidentiality Policy.

5. Reporting Suspected Breaches

Any employee who suspects or becomes aware of a breach of confidentiality must promptly report it to their immediate supervisor or the Human Resources department to enable a thorough investigation.

18. Non-Disparagement Clause

1. Definition of Disparagement

Disparagement refers to any negative statement or behaviour that could damage the reputation of Felcorp, its employees, suppliers, or customers. This includes making false or misleading comments, whether verbal or written, in public forums, social media, or private communications.

2. Prohibited Conduct

Employees are prohibited from engaging in any form of disparagement that involves:

• Making or spreading false claims or accusations about Felcorp, its operations, products, or services.
• Making derogatory or misleading statements about Felcorp's suppliers or their products/services.
• Engaging in discussions that could harm the credibility or reputation of any of Felcorp's customers or business partners.

3. Acceptable Disclosures

Employees may discuss their employment or professional opinions in private with authorized personnel within Felcorp, as required for business purposes or during genuine whistleblowing actions in accordance with company policy and applicable laws.

4. Consequences for Breach

Employees found to be in violation of the non-disparagement clause may face disciplinary actions, which could include written warnings, suspension, or termination of employment. Further legal action may be pursued if necessary to protect Felcorp's interests.

5. Reporting and Resolution

Any employee who feels they have been subject to or have witnessed disparagement should report the incident to their supervisor or the Human Resources department. Felcorp is committed to investigating all reports thoroughly and addressing any issues in a fair and timely manner.

18. Adherence to Data Protection Policy

Employees must comply with Felcorp's Data Protection Policy, which is designed to ensure the secure handling of personal and sensitive data. Non-compliance constitutes a breach of policy, which may result in disciplinary action based on the severity of the violation. Such actions may include retraining, formal warnings, suspension, or termination.

19. Adherence to Generative AI Policy

All employees, director and managers must comply with Felcorp's  Generative AI Policy, which is designed to provide guidance on AI use cases. Non-compliance constitutes a breach of policy, which may result in disciplinary action based on the severity of the violation. Such actions may include retraining, formal warnings, suspension, or termination.

20. Policy Review

This policy is subject to regular review to ensure its relevance and effectiveness in protecting the organisations sensitive information. Reviews will be conducted annually or as needed, in response to changes in legal requirements, business operations, or emerging security threats. Employees are encouraged to provide feedback on the policy to help identify any areas needing improvement. Any updates or revisions to the policy will be communicated promptly to all staff members.

21. Contact Information

For any questions or concerns regarding this Data Protection Policy, please contact us at:

Email: service@felcorp.com.au

Phone: + 61 2 9669 9375

Address: 37/453 Bourke St,  Surry Hills NSW 2010