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OpticWorks Intranet

Code of Conduct

Our Commitment

Section titled “Our Commitment”

OpticWorks is committed to providing a welcoming, inclusive, and harassment-free workplace for everyone, regardless of age, body size, disability, ethnicity, gender identity and expression, level of experience, nationality, personal appearance, race, religion, or sexual identity and orientation.

Expected Behavior

Section titled “Expected Behavior”

All employees, contractors, and visitors are expected to:

Be Respectful

Section titled “Be Respectful”
  • Treat everyone with respect and consideration
  • Value diverse perspectives and experiences
  • Be open to constructive criticism
  • Acknowledge the contributions of others

Be Collaborative

Section titled “Be Collaborative”
  • Work together toward common goals
  • Share knowledge and help others learn
  • Communicate openly and honestly
  • Respect different working styles

Be Professional

Section titled “Be Professional”
  • Maintain a professional demeanor
  • Meet commitments and deadlines
  • Take responsibility for your actions
  • Respect confidential information

Be Inclusive

Section titled “Be Inclusive”
  • Use welcoming and inclusive language
  • Create space for all voices to be heard
  • Challenge biases and assumptions
  • Support and encourage colleagues

Unacceptable Behavior

Section titled “Unacceptable Behavior”

The following behaviors are not tolerated:

Harassment

Section titled “Harassment”
  • Offensive comments related to protected characteristics
  • Unwelcome sexual attention or advances
  • Deliberate intimidation, stalking, or following
  • Sustained disruption of discussions or events
  • Inappropriate physical contact

Discrimination

Section titled “Discrimination”
  • Treating people unfavorably based on protected characteristics
  • Creating a hostile work environment
  • Excluding individuals from opportunities

Unprofessional Conduct

Section titled “Unprofessional Conduct”
  • Verbal abuse or threats
  • Derogatory language or jokes
  • Public or private harassment
  • Publishing others’ private information
  • Retaliating against those who report issues

Workplace Violence

Section titled “Workplace Violence”
  • Physical violence or threats of violence
  • Aggressive or threatening behavior
  • Possession of weapons on company property

Communication Guidelines

Section titled “Communication Guidelines”

In-Person Communication

Section titled “In-Person Communication”
  • Be mindful of personal space
  • Use appropriate volume and tone
  • Allow others to finish speaking
  • Be present in meetings (avoid multitasking)

Digital Communication

Section titled “Digital Communication”
  • Assume positive intent
  • Use clear, professional language
  • Respect response times
  • Consider time zones for global teams
  • Use appropriate channels for different topics

Feedback and Criticism

Section titled “Feedback and Criticism”
  • Focus on behaviors, not personal attributes
  • Be specific and actionable
  • Deliver criticism privately when possible
  • Accept feedback gracefully
  • Separate idea critique from personal criticism

Remote Work Considerations

Section titled “Remote Work Considerations”

Video Meetings

Section titled “Video Meetings”
  • Use video when possible to increase connection
  • Mute when not speaking
  • Use appropriate backgrounds
  • Dress professionally
  • Be on time

Asynchronous Communication

Section titled “Asynchronous Communication”
  • Provide context in written messages
  • Don’t expect immediate responses
  • Use threads to organize discussions
  • Document decisions for absent team members

Conflict Resolution

Section titled “Conflict Resolution”

If You Experience or Witness Unacceptable Behavior

Section titled “If You Experience or Witness Unacceptable Behavior”

  1. Address Directly (if comfortable)

    • Speak privately with the individual
    • Explain the impact of their behavior
    • Request specific changes

  2. Seek Support

    • Talk to your manager
    • Contact HR at hr@opticworks.com
    • Use anonymous reporting hotline

  3. Formal Report

    • Submit written report to HR
    • Include dates, witnesses, and details
    • Provide any supporting documentation

Investigation Process

Section titled “Investigation Process”
  1. Report received and acknowledged (within 24 hours)
  2. Investigation conducted (typically 1-2 weeks)
  3. Involved parties interviewed
  4. Decision made and communicated
  5. Appropriate action taken

Confidentiality

Section titled “Confidentiality”
  • Reports handled with discretion
  • Information shared on need-to-know basis
  • Retaliation against reporters not tolerated
  • Anonymous reporting available

Consequences

Section titled “Consequences”

Violations of this code of conduct may result in:

  • Verbal or written warning
  • Required training or counseling
  • Temporary suspension
  • Termination of employment
  • Legal action when appropriate

The severity of consequences depends on:

  • Nature and severity of violation
  • Impact on others
  • Previous conduct history
  • Response to coaching

Leadership Responsibilities

Section titled “Leadership Responsibilities”

Leaders at OpticWorks must:

  • Model appropriate behavior
  • Address issues promptly
  • Support inclusive environment
  • Take reports seriously
  • Maintain confidentiality
  • Foster open communication

Scope

Section titled “Scope”

This code of conduct applies to:

  • Office and remote workspaces
  • Company events and gatherings
  • Business travel
  • Online platforms (Slack, email, etc.)
  • External representation of company
  • Interactions with clients and partners

Special Considerations

Section titled “Special Considerations”

Alcohol at Company Events

Section titled “Alcohol at Company Events”
  • Drink responsibly
  • Never pressure others to drink
  • Arrange safe transportation
  • Report concerning behavior

Social Media

Section titled “Social Media”
  • Be respectful when mentioning company
  • Don’t share confidential information
  • Respect colleagues’ privacy
  • Follow social media policy

Client and Vendor Interactions

Section titled “Client and Vendor Interactions”
  • Maintain professional standards
  • Respect cultural differences
  • Decline inappropriate requests
  • Report unethical behavior

Resources

Section titled “Resources”

Internal Support

Section titled “Internal Support”

External Resources

Section titled “External Resources”
  • Legal Advice: Contact HR for referrals
  • Counseling Services: Through EAP
  • Local Authorities: For emergency situations

Reporting Channels

Section titled “Reporting Channels”

Non-Emergency Reports

Section titled “Non-Emergency Reports”
  • Email: ethics@opticworks.com
  • HR Portal: Submit confidential report
  • Direct to Manager: For less serious issues
  • Anonymous Hotline: (555) 123-4567

Emergency Situations

Section titled “Emergency Situations”
  • Call 911 for immediate danger
  • Contact Security: (555) 123-4568
  • Notify HR immediately after ensuring safety

Acknowledgment

Section titled “Acknowledgment”

All employees must:

  • Read and understand this code of conduct
  • Acknowledge receipt during onboarding
  • Complete annual refresher training
  • Ask questions if anything is unclear

Updates and Amendments

Section titled “Updates and Amendments”

This code of conduct:

  • Reviewed annually
  • Updated as needed
  • Changes communicated to all employees
  • Previous versions archived

Questions?

Section titled “Questions?”

If you have questions about this code of conduct:

  • Contact HR at hr@opticworks.com
  • Discuss with your manager
  • Attend office hours with Diversity & Inclusion team
  • Reference employee handbook

Commitment to Improvement

Section titled “Commitment to Improvement”

We continuously strive to:

  • Foster inclusive environment
  • Learn from incidents
  • Update policies based on feedback
  • Provide ongoing training
  • Create psychological safety

Together, we build a workplace where everyone can thrive.

Last updated: October 2024 Next review: October 2025