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Author Topic: Bylaws / Code of Conduct
Kirby
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Post Bylaws / Code of Conduct
on: February 10, 2015, 14:21
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Company Bylaws / Code of Conduct, Rules & Protocol
- HitCorp International (HCI) bylaws of application and membership -

Prelude.
HitCorp International is a long running gaming and airsoft organization specializing in the style of a Private Military and Security Company. Our structure, style, and operations usually follow this ideology.

We have always prided ourselves on remaining impartial and fair in disputes, as well as being one of the best and most tenacious at what we choose to do, and have since dedicated ourselves to keeping with this tradition. Membership is generally unpaid, however we refer to our members as ‘Employees’, and expect them to fulfil their tasks and roles to the best of their ability, as outlined in the following document. In some cases, special authorization may be gained to circumvent several regulations; however this is the exception, not the rule.

In day to day, non-roleplay conduct, employees will be expected to follow these rules and guidelines. During roleplay as an employee of HCI, be the member a COE, FCE, or LOE (Such as SLEs), all applicable rules apply in-character and may be broken as part of in-character actions and storylines with only in-character consequences. However, out of character bad conduct will be dealt with severely.
Failure to abide by the Code of Conduct and Bylaws may result in action up to and including termination from the group.

Section I; Hiring Process & Applications.
As of 27th April 2010, all standard applications are generally processed through a decision by the Board of Directors (Referred to as ‘The Board’ from herein). Once a majority of the Board has sent in a decision, the applicant will be informed of it.
HitCorp International (Herein ‘HCI’) reserves the right to deny any application without reason, however the major cases in which automatic denial may occur is in the event of an extremely poorly done application or lacking vital information.

• A form of application must be submitted before any persons may gain a position within HCI. This application must be correctly and professionally filled in to the best of the applicants ability and submitted to Human Resources through an appropriate channel.
• In order to be accepted, applicants must be of the age 18 or over without an exemption from two senior executives in all branches.

Section II; HitCorp International’s Values.
a. As an organization, HCI is dedicated to honesty, fairness and integrity, while keeping in accordance with local best practises and applicable rules & laws. In dealings with the public or outside organizations, we will always attempt to choose the course of action that is felt as ‘right’ and fair upon those involved, within our abilities and guidelines.
In order to better protect our members and those we do business with or encounter, HCI has a set of Core Values, to which we must be guided by:

• Caring for the well-being and development of our employees.
• Ensuring right is done for our customers and employees.
• Fulfilling our duties to the best of our ability, with unmatched commitment.

b. Followed by this are the guidelines which govern our daily group and public behaviour:

• To comply with applicable rules, laws, and regulations of the locale (Locale being defined here as a server, area or game) in which we operate.
• To adhere to the standards of fairness, honesty and truth when engaged in activity concerning HitCorp International and it’s relationships with members of the surrounding community, including suppliers, customers, fellow employees & the general public.
• To offer equal opportunities for membership, without discrimination, pending a complete and acceptable application.
• To ensure the quality of our service to customers remains that of the highest standard available within the niche we fulfil.
• To avoid business dealings, operations or activities that present a conflict of interest, breach of integrity or violate applicable laws, rules and regulations of the locale.

Section III; Responsibilities of the Employee.
Each and every member of the organization is expected to follow the guidelines within this document to the best of their ability. This is not only for HCI’s benefit, but you, fellow members, and persons outside the organization also.

As well as following the points listed under Values, above, employees should be mindful of what else is expected of them:

• To read, understand and comply with the Code of Conduct & Bylaws.
• To utilize available resources to resolve questions or issues of concern, including contacting superiors if you are unsure of a situation in regard to bylaws.
• To respect and obey superior employees, management decisions, and those within their hierarchy, provided it remains in sensible boundaries and does not conflict with orders from a higher officer, standing orders, or bylaws.
• Contact a supervisor, manager, or other senior member if you become aware of, or suspect, a violation of the Code.
• Abide by local HCI regulations for specialized operations (for example Second Life application consenting to IM logs related to HCI activity, complaints or code of conduct violations.)

Section IV; Conflicts of Interest & Company Public Image.
a. Many, if not all, HCI employees hold positions of trust within the group. Sensitivity to any circumstance that could damage that trust or cause others to question the good faith of HCI’s behaviour, either on or off the job, is a must.
As an ‘employee’ of HCI, you are responsible for acting in a fair and impartial manner in regards of business dealings, operations, and other matters relating to HCI, and to place the interests of HCI over personal interests in matters relating to HCI business and operation.

The following are examples of how a personal conflict of interest may arise:

• Employment or membership of an opposing organisation, competitor or prospective competitor, regardless of the nature of membership, while employed by HCI, or membership in a group whose nature is similar to that of ours and operating in areas we currently have, or may begin, operations in without permission.
• Let any organization, regardless of operational area or nature of activity, to override, merge with, or suppress HCI identification or tags.
• Usage of HCI assets for personal gain, or use of HCI materials in your own products or organisation without permission.
• Acting independently as a consultant, instructor, or employee to a current or prospective customer or supplier without permission.

b. One of HCI’s most valuable assets is its reputation, and each of our employees represents HCI to the public. As such, we must all take steps to protect the public image of the organization. Any reports or disclosures made to the public or outside organizations must be current, accurate, complete and readily understandable. This responsibility lies with the department realising the information and its managers.

Please also keep the following in mind:

• You should never suggest that you are speaking on behalf of HCI when presenting your personal views, without prior approval from the Board of Directors. CEO.
• Unless as part of your duties, please refrain from making use of the HCI brand or logo without prior approval.
• When dealing with the public, employees should treat the public with respect as well as remain courteous and professional regardless of circumstance.

Section V; Obligations of departing and former employees.
a. Employees who wish to resign or retire must submit the correct information either directly to a managing member, ensuring themselves that it is passed along (Many managers are too busy to deal with it immediately.), or to a correct area for such documents, and await a response. You may choose to cease self-instigated HCI operations of your own volition at this point however mandatory requests for personnel still apply. Failure to follow correct procedure, and any dereliction of duty following an incorrect procedure, will result in termination and may harm future reputation with HCI and other organisations.

There are three ex-member states:

• Resignation – The standard state for a member that resigned of their own will, benefits include ability to re-apply (At the loss of rank unless otherwise deemed) and general friendly perks for resigned members.
• Retirement – This status is usually reserved for longer term members who either wish to leave by their own free will, or are deemed unable to continue their duty. Perks include the ability to ‘come out of retirement’, including rank reinstatement unless the Board rules otherwise.
• Termination – Otherwise known as ‘Fired’. This status is usually gained by those that conduct themselves poorly over an extended period of time, abandon their duties as an HCI employee for an extended time, or somehow violate the Code of Conduct so overtly that there is no other option. This status usually adds significant restrictions on re-application, work with agencies with which HCI is affiliated, and general perks, benefits, and opinions. There are exceptions to this, however, and some ‘fired’ members have gained the trust of the group enough to receive a second chance, however no rank can be gained back and a probationary period may be effected.

b. During the course of your membership with HCI, you may work with, develop, or gain information, materials, or equipment intended either for HCI’s use only, or for distribution by HCI. You may not use that equipment or information for your own benefit after your employment has concluded. Permission may be gained to make use of these in circumstances in which this may not be fair to you, such as being a majority contributor. However it is not automatically granted even if you produced up to all of the work under HCI name. This applies to any ex-member status.

This includes, but is not limited to:

• Selling of items or products you took part in creation of as part of an HCI team, regardless of permissions on your system or ability to distribute.
• Re-branding HCI products as your own group, company or personal name.
• Providing information to organizations, individuals or the public.
• Breaching any agreement you made while in the employ of HitCorp International unless stated otherwise in the agreement.

Section VI; Definition of managing protocols.
HitCorp International runs on a democracy-inspired system of the voting of Board members by the general employees, with the Board then deciding the major aspects of HCI, including opinions, styles and actions, as long as they do not conflict with the core values of HCI.
HitCorp International is ran exclusively by the CEO, with an appointed Board of Directors as an advisory body.

a. Membership & Hierarchy:
• Full-Company Employee (FCE) – This membership level is the standard, overall position for all ARMA3 and primary game members, entitling the employee to run for board, gain management positions, and work for HCI in any Area of Operations that he/she is registered and approved in.
• Local-Area Employee (LAE) – For example, Second Life Employee (SLE). This position is used for games such as MMO’s, where members may stay in for a shorter time. This position allows the member to operate as HCI employees as the player themselves, and vote for board applicants within HCI. Often referred to as OOC membership within roleplay worlds HCI operates, as they are out-of-character members as well as in-character members in those worlds, as opposed to;
• Character-Only Employee (COE) – This position is used by those who join the organization as lower level employees in roleplay worlds. Only their ‘character’ is an employee, not the player, therefore they cannot operate as HCI anywhere but the location/server/sim in which they applied, nor as any other ‘character’ than that which is on their application. The players cannot claim to be members themselves.

b. Management:
• The Chief Executive Officer (CEO) is the sole governing entity of HCI, with a Board of Directors ("The Board") acting as an advisory body with members, known as 'Directors', selected by the CEO.
• The actions, direction and styling of HCI is to be decided by the Chief Executive Officer. The CEO may make amendments to the Bylaws/CoC, Rules & Protocol as long as the key morals, values and safeguards are not compromised by the changes.
• The abilities and status of ranking, both military and company, are to be defined by the ranks and promotions dossier, which in turn is defined by the CEO. The CEO may decide to allow any rank to promote anywhere up to one rank below that rank, restrict the promoting ability of any rank, or withhold a position and/or rank.
• The CEO may lower or remove the rank of employees, however, members at a position defined by the ranks and promotions dossier as able to promote & demote from the rank in question may do so at their own discretion. Executive (Company) ranks may only be removed, stripped or lowered by the CEO, similar to Officer (Security Solutions) ranks, which may only be removed by the CEO or superior security solutions officer discretion, pending the ranks and promotions dossier allows it.
• To become a member of the Board, employees must be selected by the CEO. Board members may be removed from their position by the CEO.
• The board has a standard cap of Five (5) board members to Twenty (20) Employees including board members, with a total cap of Ten (10). This may only be changed by the CEO.

Update approved 2nd August 2014 - Modifications to member board vote eligibility.
Changes approved 9th February 2015 - CEO-Hierarchy re-implemented. Board no longer governing body, though exists as an advisory to CEO.
Update 27th July 2016 - Adjusted sections related to employee responsibilities and resignation.
Update 21st September 2017 - Adjustments to phrasing of sections IV and V.

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