Code of Conduct
Version: 0001
Renewal Date: 7/1/2026
Objective #
The purpose of this policy is to define and promote a harmonious, safe and collaborative work environment and provide guidance for employees of the University of Tennessee Foundation, Inc. (UTFI) around expectations for ethical and responsible conduct, and to articulate the processes for enforcement of this policy.
Policy #
Each UTFI employee is integral in UTFI’s mission of benefitting the educational, research and public missions of the University of Tennessee. Therefore, UTFI relies on the ethical and responsible conduct of its employees, regardless of campus or area of operation. Each employee of UTFI is expected to exhibit a high degree of professionalism and personal integrity consistent with the pursuit of excellence in the conduct of their responsibilities. This Code of Conduct defines community aspirations, provides employees with guidance on how to conduct themselves in an ethical and responsible manner, and provides guidance on processes for enforcement of this policy.
Reporting Obligations #
Employees are expected to report any good faith concerns that compliance violations have occurred to their supervisor, or other UTFI authority, evidence of activity by a state agency, contractor or employee that constitutes any of the following: violation of state or federal law or regulations, fraud in the operations of government programs, misappropriation of state or federal resources, acts which endanger the health or safety of the public or employees, and mismanagement of programs, funds and/or abuses of authority. The reporting of such evidence may be done in confidence, to the extent the law permits. Refer to TM001D Policy Violation Procedure.
False reports of prohibited behavior that are found to have been made intentionally are also a violation of this policy. Policy violations may result in disciplinary action in accordance with established policies and procedures, as appropriate.
Retaliation against an employee reporting evidence of or refusing to carry out directive to engage in such activity is strictly prohibited. Refer to TM0017 Whistleblower Protection Policy.
Respect, Civility & Professionalism #
Respect for People
People are UTFI’s most important resource; as such, employees are expected to treat one another, volunteers, students, campus communities and the public with dignity, respect and professionalism at all times. Employees are expected to create an environment that promotes diversity, fair treatment and respect for others.
Respectful conduct includes:
1. Treating others with dignity regardless of their position, role or background.
2. Maintaining a professional and appropriate tone in written and verbal communication.
3. Providing positive or critical workplace feedback courteously.
4. Valuing another person’s point of view, even when disagreement exists.
5. Managing conflict in a proactive and mutually respectful way.
The following behaviors are prohibited:
6. Disorderly conduct, including the use of discriminatory, abusive, or threatening language, fighting, provoking a fight, or attempting bodily harm or injury to another employee or to any other individual, or threatening physical action or injury on UTFI or UT property or during UTFI or UT activities; or other conduct which threatens or endangers the health, safety or well-being of any person.
7. Sexual harassment of employees, students, donors, customers, visitors, patients, vendors, or any other individual on UTFI or UT property, or during UTFI or UT activities or events.
8. Discrimination against any individual on the basis of age, ancestry, race, ethnicity, national origin, ability status, gender identity or expression, genetic information, military/veteran status, religion, sex or sexual orientation.
Bullying
1. UTFI strives to be a collegial community where employees collaborate and share responsibilities in service of the UTFI mission. Accordingly, all employees are expected to treat one another with civility and collegiality. Civility involves not only respecting others, but being polite, courteous and thoughtful when interacting with others including those with diverse perspectives, backgrounds or beliefs.
2. Bullying, incivility and disrespect in the workplace can be barriers to effective communication, coaching and performance. All employees, as well as members of the public interacting with UTFI employees on business, have the right to be treated with dignity and respect. Accordingly, bullying, intimidation, threatening behavior or aggression, whether verbal, written or physical will not be tolerated.
For a violation of this policy to occur, such acts must be sufficiently pervasive, persistent and/or severe that a reasonable person would perceive that actions could cause physical harm or substantial emotional distress and, find that it creates an educational, work or living environment in which a person is unreasonably excluded from participation in or denied the benefits of the University’s educational or work programs or activities. Unless sufficiently pervasive, persistent and/or severe, a single act typically would not constitute bullying.
Behaviors may be verbal, non-verbal and/or physical conduct that constitute bullying, if directed towards an individual or group, may include:
- Abusive expression that is physical, verbal or written (print and/or electronic).
- Behaviors that exclude, ignore, dismiss, ostracize or deliberately humiliate.
- Performance feedback delivered by yelling, screaming, making threats and/or insults.
- Abuse of authority, such as using inappropriate threats or retaliation in the exercise of authority or impeding another person from exercising rights under the law or University policies.
- Sabotage or undermining an employee’s work to include tampering, damaging or destroying work output, work equipment or personal effects.
- Using condescending, humiliating or vulgar language.
- Verbal abuse that includes shouting or using obscene, derogatory, mocking gestures and language and epithets.
- Knowingly making false, misleading, or malicious statements, verbally or in writing.
- Criticizing or blaming that is unfounded.
Bullying behavior does not include:
- Rude or inconsiderate behavior that does not single out an individual or group.
- Critical feedback on the inappropriate behavior of individuals, poor performance, failure to follow policy or disciplinary procedures undertaken in accordance with applicable campus policies.
- Differences of opinion, interpersonal conflicts and occasional disagreements, which are often part of academic and working life and do not necessarily constitute bullying.
- Routine coaching and counseling, including constructive feedback about and correction of work performance.
- Conveying reasonable work assignments, including shift and overtime assignments.
- Exercising individual differences in styles of personal expression.
- Engaging in passionate, loud expression with no intent to harm others.
- Expressing differences of opinion on work-related concerns.
- The non-abusive exercise of managerial prerogative.
This policy should also be construed within the context of both UTFI’s and the campuses we serve commitment to academic freedom and free inquiry, and the understanding that a university is a place that encourages reasoned dissent and the free exchange of ideas, beliefs and opinions, however unpopular. This policy is not intended to constrain the freedom of university community members to engage in academic disagreements or to speak out about troubling matters, criticize the administration, UTFI, or University policies, or take part in political protest. Bullying does not include constitutionally protected activity or conduct that serves a legitimate purpose.
3. While coaching, counseling and corrective action are necessary parts of any manager’s supervisory responsibility, the language used to correct or reinforce workplace performance must be respectful and professional. Civility requires that even the most critical feedback be delivered respectfully, privately and courteously. Conversely, individuals receiving coaching, counseling and feedback are expected to interact professionally and respectfully when receiving such information.
Professionalism
By holding themselves to high standards of professionalism, employees ensure that UTFI serves its mission effectively and efficiently. Attendance and work performance are the primary settings in which employees demonstrate professionalism by:
- Reporting to work as scheduled and seeking approval from supervisors in advance for changes to the established work schedule, including the use of leave or early arrivals and departures.
- Performing assigned duties and responsibilities with the highest degree of professionalism.
- Maintaining the qualifications, certifications, licensure and training requirements identified for their position.
- Utilizing leave and related employee benefits in the manner for which they were intended.
- Meeting established job performance expectations.
Integrity
Integrity is the cornerstone of UTFI’s mission and values. Employees uphold this principle by protecting confidential information, disclosing conflicts of interest, using resources appropriately, complying with relevant laws and committing to environmental health and safety.
- Confidential Information
- Employees are entrusted with a variety of confidential information about students, faculty, staff, alumni, donors, research sponsors and projects, licensing partners, patients, and other people and activities. Employees must accept the responsibilities of this trust, limiting their access, use or disclosure of confidential information to only those purposes related to the scope of their job duties and responsibilities. Moreover, confidential information must be accessed, protected, preserved and destroyed in compliance with applicable laws, regulations, contracts and UTFI/UT policies. UTFI has the right to monitor, for business reasons, any and all aspects of any university computer systems, including employee email.
- Conflicts of Interest
- University employees interact with outside peers, businesses, governments, organizations, and others to benefit themselves, the University mission, and the public at large. No matter the outside activity or circumstances involved, employees must act and make decisions with absolute credibility, integrity and objectivity, fulfill their primary commitment to the University and the best interests of its mission, and understand and comply with state and federal requirements.
- As such, employees are expected to take all reasonable precautions and seek appropriate guidance to ensure that their outside interests do not place them in conflict with their duties and responsibilities as university employees. Employees must disclose outside interests annually in accordance with UTFI/UT policies so that they can be reviewed and managed or eliminated, as appropriate. Refer to FI0006 Conflicts of Interest Policy.
Respect for Property
UTFI employees are expected to uphold the standards of respect with UTFI and UT resources. Consistent with these standards, employees are expected to exercise reasonable care in the use of UTFI and UT property and to report any damage to property to their supervisors and/or other appropriate officials.
The following activities are specifically prohibited:
- Willful or negligent damage to UTFI/UT property.
- Theft or dishonesty.
- Tampering with or wantonly destroying UTFI/UT data, records, or other information, gaining unauthorized access to such information; disclosing confidential information; or otherwise misusing UTFI/UT data or information.
- Unauthorized use of company vehicles, mail services, identification, and credit cards, telephones, UTFI/UT computers, computer equipment, or other UTFI/UT equipment or materials. Computers and computer accounts are provided to employees to assist them in the performance of their jobs. Employees do not have a right to privacy in anything they create, send or receive on company owned property. UTFI and UT have the right to access and monitor, for business reasons, any and all aspects of any university computer system, including employee email. Because UTFI’s technology infrastructure is provided by UT, all technology provided by UTFI/UT and email are subject to UT IT0110 Acceptable Use of Information Technology Resources.
- Soliciting, collecting money or circulating petitions on UTFI or UT property at any time without permission from the location Vice Chancellor or CEO (in the case of UTFI property) or Executive Director of Talent Management.
Standards of Safety #
UTFI is committed to maintaining the safety and security of all persons on UTFI and UT property and during UTFI and UT activities. UTFI strives to maintain a safe working environment. Specific prohibited activities include:
- Possession of firearms, explosives or other lethal materials on UTFI property or during UTFI/UT activities. Refer to TM0019 Weapons in the Workplace Policy.
- The unauthorized manufacture, distribution, dispensation, possession, or use of alcohol (whether lawful or not), illegal drugs, intoxicants or controlled substances; abuse of prescription drugs while on duty; use of alcohol or controlled substances in a University or rented vehicle for work purposes; or possession or use of alcohol or controlled substances while on duty (except at UTFI or University-sponsored events and other events an employee is expected to attend as part of their duties where alcohol is served).
- Refusal to obey security officials, law enforcement, civil defense personnel or other proper authorities in emergencies.
- Failure to comply with safety rules, regulations or common safety practices including but not limited to fire drills, emergency preparedness drills, safety trainings, building measurements, etc.
- Failure to report an accident involving on-the-job injury or damage to UTFI or UT property. Refer to On-the-Job Accidents.
- Smoking in non-designated areas.
Compliance with Laws and UTFI Policy #
UTFI employees are expected to follow acceptable business and professional principles in matters of business and personal conduct and to always exhibit personal and professional integrity and objectivity. UTFI employees are expected to take precautions to ensure that outside financial interests do not place them in conflict with carrying out their duties and responsibilities as employees of UTFI. Specifically prohibited activities include:
- Falsification of UTFI and UT records.
- Misrepresentation of academic credentials is a Class A misdemeanor in Tennessee. A person commits the offense of misrepresentation of academic credentials who, knowing that the statement is false and with the intent to secure employment at UTFI, represents, orally and in writing, that such person: (1) has successfully completed the required coursework for and has been awarded one or more degrees or diplomas from an accredited institution of higher education; (2) has successfully completed the required course work for and has been awarded one or more degrees or diplomas from a particular institute of higher education; or (3) has successfully completed the required course work for and has been awarded one or more degrees or diplomas in a particular field or specialty from an accredited institution of higher education.
- Behavior or conduct that is unacceptable to UTFI or UT or the community at large.
- Violating federal government security regulations.
- Any violation of state or federal law affecting ability to perform assigned work.
- Gambling on UTFI or UT property or during UTFI or UT activities.
- Flagrant violation or failure to observe traffic or parking regulations.
Work Performance #
UTFI expects employees to make a commitment to quality job performance. Issues of poor performance or misconduct compromise both the employee and the organization. For this reason, UTFI expects work performance to meet high standards at all times. Prohibited behaviors include:
- Insubordination or refusal of an employee to follow instructions or to perform designated wok or to comply with directives of authorized UTFI officials.
- Failure to wear proper uniform or identification in the prescribed manner as may be required by the UTFI.
- Sleeping on the job.
- Failure or refusal to maintain or obtain required licensure, certification or registration.
- Instigating or participating in deliberate low productivity and/or interfering with another employee’s work.
Standards of Attendance #
UTFI depends upon its employees to carry out the work of the organization; therefore, reliable, consistent attendance is an important requirement of all positions. This standard is addressed more fully in TM0018 Work Schedules, Attendance and Punctuality Policy. Refer to TM002 Disciplinary Action Policy.
Scope and Application #
This policy applies to all UTFI employees, including full-time staff, part-time staff, student workers, student interns, both exempt and non-exempt staff members, temporary staff and volunteers for our organization. Employees are expected to familiarize themselves with this Code of Conduct and to abide by it. Even the appearance of unethical or irresponsible behavior can be damaging to the public trust of our organization. Consequently, employees are expected to conduct themselves fairly, honestly and in accordance with the highest ethical and professional standards.
Policy Implementation #
Implementation of the Code of Conduct will be the responsibility of all UTFI employees in consultation with UTFI Office of Talent Management leadership.
Definitions #
Bullying: A type of abusive conduct, includes acts that would cause a reasonable person, based on the severity, nature, and/or frequency of the conduct, to believe that they are subject to an abusive work environment.
Civility: The act of being polite and courteous in behavior and speech.
Integrity: Represents the UT community in a positive and respectful light while exhibiting moral character.
Professionalism: Constantly projects a positive image of self and the organization through courteous interactions, strong work ethic and sound judgement.
Respect: Admiration for someone or something elicited by their abilities, qualities or achievements.
Penalties/Disciplinary Action for Non-Compliance #
Violations of the Code of Conduct and any subsections herein may be cause for disciplinary action up to and including termination of employment. Refer to TM001D Procedure – Policy Violation.
Policy Administration #
The table below identifies the responsible official, contact information and administrative responsibilities of policy matters.
Subject Matter | Office Name/Position Title | Email/Web Address |
---|---|---|
Authority | UTFI Senior Official of Talent Management | [email protected] |
Point of Contact | UTFI Executive Director of Talent Management | [email protected] |
Policy Location | Public Listing | |
Policy Review Schedule | Annual Review |
History of Revision: #
Related Policies/Guidance Documents #
Policies:
- UT Policy IT0110 Acceptable Use of Information Technology Resources
- FI0006 Conflict of Interest Policy
- TM0002 Disciplinary Action Policy
- TM0007 Harassment and Discrimination Policy
- TM0017 Whistleblower Protection Policy
- TM0018 Work Schedules, Attendance and Punctuality Policy
- TM0019 Weapons in the Workplace Policy
Procedures/Forms: