SECTION 15: EMPLOYEE RESPONSIBILITIES & CODE OF CONDUCT

Chapter I – Purpose

This Code of Conduct defines the standards of professionalism, behavior, appearance, and responsibility expected of all employees of Aycardo Veterinary Center Inc. (AVCI).

These standards are established to:

• Ensure patient safety and client confidence

• Maintain a professional medical and clinical environment

• Promote respect, discipline, and accountability in the workplace

All employees are required to understand and comply with this policy at all times.

Chapter II – Scope and Applicability

This policy applies to:

• All regular, probationary, contractual, and temporary employees

• Interns, trainees, and volunteers

• All AVCI branches and off-site assignments

Compliance is required during all working hours and whenever representing AVCI in any professional capacity.

Chapter III – General Professional Conduct

All employees are expected to:

1. Perform duties with honesty, diligence, and accountability

2. Treat clients, colleagues, and partners with courtesy and respect

3. Follow clinic protocols, SOPs, and safety guidelines

4. Protect the confidentiality of patients, clients, and company information

5. Avoid behavior that may damage the reputation of AVCI

Unprofessional conduct, insubordination, or deliberate disregard of policies may result in disciplinary action.

Chapter IV – Attendance, Punctuality, and Responsibility

Employees must:

• Report to work on time and follow assigned schedules

• File absences and leaves in accordance with the AVCI Leave Policy

• Ensure proper turnover of duties when absent

• Avoid unauthorized absences or habitual tardiness

Chapter V – Grooming and Professional Appearance

AVCI maintains a medical and clinical environment that prioritizes hygiene, safety, and professional presentation.

AVCI does not discriminate on the basis of gender identity, sexual orientation, or personal beliefs. Grooming standards are implemented solely for professionalism, hygiene, safety, and consistency, and apply to all employees while on duty.

5.1 General Grooming Standards

All employees must:

• Wear clean and appropriate AVCI uniforms or scrubs

• Maintain proper personal hygiene at all times

• Keep hair clean, neat, and controlled

• Use minimal and professional accessories

• Wear closed-toe footwear suitable for a clinical setting

5.2 Hair Guidelines

• Biologically male staff with long hair are required to tie their hair neatly while on duty.

• Biologically female staff with long hair must likewise keep hair neat and properly controlled, especially during patient handling or procedures.

• Hair styles must not interfere with hygiene, safety, or clinical work.

5.3 Tattoos and Body Art

AVCI respects personal expression; however, visible tattoos must be managed appropriately in a medical setting.

1. Existing Tattoos

   • Tattoos must remain discreet and professional.

   • Tattoos containing offensive, explicit, violent, or inappropriate imagery must not be visible during work hours.

2. Large or Sleeve Tattoos

   • Large-scale or full-arm sleeve tattoos that are highly visible must be covered using appropriate clothing or approved sleeve coverings.

3. New Tattoos

   • Employees are advised to avoid acquiring new highly visible tattoos that cannot be reasonably covered while on duty.

   • Any newly acquired visible tattoo must be reported to HR for guidance.

5.4 Body Piercings

To maintain a clean, safe, and professional appearance in a clinical environment, the following rules apply during work hours:

Biologically Male Staff

• No body piercings are allowed while on duty, including but not limited to:

  • Earrings

  • Nose rings

  • Lip rings

  • Eyebrow piercings

• All piercings must be removed during working hours.

Biologically Female Staff

• No body piercings are allowed, except for earrings.

• Earrings must be limited to one (1) piece per ear only.

• Earrings must be small, simple, and non-dangling to ensure safety and professionalism.

5.5 Makeup and Cosmetics

• Makeup, if used, must be minimal and professional.

• Evident or heavy makeup, including lipstick, heavy eye makeup, or dramatic cosmetics, is not permitted while on duty.

• The objective is a clean, clinical appearance, not a fashion-oriented presentation.

5.6 Compliance and Enforcement

• Grooming and appearance standards apply during all working hours, official duties, and AVCI-related events.

• Employees who do not meet these standards may be asked to correct their appearance immediately.

• Repeated or willful non-compliance may result in disciplinary action, in accordance with company policy.

Chapter VI – Workplace Behavior and Respect

Employees must:

• Maintain a respectful, inclusive, and professional workplace

• Refrain from harassment, discrimination, or offensive conduct

• Avoid gossip, public criticism, or disruptive behavior

• Report workplace concerns through proper channels

Chapter VII – Client Relations and Communication

Employees must:

• Communicate clearly, respectfully, and professionally with clients

• Provide accurate information within their scope of responsibility

• Avoid making guarantees or unauthorized medical claims

• Escalate concerns appropriately to supervising staff or management

Chapter VIII – Complaints and Public Conduct

• Client complaints must be handled professionally and documented properly

• Employees must not argue with or disparage clients

• Posting internal issues, complaints, or clinic matters on social media is strictly prohibited

Chapter IX – Confidentiality and Data Protection

Employees must protect:

• Client and patient medical records

• Financial and business information

• Internal communications and policies

Unauthorized disclosure may result in disciplinary action or termination.

Chapter X – Safety, Biosecurity, and Infection Control

Employees are required to:

• Follow all safety and biosecurity protocols

• Wear PPE when required

• Report unsafe conditions or incidents immediately

• Attend required safety and clinical training

Chapter XI – Disciplinary Action

Violations of this Code of Conduct may result in:

• Verbal or written warnings

• Mandatory retraining

• Suspension

• Termination of employment

Disciplinary action will be imposed in accordance with due process.