POL - 80.01.2 NCCU Employee Code of Conduct and Ethics Policy

1. Purpose

The NCCU Employee Code of Conduct and Ethics Policy (“Code of Conduct”) establishes for all University employees expectations of integrity, accountability, professionalism, stewardship of public resources, respect for others, and compliance with applicable laws, regulations, and University policies.

The Code of Conduct does not address every situation in the daily conduct of the University’s many varied activities, nor can it substitute for individual judgment, personal integrity or common sense. All University employees are enjoined to adhere to legal, moral, and professional standards of conduct in the fulfillment of their professional responsibilities. The conduct of individuals acting on behalf of the University affects public perception and trust in the institution. Individuals are expected to act in the best interest of the University and to not use their office for their personal benefit.

2. Scope

This Code of Conduct applies to all University employees, to include: SHRA employees, EHRA faculty, EHRA non-faculty employees, temporary employees, student employees, and individuals acting on behalf of the University in an official capacity.

Compliance with this Code of Conduct is a condition of employment. Employees are required to comply with this policy at all times during the course of their employment, including while conducting University business, performing work on behalf of the University, participating in University-sponsored activities, working remotely, on administrative or investigatory leave, or otherwise representing the University.

Employees also have a responsibility to ensure, to the best of their ability, that contractors, vendors, and volunteers act with the same integrity and ethical standards in their dealings with or on behalf of the University. The University shall cease to do business with or seek the services of those individuals or entities that refuse to adhere to the expectations set forth in the Code of Conduct.

3. Definitions

• EHRA (Exempt from the Human Resources Act): Employees whose positions are exempt from the North Carolina Human Resources Act. EHRA employees are governed by UNC System policies and institutional regulations rather than the State Human Resources Act.
• EHRA Faculty: EHRA employees whose primary responsibilities involve teaching, research, public service, academic administration, or other faculty-related duties. Faculty appointments are governed by UNC System and University policies regarding faculty employment, promotion, tenure (where applicable), and performance.
• EHRA Non-Faculty: EHRA employees who serve in administrative, executive, professional, or specialized roles that are exempt from the State Human Resources Act but are not faculty appointments. These employees are governed by UNC System and University policies applicable to EHRA non-faculty personnel.
• SHRA (Subject to the Human Resources Act): Employees whose positions are governed by the North Carolina Human Resources Act. SHRA employees are subject to state classification, compensation, leave, performance management, and employment policies administered by the Office of State Human Resources (OSHR) and the UNC System.
• Temporary Employee: An individual hired for a limited duration to meet short-term, seasonal, or intermittent business needs. Temporary employees are not considered permanent employees and are generally not eligible for benefits unless required by law or applicable policy.

Student Employee: A currently enrolled student employed by the University to perform work that supports institutional operations while providing the student with employment opportunities. Student employees are hired in positions designated for students and are subject to applicable University employment policies. Their employment is generally contingent upon maintaining enrollment and meeting eligibility requirements established by the University.

4. Expectations

4.1 Personal Standards

4.1.1 Employees of the University shall maintain and demonstrate a courteous, respectful, professional and inclusive demeanor in all interactions with students, faculty staff, alumni, vendors, visitors and members of the public .

4.1.2 Employees shall devote their time, skills, and energy to their office, both independently and in cooperation with other employees and professionals.

4.1.3 Employees shall abide by any approved professional practices and recommended standards applicable to their respective offices.

4.1.4 Employees shall refrain from conduct that is disruptive, threatening, intimidating, abusive, harassing, discriminatory, or otherwise inconsistent with a professional work environment.

4.2 Responsibility as Public Employees

4.2.1 Employees shall recognize and be accountable for their responsibilities to their respective office/position.

4.2.2 Employees shall be responsive to the rights of University members and those individuals or entities with whom the University conducts business.

4.2.3 Employees shall exercise good judgment and integrity in their respective positions and avoid any such activities that would be detrimental to the reputation of the University.

4.2.4 Employees shall uphold both the letter and the spirit of the constitutions of the United States of America and the State of North Carolina, as well as any legislation and regulations governing their actions and report violations of the law to the appropriate authorities.

4.2.5 Employees shall respect and be in compliance with all applicable University policies, regulations, rules, procedures, and other forms of guidance. The Code of Conduct is supplemental to, and not in lieu of, specific policies, regulations, rules and procedures of NCCU and other codes of conduct enforced within specific departments or units of the University. Employees must perform their duties in accordance with all such applicable directives.

4.2.6 Employees shall serve as responsible stewards of public resources and shall avoid waste, fraud, abuse, or misuse of University funds, property, equipment, information, or other assets.

4.2.7 Employees shall conduct University business in a manner that maintains public trust and confidence in the integrity and reputation of the University.

4.2.8 Employees must maintain, protect, and be responsible stewards of the property and assets of the University, including but not limited to, its intellectual property and proprietary information, data, facilities, equipment, supplies, and University funds.

4.2.9 Employees shall promptly return all University property, equipment, records, credentials, keys, identification cards, electronic devices, and other University assets upon request or upon separation from employment, placement on administrative or investigatory leave, or as otherwise directed by the University.

4.3 Protection and Use of University Information and Technology Resources

Employees are entrusted with University information and technology resources and are expected to use them responsibly, ethically, and in accordance with applicable federal and state laws, University policies, UNC System policies, and information security requirements.

4.3.1 Employees shall respect, protect, and appropriately use University information, institutional resources, and information technology assets entrusted to them by virtue of their employment.

4.3.2 Employees shall protect confidential, sensitive, proprietary, personally identifiable, and institutional information in accordance with the University's data classification standards and all applicable federal and state laws, as well as University, UNC System, and State policies governing privacy, records management, information security, and data protection.

4.3.3 Employees shall use University technology resources responsibly and in compliance with all applicable information technology, cybersecurity, and information security policies, rules, regulations, standards, and procedures.

4.3.4 Employees shall safeguard passwords, authentication credentials, and access to University systems and shall not share or misuse authorized access.

4.3.5 Employees shall promptly report any suspected or actual cybersecurity incident, data breach, unauthorized access, loss of University information, or other information security concern through established University reporting channels.

4.4 Professional Development

4.4.1 Employees shall be responsible for maintaining the requisite knowledge, skills, certifications, licenses, and professional competencies necessary to adequately fulfill the responsibilities of their positions.

4.4.2 Employees shall complete all required training programs, certifications, and compliance requirements by established deadlines.

4.4 Professional Integrity – Information

4.4.1 Employees shall demonstrate professional integrity in the issuance and management of information.

4.4.2 Employees shall not knowingly sign, subscribe to, or permit the issuance of any statement or report which contains any misstatement or which omits any material fact.

4.4.3 Employees shall report concerns about improper conduct to their direct supervisor or another appropriate NCCU office or official in good faith without fear of retaliation. There shall be no retaliation for reports of potential noncompliance, concerns, or questions.
4.4.5 Employees shall cooperate fully with inquiries, audits, and investigations conducted by any department on campus, including, but not limited to, the Office of Internal Audit, the Office of Human Resources, the Office of Sponsored Research and Programs and the Office of Legal Affairs.

4.4.5.1 Employees shall provide truthful, complete, and accurate information during audits, investigations, reviews, and inquiries and shall not knowingly conceal, alter, destroy, or falsify information.

4.4.5.2 Employees shall comply with all lawful directives, interim measures, restrictions, and conditions imposed by the University in connection with an inquiry, audit, investigation, review, or other authorized proceeding, including while on administrative leave, investigatory leave, or other leave subject to University-imposed conditions. Such directives may include, but are not limited to, requirements relating to preservation of information, return of University property, access to University facilities or systems, communications with University employees or third parties, and participation in investigative or administrative processes.

4.4.6 Regarding internal audits conducted by the Office of Internal Audit, employees should be particularly mindful of the provisions of N.C. General Statute §143-749 (Obstruction of audit), which provides that it shall be a Class 2 misdemeanor for any officer, employee, or agent of a State agency, to willfully make or cause to be made to a State agency internal auditor or the internal auditor's designated representatives, any false, misleading, or unfounded report for the purpose of interfering with the performance of any audit, special review, or investigation or to hinder or obstruct the State agency internal auditor or the internal auditor's designated representatives in the performance of their duties.

4.4.7 Employees shall utilize artificial intelligence and emerging technologies responsibly and in accordance with applicable laws, confidentiality obligations, intellectual property protections, and professional standards.

4.4.8 Employees shall exercise independent judgment and verify the accuracy of information generated by artificial intelligence before relying upon or disseminating such information. The use of artificial intelligence technologies shall not relieve an employee of responsibility for the accuracy, completeness, confidentiality, or appropriateness of the employee's work.

4.4.9 Employees shall not submit confidential, proprietary, protected, or non-public University information to any artificial intelligence system unless the system has been approved by the University for the applicable data classification and contractual, security, privacy, and compliance requirements have been satisfied.

4.4.10 Employees shall use social media and other public communication platforms responsibly and in a manner consistent with applicable law, University policy, and their professional obligations.

4.4.11 Employees shall not disclose confidential or non-public University information, interfere with pending University investigations, litigation, audits, or other official proceedings, or represent or imply that they are speaking on behalf of the University unless authorized to do so.

4.5 Professional Integrity – Relationships

4.5.1 Employees shall communicate with professionalism, honesty, and respect in all interactions with students, employees, applicants, vendors, and members of the public.

4.5.2 Employees shall act in the best interests of the University while carrying out their official duties and responsibilities and trust in the affairs and interests of the University, within the confines of this Code of Conduct.

4.5.3 Employees shall not knowingly be a party to or condone any illegal or improper activity.

4.5.4 Employees in a leadership role shall manage all personnel matters within the scope of their authority so that fairness and impartiality govern their decisions.

4.5.5 Employees shall promote equal employment opportunities, and in doing so, oppose any discrimination, harassment, or other unfair practices.

4.5.6 Employees shall foster a workplace environment characterized by professionalism, collaboration, mutual respect, and inclusion.

4.5.7 Employees shall not engage in retaliation against any individual who, in good faith, reports misconduct, participates in an investigation, requests an accommodation, or raises compliance concerns.

4.6 Conflict of Interest

4.6.1 Employees shall actively avoid the appearance of or the actual existence of a conflict of interest.

4.6.2 Employees shall discharge their duties without favor and shall refrain from engaging in any outside matters of financial or personal interest incompatible with the impartial and objective performance of their duties.

4.6.3 Employees shall not, directly or indirectly, seek or accept personal gain, which would influence, or appear to influence, the conduct of their official duties.

4.6.4 Employees shall disclose and appropriately manage actual, potential, and perceived conflicts of interest and commitment. Employees are responsible for complying with applicable UNC System, University, and State policies regarding conflicts of interest and outside employment.

Examples may include, but are not limited to:

• Outside employment or consulting activities;
• Financial interests in vendors or contractors doing business with the University;
• Participation in employment decisions involving family members or close personal relationships;
• Acceptance of gifts, gratuities, or favors that could influence or appear to influence official decisions;
• Activities that interfere with an employee's University responsibilities.

4.7 Safety and Security

Employees shall contribute to a safe and secure work environment and comply with all applicable health, safety, emergency preparedness, workplace violence prevention, and security requirements.

Employees shall promptly report workplace hazards, safety concerns, injuries, threats, or incidents through appropriate channels.

4.8 Duty to Report

Employees who become aware of potential violations of law, policy, regulation, fraud, misuse of University resources, research misconduct, discrimination, harassment, retaliation, or threats to health and safety should promptly report such concerns through appropriate University channels.

5. Violations

Employees who violate the provisions of this Code of Conduct may be subject to corrective action, disciplinary action, loss of privileges, reassignment of duties, termination of employment, referral to law enforcement, or other actions deemed appropriate by the University, consistent with applicable laws, regulations, University policies, UNC System policies, State Human Resources policies, and the Faculty Handbook.

Violations involving fraud, misuse of public resources, conflicts of interest, retaliation, harassment, discrimination, obstruction of investigations, falsification of records, or breaches of confidentiality may result in enhanced disciplinary action.