Code of Conduct

Last updated: September 2024

As a mission-driven organization, ORCID is grounded by a commitment to our core values of openness, inclusivity, and trust. Maintaining the trust of the communities we serve is essential to ORCID’s success. The decisions we each make, and the ways we interact with each other and our community, are expected to be intentionally guided by these values, and our values form an important part of ORCID’s Code of Conduct. Our goal is to foster a values-based culture in which each individual within our organization and across our community feels welcome, respected, and treated with dignity, while also recognizing the personal responsibility each of us has in creating and maintaining that culture. See also: ORCID’s Approach to Diversity, Equity and Inclusion.

This policy applies to all people who conduct work for or on behalf of ORCID, including directors, officers, employees, independent contractors, and volunteers (collectively, “ORCID People”). The policy also provides protection for former staff who make good faith reports about violation of this policy consistent with these procedures.

ORCID is committed to conducting its business fairly, impartially, in an ethical and proper manner, and in full compliance with all applicable laws and regulations. Integrity and honesty must underlie all relationships among members of the ORCID community, including ORCID People, users, members, vendors, partners, and the general public. The highest standards of ethical business conduct are required of ORCID People in the performance of their duties. ORCID People must not engage in conduct or activity that may raise questions as to ORCID’s honesty, that negatively impacts our reputation, or that undermines the trust our community has in us.

At ORCID we are committed to the highest standards of conduct at every level. We depend on all ORCID People to serve our community with dignity and respect and in a responsible, professional manner to achieve our mission. All ORCID People are expected to use good judgment, diplomacy, and courtesy in dealing with members of the ORCID community, and with each other. Each individual’s work ethic, attitude and conduct help to maintain the respected reputation of ORCID.

Inclusion & Empathy

As a community, we are committed to fostering, celebrating, and promoting our values of openness, trust and inclusivity in our work environment so that all voices can be heard and acknowledged. We commit to support one another and take action by listening, speaking up, and being allies. We listen with empathy, respect and understanding. We encourage people to articulate what makes them uncomfortable, ask for uncomfortable behavior to stop, and seek support and guidance to communicate effectively. We bear witness and support appropriate action, regardless of the status or the perceived ‘importance’ of the individuals involved. Inclusion is a core element in our organizational Values.

Workplace Conduct and Equal Employment Opportunity

While it is not possible to list all the forms of behavior that are considered unacceptable in the workplace, the following are examples of infractions that are not in keeping with our Code of Conduct, and may result in disciplinary action:

Prohibition of Offensive Behavior and Remarks

ORCID is committed to providing a work environment free from offensive behavior or statements directed at someone’s race, gender, or any other protected status. This policy prohibits such offensive behavior or statements in the workplace, while representing ORCID, or during travel or overnight stays paid for by ORCID. The policy prohibits comments that are derogatory toward anyone because of race, gender, or any other protected status even if no one who is present is offended by the comment.

The types of prohibited behavior include, but are not limited to, the following:

• Any offensive or demeaning comment, remark, or epithet referring to race, gender, or other protected status, including that which is intended as humor;
• Any offensive or demeaning gesture or other behavior directed toward another person because of that person’s race, gender, or other protected status;
• Use of ORCID property to display or store material that is demeaning or offensive on the basis of race, gender, or other protected status;
• Sharing or displaying any item or material that is demeaning or offensive on the basis of race, gender, or other protected status;
• Defacing ORCID property or personal property of another person for purposes of conveying a demeaning or offensive message based on or referring to race, gender, or other protected status; or
• Creating any graffiti or other anonymous communication that refers to race, gender, or any other protected status.

Prohibition of Sexual Harassment and Similar Behavior

ORCID prohibits unwelcome sexual advances, requests for sexual favors, and other verbal or physical behavior of a sexual nature when:

• Submission to such conduct is made either explicitly or implicitly a term or condition of an individual’s employment;
• Submission to or rejection of such conduct by an individual is used as the basis for employment decisions affecting such individual; or
• Such conduct has the purpose or effect of unreasonably interfering with an individual’s work performance, or creating an intimidating, hostile, or offensive work environment.

This prohibition of sexual harassment extends to conduct or statements directed toward all ORCID People, and others that ORCID People may come in contact with while working, representing ORCID or during travel or overnight stays paid for by ORCID.

Prohibition of Bullying, Acts of Aggression and Violence

ORCID strives to provide an inclusive environment where everyone feels appreciated and comfortable. All ORCID People are expected to demonstrate respect, professionalism, and good judgment and to avoid disrespectful behaviors that could harm the inclusive environment or hurt productivity. It is the responsibility of all to maintain a safe workplace free from bullying, threats and acts of violence. Acts of violence and threats or aggressive or violent activities are strictly prohibited, including, but not limited to:

• Behavior that patronizes, humiliates, intimidates, or demeans the recipient; 
• Stalking in person, in writing, or by electronic means; making threats;
• Engaging in physical attacks or property damage;
• Possession of weapons in the workplace, while conducting company business, or at any company-sponsored event

This prohibition of bullying, acts of aggression and violence extends to behavior directed toward all ORCID People, and others that ORCID People may come in contact with while working, representing ORCID or during travel or overnight stays paid for by ORCID.

Pregnancy & Childbirth

In accordance with applicable law, ORCID treats women affected by pregnancy, childbirth or related conditions at least as well as staff members with temporary medical conditions.

Reasonable Accommodation

ORCID will make reasonable accommodations for people with statutorily protected disabilities, as required by law, when this will permit the person to perform the essential functions of the job and does not impose an undue hardship. ORCID will also make reasonable accommodation for the religious needs of ORCID People where such accommodation can be made without undue hardship, as required by law.

Ethical and Lawful Conduct

Transparency and Integrity

ORCID conducts itself transparently, and with honesty and accountability toward all our stakeholders, including our users, members, vendors, consultants, partners, and the general public. We expect all ORCID People to comply with the letter and spirit of all applicable laws, rules, and regulations applicable to ORCID, as well as ORCID’s policies and procedures.

Conflicts of Interest

ORCID People are expected to disclose any actual or perceived conflicts of interest to ensure that all organizational decisions are not influenced by private interest or personal relationships.

Fraud, Financial Wrongdoing, and Other Misconduct

ORCID has no tolerance for fraud, theft of ORCID assets, or financial wrongdoing, including but not limited to:

• Circumvention of internal controls or violation of accounting policies;
• Money laundering or tax evasion;
• Providing false or misleading information to auditors;
• Misappropriation of funds;
• Disclosing confidential information for personal gain; 
• Misrepresentations to any government agency; or
• Seeking any kind of a personal benefit from our partners, members, or other stakeholders. 

All ORCID People are expected to not only ensure proper safeguarding of ORCID’s assets to which they have access, but to be alert for any indication of fraud or misconduct around them, and to report it.

Examples of Code of Conduct Infractions

While it is not possible to list all the forms of behavior that are considered unacceptable in the workplace, the following are examples of infractions that are not in keeping with our Code of Conduct, and may result in disciplinary action:

• Sexual or other unlawful or unwelcome harassment;
• Bullying, intimidation, or discrimination;
• Possession of dangerous or unauthorized materials, such as explosives or firearms, in any workplace that is shared (even temporarily) with other staff or the public;
• Theft or inappropriate removal or possession of property;
• Insubordination or other disrespectful conduct;
• Solicitation or offering of bribes, kickbacks, or other improper payments;
• Possession, distribution, sale, or transfer of illegal substances while conducting ORCID business (including business travel);
• Working under the influence of alcohol, illegal drugs or other mind-altering substances to the extent that your judgment is impaired;
• Operating vehicles or equipment on ORCID business under the influence of alcohol, illegal drugs or other mind-altering substances;
• Excessive absenteeism or any absence without notice;
• Intentional falsification of business records;
• Misleading or false statements to management, members, government authorities, or others;
• Violation of any law, rule, or regulation governing ORCID and its operations;
• Conduct that damages ORCID’s reputation;
• Other unsatisfactory performance or conduct.

Taking Action

Reporting

ORCID not only encourages, but requires, any witness to behavior, communication, or any other action believed in good faith to violate this Code of Conduct to speak up, unless it would threaten someone’s physical safety to do so. You should also report any unethical conduct, even if it is not expressly addressed by this Code of Conduct or other ORCID policy. Please raise your concerns according to ORCID’s Whistleblower Policy, Confidential Reporting Line, or Grievance Procedure as appropriate.  Any reported policy violations will be investigated, maintaining confidentiality to the fullest extent possible, consistent with a thorough investigation.

Government Agencies

In addition to reporting complaints of discrimination or harassment pursuant to the Confidential Reporting Line, you may have the right to file a complaint with national or local employment rights agencies. Contact details for these agencies may be obtained from the Director of Finance and Operations.

Prohibition Of Retaliation

ORCID will not take any retaliatory action against any individual who is subject to this policy and who reports a good faith concern in accordance with this policy, provides information or participates in an investigation of or implementation of corrective action relating to any such concern, or objects to or refuses to participate in any activity, policy or practice giving rise to such concern. Acts of retaliation should be reported immediately to the Executive Director (or the Audit & Risk Committee Chair if the retaliation involves the Executive Director). Any person who retaliates against an individual who has reported a concern in accordance with this policy and in good faith may be subject to disciplinary action, up to and including termination of their employment or relationship with ORCID.

Retaliatory action includes but is not limited to (i) intimidation, harassment and discrimination, (ii) taking adverse employment action, such as discharging, demoting, suspending, threatening, or otherwise affecting the current or future employment of any individual who is subject to this policy, and (iii) contacting immigration authorities about, or reporting the immigration status of, any individual who is subject to this policy or their family or household members, or threatening to do so.

Notwithstanding anything contained in this policy to the contrary, this policy does not in any way modify the relationship between ORCID and its employees or contractors or create an employment contract.  Furthermore, the right to be free of retaliation does not preclude ORCID from taking disciplinary action related to performance or other conduct. 

Please note that any person who intentionally files a false report under this Policy may be subject to discipline, up to and including termination from employment or other relationship with ORCID.

Confidentiality

ORCID takes seriously its responsibility to enforce this policy, and therefore encourages any person reporting a concern to identify themselves to facilitate ORCID’s investigation, although individuals may also report anonymously if they choose to do so. If provided, the identity of the individual reporting a concern will be kept confidential to the extent possible, consistent with the need to conduct a thorough and complete investigation and to cooperate with law enforcement or regulatory authorities where appropriate.

Zero Tolerance

Behavior that reflects our values is required across all internal and external interactions and communications. We recognize that professional behavior that embodies our values precludes and prohibits abuses of power. We commit to taking disciplinary action, including at our discretion termination of employment, contract, or affiliation in response to any violations of laws, rules, or regulations, any verified acts of harassment, bullying, intimidation, discrimination, or other serious breaches of this Code of Conduct made by ORCID People against anyone. ORCID reserves the right to report any violations of laws, rules or regulations to appropriate law enforcement or regulatory agencies.

 Any questions about this policy should be directed to People Operations.

Related Policies

• Principles, Values, Vision
• Whistleblower Policy

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ORCID reserves the right to amend any policy in the library, at any time.

ORCID is committed to compliance with all applicable employment regulations and laws in the countries where we employ people. If any provision of this Policy Library is inconsistent with controlling national or local law, such law will apply and will supersede this Policy Library.