Executive Code of Conduct Question Intake

executive code of conduct question intake

Receive and route executive code of conduct questions to governance owners without offering personal ethics advice or deciding disputes.

Receive the question without deciding it

Record the person's question, the date, the context they choose to share, and any documents offered. Do not label the matter a violation or tell the person there is no issue. Send it promptly to the owner named by the organization's ethics or governance process.

Protect the intake channel

Use a controlled route for conduct questions and keep sensitive context out of open calendars, group chat, and shared boards. Acknowledge receipt without circulating the substance. Preserve the original wording rather than paraphrasing it into a conclusion.

Route to the governance owner

Direct the question to ethics, legal, HR, or the compliance owner according to policy. Share only the information that owner needs to respond. Do not forward the same question to multiple owners and let their answers diverge.

Hold related actions for direction

Flag any meeting, decision, approval, or communication that depends on the answer and wait for the owner's direction. Do not pause, cancel, or redirect work on an assumption. Preserve the approved version and the authority for any change.

Keep records factual and restricted

Record receipt, routing, and the owner's response in the governed system without editorializing. Limit access to the people responsible for the matter. Keep the assistant's coordination notes separate from any official assessment.

Communicate in neutral terms

Tell the questioner only that the matter was routed and to whom, using approved wording. Avoid language that implies misconduct or promises an outcome. Route follow-up and media questions to the authorized spokesperson.

Review the routing pattern

Ask the governance owner whether repeated questions reveal a need for clearer guidance, training, or intake instructions. Track categories and timeliness without storing unnecessary personal detail. Improve the intake route when the same questions are answered inconsistently.

Review the routing pattern

Ask the governance owner whether repeated questions reveal a need for clearer guidance or intake instructions. Track categories and timeliness without storing unnecessary detail. Adjust the intake route when answers are inconsistent.

Common questions

Can an assistant judge whether conduct violates policy?

No. Preserve the facts and route them to the authorized governance owner.

Should the question be shared with the team?

Share only what the governance owner needs, through the controlled route.

What happens after the question is routed?

The owner responds and directs any dependent actions through the approved process.

Source and service boundaries

Governance teams may pair executive administrative support with the conflict disclosure routing guide. Speak with a coordinator about defined routing without sharing sensitive facts. Ethics reference: Standards of ethical conduct for employees of the executive branch.